8 Steps to Write a Successful Email to Your Potential Employer - Graduate Coach (2023)

May 13, 2020

Are you feeling a bit of “email anxiety” when thinking about emailing our potential employer?

Yep, ”email anxiety” is a real thing.

The main reason behind it is the uncertainty about the response.

“Will they see my email?”

“Will the employer respond at all?”

“Is this the right position for my career?”

That’s why writing and sending a cold email to an employer is a common scenario for email anxiety.

It shouldn’t be that way, though.

First and foremost, you’re doing the right thing. Email is the best way to deliver a personalized, professional message that makes you stand out in a pool of candidates.

Second, by emailing potential employers, you’re expanding your range of choices. This means making a step in the right direction to making better career choices.

If you need help writing that email, we’ve got you covered. Below, find eight steps on how to write a compelling and personalized email (or LinkedIn InMail) to your dream employer.

(Video) Email Writing for Job Application | How to Write an Email for Your Job Application | Rough Book

Step 1: Research the Position

Okay, here, your academic research skills can really shine.

Before you start writing the email, you need to know how to personalise it.

Email personalisation shows you’ve taken the time to research the position well and tailored your outreach. That’s a great sign for employers.

Besides, it might help you find the signs of a great company while you’re at it.

So, here’s how to do it right.

As always, start by researching useful info to mention in your letter. Keep in mind that the job description isn’t the only place to get it.

Let’s suppose you’re considering writing an email about this developer position at Google.

8 Steps to Write a Successful Email to Your Potential Employer - Graduate Coach (1)

Okay, so the qualifications and responsibilities are clear…

Hold on a sec. You’re not sure about some terms in the description…

“Google Stadia” is one of them. Even if you already know something about it, you need to know the latest news about the folks who work on it.

Make a simple search to get them (sometimes the best things are simple).

For example, in just a few clicks, I found Stadia’s blog for developers with lots of great info.

(Video) Job application|Job application class 12|Job application class 12 Term 2|Job application Format

8 Steps to Write a Successful Email to Your Potential Employer - Graduate Coach (2)

So, again, make sure to research the position.

This way, you can find something to mention in your letter and make it more compelling for employers.

Step 2: Write an Interesting Subject Line

“An inquiry?” – not engaging.

“I’m interested in your job opportunity?” – too general.

When writing a subject line for your email, consider the following tips:

  • Use the findings from company research. Include a project a company is working for or mention a specific need of the company, e.g. “I’d like to contribute to [Project name]”
  • Provide value. What would provide that additional motivation for an employer to open your email? What makes you a great asset? A specific skill? Experience? Even basic value-adding phrases like “Content manager, interested in helping your content team” is totally fine to mention
  • Get personal. This means including the name of the recipient in the subject line.

Step 3: Use Appropriate Tone and Language

This one can be a little tricky.

The formal tone and language is the best bet in most cases. However, some companies prefer to communicate more casually, and even look for the same in candidates.

The ultimate choice depends on what you find during company/position research.

For example, if you find that the job description is written in a formal tone and the recruiter’s LinkedIn post activity suggests the same, chances are you can write to them in a conversational tone.

The critical thing is to be super respectful and friendly, regardless of the tone and language.

Pro tip! While studying at university, many students adopt a very wordy academic style. While it’s great for essays and research papers, it’s not exactly the best idea for an email to an employer.

The problems with the academic style include passive voice overuse, long words, unnecessarily complicated phrasing, and others.

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These won’t impress the person reading your email, so try to:

  • use more active voice, e.g. “I completed this” instead of “This was completed by me”
  • don’t be afraid to use “I” more often. While commonly discouraged in the academic writing style, “I” could help you to turn passive sentences into active
  • avoid industry buzzwords. This is a good idea even if the employer understands them because if you’re a fresh graduate, you might not completely understand what you’re talking about.

Step 4: Mention the Position You’re Applying for

Can you tell what’s wrong with this letter?

“Dear Mr. Thompson,I’m glad to learn that your company has recently opened new positions in the marketing department. I’m writing to apply and would be grateful if you would consider my candidacy. The prospect of joining the department would be an exciting challenge.”

