How to apply for a job by email
The subject line, the message and the attachments for an email application that gets opened.
Follow the advert's instructions
Many adverts say exactly what to send, where, and what to write in the subject line. Follow those instructions to the letter: some employers filter applications that don't.
The email itself
- Send from a professional address, ideally your name.
- Subject line: the job title and reference number, for example "Application for Accountant, Ref. ACC/2026/01".
- Message: a short greeting, one or two sentences on the job you're applying for, and a list of what you've attached. Don't leave the message empty.
- Sign off with your full name and phone number.
Attachments
- Send PDF files unless the advert asks for something else: they look the same on every device.
- Give each file a clear name, such as "Asha-Juma-CV.pdf".
- Scan certificates clearly, in colour if you can, and check every page can be read.
- Keep the total size small. Many email services refuse emails larger than about 20 MB, so combine scans or reduce their size if needed.
An example email
Subject: Application for Accountant, Ref. ACC/2026/01
Dear Hiring Manager,
I am applying for the position of Accountant advertised on your website. Please find attached my application letter, CV and copies of my academic and professional certificates, as requested.
I would welcome the opportunity to discuss my application, and I can be reached on 0712 345 678.
Yours sincerely, Asha Juma
Before you press send
Check the address, the subject line and that every attachment opens. Send it to yourself first if you're unsure. Then note the date you applied.
Mistakes to avoid
- Sending one email to many employers at once. Every employer can see the others, and it shows the application wasn't written for them. Send each application separately.
- Writing the whole letter in the email body while also attaching it. Keep the email short; the attachment carries the detail.
- Sending photos of documents taken at an angle, instead of clear scans.
- Forgetting the attachments. If you notice, resend straight away with a one-line apology.
- Sending the same application twice to be safe. It looks careless. Once is enough.
When the advert gives few instructions
If the advert only gives an email address, send a short email with your application letter and CV as PDFs. Add copies of certificates if they are likely to be needed, such as for a role requiring a specific qualification, and keep the total small. In the subject line, write "Application for" and the exact job title.
Watch your inbox
After applying, check your email every day, including the spam or junk folder. Replies from employers sometimes land there. Reply promptly and politely to any request, such as additional documents or an interview invitation, and confirm the date and time in your reply.
More guides
- How to write a CV employers read
- How to write an application letter
- How to prepare for a job interview
- How to spot fake job adverts
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- What to do after you apply
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- How to read a job advert before you apply
- How to find an internship or field attachment
- How to search and apply for jobs using only your phone
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- What to check before you accept a job offer
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- How to find jobs through the people you know
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