How to Send an Email to a Potential Employer

How to Send an Email to a Potential Employer

In our world today, we communicate via technology more than ever before. Arguments can be made whether this is benefiting our society or creating its downfall, but it is the future and we must master the ins and outs. So, when applying for a new position, it is important to know that the most popular form of communication from a potential employer is via email and other forms of digital communication.

Emails tend to be more casual than letters, but this does not excuse the use of shorthand or failure to proofread before you click send. Be sure your email draft is as professional as possible, as this could make or break your chances of impressing the future employer.


Instructions Matter

First and foremost, you MUST follow the instructions. If the job posting asks you to select a specific job title or reference number in the subject line, do it. If the job posting does not ask for a specific subject line, you should type the job title or reference number in the subject, so the recipient immediately knows the contents of the email, making it easier for them to read.

If you do not follow simple instructions such as these, there is a greater chance the employer will not open your resume, let alone call you in for a follow up to interview.


Stand Out

Second, grab the reader’s attention. You don’t have to be witty or funny; that’s not what you’re going for. You want to immediately let the recipient know who you are and why you sent them an email showing an interest in the position. Most employers will not read an entire email so be sure to keep the length no longer than two paragraphs. This is why it is imperative to be straight forward and connect the dots.


Keep it Brief

As a continuation, our third tip is to keep your email brief by using short paragraphs.

  • Less than five sentences per paragraph
  • Two paragraphs are recommended
  • State your purpose,
  • Why you are qualified
  • Contact information


Remember, the recipient will not read your entire email due to the volume of applicants they receive with resumes and cover letters.


Confirm Attachments and Signature

Make sure you attach your resume and, if requested, a cover letter. Again, carefully read the job posting and follow instructions as directed. If the job posting requires a resume, note in your email you have attached your resume, as requested.

Include a professional business signature at the conclusion of your email. This can be as simple as your name and contact information. You should also send your email from a professional email address. Never use an email address you created in your adolescent years that is not related to your name. If you do not have a professional email address, create one using a free, third-party and create a new account. This should be the address you use from now on, so make sure it is an address you can recall, and recipients recognize as you.


Proofreed. Proofreade. Proofread.

Finally, proofread. Twice. This is your first impression to your potential employer. If you have grammar errors or misspelled words, your application will hit the trash. You need to put your best foot forward and make sure you have no mistakes.

So if we didn’t make it clear enough, be sure to keep it professional, keep it short, proofread, follow instructions, and proofread.

Using a seasoned recruiter can help make sure your resume and cover letter are in the best shape possible to get you the interview. ISGF’s experienced staffing professionals review and edit your resume and then prepare you for the interview so you are the candidate the employer wants.


Don’t take chances with your career – use staffing professionals you can trust. Contact us today online or call us at 407- 481- 9580. ISGF is an Equal Opportunity Employer (EOE).


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