What do you think?

While the content is quite okay, the sender hasn’t mentioned the job they’ve applied to. This leaves the employer guessing.

The lack of details can discourage them from reading the CV altogether. So, please make sure to include the official title of the position to avoid having your CV ignored.

Step 5: Explain Why You’re a Great Fit

This is the most important thing to include after the short intro.

Basically, you need to answer these questions:

  • “Do I need the eligibility criteria?”
  • “Do I have any additional relevant experiences?”

To give a potential employer a quick overview of your education, qualifications and experience without having too many details, try including the most relevant info.

If you were applying for a marketing-related position, for example, try mentioning:

  • your educational degree
  • foreign language skills
  • relevant internships
  • online courses
  • accomplishments.

Try limiting this section to 4-5 sentences to the easiest reading experience.

Step 6: Invite to Open Your CV

It goes without saying that your outreach email should contain the CV as an attached file. A bad application email never tries to convince the reader to open it.

(Video) Thank You Email After Interview 3 Step Template [With Subject Line & Example!]

Feel free to use these call to actions to invite the recruiter to check out your CV:

  • “My CV is attached for your review”
  • “I’m enclosing my CV so you could review my experience”
  • “Please feel free to review my attached CV for additional information regarding my experience and qualifications
  • “Attached is my CV, which contains details about my qualifications and experience.”

Important! Don’t include any other documents besides the CV. Let them read it and then provide more information if requested.

Step 7: Let Them Know About the Follow-Up [Optional]

If the employer doesn’t respond in a week or so, feel free to send them a follow-up email. However, you should mention this in your first message.

You can do so with a sentence like this:

“I will follow up next week to verify the receipt of this letter.”

Including a notification about the follow-up is a common practice and a good opportunity to contact the employer once again. That’s why set up a reminder on your smartphone so you don’t forget about it, just in case.

Step 8: Run a Quick Grammar Check

It’s very easy to make silly mistakes that can ruin your chances to get a job. So, to be on the safe side, use an online grammar checker.

Tools like Grammarly, for example, check for grammar, tone, and spelling mistakes and give recommendations to avoid passive voice.

Checking your email may take a few minutes but make a difference for your image as a candidate.

A Successful Email for a Potential Employer: Summary

If you write a relevant, personalized, and to-the-point email, there’s no reason for “email anxiety.” The employer will notice that you did your homework and spent time researching their company’s needs.

The tips above suggest the following email structure:

  • Greet the recipient
  • Identify the position you’re applying for
  • Give a concise overview of your education and qualifications to explain why you’re a great fit for the position
  • Have a call to action inviting the recipient to take a look at your attached CV
  • Let them know about a follow-up.

Of course, don’t forget to research the company and the position to know which skills and qualifications are the most relevant for the employer.

(Video) How to Introduce Yourself in English | Tell Me Something About Yourself? - Interview Tips | ChetChat

Good luck!

Author’s bio. Daniela McVicker is a career and business communication coach, helping future job applicants to write business emails to help them achieve success on their career paths. She is also a contributor to Topwritersreview and Essayguard.


What should I write in an email to a potential employer? ›

How to Write an Email to a Potential Employer
  1. Step 1: Start With a Clear Subject Line. ...
  2. Step 2: Address the Appropriate Person. ...
  3. Step 3: Share the Value You Can Bring to the Employer. ...
  4. Step 4: Attach Your Resume and Cover Letter. ...
  5. Step 5: Sign Off and Follow Up.
4 Oct 2022

How do you start an email to an employer? ›

6 strong ways to start an email
  1. 1 Dear [Name] This email greeting is an appropriate salutation for formal email correspondence. ...
  2. 2 Hi or Hello. As far as email greetings go, an informal “Hi” followed by a comma is perfectly acceptable in most work-related messages. ...
  3. 3 Hi everyone, Hi team, or Hi [department name] team.
2 Jun 2022

What do you say when you reach out to a potential employer? ›

Say something along the lines of: Hi [name], My name is _____, and I'm reaching out because I noticed you work on the _____ team. I would love to learn more about the work you're doing on [team] and your experience at [company], as I'm planning to apply for [specific role] openings on your team this fall.

