How to Write the Perfect Job Inquiry Email in 11 Steps
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You’ve been job hunting for ages, but you’ve finally found the perfect job opening. You have the right experience and you’re really interested in working for the company. You now need to get your resume/CV in front of the right person so that they consider you for this open position.
A lot of job applications are sent via email, even those posted on recruitment sites and job boards. At the same time, hiring managers and human resources departments are bombarded with job seekers emails on a daily basis. To ensure your email gets noticed, you need to grab their attention immediately.
With this in mind, use our top tips to send a job inquiry email that greatly increases the chance of getting a response.
1. Do your research in advance
Before you write a job inquiry email, make sure you thoroughly research the company in advance.
You’ll then understand its function, values, mission statement, and goals. These will then determine if it is worth inquiring about the job posting.
Start by reviewing the company’s website. This should provide you with plenty of information. Its social media presence will also provide you with the most recent news. It should also give you an even greater insight into its corporate culture.
You may even want to look into current employees that work for there by looking at their LinkedIn profiles. These will provide insight into what qualities the company looks for in its staff and whether you would be a good fit.
2. Find the right contact to email
You now need to find the correct person to send your job inquiry email to. It is common for companies to display the name of its hiring manager on job opportunities so this should not be too difficult.
However, if you can’t find an appropriate contact, consider using LinkedIn to search for job titles relating to the role you want to apply for. You should easily be able to find out who is in charge of the department this way. You can then locate a direct email address through a public search.
3. Write a strong subject line
As with any business email, the subject line is the first thing the hiring manager will see when they receive your job inquiry email. It needs to be concise and eye-catching, so use less than eight words.
At the same time, the subject line needs to be as specific as possible. This lets the hiring manager know why you’re emailing them.
If you’re emailing a larger company, it’s sensible to include the position you’re applying for, your name in the subject line, and a vacancy code or job ID. This makes it easier for the recruiting manager to see your job inquiry email in their crowded inbox.
4. Use an appropriate salutation
Your job seekers email needs to start with an appropriate opening. As it is likely you will have never spoken to this person before, use a formal greeting such as „Dear“ or „Good morning/afternoon/evening“. It is not appropriate to use „Hi“ or „Hi there,“ even if the company has a relaxed corporate culture. You’re inquiring about a job, not speaking to a friend.
Don’t use a generic greeting such as „Dear Sir or Madam“ or „To Whom It May Concern“. It almost guarantees that your job inquiry email will not be read.
You should also never assume someone’s gender just because you have their name. If you don’t know how someone identifies (he/him, she/her, they/them, etc.), address them by their full name.
5. Keep the content formal
This goes without saying, but you need to be professional and courteous in your job inquiry email. The hiring manager does not know you, so don’t come across as over-familiar. Present yourself over email professionally, while actively avoiding using slang, jokes or emojis.
6. Introduce yourself
You now need to let the recipient know who you are and why you’re contacting them. As you are inquiring about a job, you need to state this clearly in the first paragraph. State your name and some basic information about yourself. This could be your current job role or the degree you’ve just obtained.
If you have been referred by someone else, make this clear. Say something like „My name is [Full Name], and I’ve been referred by your colleague [Full Name] for…“ This will ensure your job inquiry email gets immediate attention.
7. Market your skills and work experience
This job inquiry email needs to effectively market you and highlight why you are the best match for this job vacancy.
Summarize your resume/CV in a few important points so that the hiring manager understands your skill set.
Speaking of your resume/CV, you mustn’t forget to attach a PDF copy to your job inquiry email and direct the recipient to read it. A cover letter is also highly recommended. Forgetting to add any attachments will mean potential employers will most likely ignore your email altogether.
Rather than just announcing that you’re seeking employment, you want to showcase your expertise. Essentially, you want to position yourself as the solution to the company’s problem.
When it comes to language, don’t flatter the hiring manager too much. You want to convey genuine interest in the role subtly. Again, this job inquiry email is all about showcasing how your skills will be of benefit to the company.
8. Ensure the copy is concise and to the point
Recruiters do not have time to read long, complicated job inquiry emails, especially on mobile devices. You have very little time to impress the reader, so get to the point quickly.
You don’t need to include everything in an email when asking about a job. After all, your CV/resume will be attached to the message. Use short and simple phrases that showcase your expertise and limit paragraphs to no more than two or three sentences.
9. Add a call-to-action and end the email appropriately
In the last paragraph, reiterate what you can bring the company and include a strong call-to-action. This could be an interview request or to set up a meeting to discuss the job role in more detail. If you want to really stand out, include project samples that relate to the position. This again showcases your expertise.
Finally, thank the hiring manager for taking the time to read your job inquiry email. Finally use a formal email sign-off that is in keeping with the professional tone of the message such as „Yours sincerely“ or „Kind regards“.
10. Include a professional email signature
So how should you end this job inquiry email perfectly? The best way is to use a professional email signature. This allows you to present all of your contact details in an easy-to-digest format and showcase you in a professional manner.
Your contact information should include your full name, phone number, and email address. You can also add links to your portfolio, resume, blog, etc.
11. Review your email in detail
Once you have completed your job inquiry email, review the content thoroughly. This means proofreading the copy, reviewing the format, and checking that all attachments display correctly. It’s recommended that you send yourself a test email as well.
Job interest email sample
When inquiring about a job, writing and sending a professional job seekers email is a great way to land your dream job. As this is a cold email and the hiring manager will have never spoken to you before, you need to make the best first impression possible.
You are more likely to get noticed if you can actively „sell“ yourself in a clear and concise manner, as well as showcase why you would be an asset for the company. After all, the more desirable a candidate you appear to be, the more likely it is that you’ll get that all important job interview.
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