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How to write a job application email that gets a reply

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First things first: Collect your candidate information

How to write a job application email in 6 steps, 5 email templates for job applications, your email’s first impression.

Imagine you're surfing a job board and you finally see it: your dream job. 

The adrenaline kicks in, but so does the realization that your first contact with the company sets the stage for your professional relationship. This is your initial greeting, and you need to draft a convincing job application email that shows off your experience and ultimately secures that all-important interview.

In the digital age, a simple email carries the weight of a first impression . Think of it as your digital handshake — firm, confident, and memorable. Crafting that perfect email is an art that opens doors to opportunities and sets the stage for your next career move . 

Your email for job applications isn’t just a platform to showcase your professional development . It’s about giving a holistic view of who you are and how that aligns with a company's core values , even though you have limited space. 

But the ultimate goal is to send in your application, and that means collecting all necessary documents and information the job posting asks for. Before penning your thoughts, make sure you have these essentials:

Cover letter: According to a survey from recruiting software Jobvite, 31% of job seekers want companies to remove cover letters from the hiring process . But even if you fall into this group, cover letters are an important step. Consider them your elevator pitch in document form. 

You’ll accentuate your strengths while expressing your enthusiasm for the role. Double-check your cover letter to tailor it to the job description, highlight your accomplishments, and make it more than a regurgitation of your resume.

• Resume: Your resume represents your professional journey, showcasing your work experience, skills, and educational background. Make sure it’s free from typos and informative without including too much. Remember to choose the right type of resume and rename the file when you attach it, preferably with your full name and the position title.
• Portfolio or work samples: If you're venturing into fields like graphic design, writing, or any other creative domain, make a portfolio that speaks louder than words. It should encapsulate your style, versatility, and expertise. Make sure it’s up-to-date and mirrors the requirements of the job listing. A website-based portfolio might work for some positions, but others could ask for a PDF.
• Additional information: Job postings sometimes come with unique demands. They may want to know about certifications, years of experience, or even niche skills. If the job posting lists any specific asks, provide them. This showcases that you’ve read, understood, and met the criteria, demonstrating attention to detail .

According to an eye-tracking study from job aggregate Ladders, recruiters only spend 7.4 seconds looking at each resume . If you want to make a lasting impression and stand out in the job search , every detail counts. Here’s a guide to ensuring recruiters and hiring managers notice you:

1. Include a clear and concise subject line

Your subject line sets the tone. It's the first thing a recruiter sees and often determines whether they’ll even open the email at all. Make it concise and relevant, incorporating the job title and your name, like “Graphic Designer Role — Alex Smith.” This straightforward approach shows you respect the hiring manager's time and helps you stand out in a sea of vague “job application” subject lines.

Beyond the basic info, consider the things that make the role unique. If the job posting emphasizes a specific skill or requirement, try incorporating it, like “Digital Marketing Expert with SEO Specialization — Jamie Carter.” Remember, clarity trumps creativity in this space, so when in doubt, keep it simple.

2. Write the body of your email

Kick off with a professional yet approachable salutation. “To whom it may concern” works if you don’t have the hiring manager or recruiter’s name. But if you do, personalize it to let them know you’re paying attention. 

The opening paragraph should be your hook. Instead of a generic introduction, dive straight into the reasons why you're the candidate they’ve been searching for. Link your experience and skills with the job description to show you've done your homework. Something like “I am a growth expert with 10+ years of experience” is much more effective than “I am interested in the job you posted.”

After the salutation, it's all about engaging the reader. Share a short, relevant anecdote that connects you to the company's mission or the specific role. If it emphasizes innovation , talk about a time you thought outside the box to pioneer a new method or strategy. Prove you’re not looking for any job: you’re looking for this job.

3. Make a pitch

A pitch isn’t about bragging. It’s about succinctly conveying what makes you unique. Use the body of your email to highlight a couple of key achievements or experiences that align with the role. Maybe you boosted sales by 30% in your last job or led a team that executed a successful project. 

After your initial pitch, tie it back to the company. Explain how your work accomplishments will directly benefit the team. If you boosted those sales by 30%, explain how that experience will transfer over to this new position. Connect your past victories to their future successes. 

You don’t have to write a full cover letter in the body of your email (unless that’s what the posting asks for). Just use the space to further explain your candidacy and motivation .

4. Provide your contact information

Ensure potential employers can easily reach you. Even if you’ve included your contact information in your resume, your email should have your phone number, professional email address, and your LinkedIn profile .

Beyond the basics, make yourself available for follow-up questions or discussions. Offer a time frame when you’re most reachable, like “Available for calls between 2 PM and 4 PM on weekdays.” It not only shows initiative but subtly communicates respect for their time by eliminating back-and-forth scheduling.

5. Rename your resume files

This might sound like a minor detail, but your file names are more important than you think. A resume with a title like “Resume1” or “MarketingCV_final” doesn’t scream professionalism and makes it harder for recruiters to keep track of your docs. Keep it simple with a format like “AlinaJones_ProjectManager” to make your resume stand out .

If you're submitting multiple documents, like a cover letter or a list of references , ensure they all follow a consistent naming pattern. This looks more professional and helps recruiters organize your materials. Think “AlinaJones_CoverLetter” and “AlinaJones_References.” It’s clean and shows attention to detail.

6. Add your portfolio

For jobs where showing beats telling, the quality of your portfolio is critical. Include your portfolio as an attachment or as a link, depending on your preference and what the job posting asks for. Just ensure that whatever you share represents your best work.

In a 2019 study, Mailchimp found that the average email open rate is only 21% — meaning recruiters might not read your email at all. That’s why your application needs to rise above the noise. Save time and write the best application possible with these tailor-made job application templates:

1. Entry-level job application example

You're at the starting line of your professional journey, but that doesn’t mean you don’t have value as an applicant. Your motivation and educational experience can still be enough to show employers you’re a good candidate.

This sample letter can help you express your enthusiasm for the role you’re applying for and showcase the skills and experiences that make you the perfect fit:

Subject line: [Full name] – [Position]

To whom it may concern,

I’m [full name], a passionate [field of interest], writing to express my interest in the entry-level [position] at [company name]. I discovered the role on [job board/company website] and am drawn to it because of [company's mission/vision/reputation].

My educational journey equipped me with [relevant skills], further enhanced by my [previous job] at [other company name]. This experience instilled a passion for crafting innovative solutions that align with [company mission].

I am attaching my resume detailing my qualifications. Thank you for considering my application. 

Sincerely, 

[Full name]

[Contact information]

2. Mid-career job application example

You have a wealth of experience under your belt and are ready for a new challenge. This sample letter will help you articulate your accomplishments and how they align with the new role you’re seeking:

Dear [hiring manager’s name],

I am an accomplished [job title] with [number] years of professional experience. I came across the position at [company name] on [job board/company website], and I'm excited about the possibility of contributing to [company’s project or goal].

My journey in [industry] involves [relevant skills and responsibilities], with significant contributions to companies like [other company names]. I feel confident that my expertise can bring valuable insights to your team.

My resume, attached for your review, provides more detailed information about my qualifications and achievements. I look forward to discussing our mutual goals and aspirations.