What message should I write to hiring manager? ›

My name is [your name] and I recently applied for the [position name] role with [organization name]. I'm excited about the opportunity to be considered for this role as I believe my [skill 1] and [skill 2] would make me a great fit. Please reach out to me if you need any additional information.

How do I sell myself to an employer? ›

How to Sell Yourself in a Job Interview
  1. Look the part. Many hiring managers will form their first impression of you based on what you're wearing. ...
  2. Tailor your elevator pitch. ...
  3. Prepare meaningful anecdotes. ...
  4. Ask unique questions. ...
  5. Always quantify your achievements. ...
  6. Say the right things.

How do you write a potential email? ›

How to write an email to a potential client
  1. Write a subject line. ...
  2. Include a salutation. ...
  3. Write an introduction. ...
  4. Evaluate the prospect's position in the buyer's journey. ...
  5. Ensure the email includes your value proposition. ...
  6. Close the email with a salutation. ...
  7. Sign your name in the email and include contact information.

How do you start the first sentence in an email? ›

If You Need Something Formal
  1. Allow Me to Introduce Myself.
  2. Good afternoon.
  3. Good morning.
  4. How are you?
  5. Hope this email finds you well.
  6. I hope you enjoyed your weekend.
  7. I hope you're doing well.
  8. I hope you're having a great week.
1 Mar 2022

What is a good opening sentence for an email? ›

"Hello, my name is [name] and I am writing to you about [matter]." "I would like to introduce myself." "I got your email from [name]." "My name is [name] and I am reaching out about [matter]."

How do you introduce yourself in a formal email? ›

Formal introduction email template

My name is [include your first and last name], and I [include a compliment about the recipient]. I am reaching out to you today because [provide a brief but specific explanation of your reason]. I hope to [include your call to action here]. Thank you for your consideration and time.

How do you impress an employer to hire you? ›

Seven Ways to Impress Employers
  1. Adapt Your Resume to the Job. Having a basic resume is a good start because it gives you a template to work off of. ...
  2. Prepare. ...
  3. Market Yourself. ...
  4. Grow Your Experiences and Own Them. ...
  5. Make Social Media Work for You. ...
  6. Be Interested. ...
  7. And Finally, Be Persistent.

How do you sell yourself in 25 words or less examples? ›

Positive words to describe yourself
  1. I am able to handle multiple tasks on a daily basis.
  2. I use a creative approach to problem solve.
  3. I am a dependable person who is great at time management.
  4. I am always energetic and eager to learn new skills.
  5. I have experience working as part of a team and individually.
23 May 2017

How do you convince an employer to take a chance on you sample? ›

Here are five things to communicate during an interview that will convince the employer you're a great hire.
  1. You will never have to tell me what to do twice. ...
  2. I will complete the job/assignment you give me with excellence. ...
  3. I am an agreeable person. ...
  4. I am easy to correct and instruct—I am teachable. ...
  5. I am a loyal employee.

How do I impress a hiring manager via email? ›

Make it short and sweet.
  1. Instead of a sending a generic email that lacks personality, send one that is short and sweet but also has a bit of color. ...
  2. Employers want to see that you actually know what their company is about and that you're not just sending out your application for every job opening you find.
17 Jul 2015

How do you express interest in a job without sounding desperate? ›

Photos courtesy of the individual members.
  1. Ask For An Informational Meeting. ...
  2. Provide Insight. ...
  3. Demonstrate Commitment To The Mission. ...
  4. Share Passion And Find Ways To Contribute. ...
  5. Tell The Story Behind Your Interest. ...
  6. Be In Love With The Company. ...
  7. Ask First For Expert Advice. ...
  8. Interact With Their Content.
7 Apr 2020

Why should we hire you answer best? ›

Show that you have skills and experience to do the job and deliver great results. You never know what other candidates offer to the company. But you know you: emphasize your key skills, strengths, talents, work experience, and professional achievements that are fundamental to getting great things done on this position.

