The Top Job Email Templates to Use in 2021

Looking for a job can be a daunting task, especially in today’s fast-paced world. With hundreds of job openings available and thousands of applicants vying for each position, it can be challenging to stand out from the crowd and grab the recruiter’s attention. However, the right tools can make all the difference, including a well-crafted job email template that can set you apart from the competition. In this article, we’ll explore some examples of job email templates that you can use as a starting point, edit as needed, and send off with confidence. With these templates, you can save time and effort while increasing your chances of landing that dream job. So, let’s dive in and discover the power of a good job email template!

The Best Structure for Job Email Templates

Email templates are an essential tool for job seekers looking to make a great impression on potential employers. The right structure can make all the difference in crafting a professional and effective email that will elevate your job application from the rest. With that in mind, here is the best structure for job email templates.

Subject Line: Start your email with a clear and straightforward subject line that summarizes the purpose of your email. A subject line that is specific and attention-grabbing is more likely to get noticed and opened by the recipient. Avoid using generic subject lines like “Job Application” or “Resume” as they are too vague and uninformative.

Greeting: Begin your email with an appropriate greeting that addresses the recipient by name. Do your research to ensure that you are addressing the right person, as a generic “To Whom It May Concern” can come across as lazy and unprofessional. If you are unsure about the recipient’s gender, avoid gender-specific titles such as “Mr.” or “Ms.” and opt for their full name instead.

Introduction: In the first paragraph, introduce yourself and mention how you came across the job opportunity. If you were referred to the job by someone, mention their name and relationship to you. This will help establish a personal connection and show that you have done your homework. Also, state the position you are applying for and the reason you are interested in it.

Body: In the second paragraph, highlight your relevant skills and experience that make you a suitable candidate for the job. Go into detail about your work history and accomplishments that demonstrate your ability to perform the duties outlined in the job description. If you have any additional qualifications or certifications, mention them here as well. Finally, explain why you are excited about the prospect of joining the company and what you can contribute to it.

Closing: In the final paragraph, thank the recipient for considering your application and express your eagerness to discuss the opportunity further. Include a call to action, such as requesting an interview or asking for confirmation that your materials were received. End the email with a professional closing, followed by your name and contact information.

In conclusion, the right structure for job email templates can make all the difference in standing out to potential employers. By following this structure, you can craft an effective and professional email that will help you land your dream job. Good luck!

Job Email Templates for Different Reason

Job Acceptance Letter

Dear [Employer’s Name],

Thank you for offering me the position of [Position]. I am excited to accept the job and become a valuable member of your team. I am confident that my skills and experiences will enable me to make meaningful contributions to the company.

My starting date is [Date] as agreed upon, and I look forward to meeting my new colleagues and learning more about my role. Thank you again for this opportunity.


[Your Name]

Job Inquiry Email

Dear [Hiring Manager Name],

I hope this email finds you well. My name is [Your Name], and I am interested in the [Position Name] role that is currently open at your company. I came across the job post on [Where you saw the job opening], and I believe my qualifications align well with the requirements of the position.

I have [Number of Years] years of experience in [Job-related skill or experience], and I am confident that I can bring a unique perspective and skillset to your team. I have attached my resume for your review, and I would be more than happy to answer any questions you may have.

Thank you for considering my application. I look forward to hearing from you soon.

Best regards,

[Your Name]

Job Rejection Letter

Dear [Applicant’s Name],

Thank you for applying to the [Position Name] role at our company. After careful consideration, we have decided to move forward with other candidates whose qualifications better match the requirements of the position.

We appreciate the time and effort you put into your application, and we encourage you to keep pursuing your career goals. We will keep your application on file for future opportunities within the company. Please do not hesitate to reach out to us if you have any further questions.

Best of luck with your job search.


[Employer’s Name]

Job Offer Email

Dear [Applicant Name],

We are pleased to offer you the position of [Job Title] at [Company Name]. This is a great opportunity for you to join our team and contribute to our continued success. Based on your experience and qualifications, we believe you are the best fit for the role.

The details of your employment, including your salary, benefits, and start date, are enclosed in the offer letter attached to this email. Please review it carefully and let us know if you have any questions or concerns. Once you accept the offer, we will send you the necessary paperwork to complete the hiring process.

We look forward to hearing from you.

Best regards,

[Employer’s Name]

Job Performance Review Email

Dear [Employee Name],

I’d like to take a moment to provide you with a performance review for your work over the past [Timeframe] at [Company Name]. Overall, we are very impressed with your work and the contributions you have made to the company. Your dedication and attention to detail have not gone unnoticed, and we appreciate your hard work every day.

However, we also believe that there are areas where you can continue to improve. Specifically, we would like to see you work on [Specific area for improvement]. We think you have a lot of potential in this area, and we are confident that you can develop your skills and become an even stronger asset to the company.