[Full name] 

3. Change of field sample job application

Making a career change is daunting, but that doesn’t mean it’s impossible. Your diverse background brings a unique perspective to the table, so use this chance to explain your transferable skills and experience. This sample email will help you highlight your expertise and express your eagerness to enter a new field:

Subject line: [Full Name] – [Position]

Hello [hiring manager’s name]

My name is [full name], and I’m applying for the [job title] opening at [company name]. I saw this role on [job board/company website] and it immediately stood out to me because [company or position details].

Having served as a [previous role], I deeply understand [relevant skill or specialty]. This foundation, combined with my recent experience with [relevant skill or specialty], equips me to [listed job requirement]. I’m ready to offer a unique perspective to your team.

Please refer to the attached documents for a comprehensive look at my qualifications. I'm available for a call this week or next to delve deeper into how my background can be an asset to your projects.

4. Return to workforce

Taking a break from your career is sometimes necessary, and that doesn’t make you a lesser candidate when you decide to return. You don’t have to go into detail about your career break in your application, but it is good to mention so hiring managers know you’re honest and transparent . 

This sample letter will help you communicate your readiness to get back to work and your enthusiasm for the role or industry you’re re-entering:

Subject line: [Full Name] – [Position] Re-entering the [Industry] Scene

I’m an experienced [job title] interested in the open role at [company name]. With a decade's worth of experience with [skill], notably at [other company name], I have a proven track record in executing, delegating, and prioritizing tasks efficiently. I'm prepared to merge my prior expertise with fresh insights for your upcoming projects.

Over the past few years, I took a break in my career, and I’m eager to re-enter the workforce. During this time, I stayed up-to-date on the industry, [subject] in particular, and I’m also [note any accomplishments from your break].

I've attached my resume detailing my journey and accomplishments. Please let me know if you need further information.

5. Recent graduate application letter example

If you've recently graduated and are ready to embark on your career journey, don’t be afraid to state that in your application. Your knowledge is fresh, and that’s an asset. This sample letter will help you highlight your academic achievements and relevant experiences as you express your excitement for the role:

Subject line: [Full Name] – [Degree]

I am [full name], a [year] [degree] graduate, and I’m reaching out regarding the role at [company name], which I found on [job board/company website].

My academic achievements and internship at [previous company] gave me a robust foundation in [relevant skill or specialty]. I'm eager to apply these skills to enhance brand engagement at [company name] while continuing to grow my expertise.

Enclosed, please find my resume and relevant documents. I look forward to discussing how I can contribute to [company project/goal].

Navigating the job market is no easy task, but a compelling job application email can be your ticket to standing out. Remember, it's all about showcasing your strengths, experiences, and passion — so, put your best foot forward and make every word count.

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Elizabeth Perry, ACC

Elizabeth Perry is a Coach Community Manager at BetterUp. She uses strategic engagement strategies to cultivate a learning community across a global network of Coaches through in-person and virtual experiences, technology-enabled platforms, and strategic coaching industry partnerships. With over 3 years of coaching experience and a certification in transformative leadership and life coaching from Sofia University, Elizabeth leverages transpersonal psychology expertise to help coaches and clients gain awareness of their behavioral and thought patterns, discover their purpose and passions, and elevate their potential. She is a lifelong student of psychology, personal growth, and human potential as well as an ICF-certified ACC transpersonal life and leadership Coach.

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JULIAN TALBOT

• Julian Talbot
• Jul 27, 2017
• 10 min read

How to write a job application letter that gets you to interview

"The only purpose of a job application letter is to be invited to interview."

After you've read this and downloaded a template for the job application letter , you might also like to know my thoughts on how to turn a job interview into a job offer .

There was a time when I sent out roughly 100 job application letters without even a single job interview. It was disheartening. I eventually worked out a 2-page template that landed 5 job interviews from 5 job application letters and that's what I'd like to share with you today.

I've since stopped using that particular template because I've found better ways to win jobs than applying for them, but that is a topic for another article. In any case, an example of the template is included at the end of this article. And, if you would like a version of it in MS Word format, it is on my DOWNLOADS page under the Templates category.

If you've already landed a job interview (or after this letter helps you find one) you might also like this article: " How to Turn a Job Interview Into a Job Offer ".

But back to my terrible track record of job applications ... In my defence, my CV was much leaner in 1995 than it is today. I was also living in a remote part of Australia and applying for jobs around Australia and all over the world. To be blunt though, my application letters clearly sucked! I tried not to take it personally and kept trying new approaches, including resorting to doing some reading and asking colleagues for advice. That led to that successful 2-page job application template I mentioned above. Over the years, I've also skimmed or read over 1,000 job applications and interviewed hundreds of people, so I have developed a pretty good sense for what works and what doesn't. But first to the basics. The following graphic outlines the essence of a strong application letter.

Get the formalities right Don't try to wow people with your creative design sense, unless you're applying for a creative design job. Stick to the standard format expected of a formal business letter. Your name and contact details, plus the date on the right hand side. Details of the recipient and subject on the left. Text should be justified. This is partly a matter of following convention, and partly a matter of making it look professional. Keep it short & smart The application letter should be short, sweet, smart and to the point. One of my mistakes in the past was trying to write War & Peace , responding to each selection criteria with a page of text. Simple rule of thumb is to include enough to 'weed you into contention'. Most people include enough information to weed themselves out. If they ask you, for example, for your experience with accounting software, just respond to this. Don't say you're an expert with Xero software unless they specifically ask for that. If they are looking for MYOB expertise, mentioning Xero is more likely to see you weeded out of contention rather than offered an interview. Managers and recruiters read a lot of applications and have limited time, so be precise and specific. They don’t need to know the names of every company you have worked for that’s what CV is for. Start with a strong statement It’s important to open with something that will get the recruiter’s attention. Your application letter needs to start with a strong statement outlining why you want to apply for the job and why at this company. Share what you can give to the company and what the company can give you. This requires research on your part; find out more about the company, its business, and exactly why the job and company are a good fit for you. The applicants who have researched the company they are applying to always make a good impression. Keep it relevant

Make sure that every application letter you send out is tailored to the job you are applying for. It’s important to include skills and experience that are relevant only to this job. You need to show that you have the skills required which relate to the list of essential skills and qualifications that employer is looking for. Anything in your application that doesn’t meet the requirements listed in the ad should be left out of the application. Always remember that you need to fit these points in neatly and naturally. Sell yourself In most cases your application letter is the first chance potential employers have to get to know you, so don’t miss the opportunity to sell yourself. This isn’t the time to be too modest about your achievements. Include anything you feel is relevant to the role and makes you the right candidate for the job. Tell them why are you strong fit for the role and the company. Double-check your application letter Rule 1: No typos! Rule 2: No typos! You might write a great application letter only to snatch defeat from the jaws of victory with a couple of typos or misspelling a name. People will forgive one or two if you have a great CV, but I have, more than once, rejected application letters that say things such as " I have to great attention to detail ". Back to the earlier point; don't give them any reasons to weed you out. Check the spelling and grammar of your application letter to detect any possible little errors that could turn away a potential employer. If you’re not great at spelling or grammar, or even if you are, get a friend to look it over before you press 'send'.

Send it as a PDF

Unless they specifically ask for a different format (e.g. MS Word) always send it as a PDF. That way, the formatting will always look as you intended it. And you'll get a chance to make sure that it has consistent spacing, fonts, headings, etc. Close well

Finish with something positive and upbeat. Explain how your experience or worldview will help you succeed at the job. Let them know when you’ll be available for interview (and work) and that you look forward to hearing from them.

