Many jobs, especially at startups, agencies and small companies, ask you to apply by emailing your résumé. In that case your email is your cover letter, your introduction and your first impression, all in a few lines. A clear, polite email gets opened and read. A vague one, with just "PFA my resume", often gets ignored.
The basic structure
A good application email has five parts, and fits on one screen:
- Subject line: the role and your name.
- Greeting: the hiring manager's name if you know it.
- Opening: which role you are applying for and where you found it.
- Body: two or three lines on why you fit.
- Close: a mention of the attachment, a polite thank-you and your contact details.
Aim for 100 to 150 words. Longer emails are rarely read in full.
Subject lines that work
The subject line decides whether your email is opened. Include the job title, and any reference number the posting gives. Examples:
- Application for Content Writer | Riya Sharma
- Software Developer (Ref: SD-204) | Arjun Rao
- Graduate Trainee Application | Sneha Patil
- Application for Accounts Executive, referred by Amit Joshi
Avoid vague lines like "Job application", "Resume attached" or "Hello".
Attachment tips
- Attach your résumé as a PDF, unless the employer requests another format.
- Name the file clearly: Riya_Sharma_Resume.pdf, not "final_v3_new.pdf".
- Keep the file small, ideally under 1 MB.
- If a portfolio matters, add one link in the email instead of many attachments.
- Mention in the body that the résumé is attached, and check that it actually is.
If the posting gives an application form or portal, use that. Email is for postings that ask for it.
Sample 1: fresher applying for a role
Subject: Application for Digital Marketing Trainee | Riya Sharma
Dear Hiring Team,
I am writing to apply for the Digital Marketing Trainee role I saw on Hirecept. I recently completed my MBA in Marketing, and I managed the social media pages for two student clubs, growing one from 400 to 3,000 followers in six months.
I am comfortable with Canva, Meta Ads basics and Google Analytics, and I am eager to learn on real campaigns. My résumé is attached for your review.
Thank you for your time. I would be happy to share any other details.
Regards, Riya Sharma +91 98XXXXXXXX linkedin.com/in/riyasharma
Sample 2: experienced candidate
Subject: Application for Operations Manager | Arjun Rao
Dear Ms. Kapoor,
I would like to apply for the Operations Manager position at your company. I have spent five years in logistics operations, most recently leading a team of 12 and reducing delivery delays from two days to under one.
Your posting mentions vendor coordination and process improvement, which are the parts of my work I enjoy most. I have attached my résumé, and I would welcome the chance to discuss how I can contribute.
Thank you for considering my application.
Best regards, Arjun Rao +91 97XXXXXXXX
Sample 3: with a referral
Subject: Application for Data Analyst, referred by Priya Nair
Dear Mr. Singh,
Priya Nair from your analytics team suggested I apply for the Data Analyst opening. I have two years of experience building weekly sales dashboards with SQL and Power BI, and Priya felt my background matched what your team needs.
My résumé is attached. Thank you for your time, and I look forward to hearing from you.
Sincerely, Sneha Patil
Only mention someone's name if they have agreed. Read more in how to ask for a job referral.
Sample 4: you are replying to a job post that asks for a short note
Subject: Application for Customer Support Associate | Karan Mehta
Hello,
I am interested in the Customer Support Associate role. For the last year I have handled around 40 customer chats a day in an internship, and I enjoy solving problems calmly. My résumé is attached.
Thank you, Karan Mehta
Sample 5: cold application when no opening is listed
If the company has no listed opening, a separate approach works better. See our guide on how to cold email a hiring manager.
What not to write
- "Dear Sir/Madam" when the name is easy to find. Use a name if you can.
- "Please find my attached resume for your perusal." Keep the language natural.
- Long paragraphs about your life story.
- Spelling mistakes and the wrong company name. Check both.
- Sending from an unprofessional email address. Use one based on your name.
- Writing in all capitals or using many exclamation marks.
A final checklist before you press send
- The subject names the role and you.
- The greeting uses the correct name and spelling.
- The body is under about 150 words.
- The attachment is the right file, in PDF.
- Your phone number and LinkedIn link are in the signature.
- You have read the whole email once aloud.
Combine it with a tailored résumé
An email is only the cover. The résumé still needs to be tailored and readable by software. See the ATS-friendly résumé guide, and add a short cover letter when the role needs more context.
Then start applying: browse the latest jobs in India, fresher jobs and remote jobs, and send your first tailored email today.
