job search emails

These 6 Job Search Email Templates Will Help You Impress Any Employer


Last edit May 21, 2019

Is your job search lacking momentum? Are you tired of ineffective phone calls that don't get picked up and messages that don't ever get answered?

No wonder you're struggling.

Company application processes are very stiff and unreliable. In fact, only a fraction of those who apply for a job is further considered for positions.

But you can stack the odds in your favor by doing your homework and reaching out to recruiters and HR managers directly. It's just about time to turn your attention to your professional email account and speed up your job search

We thought just about every job search situation you might come across and prepared a handful of email templates that will help you succeed at any stage of the hiring process.

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1. Networking

Let's start with the people you already know.

Chances are you know a bunch of brilliant people with even more brilliant careers. So why not use these valuable contacts during you’re job searching, too?

Use the following template to reach out to your network of friends, acquaintances, colleagues and relatives and let them know about your job search.

Focus on people who work in the industry or type of job you’re considering. Asking your grandpa for connections might be cute, but totally useless.

You may not get a response from everyone, but that's fine. People will remember you and if an opportunity comes up, they will get back to you.

Email example: Networking

2. Getting referrals

With a bit of exaggeration, referrals can move the mountains.

They can boost your credibility and reputation by being introduced by someone who can vouch for you — or at least say a few nice things about you.

This type of emails (sent to a friend, peer or colleague) can help you with a direct introduction to a recruiter or hiring manager.

Unless you're too demanding and annoying, people are generally always willing to help out. Pick a handful of your most trusted contacts and ask them for favor using the following template.

Or check out the guide on how to get references with other examples.

Email example: Asking for a referral

3. Informational interview

Whether you want to talk to industry professionals, recruiters, managers, or your peers that have interesting jobs, don't hesitate to ask them for a rendezvous.

Informational interviews and casual meetings in a cafe are valuable networking opportunities. The more people you talk to, the more informed your career decisions will be.

Here's an email template that's sure to get you a meeting with almost anyone you ask.

(And don't forget to pay for the coffee!)

Email example: Informational interview

4. Following up 

Remember, recruiters are pretty busy. Most of them have dozens of applications to read every day and only a limited amount of time to do so.

So after you send in your resume, cover letter and your job application, wait for a couple of days before following up with an email.

This template will give them a little nudge and let them know you're taking your job search seriously.

Email example: Application follow-up

5. Sending a "thank you" note

You've made it through the interview. Congratulations!

Now, don't forget to send a thank you note.

It's not just a formality. A simple thank you note can leave a lasting impression that will improve your chances to land the job you want.

First, make sure to send it really soon — within two hours of the actual interview. Promptness shows you’re responsive, courteous and know how to take action.

Second, keep it short and specific enough to stimulate the recruiter's memory. Include something catchy that you talked about and that made you both feel comfortable.

Email example: Thank you note

6. Turning down a job offer

You got the job. But, for whatever reason, you don’t want it.

You may naturally feel you're going to upset everyone who took time to review your application, interview you or speak to you over the phone.

Fortunately, you can turn down a job offer without burning your bridges or sounding arrogant and careless. A well-formulated email can actually help you portray yourself as a fair, responsible and confident person.

That sounds like a great deal, doesn't it?

Email example: Turning down a job offer

The email's not dead

You may have thought writing emails is a thing of the past.

Well, it's not.

The email's very much alive in the business world and has an important place in the hiring process. Mastering the art of email writing is just as important as being well-versed in crafting your resume or cover letter.

Remember, your communication style speaks of your values and your principles.

If you do a sloppy job, you can't expect someone to take you seriously. If you, on the other hand, invest some time in learning the basics of effective communication, everybody will recognise your effort to convey a clear message.

Just three things: Stay clear, stay concise, stay professional.

Good luck!

Next time they'll reply for sure.

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  • Jakub Kapral, Career and Resume Writer at Kickresume
  • Jakub Kaprál
    Career & Resume Writer
    Jakub Kapral is a former professional linguist and a career writer at Kickresume. He has written almost 100 diligently researched resume advice articles and his texts are visited by thousands of people every month. Jakub is a natural teacher who looks to help those who want to enhance their career prospects. He's also an avid drummer and a proud father of two.

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