"Remember, the only purpose of the application letter is to get you an interview. All else is fluff, and likely to exclude you from the interview list."

The Template

There is no such thing as a 'silver bullet' for job application letters but this is as close as I have come.

Page 2 of the Job Application Letter Template

And the text version of the letter ...

If you'd like to simply copy and paste, here is the text version. If you'd like to download the template in MS Word format, just subscribe to my newsletter.

Julian Talbot 10 No Such Place Tribeca ACT 2604 Tel: 555 555 555 [email protected]

February 9th, 2017

Recruitment

JulianTalbot.com [email protected]

Re: Advertised Position – Manager/Boss/CEO

Dear Sir or Madam,

I am replying to your advertisement in the New York Times in which you seek a suitably qualified person to fill the role of Manager/Boss/CEO in your Corporate Services Division [J1].

I have over 15 years <boss & management> experience across a range of industries including commercial, healthcare, resources, and Defence. [J2] While my resume provides a general outline of my work history, problem solving abilities, and some achievements, I have taken the time to summarise my applicable skills for you in the table below. I hope this allows you to use your time effectively today. [J3]

Your requirements: [J4]

Proven leadership and management skills sufficient to manage a highly skilled and diverse team of professionals.

Proven executive leadership and mentoring experience at departmental level in complex environments with staff of up to 200.

Team leader in a range of organisations including public sector, defence force, volunteer groups, security, and the resources industry. [J5]

Performance Leadership Program (Woodside/McKinsey)

Appropriate qualifications combined with substantial senior level experience in managing a large portfolio of leased and owned properties, preferably within a public sector environment;

Strong commercial experience including responsibility for property portfolio’s to $200M and annual property services budgets to $8M.

Team Leader on a review project for a $25M property services contract which delivered savings of 10% per annum through development of audit systems, Codes of Practice, contractor management systems, and Business Process Re-engineering.

Specification, tendering, evaluation, and implementation of a $17M Security contract which delivered ongoing savings of 15% ($3M).

Professional Certificate in Property Portfolio Management (UWS)

Certified Protection Professional (CPP) Accreditation (ASIS) [J6]

Excellent understanding of Government policy, direction and objectives in relation to the commercial and public interest performance of Commonwealth owned and leased properties;

Current role as Security and Risk Management Specialist for the Department of Health and Ageing is responsible for writing policy, strategic guidelines, and Chief Executive Instructions.

The role also involves provision of security, insurance, and risk management advice across the Department including assisting Property Branch with interpretation and implementation of risk management practices and the Commonwealth Protective Security Manual (PSM).

Contract Risk and Relationship Management (Woodside/PMMS) [J7]

Outstanding client relationship management skills including the ability to build credibility with Austrade staff at all levels as well as a wide range of external organisations;

Demonstrated ability to maintain sensitive relationships and manage internal and external stakeholder expectations in a variety of roles including as client, contractor, service provider, and consultant. [J8]

Demonstrated ability to contribute effectively and develop strong relationships at senior levels in a range of culturally and politically sensitive environments within Australia and internationally. [J9]

Decision Making & Problem Solving (Pilbara Technical College)

Excellent communication, interpersonal and negotiation skills;

Highly developed written communication skills including policy and procedure development, inductions, training manuals, business cases, and multi-site ISO 9000 implementation.

Extensive experience as a presenter, trainer, and facilitator for audiences at all levels which has developed strong communication, negotiating and influencing skills.

Certificate IV - Workplace Trainer & Assessor (Pilbara Technical College)

Proven high-level strategic, analytical and conceptual thinking skills including the ability to anticipate key issues and generate creative and practical solutions;

Delivered annual cost savings of 13% ($800,000) [J10] for Woodside Energy Ltd. by challenging the status quo, applying commercial risk analysis to contracting strategies, implementing policy changes, and structural reform.

Developed and implemented the Strategic Security Risk Management System for Australia’s largest resources project (NW Shelf Project). [J11]

Initiated, researched, and prepared a critically and commercially acclaimed property management strategy to release $140M capital via an Unlisted Property Trust. [J12]

Currently studying Master of Risk Management (Monash University)

Demonstrated commitment to Austrade’s values including personal development and being a team player.

Introduced and managed employee consultative committees for Chubb, PT Koba Tin, and Australasian Correctional Management.

Established and implemented staff EEO and OHS [J13] training programs in Australia’s network of Immigration Detention Centres.

Extensive record of personal development as illustrated by my resume together with the highest standards of probity, integrity and conduct as will be confirmed by referees.

Certificate IV in Occupational Health & Safety (IFAP)

My career includes experience in a variety of positions and a range of industries, all of which have required me to take a strategic view and consider downstream impacts [J14] to develop and implement systems. My success in this has been achieved through developing good working relationships, providing credible leadership, direction and advice, considering the views of others and providing feedback when required. My strong interpersonal communication skills and ability to work as part of a team [J15] have contributed to my success.

I believe my experience, technical skills, and behaviours make me an ideal candidate for the position and would welcome the opportunity to discuss the role at an interview. I can be contacted via email ([email protected]) or on 555 555 555 if you should have any questions. [J16]

Yours faithfully,

Julian Talbot [Sent electronically] [J17]

[J1] Remind them which job.

[J2] Get them interested

[J3] Explain why such a short response to criteria

[J4] My full response to criteria is in this table and the ‘Your requirements’ are the ‘Selection Criteria’ If they don’t have ‘Selection Criteria’ (and some people don’t) then analyse the advertisement closely and work out what is important to them. It will be in the body of the ad. If you really can’t work it out, see if you can ring someone to ask what their current issues and challenges are. Why are they recruiting?

[J5] Provide just enough information to respond to the criteria. Never enough for the recruiter to weed you out. Eg: If they are looking for IT skills, tell them about your 3 years working on an IT project – do NOT describe it as 3 years working on a Microsoft Sharepoint project.

[J6] Relevant qualifications in italics.

[J7] In italics at the bottom of each response to the selection criteria, include a course or professional accreditation that is relevant. At least one but no more than two.

[J8] This is a bit of a generic statement but again, it’s designed to highlight that I’ve worked in a number of roles, so have extensive experience working well with people. And to make the reader curious. I didn’t want to satisfy their curiosity with this letter, I wanted to stoke their curiosity.

[J9] This is another ‘motherhood statement’ and could be improved by adding some numbers. But it did the trick. I landed an interview and eventually the job. The main focus of this paragraph is to explain the big picture.

[J10] Numbers work! Use numbers wherever you can. They are much stronger than simply saying “achieved cost savings’. Without numbers, you may as well just say, “I’m a nice person, kind to animals … “ etc.

[J11] Bask in the reflected glory of your previous employers!

[J12] More numbers. And hopefully unusual enough to get attention.

[J13] Only use acronyms if they are so ubiquitous that you are 100% certain the reader of your letter will understand them.

[J14] Close with key words that will have resonance for this particular job.

[J15] Every job requires these so communications skills are a good place to close.

[J16] Closing. Short & sweet.

[J17] Note the Footer has my name and contact email, just in case the two pages are separated somehow.

How to Turn a Job Interview Into a Job

If you'd like to know how to convert a job interview into a job, my thoughts on that topic are at this link .

