Tips on Email Applications
Email Applications: Don’t send blank Emails
Email applications are one of the easiest ways to apply for posts but can also be frustrating at times.
Here are some of the frustrations that one can suffer when sending their application via email:
- Sometimes your application can land on the junk folder of the recipient at times especially if your email looks suspicious,
- Your application can be returned back to you because the size of the attached documents is too big. Some companies have a maximum combined size of documents that their server allows, for most companies it is 5MB and sometimes it doesn’t bounce back immediately.
- If you make a mistake on when typing the recipients email address, your application will bounce back, and sometimes it doesn’t bounce back immediately.
Unfortunately we have to learn how to do it right because we need that job, so here are some of the tips that can help you complete your email application hopefully without problems:
1. Never send a blank Email
The message on your email will be the first thing that the recipient looks at before opening your application documents, so the message is likely to act as your motivational letter, so make it count. When sending your applications via e-mail, always make sure that you write something on your e-mail. There are several templates that can guide you on how to structure an application email. In summary, start by greeting the recipient or HR or whoever’s name appears on the advert and then your email must indicate what job you are applying for, where did you find out about the job, what qualities do you possess and end your email by giving reference to the attached documents. End with your name, surname and contact number at the bottom of your email.
2. Never send an email with a Blank Subject Title
Write something on the Subject title, it can be the Post Title followed by Job Application or Post Reference or anything else that the advert will tell you to write as the subject of your email.
3. Name all your documents accordingly
Rename all your documents to mention what that document is, don’t send unnamed documents, e.g.: YourName_CV, YourName_ID, YourName_Proof of Residence, YourName_Certificate, and YourName_Matric Certificate. Don’t send Doc001, Doc002, IMG00125, etc.
4. Keep the size of your documents small
When scanning documents, keep your documents less than 1Mb in size, some companies’ email servers can only accept up to 5Mb of the total combined size of your attachments, some can only take 1Mb. Decrease the resolution of your scanner or camera to get a reasonable size when saving your PDF files and photos. The size of your email is controlled by the combine size of your attached documents.
5. Your email address must not look suspicious
If you haven’t opened an email account before, then please chose a good email address, one that you will not forget and one that cannot be mistaken for a spam email because such emails lands on the junk folder of the receiver’s mail box and not on their inbox. When creating an email, play around with your names and surname to give you an email address that is yet to be take, stay away from odd numbers or numbers in general as part of your email address but if you have no choice but to use numbers, then please chose numbers that has meaning such as your date of birth, year of birth, house number, etc.
I always try the following rule when creating a new email, say your name is John Smith, then here are the options I look into: jhnsmith@....com, smithjhn@....com, john.smith@...com, smith.john@...com, smithjohn@....com, johnsmith@...com, johnsmth@...com, smthjhon@...com, johnsmith900715@...com, smithjohn199007@...com . I hope you understand the pattern.
6. Double check the application email for spelling errors
This might sound like an unnecessary thing to do, but please make sure that the message on your email has been double checked for spelling and grammar errors. Some posts that you are applying for might need someone who pays attention to details such as admin posts, clerks, etc, so if the recipient (HR) finds spelling errors on your message, already they assume that you don’t double check your work.
Don’t be like us; this post was not double checked for errors… 😊
Here is an example of an application email that you can use, also take note that different job titles have different structures of application emails, some positions will want you to mention certain things on your email while others might not want a lot of things.
HOW TO APPLY FOR A JOB VIA EMAIL – ADVICE BY ADZUNA Dear Hiring Manager, I would like to apply for the Sales Assistant position as advertised on the newspaper. Please find a copy of my resume and cover letter attached, outlining my suitability for the role. I have more than two years of experience in the industry and I feel that I would be a great fit for the position. I look forward to hearing back from you regarding my application. Kind regards, Sarah Jones 071 111 2222
Dear Employer, I am very interested in applying for the Claims Adjuster position you advertised on Website recently. My qualifications and experience match your specifications almost exactly. Please take a moment to review my attached Application Documents: - Up-To-Date Resume - Customized Cover Letter It would be a sincere pleasure to hear back from you soon to discuss this exciting opportunity. Sincerely, [Your first and last names, plus the phone number(s) you want to be contacted at]
Subject: Civil Engineer Job Application Dear HR (write name if it is given), My name is John Smith and I am contacting you about the available position for a mid-level civil engineer within your company. I was first made aware of this opportunity on indeed.com and I am intrigued by the opportunity to apply my 3 years of experience in civil engineering to the continued success of your organization. Below I have enclosed my resume and cover letter for your review. I look forward to hearing from you at your earliest convenience. Sincerely, John Smth 071 1111 222 firstname.lastname@example.org
Subject: Application for Quality Assurance Coordinator Dear Hiring Manager, I am contacting you to inquire after a job opening for Quality Assurance Coordinator that I learned about from your website. I have attached my resume and cover letter which outlines my 2 years of experience in assuring the quality of products and produce in manufacturing plants across South Africa. I look forward to hearing from you at your earliest convenience. Best regards, John Smith 071 111 2222