How do you speak confidently in an interview? ›

How to appear confident in an interview
  1. Dress appropriately. Choosing the right outfit for your interview can help improve your confidence. ...
  2. Stay alert. ...
  3. Practice breathing techniques. ...
  4. Prepare and rehearse your answers. ...
  5. Respond thoughtfully. ...
  6. Consider eye contact. ...
  7. Evaluate your body movements. ...
  8. Think positively.

What are the 3 parts to writing a professional email? ›

Are you looking for the secret of how to write a professional email that is sure to impress not only your bosses' but other colleagues when they read it check out the three parts of email that are crucial when it comes to writing. They are the subject, body, and finally the signature.

How do I write a good professional email? ›

9 tips to improve your email writing skills
  1. Be precise. When communicating through email, always be specific with what you're talking about. ...
  2. Optimize your subject line. ...
  3. Be formal when appropriate. ...
  4. Get help if you need it. ...
  5. Be consistent. ...
  6. Manners cost nothing. ...
  7. Find your voice.
20 Jun 2017

How do you write a professional email professionally? ›

Keep on reading to learn 8 effective email personalization practices.
  1. Segment email lists. ...
  2. Talk to them with their name. ...
  3. Send behavior triggers. ...
  4. Create standouts. ...
  5. Give them tips and tricks to better use the products they purchased. ...
  6. Reach out at the right time. ...
  7. Suggest relevant products.
22 Oct 2020

What is a good opening greeting? ›

The Best Email Opening Lines If You Are In A Formal Mood

I hope the pandemic hasn't been too harsh on you… I hope you are well in these interesting times… I hope the week is going great so far… I hope your day so far has been pleasant…

What would be a good opening sentence? ›

Start with the chase. A good hook might also be a question or a claim—anything that will elicit an emotional response from a reader. Think about it this way: a good opening sentence is the thing you don't think you can say, but you still want to say. Like, “This book will change your life.”

What is the best opening sentence for a letter? ›

10 good opening lines
  • After having received your address from … , I … .
  • I received your address from … and would like … .
  • We/I recently wrote to you about … .
  • Thank you for your letter of 8 May.
  • Thank you for your letter regarding … .
  • Thank you for your letter/e-mail about … .
  • In reply to your letter of 8 May, … .

How do I sell myself in an email? ›

How to Introduce Yourself in an Email
  1. Write a compelling subject line.
  2. Tailor your greeting to the industry and situation.
  3. Make your first line about them.
  4. Explain why you're reaching out.
  5. Provide value for them.
  6. Include a call-to-action.
  7. Say "thanks" and sign off.
  8. Follow up with them.
29 Jun 2022

How do you introduce yourself respectfully? ›

Things You Should Know
  1. Introduce yourself casually to new friends with a handshake and a smile. Then, offer your name and ask for theirs.
  2. If you're giving a speech, offer your name and relevant credentials. ...
  3. At professional events, give your name and a quick description of your work.

How do I introduce myself professionally? ›

Personal commercial template
  1. Greeting: Hello, my name is (name). ...
  2. Goal: I am looking for (internship/full-time position) at (employer name).
  3. Interest/passion: I am interested in (interests related to the company/industry).
  4. Strengths: I have many skills to contribute including (strengths) and (skills).

How do you tell a potential employer you are interested? ›

Examples of asking also include: "I'm honestly looking forward to working with this company." "You all seem like a great team, and I'd be honored to work with you." "I'm very interested in the job, but do you have any concerns as to how well I can perform?"

What convince you most in applying in this company? ›

I just need a job, and this one seems to fit my skills and experience.” “Ideally, I would like to work for XYZ but they're not hiring right now, and this company seemed like the next best thing.” “It's a step in my career path and will give me the experience I'm missing on my CV.”

What makes you attractive to an employer? ›

Teamwork, problem solving, and conflict-resolution skills are particularly valuable to employers, no matter what industry you're in, Salemi says. To show you possess these talents and other soft skills during job interviews, be prepared to share anecdotes that illustrate how you've applied them in the past.

What are 5 sentences to describe yourself? ›

How To Answer, “How Would You Describe Yourself?”
  • I am passionate about my work. ...
  • I am ambitious and driven. ...
  • I am highly organised. ...
  • I am a people person. ...
  • I am a natural leader. ...
  • I am result oriented. ...
  • I am an excellent communicator.