If you've read this far, you know that I've stuffed up a lot of job application letters. I've also made a mess of at least my fair share of job interviews. I'm fairly creative so you can also take it for granted that I know many different ways to 'fail' at job applications. The best advice I can give you is to not follow my advice at all but to be even more creative and make different mistakes from mine, at least until you achieve some success. Persistence is my only 'success secret', so don't say you haven't been warned if this job application template only lands you with a rejection letter when you are the 25th person that day to use the same 2-page template!

#Triple3 #Success #Skills4Life

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How to Write a Cover Letter [Full Guide & Examples for 2024]

After weeks of heavy job searching, you’re almost there!

You’ve perfected your resume.

You’ve short-listed the coolest jobs you want to apply for.

You’ve even had a friend train you for every single interview question out there.

But then, before you can send in your application and call it a day, you remember that you need to write a cover letter too.

So now, you’re stuck staring at a blank page, wondering where to start...

Don’t panic! We’ve got you covered. Writing a cover letter is a lot simpler than you might think. 

In this guide, we’re going to teach you how to write a cover letter that gets you the job you deserve.

We're going to cover:

What Is a Cover Letter?

• How to Write the Perfect Cover Letter, Step by Step
• 15+ Job-Winning Cover Letter Examples

Let’s get started.

A cover letter is a document that you submit as part of your job application, alongside your resume or CV.

The purpose of a cover letter is to introduce you and briefly summarize your professional background. On average, it should be around 250 to 400 words long .

A good cover letter is supposed to impress the hiring manager and convince them you’re worth interviewing as a candidate.

So, how can your cover letter achieve this?

First of all, it should complement your resume, not copy it. Your cover letter is your chance to elaborate on important achievements, skills, or anything else that your resume doesn’t give you the space to cover. 

For example, if you have an employment gap on your resume, the cover letter is a great place to explain why it happened and how it helped you grow as a person. 

If this is your first time writing a cover letter, writing about yourself might seem complicated. But don’t worry—you don’t need to be super creative or even a good writer .

All you have to do is follow this tried and tested cover letter structure:

• Header. Add all the necessary contact information at the top of your cover letter.
• Formal greeting. Choose an appropriate way to greet your target audience.
• Introduction. Introduce yourself in the opening paragraph and explain your interest in the role.
• Body. Elaborate on why you’re the best candidate for the job and a good match for the company. Focus on “selling” your skills, achievements, and relevant professional experiences.
• Conclusion. Summarize your key points and wrap it up professionally.

Now, let’s take a look at an example of a cover letter that follows our structure perfectly:

New to cover letter writing? Give our cover letter video a watch before diving into the article!

When Should You Write a Cover Letter?

You should always include a cover letter in your job application, even if the hiring manager never reads it. Submitting a cover letter is as important as submitting a resume if you want to look like a serious candidate.

If the employer requests a cover letter as part of the screening process, not sending one is a huge red flag and will probably get your application tossed into the “no” pile immediately.

On the other hand, if the job advertisement doesn’t require a cover letter from the candidates, adding one shows you went the extra mile.

Putting in the effort to write a cover letter can set you apart from other candidates with similar professional experience and skills, and it could even sway the hiring manager to call you for an interview if you do it right.

Need to write a letter to help get you into a good school or volunteer program? Check out our guide to learn how to write a motivation letter !

How to Write the Perfect Cover Letter

Now that you know what a cover letter is, it’s time to learn how to write one!

We’ll go through the process in detail, step by step.

#1. Choose the Right Cover Letter Template

A good cover letter is all about leaving the right first impression.

So, what’s a better way to leave a good impression than a well-formatted, stylish template?

Just choose one of our hand-picked cover letter templates , and you’ll be all set in no time!

As a bonus, our intuitive AI will even give you suggestions on how to improve your cover letter as you write it. You’ll have the perfect cover letter done in minutes!

#2. Put Contact Information in the Header

As with a resume, it’s important to start your cover letter with your contact details at the top. These should be in your cover letter’s header, separated neatly from the bulk of your text.

Here, you want to include all the essential contact information , including:

• Full Name. Your first and last name should stand out at the top.
• Job Title. Match the professional title underneath your name to the exact job title of the position you’re applying for. Hiring managers often hire for several roles at once, so giving them this cue about what role you’re after helps things go smoother.
• Email Address. Always use a professional and easy-to-spell email address. Ideally, it should combine your first and last names.
• Phone Number. Add a number where the hiring manager can easily reach you.
• Location. Add your city and state/country, no need for more details.
• Relevant Links (optional). You can add links to websites or social media profiles that are relevant to your field. Examples include a LinkedIn profile , Github, or an online portfolio.

Then it’s time to add the recipient’s contact details, such as:

• Hiring Manager's Name. If you can find the name of the hiring manager, add it.
• Hiring Manager's Title. While there’s no harm in writing “hiring manager,” if they’re the head of the department, we recommend you use that title accordingly.
• Company Name. Make sure to write the name of the company you're applying to.
• Location. The city and state/country are usually enough information here, too.
• Date of Writing (Optional). You can include the date you wrote your cover letter for an extra professional touch.

#3. Address the Hiring Manager

Once you’ve properly listed all the contact information, it’s time to start writing the content of the cover letter.

The first thing you need to do here is to address your cover letter directly to the hiring manager.

In fact, you want to address the hiring manager personally .

Forget the old “Dear Sir or Madam” or the impersonal “To Whom It May Concern.” You want to give your future boss a good impression and show them that you did your research before sending in your application.

No one wants to hire a job seeker who just spams 20+ companies and hopes something sticks with their generic approach

So, how do you find out who’s the hiring manager?

First, check the job ad. The hiring manager’s name might be listed somewhere in it.

If that doesn’t work, check the company’s LinkedIn page. You just need to look up the head of the relevant department you’re applying to, and you’re all set.

For example, if you’re applying for the position of Communication Specialist at Novorésumé. The hiring manager is probably the Head of Communications or the Chief Communications Officer.

Here’s what you should look for on LinkedIn:

And there you go! You have your hiring manager.

But let’s say you’re applying for a position as a server . In that case, you’d be looking for the “restaurant manager” or “food and beverage manager.”

If the results don’t come up with anything, try checking out the “Team” page on the company website; there’s a good chance you’ll at least find the right person there.

Make sure to address them as Mr. or Ms., followed by their last name. If you’re not sure about their gender or marital status, you can just stick to their full name, like so:

• Dear Mr. Kurtuy,
• Dear Andrei Kurtuy,

But what if you still can’t find the hiring manager’s name, no matter where you look?

No worries. You can direct your cover letter to the company, department, or team as a whole, or just skip the hiring manager’s name.

• Dear [Department] Hiring Manager
• Dear Hiring Manager
• Dear [Department] Team
• Dear [Company Name]

Are you applying for a research position? Learn how to write an academic personal statement .

#4. Write an Eye-Catching Introduction

First impressions matter, especially when it comes to your job search.

Hiring managers get hundreds, sometimes even thousands, of applications. Chances are, they’re not going to be reading every single cover letter end-to-end.

So, it’s essential to catch their attention from the very first paragraph.

The biggest problem with most opening paragraphs is that they’re usually extremely generic. Here’s an example:

• My name is Jonathan, and I’d like to work as a Sales Manager at XYZ Inc. I’ve worked as a Sales Manager at MadeUpCompany Inc. for 5+ years, so I believe that I’d be a good fit for the position.

See the issue here? This opening paragraph doesn’t say anything except the fact that you’ve worked the job before.

And do you know who else has similar work experience? All the other applicants you’re competing with.

