How to write a job application email

Subject line

The subject line is the first filter. A vague subject like 'Job application' or 'Resume attached' often gets ignored or sorted into a folder before anyone reads it. Be specific: include the job title, the requisition number if the posting lists one, and your name.

Keep it under 60 characters so it does not get cut off on mobile. Hiring managers in the US, Canada, the UK and Australia all use mobile email, so brevity matters everywhere.

• Application: Senior Data Analyst (Req #4821) — Jordan Lee
• Marketing Manager application — Priya Sharma
• Software Engineer II — Alex Nguyen — referred by Dana Kim

Email body structure

Keep the body to four short paragraphs. Hiring managers are not reading a cover letter inside the email; your cover letter is the attachment. The email body is an introduction that makes them want to open the attachment.

Use a professional greeting. If you know the hiring manager's name, use it. If the posting does not name anyone, 'Dear Hiring Team' is acceptable in all four countries. Avoid 'To Whom It May Concern', which reads as dated.

1. Opening line: name the role and where you found it. Example: 'I am writing to apply for the Product Manager role listed on your careers page.'
2. Value sentence: one or two sentences connecting your background to the job's core requirement. Example: 'I have five years leading cross-functional product teams in fintech, including two years managing a team of eight across three time zones.'
3. Attachment note: tell them what you have attached and that the files are ready to open. Example: 'Please find my resume and cover letter attached as PDFs.'
4. Closing: invite a conversation and thank them. Example: 'I would welcome the chance to discuss how my experience fits your team. Thank you for your time.'

Attachments

Save your resume and cover letter as PDFs unless the job posting specifically asks for a Word document. PDFs preserve formatting across devices and operating systems, which matters when a recruiter opens your file on a different machine.

Name your files clearly. A file called 'resume_final_v3.pdf' signals disorganisation. Use a format like 'FirstName-LastName-Resume.pdf' and 'FirstName-LastName-CoverLetter.pdf'. This also makes it easier for the recruiter to find your file later when they search their downloads folder.

Check file size before sending. Most email servers accept attachments up to 10 MB, but aim to keep each file under 2 MB. A bloated PDF with embedded high-resolution images can trigger spam filters or bounce entirely.

• Format: PDF unless the posting says otherwise
• File names: Jordan-Lee-Resume.pdf, Jordan-Lee-CoverLetter.pdf
• Size: under 2 MB per file
• Test: email the files to yourself first to confirm they open correctly

Full email template

Below is a complete template you can copy and adapt. Replace the bracketed sections with your own details. The tone is professional but direct, which works for most industries in the US, Canada, the UK and Australia. For very formal sectors such as law or finance in the UK, you may want to use 'Dear Mr Smith' rather than 'Dear Hiring Team'.

Tailoring the email to the job

A generic email is easy to spot. Recruiters who review dozens of applications a day notice when the opening paragraph could have been sent to any company. Spend five minutes reading the job posting and pull out one specific detail to reference.

For example, if the posting mentions that the team is expanding into the Australian market and you have worked in that region, say so in your value sentence. If the company recently launched a product you have used or followed, a single sentence acknowledging it shows genuine interest without sounding sycophantic.

Tailoring does not mean rewriting the whole email for every application. It means swapping one or two sentences so the email feels written for this role, not copied from a template.

Following up after you send

If you have not heard back after five to seven business days, a short follow-up email is appropriate. Keep it to two sentences: confirm you sent your application and ask whether they need anything else from you. Do not apologise for following up.

One follow-up is enough. Sending a second or third message within a short window can work against you. If the role has a stated closing date, wait until after that date has passed before following up.

In the UK and Australia, it is common to follow up by phone if the posting includes a contact number. In the US and Canada, email follow-up is the norm unless the posting invites calls.

• Wait five to seven business days before following up
• Keep the follow-up to two sentences
• Reference your original email and the date you sent it
• One follow-up only unless they respond and invite further contact

How Break-In Bad can help with your application

Writing a tailored resume and cover letter for every application takes time, and the quality often drops when you are applying to many roles at once. Break-In Bad's AI agent writes a tailored resume and cover letter for each job from facts you confirm, so the documents you attach to your email are specific to that posting rather than generic.

The agent also applies directly on Greenhouse, Lever, Workday and other employer sites when a portal is involved, and sends a screenshot as proof of submission. If you are emailing an application directly, you can still use Break-In Bad to produce the polished PDF attachments you need, starting from 25 credits for $9, with 50 free credits when you sign up.