Email Templates

How to Write an Email to a Potential Employer: The Ultimate Guide

Learn how to write an email to a potential employer that actually gets read. Find out tips & tricks for creating engaging emails to prospective employers.
May 2, 2023
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You open your email, your cursor blinking mockingly as you desperately try to think of a professional way to nudge a potential employer. In an age of emojis and Snapchat, finding a line that blends friendly and professional can be hard.

Don't stress; we've got you covered. Here's everything you need to know when writing to a potential employer.

How to Address an Email to a Potential Employer

To write an email to a future employer that actually gets read, you need to grab their attention within a few seconds, and convey your message succinctly if you want to avoid being ignored or deleted.

The Basics of Writing an Email to a Potential Employer

We'll start easy. These are our top tips to keep in mind when writing a professional email.

1. Establish a Clear Call To Action

A Call To Action or CTA prompt tells the user to take specific action after reading your email.

Your employers are busy, so keep it prompt and to the point. And the best way to do this is by establishing a CTA. Why are you sending the email? Is it because you want to apply or follow up on the status of your application? Chances are your employer will skim the email, so make your point evident. One of the ways you can do this is by using a clear subject line like "John Smith, Application for Marketing Assistant position."

2. Let's Get Personal

Sure, using a professional voice is essential, but don't be afraid to get a little personal. We're not recommending that you rant about your ex, but use specific details to show your interest in the company. Instead of addressing the email "to whom it may concern," take the time to look up your contact name and include specific information about why you would be a good fit for the company. You can pull data from their website or past conversation points you've had with employees.

3. Don't Forget Your Resources

Along with your professional signature, include any links in your email that the employer can use to get to know you better, i.e., your LinkedIn profile or portfolio site. Always double-check your attachments. Nothing is more awkward than sending a follow-up email because you forgot to include the attachments.

4. Proofread

Ensure there are no grammatical errors, and avoid overusing punctuation and emojis. Get a friend, parent, or even internet sites, like Grammarly, to read over your email before sending it.

5. Use a Professional Email Address

Chances are, whatever email account you made when you were 12 should not be the one you are using to contact potential employers. Keep it professional and straightforward with just your name.

Templates for Emails to Prospective Employers

To Send With an Application

When emailing a potential employer, include all the required attachments. This will typically be a cover letter, resume, and a link to your portfolio. In the email, it's essential to:

  • Attach your cover letter in the employer's preferred format, typically a pdf.
  • Keep your subject matter concise: Name - Position Applying For.
  • Make your greeting specific; look up the hiring manager so you can direct the email to them.
Dear [[Hiring Supervisor's Name]],

My name is [[Your Name]], and I am contacting you about the available position for [[job position]] within your company. I was first made aware of this opportunity through [[where you learned about the role]], and I am excited by the opportunity to apply my [[#]] years of experience in [[relevant skillset to job description]].

Below, I have enclosed my resume, cover letter, and portfolio for your review.

I look forward to hearing from you at your earliest convenience.

[[Your Name]]

Post-Interview Thank You

Sending an email immediately after or within 24 hours of a job interview is crucial if the hiring manager makes a quick decision. In your post-interview email, you should:

  • Provide links that back up your skillset (i.e., your portfolio and LinkedIn profile).
  • Remind them of your qualifications in 2-3 sentences.
  • Include some specific information discussed with the interviewer during the call.
  • Thank them for their time and consideration.
  • Send your email within 24 hours of the interview.

Dear [[Hiring Supervisor's Name]],

I sincerely enjoyed meeting with you today and learning about [[job position]] at [[company]].

Our conversation confirmed my interest in joining the [[company]] team. I was particularly pleased with the [[something you discussed during the interview]] and working for a company that [[something relevant to their company]].

Please feel free to contact me if you need further information. I look forward to hearing from you, and thank you again for your time.

All the best,
[[Your Name]]

Following Up on Application Status

Typically, you should be following up on your application status between a week and two after your initial interview. Keep the email concise, but make it personal by including information you discussed in your interview. In your email, make sure to include:

  • Restate your interest in the position.
  • Restate your qualifications in 2-3 sentences.
  • Thank them for their time and consideration.

Dear [[Hiring Supervisor's Name]],

I hope you are well. I'm emailing to check in on the progress of my application for the [[job position]] position. I enjoyed our discussion and learning more about [[company]]. I was particularly impressed with [[something relevant to their company]]. Please let me know if there is any additional information I can provide. I am excited about the opportunity to work at [[company]].

I look forward to hearing from you soon. Thank you once again.

All the best,
[[Your Name]]

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