Instead, you want to start with some of your top achievements to grab the reader’s attention. And to get the point across, the achievements should be as relevant as possible to the position.

Your opening paragraph should also show the hiring manager a bit about why you want this specific job. For example, mention how the job relates to your plans for the future or how it can help you grow professionally. This will show the hiring manager that you’re not just applying left and right—you’re actually enthusiastic about getting this particular role.

Now, let’s make our previous example shine:

Dear Mr. Smith,

My name’s Michael, and I’d like to help XYZ Inc. hit and exceed its sales goals as a Sales Manager. I’ve worked as a Sales Representative with Company X, another fin-tech company , for 3+ years, where I generated an average of $30,000+ in sales per month and beat the KPIs by around 40%. I believe that my previous industry experience, passion for finance , and excellence in sales make me the right candidate for the job.

The second candidate starts with what they can do for the company in the future and immediately lists an impressive and relevant achievement. Since they’re experienced in the same industry and interested in finance, the hiring manager can see they’re not just a random applicant.

From this introduction, it’s safe to say that the hiring manager would read the rest of this candidate’s cover letter.

#5. Use the Cover Letter Body for Details

The next part of your cover letter is where you can go into detail about what sets you apart as a qualified candidate for the job.

The main thing you need to remember here is that you shouldn’t make it all about yourself . Your cover letter is supposed to show the hiring manager how you relate to the job and the company you’re applying to.

No matter how cool you make yourself sound in your cover letter, if you don’t tailor it to match what the hiring manager is looking for, you’re not getting an interview.

To get this right, use the job ad as a reference when writing your cover letter. Make sure to highlight skills and achievements that match the job requirements, and you’re good to go.

Since this part of your cover letter is by far the longest, you should split it into at least two paragraphs.

Here’s what each paragraph should cover:

Explain Why You’re the Perfect Candidate for the Role

Before you can show the hiring manager that you’re exactly what they’ve been looking for, you need to know what it is they’re looking for.

Start by doing a bit of research. Learn what the most important skills and responsibilities of the role are according to the job ad, and focus on any relevant experience you have that matches them.

For example, if you’re applying for the position of a Facebook Advertiser. The top requirements on the job ad are:

• Experience managing a Facebook ad budget of $10,000+ / month
• Some skills in advertising on other platforms (Google Search + Twitter)
• Excellent copywriting skills

So, in the body of your cover letter, you need to show how you meet these requirements. Here’s an example of what that can look like:

In my previous role as a Facebook Marketing Expert at XYZ Inc. I handled customer acquisition through ads, managing a monthly Facebook ad budget of $40,000+ . As the sole digital marketer at the company, I managed the ad creation and management process end-to-end. I created the ad copy and images, picked the targeting, ran optimization trials, and so on.

Other than Facebook advertising, I’ve also delved into other online PPC channels, including:

• Google Search

Our example addresses all the necessary requirements and shows off the candidate’s relevant skills.

Are you a student applying for your first internship? Learn how to write an internship cover letter with our dedicated guide.

Explain Why You’re a Good Fit for the Company

As skilled and experienced as you may be, that’s not all the hiring manager is looking for.

They also want someone who’s a good fit for their company and who actually wants to work there.

Employees who don’t fit in with the company culture are likely to quit sooner or later. This ends up costing the company a ton of money, up to 50% of the employee’s annual salary , so hiring managers vet candidates very carefully to avoid this scenario.

So, you have to convince the hiring manager that you’re passionate about working with them.

Start by doing some research about the company. You want to know things like:

• What’s the company’s business model?
• What’s the company’s product or service? Have you used it?
• What’s the company’s culture like?

Chances are, you’ll find all the information you need either on the company website or on job-search websites like Jobscan or Glassdoor.

Then, pick your favorite thing about the company and talk about it in your cover letter.

But don’t just describe the company in its own words just to flatter them. Be super specific—the hiring manager can see through any fluff.

For example, if you’re passionate about their product and you like the company’s culture of innovation and independent work model, you can write something like:

I’ve personally used the XYZ Smartphone, and I believe that it’s the most innovative tech I’ve used in years. The features, such as Made-Up-Feature #1 and Made-Up-Feature #2, were real game changers for the device.

I really admire how Company XYZ strives for excellence in all its product lines, creating market-leading tech. As someone who thrives in a self-driven environment, I truly believe that I’ll be a great match for your Product Design team.

So, make sure to do your fair share of research and come up with good reasons why you're applying to that specific company.

Is the company you want to work for not hiring at the moment? Check out our guide to writing a letter of interest .

#6. Wrap It Up and Sign It

Finally, it’s time to conclude your cover letter.

In the final paragraph, you want to:

• Wrap up any points you couldn't make in the previous paragraphs. Do you have anything left to say? If there’s any other information that could help the hiring manager make their decision, mention it here. If not, just recap your key selling points so far, such as key skills and expertise.
• Express gratitude. Politely thanking the hiring manager for their time is always a good idea.
• Finish the cover letter with a call to action. The very last sentence in your cover letter should be a call to action. This means you should ask the hiring manager to do something, like call you and discuss your application or arrange an interview.
• Remember to sign your cover letter. Just add a formal closing line and sign your name at the bottom.

Here’s an example of how to end your cover letter :

I hope to help Company X make the most of their Facebook marketing initiatives. I'd love to further discuss how my previous success at XYZ Inc. can help you achieve your Facebook marketing goals. Please don’t hesitate to reach out to me at the provided email address or phone number so that we may arrange an interview.

Thank you for your consideration,

Alice Richards

Feel free to use one of these other popular closing lines for your cover letter:

• Best Regards,
• Kind Regards,

Cover Letter Writing Checklist

Once you’re done with your cover letter, it’s time to check if it meets all industry requirements. 

Give our handy cover letter writing checklist a look to make sure:

Does your cover letter heading include all essential information?

• Professional Email
• Phone Number
• Relevant Links

Do you address the right person? 

• The hiring manager in the company
• Your future direct supervisor
• The company/department in general

Does your introductory paragraph grab the reader's attention?

• Did you mention some of your top achievements?
• Did you use numbers and facts to back up your experience?
• Did you convey enthusiasm for the specific role?

Do you show that you’re the right candidate for the job?

• Did you identify the core requirements for the role?
• Did you show how your experiences helped you fit the requirements perfectly?

Do you convince the hiring manager that you’re passionate about the company you’re applying to?

• Did you identify the top 3 things that you like about the company?
• Did you avoid generic reasons for explaining your interest in the company?

Did you conclude your cover letter properly?

• Did you recap your key selling points in the conclusion?
• Did you end your cover letter with a call to action?
• Did you use the right formal closing line and sign your name?

15 Cover Letter Tips

Now you’re all set to write your cover letter! 

