Although many recruitment and job platforms allow candidates to apply online in a single step, sending job applications via email remains very popular. So, do you really know what you need to prepare and how to properly send a job application this way?
I. Why do many job applicants choose to send their applications via email?
Many applicants think that simply applying via email is easy and straightforward. However, reality proves that not everyone knows how to send a job application via email. First, let's explore why this method is so popular among many other options.
Generally, applicants today can choose from several ways to submit their applications: via email, online through recruitment platforms/websites, or by sending a message via Facebook or other social media. Some specific organizations or businesses may require applicants to submit hard copies, in person, or by mail. Each method has its own advantages and disadvantages, but it's undeniable that email remains the most common.
The main reason is that both applicants and recruiters are quite familiar with sending and receiving job applications via email. Below each job posting, employers also include email and phone numbers so that candidates can send their CVs or ask questions about the job and related information. Furthermore, for employers, whether a candidate knows how to send a job application via email reflects their personality (carefulness, attention to detail) and professionalism.
II. What does a job application sent via email include?
1. Job application CV
Your resume is the first and most essential document in your job application, whether sent via email or any other channel. Typically, upon receiving an application email, recruiters will quickly scan the email content and scroll down to the attachments to find your CV. There's nothing particularly special about this section, as the CV is always important, and for a successful job application, where you send your CV is less important than what you write in it.
Ensure your resume uses the correct template, has a clear and coherent format, a logical layout, and easy-to-read colors and fonts. Furthermore, the content and presentation of each section must meet the minimum requirements of the recruiter, focusing on highlighting your strengths in education, experience, and skills. Note that your resume should be sent as a PDF file – avoid sending a Word file as it may appear unprofessional.
2. Job application letter
While not a mandatory requirement, many employers appreciate candidates who proactively write and send cover letters (also known as application letters or job applications). Although it's a brief document, typically around one page long, its advantage is that it allows candidates to introduce themselves more, explain some information in their CV, or express their strong desire to become a member of the company.
3. Portfolio
Portfolios are often requested by employers in specific industries so they can fully and accurately assess your skills or style. Jobs such as architect, graphic designer, interior designer, editor, journalism, and media will usually require you to submit a portfolio. Submitting it as a PDF file is best.
4. Other documents (if any)
Some specific roles require a certain appearance, for example, and the employer will ask you to submit a portrait photo or similar. Sometimes, even if not required, if you want to impress the employer, you can proactively include it – it doesn't have to be a full portfolio, but it could be a 1 or 2-page link to published articles, projects you've participated in, etc.
III. How to send a job application via email
1. How to title your email when sending a job application.
The email subject line may seem simple, but it's actually a crucial part. Ultimately, those who know how to send job applications via email first and foremost know how to write a subject line that recruiters will click on, not ignore, or worse, have their email sent to the spam folder.
The email subject line typically includes: Applicant's full name, the position applied for, and possibly information about the CV. For example: "NGUYEN VAN A - PROGRAMMER"; or "CV APPLICATION FOR PROGRAMMER POSITION - NGUYEN VAN A".
2. How to present content in emails
2.1. Greetings
The opening salutation in a job application email is brief, but choosing the right one isn't easy. Should you write "Hello, Sir/Madam" or "Hello, Mr./Ms./Ms."? Are you addressing an individual or a specific department/division? This is difficult to decide but significantly impacts the impression you make on the recruiter.
JobOKO advises maintaining a polite and tactful tone. If you're unsure of the recruiter you're contacting, use a general greeting like: "Dear Mr./Ms." or "Dear Human Resources Department of [Company Name]." Avoid addressing person A but sending your application to person B. Of course, if you're certain of the recipient, write their full name and title, for example: "Dear Mr. Nguyen Van A, Head of Human Resources Department of [Company Name]."
2.2. Don't forget to introduce yourself.
The next part of your job application email is to introduce yourself so the recruiter knows who you are. It's a short but well-written sentence that needs careful consideration. Write your full name, and you can also mention your school, major, or years of experience (depending on your circumstances). For example: "I am Nguyen Van A, a graduate of Mechanical Engineering, Hanoi University of Science and Technology, graduating in June 2021"; or "I am Nguyen Van A, with 3 years of experience as a mechanical engineer."
2.3. Where and through what channel did you see the job posting?
To measure the effectiveness of recruitment across different channels, many recruiters will want to know (or specifically request) which channel candidates saw the job posting through. When you submit your CV online via a recruitment website, the information will be displayed immediately, but when submitting a job application via email, you need to be specific. A simple structure would be: "After seeing the job posting on Joboko.com, I feel I can meet the requirements and am quite suitable for the role of Website Content Editor"...
2.4. State your reasons for applying, your aspirations, and your expectations.
This is arguably the most important part of a job application email. Regardless of how you begin or introduce yourself, you clearly need to state the main reason for sending this email. You could write: "I have long been interested in job opportunities at your company and I feel fortunate to have found this job posting for [position name] which is a good fit for me. Therefore, I am submitting this application hoping to have the opportunity for an interview and become a permanent member of the company soon."
2.5. Mentioning attachments
Of course, simply writing the email body, no matter how impressive or engaging the language, isn't enough. What recruiters want to see is your CV and other attached documents. How can you remind them that you've attached files to your job application email? It's simple: in the email body, write something like, "Details are provided in the attached files, including [list the files you sent]" or "Please see the attached files for details."Cuối cùng, bạn cũng đừng quên "nhắc nhẹ" lại một lần nữa rằng bạn mong muốn nhận được phản hồi sớm nhất.
3. Regarding the signature in the application email and attached files.
When it comes to sending job applications via email, there's a small but potentially important detail: the email signature at the end. You might wonder why you need a signature when you've already attached your CV and contact information. In reality, a signature demonstrates professionalism and is convenient for recruiters who want to contact you (making it easier than having to search through your CV). A signature usually only includes: your full name, phone number, and email address. You can hide your previous job title or position.
Meanwhile, for attached files, remember to check all the contents before sending them and name them clearly. Don't just include your name; recruiters won't know what the file is. You should clearly differentiate them, such as "CV - Nguyen Van A" or "Job Application Letter - Nguyen Van A". If you need to send both your portfolio and photos, and the total size is too large, you can send them as compressed files (this rarely happens).
IV. Mistakes to Avoid When Sending Job Applications Via Email
1. Incorrect writing, incomplete writing, unclear information.
Applying for a job is a serious task because it demonstrates your respect for the job, the employer, and yourself. If you're not meticulous and don't check carefully, resulting in an email with incorrect name, company name, missing or unclear information, or even spelling mistakes, you could lose your dream job. For the subject line or any parts that need capitalization, use all capital letters to avoid inconsistencies and illegible text.
2. Forgetting to attach your CV and other required documents.
It would be terrible if you wrote in the body of your job application email that you attached your CV and other documents, but the recruiter couldn't find them. Make sure you've attached them before sending the email.
3. The issue of inappropriate forms of address.
Generally, forms of address like "sir," "madam," or "Ms." are quite polite but inappropriate in most situations. The head of the company might address you that way, but they usually won't be directly reviewing your CV in the initial stages. Your contacts will typically be HR specialists, department heads, etc. Using "brother/sister" is more friendly and avoids being overly formal or stiff.
4. Use your company email address.
The email address you use to send your job application should be your personal email address. Avoid using your work email address, as this can lead to problems or simply make you appear unprofessional to recruiters. If necessary, you can even create a new Gmail account to search for and apply for jobs instead of using an inappropriate email address.
Source: Joboko
