These days, how to write an email for a job application is what decides if your CV even gets looked at. Not everyone realises it, but emails now do the talking long before any interview. In many African cities today, job applications are rarely done on paper. It all begins with a short email, and that is where most people slip.
According to recent reports, the average job seeker sends nearly 400 applications before receiving an offer. That number shows the importance of getting every detail right — starting with your email.
Think about it. HR opens their inbox and scans dozens of messages. Yours has to feel clear, polite, and well put together. That is where a formal how to write an email for a job application approach makes a difference. You do not need fancy words, just a message that sounds right.
This article shows exactly how to do that. From samples to simple templates, you will find what works in 2025. If you are applying for any job this year, it helps to start with the basics, and this email is one of them.
Table of Contents
Why Email Format Matters
Recruiters Get Too Many Emails to Read Fully
Today’s job ads draw so many applications that recruiters rarely manage to open every message. Most skim the first few lines, and if the email feels untidy or hard to follow, they move straight on.
Neatly Written Emails Draw More Attention
Formatting is not about making it fancy. It is about helping someone read it without effort. A short greeting, clear layout, and polite wording can make your message stand out—even before they check your CV.
Real Examples for Common Roles and Levels
This guide gives you how to write an email for a job application example that fits your stage. Whether you have no experience or you are applying as a teacher or driver, you will find styles that work today.
6 Steps on How to Write an Email for a Job Application
Step 1: Write a simple subject line for the email
Write in simple words with zero complications. This is where you need to be smart by only mentioning the job title you are applying for and your full name.
Example:
Application – Accountant Role – Fatou Diallo
This is done to ensure that the hiring managers get informed about the reason for emailing without any hassle. That is the whole point.
Step 2: Greet the person right
If the name is there, great. If not, say Dear Hiring Manager. That works fine. Avoid Hi or Hello, team – not formal enough.
Step 3: One line about yourself
Say your name, maybe your background. My name is Fatou, and I recently completed my degree certificate in accounting. That is enough. No long story.
Step 4: Mention the job and why you applied
Mention the role for which you are applying, and then maybe add one reason. You don’t need to impress here. Just make it feel like you know what job you’re applying for. Many don’t, trust me.
This part’s useful for people wondering how to write an email for a job application that actually gets noticed.
Step 5: Say your documents are there
People forget this all the time. Write, “I’ve attached my CV and certificates.” That is it.
If you are trying to learn how to write an email for a job application with attached documents, use the line quoted above.
Another thing that you need to do is, before you send the email, verify whether the file is already there. That is the trick to how to write an email for a job application with an attachment without messing up.
You can also create an impressive LinkedIn profile and share its link in the email.
Step 6: Close the email nicely
End with “Kind regards,” your name, and your contact. Do not forget your number. This is an elementary mistake made by freshers while sending an email to hiring managers in their first job application.
Quick things before sending:
- File name? Make it clear. FatouDiallo_CV.pdf
- No missing files, please.
- You can test-send to yourself first.
And yes, this is all part of how to write an email for a job application with a resume that sounds real and respectful.
Sample Email for Job Application
So, the next time you are searching on Google with the keywords – How to write an email for job application sample that actually works – ensure that you select one that is simple. Find a sample that is short, polite, and clear, which more often than not does the job. We have mentioned a sample email that you can use for different job applications with minor tweaks.
Subject: Application – Administrative Assistant (Ref: 2025/06)
Dear HR Manager,
Hope your day is going well.
I came across the opening for the Administrative Assistant role and felt it matched my background quite well. I have added my updated CV to this email for your reference.
Please let me know if you require any additional information. I would be glad to share more.
Kind regards,
Mary Wanjiru
+254 7XX XXX XXX
Why this email gets it right
- Puts job title in the subject line so it is easy to track.
- Says what it needs to say, no extra stuff.
- Has attachments? Clearly mentioned.
- Contact info is all there, nothing missing.
Not every recruiter reads long intros. This simple job application email sample makes sure they do not miss what matters.
Job-Specific Email Examples
Below are three email examples tailored for specific jobs. These reflect how real people usually write when applying – simple, honest, and focused on the role.
Security Job
Subject: Applying for Security Job – Available Immediately
Hi,
I’m reaching out about the security job. I’ve worked guard roles at apartments and school gates, and I’m always on time. People say I’m honest and alert. I have added my CV in case there is an opening. If you need someone night or day, I’m ready.
Thanks,
David Kiplangat
071X XXX XXX
Teacher Job
Subject: Interested in Teaching Role – Maths/Science
Dear Madam/Sir,
I am a trained teacher with a degree in Education. I handle Maths and Science well, and I have worked in a few schools already. TSC registered. I enjoy helping learners understand concepts gradually in a clear and easy-to-understand manner. For your ready reference, I have attached my updated CV along with this email.