Before you start typing, here are some cover letter tips to help take your cover letter to the next level:

• Customize Your Cover Letter for Each Job. Make sure your cover letter is tailored to the job you're applying for. This shows you're not just sending generic applications left and right, and it tells the hiring manager you’re the right person for the job.
• Showcase Your Skills. Talk about how your skills meet the company’s needs. And while your hard skills should be front and center, you shouldn’t underestimate your soft skills in your cover letter either.
• Avoid Fluff. Don’t make any generic statements you can’t back up. The hiring manager can tell when you’re just throwing words around, and it doesn’t make your cover letter look good.
• Use Specific Examples. Instead of saying you're great at something, give an actual example to back up your claim. Any data you can provide makes you sound more credible, so quantify your achievements. For example, give numbers such as percentages related to your performance and the timeframe it took to accomplish certain achievements.
• Research the Company. Always take time to learn about the company you're applying to. Make sure to mention something about them in your cover letter to show the hiring manager that you're interested.
• Follow the Application Instructions. If the job posting asks for something specific in your cover letter or requires a certain format, make sure you include it. Not following instructions can come off as unattentive or signal to the hiring manager that you’re not taking the job seriously.
• Use the Right Template and Format. Choose the right cover letter format and adapt your cover letter’s look to the industry you’re applying for. For example, if you’re aiming for a job in Law or Finance, you should go for a cleaner, more professional look. But if you’re applying for a field that values innovation, like IT or Design, you have more room for creativity.
• Express Your Enthusiasm. Let the hiring manager know why you're excited about the job. Your passion for the specific role or the field in general can be a big selling point, and show them that you’re genuinely interested, not just applying left and right.
• Address Any Gaps. If there are any employment gaps in your resume , your cover letter is a great place to mention why. Your resume doesn’t give you enough space to elaborate on an employment gap, so addressing it here can set hiring managers at ease—life happens, and employers understand.
• Avoid Quirky Emails. Your email address should be presentable. It’s hard for a hiring manager to take you seriously if your email address is “[email protected].” Just use a [email protected] format.
• Check Your Contact Information. Typos in your email address or phone number can mean a missed opportunity. Double-check these before sending your application.
• Mention if You Want to Relocate. If you’re looking for a job that lets you move somewhere else, specify this in your cover letter.
• Keep It Brief. You want to keep your cover letter short and sweet. Hiring managers don’t have time to read a novel, so if you go over one page, they simply won’t read it at all.
• Use a Professional Tone. Even though a conversational tone isn’t a bad thing, remember that it's still a formal document. Show professionalism in your cover letter by keeping slang, jargon, and emojis out of it.
• Proofread Carefully. Typos and grammar mistakes are a huge deal-breaker. Use a tool like Grammarly or QuillBot to double-check your spelling and grammar, or even get a friend to check it for you.

15+ Cover Letter Examples

Need some inspiration? Check out some perfect cover letter examples for different experience levels and various professions.

5+ Cover Letter Examples by Experience

#1. college student cover letter example.

Check out our full guide to writing a college student cover letter here.

#2. Middle Management Cover Letter Example

Check out our full guide to writing a project manager cover letter here.

#3. Team Leader Cover Letter Example

Check out our full guide to writing a team leader cover letter here.

#4. Career Change Cover Letter Example

Check out our full guide to a career change resume and cover letter here.

#5. Management Cover Letter Example

Check out our full guide to writing a management cover letter here.

#6. Senior Executive Cover Letter Example

Check out our full guide to writing an executive resume here.

9+ Cover Letter Examples by Profession

#1. it cover letter example.

Check out our full guide to writing an IT cover letter here.

#2. Consultant Cover Letter Example

Check out our full guide to writing a consultant cover letter here.

#3. Human Resources Cover Letter

Check out our full guide to writing a human resources cover letter here.

#4. Business Cover Letter Example

Check out our full guide to writing a business cover letter here.

#5. Sales Cover Letter Example

Check out our full guide to writing a sales cover letter here.

#6. Social Worker Cover Letter

Check out our full guide to writing a social worker cover letter here.

#7. Lawyer Cover Letter

Check out our full guide to writing a lawyer cover letter here.

#8. Administrative Assistant Cover Letter

Check out our full guide to writing an administrative assistant cover letter here.

#9. Engineering Cover Letter Example

Check out our full guide to writing an engineer cover letter here.

#10. Receptionist Cover Letter Example

Check out our full guide to writing a receptionist cover letter here.

Need more inspiration? Check out these cover letter examples to learn what makes them stand out.

Plug & Play Cover Letter Template

Not sure how to start your cover letter? Don’t worry!

Just copy and paste our free cover letter template into the cover letter builder, and swap out the blanks for your details.

[Your Full Name]

[Your Profession]

[Your Phone Number]

[Your Email Address]

[Your Location]

[Your LinkedIn Profile URL (optional)]

[Your Personal Website URL (optional)]

[Recipient's Name, e.g., Jane Doe],

[Recipient's Position, e.g., Hiring Manager]

[Company Name, e.g., ABC Corporation]

[Company Address]

[City, State/Country]

Dear [Recipient's Name],

As a seasoned [Your Profession] with [Number of Years of Experience] years of industry experience, I am eager to express my interest in the [Job Title] position at [Company Name]. With my experience in [Your Industry/Sector] and the successes I've achieved throughout my education and career, I believe I can bring unique value and creativity to your team.

In my current role as [Your Current Job Title], I've taken the lead on more than [Number of Projects/Assignments] projects, some valued up to $[Highest Project Value]. I pride myself on consistently exceeding client expectations and have successfully [Mention a Key Achievement] in just a [Amount of Time] through [Skill] and [Skill].

I've collaborated with various professionals, such as [List Roles], ensuring that all [projects/tasks] meet [relevant standards or objectives]. This hands-on experience, coupled with my dedication to understanding each [client's/customer's] vision, has equipped me to navigate and deliver on complex projects.

My key strengths include:

• Improving [Achievement] by [%] over [Amount of Time] which resulted in [Quantified Result].
• Optimizing [Work Process/Responsibility] which saved [Previous Employer] [Amount of Time/Budget/Other Metric] over [Weeks/Months/Years]
• Spearheading team of [Number of People] to [Task] and achieving [Quantified Result].

Alongside this letter, I've attached my resume. My educational background, a [Your Degree] with a concentration in [Your Specialization], complements the practical skills that I'm particularly eager to share with [Company Name].

I'm excited about the possibility of contributing to [Something Notable About the Company or Its Mission]. I'd be grateful for the chance to delve deeper into how my expertise aligns with your needs.

Thank you for considering my application, and I look forward to hearing from you soon.

The Heart of Your Job Search - Creating a Killer Resume

Your cover letter is only as good as your resume. If either one is weak, your entire application falls through.

After all, your cover letter is meant to complement your resume. Imagine going through all this effort to leave an amazing first impression in your cover letter, only for the hiring manager to never read it because your resume was mediocre.

But don’t worry; we’ve got you covered here, too.

Check out our dedicated guide on how to make a resume and learn everything you need to know to land your dream job!

Just pick one of our resume templates and start writing your own job-winning resume.

Key Takeaways

Now that we’ve walked you through all the steps of writing a cover letter, let’s summarize everything we’ve learned:

• A cover letter is a 250 - 400 word document that’s meant to convince the hiring manager that you’re the best candidate for the job.
• Your job application should always include a cover letter alongside your resume.
• To grab the hiring manager’s attention, write a strong opening paragraph. Mention who you are, why you’re applying, and a standout achievement to pique their interest.
• Your cover letter should focus on why you’re the perfect candidate for the job and why you’re passionate about working in this specific company.
• Use the body of your cover letter to provide details on your skills, achievements, and qualifications, as well as make sure to convey your enthusiasm throughout your whole cover letter.
• Recap your key selling points towards the end of your cover letter, and end it with a formal closing line and your full name signed underneath.

At Novorésumé, we’re committed to helping you get the job you deserve every step of the way! 

