Skip to content
Your new email signature experience is only a few clicks away! Start your free trial today.

How to Write the Perfect Job Inquiry Email in 11 Steps

Brought to you by Exclaimer

You’ve been job hunting for ages but finally found the perfect job opening. You have the right experience and are 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.

Many 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 daily. You must immediately grab their attention to ensure your job application email is noticed.

With this in mind, use our top tips to send a job inquiry email that significantly 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 need to find the correct person to send your job inquiry email to. It is common for companies to display the name of their 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 application email needs to start with an appropriate opening. As you will likely 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 must 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 must 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. Failing to add attachments will mean potential employers will most likely ignore your email.

Rather than just announcing that you’re seeking employment, you want to showcase your expertise. You want to position yourself as the solution to the company’s problem.

Regarding 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 about showcasing how your skills will benefit 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 stand out, include project samples related 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 application email perfectly? The best way is to use a professional email signature. This allows you to present your contact details in an easy-to-digest format and professionally showcase you.

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.

Email example for job application

Subject line: Sarah Green – Product Marketing Manager, N7-75231


My name is Sarah Green, and I am applying for the Head of Marketing position (Job Reference ID N7-75231) at [COMPANY NAME].

[COMPANY NAME] is renowned for producing world class software for marketing professionals. I have 10+ years’ experience in product marketing, having been at the forefront of many successful product launches.

I have attached my resume and cover letter to this email. Please take a moment to review these to get a better idea of who I am and my experience.

I would very much like to talk to you in more detail regarding this amazing opportunity at your company. Should you require anything other information, please do let me know.

Thank you for your time and I look forward to hearing from you shortly.

Kind regards,

Sarah Green



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 clearly and concisely and showcase why you would be an asset to the company. After all, the more desirable a candidate you appear to be, the more likely you’ll get that all-important job interview.

Ready to get started?

Exclaimer transforms everyday emails into a valuable platform to drive sales and build stronger relationships.

Start a free 14-day trial today (no credit card information required!) or book a demo with one of our product specialists to find out more. 

Learn more with our range of resources

The Untapped Potential of Corporate Emails 1 Exclaimer

The Untapped Potential of Corporate Emails

Think email signatures are just a way to display contact details? Think again! Discover the full potential of your corporate email signatures in our white paper.

Read More >
Moving from hybrid working from remote working

The Importance of Email Signature Management for Hybrid Workers

Making the move to hybrid working serves up a number of challenges for organizations. Find out how to make sure email signature management isn’t one of them.

Read More >
The Top 10 Email Signature Management Headaches 4 Exclaimer

The Top 10 Email Signature Management Headaches

Find out how to cure the headache of email signature management for IT teams – for good!

Read More >

Your new email signature software awaits

  • 14-day free trial
  • No credit card information required
  • 24/5 support available