How would you describe yourself in one word best answer? ›

Sample answer

To describe myself in one word, I'm a very ambitious person. I take up all learning opportunities that enhance my skills and know-how to cope up with failures. I like challenging myself to find creative solutions as quickly as possible and resolve any issues at hand.

What to say to impress an interviewer? ›

Mention the company's goals or mission in your response, connecting them to yourself. Tell stories. Add personal stories to your interview answers that create interest and make you memorable. Use examples to show how you solved problems or accomplished things in the past.

Why should we hire you answer in 2 to 3 sentences only? ›

Possible Answer 3:

“Honestly, I possess all the skills and experience that you're looking for. I'm pretty confident that I am the best candidate for this job role. It's not just my background in the past projects, but also my people skills, which will be applicable in this position.

How do you convince a company to hire you with no experience? ›

The keys to landing a job in an industry where you have no experience:
  1. Demonstrate your skills and accomplishments. Take a look at everything you've done so far, on the job, at school and in your personal life. ...
  2. Get some more experience. ...
  3. Show passion. ...
  4. Take any job, and do it well.

How do you grab a hiring manager's attention? ›

5 things that will capture the attention of hiring manager
  1. Polish your social media presence. ...
  2. Conduct in-depth research of the company and team. ...
  3. Offer a solution or sample project. ...
  4. Craft a winning résumé and cover letter. ...
  5. Follow-up the right way.

What are good questions to ask at the end of an interview? ›

Questions to ask at the end of a job interview
  • How would you describe the company's culture? ...
  • What is your favorite thing about working for this company? ...
  • How do you see this company evolving over the next five years? ...
  • How would the person in this role contribute to this vision?

What are the best questions to ask a recruiter? ›

10 good questions to ask a recruiter
  • How would you describe the culture of the organization? ...
  • What would you say are the most important qualities you're looking for in a person for this role? ...
  • What's the salary range for this role? ...
  • Why is the position open? ...
  • What is your organization's remote work policy?
16 Aug 2022

How do you express extreme interest in a job? ›

Choose a Proven Letter of Interest Format. Start Your Letter of Interest for a Job with a Hook. Highlight Your Relevant Skills and Work Experience in the Letter of Interest. Finish Your Letter of Interest with a Compelling Call to Action.

How do you say that you are interested in an opportunity? ›

Thank you for reaching out about this opportunity—it sounds like a great job and aligns with where I'd like to take my career. I'm eager to learn more. As you may have seen on my resume, I have [X number of years] in this field. I've been consistently committed to [Specific goal, skill or trait the new job entails].

How do you show interest without appearing desperate? ›

Don't overthink it and definitely don't overdo it — just keep your actions simple, but enough to show him that you're interested in him.
5 ways to show you really want him (without seeming desperate)
  1. Just talk to him. ...
  2. Compliment something about him. ...
  3. Be there. ...
  4. Have confidence. ...
  5. Flirt with him.
11 Jul 2017

Why should we hire you fresh graduate? ›

As a fresher I have only theoretical knowledge, I don't have practical knowledge. If you hire me I will try to fulfil my work on time. And I will give you sufficient work and working ideas. Sir, I'm very excited to start my career as a fresher in a reputed company like this.

What is your strength best answer? ›

When answering, mention what your top strengths are, provide examples on how you've used them in the past, and finally, describe the results you've gotten. Be super specific with your answers. Don't just say “I'm good at X” - really dive deep and give the interviewer a comprehensive answer.

How do I write a message to the hiring manager after application? ›

Write a follow-up email directly to the hiring manager

Use a clear subject line, for example: Following up on a job application for [position title]. Be polite and humble in the body of your message. Say you're still interested and reiterate why you're the perfect fit. Keep the resume follow-up email short.

How do you text a hiring manager? ›

Express enthusiasm for the opportunity you're writing about, just as you would in person. Briefly mention your qualifications or experience that make you ideal for the job. Before you hit send, check that you're sending the text to the right person.


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