How to Write Job Application Emails That Get Replies

I've seen HR managers delete application emails without even opening the CV. Why? Because the email itself was terrible. Most people write awful application emails - too long, too vague, or just unprofessional. Here's how to write ones that actually get responses.

Your subject line is everything. Most people write "Application" or "CV" or leave it blank. HR gets hundreds of emails daily. They're not opening yours if the subject doesn't tell them what it is. Write "Application for Marketing Manager - Ahmed Ali". Clear, searchable, professional. HR can find it later if they need to. Shows you're organized.

Keep it short. 3-4 paragraphs max. HR scans emails in seconds. If yours is a novel, they'll skip it. Start with a greeting, say where you saw the job (proves you're not spamming), state your interest, highlight one key thing about you, close politely. Done. Don't write your life story.

Personalize it. Don't copy-paste the same email to everyone. Mention the company name. If you can, reference something specific - a recent project, an achievement, something that shows you actually researched them. I can tell in 2 seconds if someone sent a generic email to 50 companies. So can HR.

Structure matters. Paragraph 1: who you are, what position. Paragraph 2: your most relevant experience or skill. Paragraph 3: why you want THIS job at THIS company. Closing: thanks, CV attached. Easy to scan, professional.

Be specific. "I have good communication skills" tells them nothing. "I managed client communications for 3 years with a 95% satisfaction rate" tells them everything. Numbers and specifics make you memorable. Generic statements get forgotten.

PDF your CV. Word docs look different on different devices. PDFs always look the same. Name it properly - "AhmedAli_CV.pdf" not "MyCV_Final_Final_ReallyFinal.pdf". Keep it under 2MB or some email systems reject it.

Proofread. I can't stress this enough. Spelling mistakes, grammar errors, typos - they scream "I don't care." Read your email out loud before sending. Better yet, have someone else read it. You'll miss your own mistakes.

Put your contact info in your signature. Phone number, LinkedIn if you have it. Make it easy for them to reach you. Don't make them hunt for your number.

Don't mention salary in the first email. Wait until they ask. Talking money too early makes you look money-focused, not opportunity-focused. Focus on what you can do for them, not what you want from them.

Follow up smart. If you don't hear back in 5-7 days, send a brief follow-up. 2-3 sentences max. "Hi, just following up on my application for [Position]. Still very interested. Would appreciate any update." That's it. Don't be pushy. Don't demand a response. Just check in politely.