Keep up the great work, and please let us know if you have any questions or concerns.

Best regards,

[Manager’s Name]

Job Resignation Letter

Dear [Employer’s Name],

It is with mixed emotions that I submit this letter of resignation from my position as [Your Position] at [Company Name], effective [Resignation Date]. Thank you for the opportunities and experiences that I have gained from my years with the company.

Please let me know how I can assist during this transition, as I intend to ensure as smooth a handover as possible. I am honoured to have had the opportunity to work with and learn from so many talented individuals while employed here.


[Your Name]

Job Interview Follow-Up Email

Dear [Interviewer Name],

Thank you for taking the time to meet with me earlier this [Date/Timeframe]. I enjoyed our conversation and am even more excited about the potential opportunity to contribute to your team.

Please let me know if there is any further information or materials that I can provide for you during your candidate review process. If it will be any help to your decision, I am very interested in the position, and I am available to discuss my candidacy or answer any questions you may have.

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

Best regards,

[Your Name]

Tips for Crafting a Job Email Template that Gets Results

When it comes to communicating with potential employers, email is often the quickest and most effective way to get your point across and make a good impression. However, crafting a job email template that gets results takes more than just hitting “send.” Here are a few tips to help you create messages that stand out and increase your chances of landing opportunities:

Focus Your Subject Line: The subject line of your job email template should be attention-grabbing and clearly communicate the purpose of your message. Whether you’re submitting an application, following up on a conversation, or requesting an informational interview, make sure your subject line reflects what’s in the body of your email. This helps busy employers quickly identify and sort through their messages.

Personalize Your Greeting: Addressing your recipient by name is an easy way to build rapport and show that you’ve done your homework. Make sure to spell the name correctly and avoid generic salutations like “To Whom It May Concern.” If you’re not sure who to address, do some research on the company’s website or LinkedIn page to find the appropriate contact.

Be Clear and Concise: Your message should be well-written and easy to read. Be sure to get straight to the point and avoid rambling or irrelevant information. Use bullet points or short paragraphs to break up your text, and make sure your tone is professional yet friendly.

Show Your Value: Whether you’re submitting your resume or asking for an informational interview, be sure to highlight your unique skills and qualifications. Instead of just listing your experience, try to communicate how you can add value to the company. Use examples or anecdotes to illustrate your strengths.

End with a Clear Call to Action: Make it clear what you’re hoping to get out of the email, whether it’s a response, an interview, or more information. End the message with a friendly but direct call to action, such as “I look forward to hearing your thoughts on this matter” or “Please let me know if there’s a convenient time for us to chat further.”

By following these tips, you can create a job email template that grabs attention, communicates your value, and increases your chances of landing the job or opportunity you’re seeking.

Job Email Template FAQs

What should be the subject line of a job email template?

Your subject line should be clear and specific, and ideally include the job title and your name. This makes it easy for employers to identify your email and prioritize it accordingly.

How long should the email be?

Keep your email concise and to-the-point, ideally no longer than a few paragraphs. Employers receive tons of emails every day, so make sure you get your main points across quickly and clearly.

What should I include in the first paragraph?

Your first paragraph should introduce yourself and explain why you’re writing. This can be a brief summary of your current job and qualifications, along with a quick explanation of why you’re interested in this particular position.

What information should I include about my qualifications?

Focus on the qualifications that are most relevant to the position you’re applying for. This might include your education, work experience, and any relevant certifications or skills.

Should I include my resume in the email?

It’s generally best to include your resume as an attachment, rather than pasting it into the email. This ensures that employers have a formatted and organized version of your resume that they can easily access and share with others.

How should I sign off the email?

End your email with a professional closing and your contact information. This might include your name, phone number, and email address, as well as any relevant social media links or online portfolios.

How long should I wait for a response?

It’s always a good idea to follow up with a polite email or phone call after a week or so if you haven’t heard back. However, employers are often busy and may take longer to respond than you expect, so don’t be discouraged if you don’t hear back right away.

What should I do if I make a mistake in the email?

If you notice a mistake after you’ve sent the email, it’s usually best to send a quick follow-up email acknowledging the error and providing the correct information. Honesty and transparency can go a long way in building a good relationship with potential employers.

Can I send the same email to multiple employers?

Yes, you can send the same general email to multiple employers if you’re applying for similar positions. However, make sure you customize each email to include specific information about the company and position you’re applying for. This shows that you’re genuinely interested and have taken the time to do your research.

Let’s Wrap It Up!

Thanks for taking the time to read about job email templates! We hope you found some helpful tips and tricks to make your job search a little smoother. Remember, first impressions matter, so make sure your job emails stand out in a positive way. Don’t be afraid to personalize the templates to fit your specific needs and personality. And if you’re ever feeling stuck, don’t hesitate to come back here for some inspiration. Happy job hunting!