Technology has changed everything.

It’s very easy to connect with people now, especially in the professional environment.

Emails allow us to reach out to anybody in the world with a simple click. But with more and more people connecting via emails, it’s quite difficult to keep a track of every email one receives.

This is why email writing has evolved into an art.

The subject line. The body. The tone.

You need to perfect everything about emails if you want people to open and read them.

This becomes even more crucial when you’re in search of jobs and need to communicate with recruiters via emails.

Today, we’ll be taking a look at the art of email writing and how you can get responses from recruiters at every stage of the hiring process. From the first email to all different types of follow up emails. We’ll be covering everything.

Let’s get cracking!

Email for job application

Starting from the very beginning, let’s talk about the first email you’ll send to a recruiter.

You see a job posting on a website or a job portal like ours and you decide to get in touch with this recruiter.

Now, you need to send them an email, keeping in mind that there will be thousands of email dropping in this recruiter’s inbox for the same reason.

So, how do you stand out?

The answer is… subject line!

A unique subject line will always stand out. So, here’s how you need to write your email.

Subject line

Like I said before, your subject line should stand out from the rest of the applications. Most of the applicants will have very similar subject lines, so this is your chance to be creative. Before you craft your perfect subject line, remember the following points.

  • Stay professional: Make sure you don’t use any slangs or casual phrases. The best way to do it is by keeping a professional tone. Also keep in mind, that you use your professional email address which has your name.
  • Add job title: Add the job title for which you’re applying for as it’s important. If you have a lot of experience, then you can showcase that right in the subject line. This may increase the chances of your email to be opened.
  • Keep it short: Make sure your subject line isn’t more than 25-30 characters. If it exceeds this limit, then the reader may not see the complete sentence.

Email body

Once you have nailed your subject line, it’s time to write the main body of your email. This is important as you want to impress the recruiter with your professionalism as well as your profile.

So, to make it simple, let’s divide the email into opening, middle and closing. And here’s what you need to write for each of the sections.

  • Opening: In the first paragraph, introduce yourself and why you’re writing the email. Mention your full name, experience and job designation, followed by the post you saw regarding the vacancy.
  • Middle: In the next paragraph, talk about why you think you fit the role. It’s always better to research about the company and write about how you relate to it. Also, mention how you can contribute. Make sure that you keep this as crisp and short as possible.
  • Closing: In the closing paragraph, thank the recruiter for taking the time out to read your email. Mention the documents you’ve attached and links to some of your work or portfolio. Close the email with a notion of hearing from them soon.

Also Read: How to Write a Job Application

Follow up email after job application

After you’ve emailed your job application, give at least a week before you write them a follow-up email. If you don’t receive any response after a full business week, then it’s time to follow up with the recruiter.

To write a follow-up email, here are the things you need to keep in mind.

Subject line

It’s again important to make the subject line stand out from the flood of emails recruiters get daily. While writing the subject line, make sure you include the following.

  • Same job title as the previous email: Make sure you include the same job title you had previously used for the application email. If you’re following up after applying for the job on a portal like Naukri, then mention the job title posted on the portal.
  • Keep it formal: Not hearing from recruiters can be frustrating. You may be in the need of a job desperately, but try not to let emotions take the best of you. Keep the subject line formal and use formal speech.
  • Sprinkle excitement: You can always make the subject line exciting, even if you’re not. “Can’t wait to explore {Job title} further”, makes it sound that you’re excited to explore the opportunity.

Email body

While writing a follow-up email after job application, ensure that you keep the email short and crisp. Mention the following in the opening, middle and closing sections.

  • Opening: In the opening paragraph, remind the recruiter about your application along with job title. Show your gratitude by thanking for allowing you to apply for the position.
  • Middle: Remind the recruiter briefly on why you’re a good fit for the role and the company.
  • Closing: While closing, mention a day and time you can visit their office. This may not necessarily work but it will show the recruiter that you’re willing to meet, which is a sign of effort.

Also Read: How to Write a Formal Email (Email Etiquette Tips)

Follow up email after interview

When it comes to following up emails after the interview, you should keep in mind the sooner you follow up the better are your chances of landing a job.

Over 91% of employers like to be thanked via a thank you note or a follow-up email. You can use these statistics in your favour and send a follow-up email after the interview.

So, keeping that in mind, write the follow-up email like this:

Subject line

As a general rule of thumb, your subject line on a follow-up email after an interview should showcase gratitude. So, here are the things to focus on while writing the subject line:

  • Mention recruiter’s name: The best way to get any recruiter open your email after an interview is by addressing them with their name. So, make sure you use their name in the subject line.
  • Show gratitude: Starting your subject line with a simple thank you can instantly impress a recruiter.
  • Add job title: Adding job title is a recurring theme in this blog. But it’s that important, which is why it’s being mentioned in every email.

With the above-mentioned points, a simple subject line like, “Thanks for {Position} opportunity - [Recruiter’s name]”, can always do wonders.

Email body

While writing the body of this follow-up email, remember that more than a follow-up, it’s a thank-you note. So, your opening and the general tone of the email should be of gratitude.

  • Opening: In the opening paragraph, give a brief introduction of yourself to remind the recruiter about you. Then, thank them for the opportunity to interview at their company.
  • Middle: Reinforce your interest in the job position you had interviewed for. You can do it by stating how much you’ve learned about the position after having a face-to-face conversation with the recruiter. Also, mention some of the things you spoke in the interview to show you’re very much interested.
  • Closing: While closing, thank the recruiter again and tell them you look forward to joining the organization if deemed fit for the role.

Follow up email after no response

So you applied for the job, you went to give an interview and everything went well. It has been weeks but you haven’t received any response from your recruiters yet.

You’re feeling impatient and want to know whether you made the cut or not. So, how can you do that patiently without ruining your reputation?

It all starts with the subject line!

Again.

Subject line

In the case of no response, writing a whole new email doesn’t make any sense. If you haven’t heard back from your recruiter, even after your thank you email, then it’s better to reply to the last conversation between you and the recruiter.

Find the email thread in which recruiter had replied while scheduling your interview.

Reply to that email. This will have a better chance of getting a response as the recruiter will instantly recognise who you are and what was the previous conversation about.

Email body

For the body content, it’s important to keep things to the point and very clear. Get to the point quickly without any gibberish or formalities as it has been long enough.

  • Opening: Start by stating your name and the position you applied for. Then, mention the date of the interview.
  • Middle: In the next paragraph, tell the recruiter that you’ve been waiting for the decision on your profile. Keep your writing tone polite and professional.
  • Closing: While closing, tell the recruiter that you still are very much excited about the position and would love to hear the decision soon.

Also Read: How to Write a Formal Email (Format and Samples)


Concluding, with the abundance of emails sent and received every day, it is hard for everyone to stand out from the piles of emails recruiters receive. But if your subject lines are crisp and email body is in sync with your subject lines, you have a much better chance to get a response from recruiters.

Job Search Interview Advice Career Advice
Bhaumik Karia

Bhaumik Karia

Content Marketing Strategist & Writer by profession, musician & traveller by choice.

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