Follow our career blog for more valuable advice, or check out some of our top guides, such as:

• How to Make a Resume in 2024 | Beginner's Guide
• How to Write a CV (Curriculum Vitae) in 2024 [31+ Examples]
• 35+ Job Interview Questions and Answers [Full List]

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11 Interview Invitation Email Templates and Samples

Here’s how to send the best interview invitation emails to candidates at every stage of the process.

The interview invitation email acts as the first line of communication between an employer and job candidate after an application is submitted. A well-crafted invitation email helps to engage candidates, generate interest and leave a good first impression as a potential employer. 

Here’s what to know about writing a successful interview invitation email.

How to Write an Interview Invitation Email

• Use a direct subject line. 
• Provide role details. 
• Specify the interview format. 
• Specify the interview location.
• Approximate the interview duration. 
• Provide multiple date and time options. 
• Provide interviewer details. 
• Include your email signature.

Typically, recruiters opt for a formal interview invitation email — one that simply states that they reviewed the candidate’s materials and would like to set up an interview. While it is important to be clear and concise in interview invitations, it is also a great opportunity to create a stand-out candidate experience by emphasizing  company culture and  employee value proposition points.

Plus, interviews are often a source of stress for job seekers, so going above and beyond may make them feel comfortable and confident.  

1. Use a Direct Subject Line

In the subject line, call out that this is an interview invitation; that will grab the candidate’s attention when they are looking through their inbox, ensuring your email is not accidentally overlooked and gets a prompt response .

2. Provide Role Details

Restate the title of the position early on, even in your subject line, if possible. Job seekers may apply to multiple open roles at once, so inform them of the role and company name for the interview to catch them up to speed.  

Access 20 email templates to use throughout the entire recruiting process — from sourcing to extending an offer.

3. Specify the Interview Format

Explain which format the interview will be conducted in, whether that’s in-person,  over the phone , virtual or as part of a group interview.

Related How to Do Panel Interviews Right

4. Specify the Interview Location

As part of in-person interview details, include your office address and either a screenshot of its location on the map or a link to a map with the address. When necessary, let them know who they should speak to about getting access to your floor and mention how they should notify you when they have arrived at the location.

For phone or virtual interviews (as well as related calendar invites), include the phone number or meeting room link and access code information. 

5. Approximate the Interview Duration

Give the candidate an estimate of how long the interview should take, and confirm with a start and end time window. This is especially important for job seekers who are currently employed elsewhere and need to plan the interview around their work schedule.     

6. Provide Multiple Date and Time Options

Some candidates may be currently employed , so it’s best to provide multiple time options with included time zones, and at least a few days’ notice to schedule an interview. 

While this is less feasible when scheduling group interviews , it is still important to offer candidates some latitude regarding interview times if possible.

7. Provide Interviewer Details

Say who the interview will be with and what their job title is — you can even link to their LinkedIn profile to help candidates better prepare. Additionally, state the interviewer’s contact details and relationship to the role, whether they’re the hiring manager or a team member. 

8. Include Your Email Signature

An interview invitation email is an important step in  selling the role while you assess candidate fit . To highlight credentials, include your professional email signature with your job title, company logo and applicable contact information.

Best Practices for an Interview Invitation Email

An upcoming interview can be stressful and a source of anxiety for job seekers. Providing additional information for the candidate’s benefit gives the impression of a compassionate employer that values its people . Include the following information in your interview invitation email to entice prospective employees .

• Mention What to Wear. Candidates want to make sure they look the part for the role. Letting them know what is appropriate in terms of your office dress code takes the pressure off of deciding  what to wear and shifts focus to the conversation.                 
• List Items to Bring. If there are any necessary items to bring, let candidates know ahead of time, so they feel prepared for the interview . Mention if they’ll need any samples of their work (including how many and format), an assessment completed ahead of time or any identification to get into the building.  
• Provide Talking Points to Mention. Providing candidates with a list of topics that will be brought up or discussed can help them prepare and streamline the conversation. State what the interview is about, such as getting to know a candidate better or discussing a recent product launch.  
• Recommend Travel Options. For in-person interviews, reference accessible travel options like subway lines, train stations, bus routes and parking garages in close proximity to your office. Do not assume all candidates will be able to grab a cab or rideshare service.

11 Interview Invitation Email Samples and Templates

If you need a starting point, take inspiration from these 11 interview invitation email samples to send engaging emails to candidates at every interview stage.  

1. Formal Interview Invitation Email

Every  recruiting email you send should adhere to your  employer brand voice and tone. If casual conversations are not your style or you are corresponding with more experienced and executive candidates, use the following email template.  

Subject Line: [Company Name]: Invitation to Interview

Dear [Interviewee First Name] ,

Thank you for your application to the [Job Title] role at [Company Name].  

We would like to invite you to interview for the role with [Interviewer] , [Interviewer Job Title]. The interview will last [Length of Interview] in total.

Please reply to this email directly with your availability during the following date and time options:

[Day, Date – Time, Time Zone] [Day, Date – Time, Time Zone] [Day, Date – Time, Time Zone]

We look forward to speaking with you. 

[Your Name] [Your Email Signature]

2. Casual Interview Invitation Email

If you’re a young company that boasts a desirable  startup culture , show it off by opting for a more informal interview invitation. For a casual, conversational interview invitation email example, use the following email template.  

Subject Line: [Company Name]: Interview Availability

Hi [Interviewee First Name] ,

Thank you for applying to the [Job Title] position at [Company Name] . After reviewing your application, we’re excited to invite you to interview for the role! 

Your interview will be conducted [Format] and last roughly [Length of Interview] . You’ll be speaking with [Interviewer] , our [Interviewer Job Title] here at [Company Name] .

Please let us know if you are available during the following times:

Thanks again for your interest in joining the [Company Name] team! We’re looking forward to speaking with you.

3. Cold Candidate Interview Invitation Email

If you come across an excellent potential employee when  sourcing candidates , you may want to talk to them immediately — especially if they’re in a high-demand role. Use the following template when reaching out to a candidate for the first time to invite them to an interview.  

Subject Line: [Job Title] Opportunity at [Company Name]  

Hello [Interviewee First Name] ,

I came across your profile on [Website/Source] and was interested in your recent work in [Field] . I’m a recruiter at [Company Name] , and we’re looking for a [Job Title] that I think you would be a good fit for.

I would love to hear more about you and tell you about the role. Are you free this week for a quick 15-minute call? I’m available at the following times:

Please let me know if any of these times work for you. 

Looking forward to hearing from you.

Best, 

4. Referred Candidate Interview Invitation Email

Referred candidates are a  tech recruiter ’s dream — vetted, qualified and most likely aware of your company. How you invite a referred candidate to an interview should follow a similar structure to any of the previous email templates, but with more personalization. Use the following email template when leveraging your  employee referral program to send an interview invitation.  

Subject Line: [Company Name]: [Job Title] Interview Opportunity

I am [Your Job Title] at [Company Name] , and we’re currently looking for a [Open Job Title] to join our team. [Contact Name] spoke very highly of your [Skills] and recommended you for the role.

I took a look at some of your work online, and given your experience, I think you’d be an excellent fit for the role. This is a great opportunity to learn more about [Your Industry] alongside an ambitious team.

I’d love to hear more about you and talk to you about the role. Are you available for a 15-minute phone call sometime tomorrow? 

Let me know!