I look forward to your positive response.
Susan Achieng
072X XXX XXX
Driver Job
Subject: Driver Application – Clean Record & BCE License
Hi there,
I am writing to enquire if you have any driving roles open. I hold a BCE license and have more than six years of experience transporting goods and people in Nairobi. I don’t have an accident history, and I know most city routes by heart. My papers are attached.
Kind regards,
Michael Omondi
075X XXX XXX
How to Write a Short Email for a Job Application
There are times when less is considered more. This is particularly true when you have a limited amount of time or the job posting only requires a prompt response.
A short email for a job application should be polite, direct, and leave out details already in your CV. The idea is to make contact without overexplaining.
Subject: Application – Sales Intern
Dear HR Team,
I am interested in joining your company as a Sales Intern. I have attached my CV along with this email. I shall wait for your response.
Kind regards,
Brian Otieno
✔ Tips for a Short Email Application –
- Keep tone respectful and formal.
- Avoid repeating CV details. Works well for quick replies or internship roles.
- A single short paragraph is enough.
How to Apply for a Job via Email (PDF Guide)
Some folks prefer having something offline. So if you are looking for help with how to apply for a job via email in PDF format, there is a short file you can grab. It has a few sample emails, some subject-line phrases, and it might make your day easier.
It is not long, and you do not need to sign up or anything. Just click and get it. If you like to learn without switching tabs, that file helps.
Download the free PDF guide to follow offline.
Note: If you find it difficult to open this file on your phone, please follow these steps to open any file on different devices.
Common Mistakes to Avoid
It seems hassle-free to write a job application email. Albeit, when you hit the Send button and remember you forgot something. Here is where it usually goes wrong if you don’t know how to write an email for a job application:
Wrong or blank subject line
People often skip the subject or just write “Job.” That’s not enough. Say what role you are applying for. It helps HR sort it fast.
Missing attachments
Classic mistake. You mention a CV in the email, but it is not there. Always double-check after you hit attach.
Informal language/emoji
Emojis might feel friendly, but not in job emails. Same with casual lines like “Hey!”—they make it look less serious.
Poor grammar
If your email has typing errors or odd phrasing, it leaves a bad first impression. Reading it out loud catches most issues.
Forgetting contact details
You may write the perfect email and even attach the right CV, but then forget the basics, such as your phone number or email address. How will the recruiter contact you without the information?
It may sound obvious, but it happens more often than you think. Scan the details before hitting the send button.
FAQs
Which details should I include in a job application email?
The subject line comes first; that is what they notice. Write something like “Job Application – Sales Executive Ref#2025”. After that, just greet the team. Keep it simple, like “Dear HR” or even “Hi Team” if the role seems casual.
Then, write one or two lines to say what role you’re applying for and that your CV is attached. Do not overdo it. No big story here. Before you send it, just double-check. Did you put your contact info in? That part gets skipped a lot.
Should I paste my resume text into the email body?
No, that is not a good idea. Most hiring teams want a proper attachment they can download and forward. Copy-pasting your full resume inside the email makes it hard to read, especially on mobile.
Just mention briefly that your CV is attached, and make sure it actually is. If you want to say anything more, you can add a short note about why you are applying, but keep it simple. The email is just an opener; the real story is in your CV.
What is the best time to send a job application email?
Usually, sending it between 8:30 AM and 10:00 AM on a weekday works best. That is when HR teams or recruiters check their inbox first thing in the morning. Please refrain from sending emails on weekends or late at night, as they may get lost among other messages.
And if you are applying to a local company, match your timing to their office hours, not yours. A well-timed email feels more professional and gives you a better chance of being seen early.
Is it possible for me to send the same email to multiple employers?
You can, but it shows. If you send a generic email to five companies and forget to change the name or job title, it looks careless. At the very least, customize the greeting and the position name.
You do not need to write five different emails, but make sure it looks like you care about that job, not just any job. If you do not, someone else will, and they might get the callback instead.
Conclusion
Knowing how to write an email for a job application can make all the difference when trying to land an interview. Start strong with a clear subject line, greet the hiring team properly, and mention the role you’re applying for.
Attach your CV, avoid over-explaining, and double-check for grammar, tone, and completeness. Keep your message short, clear, and respectful; avoid emojis and slang.
If you want a real edge, look through how to write an email for a job application examples, and make your message stand out by being personal yet professional.
Tarun Asrani is the founder and editor-in-chief of SmartAfricaGuide. With extensive experience in digital publishing and content strategy, he leads the platform’s focus on finance, scholarships, e-learning, and career opportunities shaping Africa today. Tarun visits Africa twice a year, gaining first-hand exposure to local education systems, job markets, and emerging technologies. He also closely follows African news, university updates, and government initiatives to ensure SmartAfricaGuide delivers timely, accurate, and practical insights grounded in real regional experience.
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