5. Past Candidate Interview Invitation Email

When recruiting, tap into your  talent community to re-engage qualified candidates who stood out to you during past interviews. Similar to employee referrals , you have a relationship with these candidates and must include enough personal details to get their attention. Use the following email template to invite a past candidate to interview over email.  

Subject Line: [Company Name]: New [Job Title] Opportunity  

I hope this finds you well! I know you applied to the [Previous Job Title] role at [Company Name] back in [Month/Year] , and while we went in a different direction then, we kept your resume on file.

A new [Open Job Title] role just opened up on the [Department] team that I think you’d be an excellent fit for.

We’re currently conducting interviews for the role, and I would love to set up a time for you to talk to [Interviewer] , the hiring manager. Are you available for a [Length of Interview] phone call sometime this week? I’ve highlighted a few date and time options below, let me know if any of them work for you.

Here is a link to the job description on our website. [Include Link] . If you have any questions about the role, give me a call at [Phone Number] .

Thanks, [First Name] ! Looking forward to hearing from you soon.

6. Phone Interview Invitation Email

After an applicant has applied to an open role, the next step may be a phone screen interview to assess their qualifications. When reaching out for the first time to invite them to a phone interview, use the following template.  

Subject Line: [Company Name]: Phone Interview Availability

Thank you for applying to the [Job Title] position at [Company Name] . 

After reviewing your application, we are excited to move forward with the interview process.

We would like to schedule a [Length of Interview] phone call with [Interviewer] , [Interviewer Job Title] at [Company Name] . 

Below are some date and time options:

Please reply directly to this email and let me know if you are available at any of the above times. From there, I’ll coordinate with [Interviewer] and send you an email with a calendar invitation to confirm the date and time.

7. Virtual Interview Invitation Email

When requesting a video interview, send the interview invitation far enough in advance so candidates are able to plan accordingly. Use the following template to send a video interview invitation. Once you have confirmed the date and time, be sure to include the meeting room link and any access information needed to join the interview.  

Subject Line: [Company Name]: Video Interview Availability

After reviewing your application, we would like to invite you to interview with [Interviewer] , our [Interviewer Job Title] .

So we can get to know you better, the interview will be conducted over video using [Video Conferencing Platform] and last about [Length of Interview] in total. 

We want you to be able to plan accordingly, so we’ve provided a list of date and time options over the next week. Please take a look and let us know which date is best for you.

We’re looking forward to continuing the conversation.

8. In-Person Interview Invitation Email

In-person interviews typically follow an initial phone or video conversation, so you should have a solid relationship with the candidate at this point. Customize the following template carefully before sending an in-person interview invitation.  

Subject Line: [Company Name]: On-site Interview Invitation 

[Interviewer] was really impressed by you during your last conversation about the [Job Title] position and we’re excited to invite you to interview at our office!

Please review the date and time options I’ve provided below and let me know which one works best for you. From there, I’ll send a confirmation email with a calendar invitation.

We’re excited to meet you in person, and we want you to feel comfortable and prepared when you arrive. Below is some information about us to help you plan for your interview.

You will be meeting with [Interviewer] , [Job Title] , and [Interviewer 2] , [Job Title 2] . The interview will last no more than [Length of Interview] .

During the interview, you will be asked to complete a skills assessment and discuss some of your recent work. Please bring [Quantity] samples of your [Work] , as well as a form of identification to be admitted to the building. 

Our office is located at [Address] . We’re close to [Public Transportation Options/Parking Details] .

Our office dress code is [Dress Code] , but we encourage you to wear whatever you’re most comfortable in.

Please reply directly to this email with your availability during the suggested times. If you have any questions, feel free to call me at [Phone Number] .

9. Second Interview Invitation Email

When you are ready to invite a candidate to a second interview, use the following template. Making it to the next round is a big accomplishment for candidates, so convey your enthusiasm to keep them interested. Additionally, provide any helpful information upfront so they continue to feel supported going into the next round.  

Subject Line: [Company Name]: Invitation for Second Interview

Thank you for taking the time to speak with [Interviewer] about the [Job Title] position at [Company Name] .

We’re quite impressed by you and are eager to continue the conversation! We’d like to schedule a second interview with you during one of the following time options:

You will be speaking with [Interviewer] , [Interviewer Job Title] , and the interview should last no more than [Length of Interview] .

Please let me know which time works best for you. I will send a calendar invitation to confirm once we have selected a date and time. 

10. Group Interview Invitation Email

Coordinating a group interview can be challenging without preparation. To simplify the process, use a  scheduling or calendar tool to allow candidates to select the times that work best for them. Once aware of everyone’s availability, use the following group interview invitation template as a next step.  

Subject Line: [Company Name]: Group Interview Invitation

Thank you for applying to the [Job Title] position at [Company Name] . After reviewing your application materials, we are pleased to move forward with the interview process. 

We would like to invite you to an interview at our office. You will interview as a part of a group with [Number] other applicants. The interview will last no more than [Length of Interview] .

To help us schedule the interview, please select your availability from this calendar link: [Insert Link] .

From there, I will coordinate between the other candidates and the hiring team to confirm a time that works for all involved. You will receive an email with a calendar invite link to confirm the interview.

To help you prepare, here is some information about the interview and [Company Name] .

You will be meeting with: [Interviewer] , [Job Title] and [Interviewer 2] , [Job Title 2] . 

Length of interview: [Minutes/Hours]

Interview agenda: During the interview you will be asked to complete several exercises with the other candidates. [Additional Information]  

Our office location: [Address]  

We’re close to [Public Transportation Options/Parking Details] .

Our office dress code: [Dress Code] , but we encourage you to wear whatever you’re most comfortable in.

We’re looking forward to meeting you! If you have any questions, don’t hesitate to reach out.

11. Final Interview Invitation Email

Emphasize your excitement when sending a final interview invitation email. At this point, candidates have been through several rounds of  your interview process , and you need to keep them engaged and informed on the next step. Reduce the body text of your email by linking out to the pertinent information. These details could be on a hidden page of your website or a Google Doc in “View Only” mode. Customize the template below to send the perfect final-round interview invitation email.  

Subject Line: [Company Name]: Final-Round Interview Invitation

Thank you for your recent interview regarding the [Job Title] position at [Company Name] . We appreciate your dedication to the process and are pleased to share that you have been selected for a final interview at our office! 

We believe you are an excellent candidate for the position and we’re excited to continue the conversation with you.

The interview will be with [Interviewer] and will last no longer than [Length of Interview] . Below are some proposed time and date options:

To help you plan and prepare for your on-site interview, click here to view additional information about our office and nearby travel options. [Include Link to Additional Information] .

Please reply to this email with your availability. I will then confirm the date and time internally and send you a confirmation email with a calendar invitation. 

If you have any questions in the meantime, feel free to reach out.

[Your Name] [Your Email Signature]                                                            

Frequently Asked Questions

How do you invite someone for an interview.

It’s considered professional to invite someone to an interview by sending a short email. The email should contain a clear subject line and details like the location and format of the interview, a description of the role and the interviewers’ names and titles.

Can you invite a candidate to an interview via text?

It’s become acceptable for recruiters to invite candidates to interviews via text. Recruiters may also text candidates job descriptions, background questions and other elements of the recruiting process. 

Brennan Whitfield and Alexandria Jacobson contributed reporting to this story.

Recent Recruiting Articles

Interview Request Letter Sample: Free & Customizable

This article guides you through the process of writing an effective interview request letter, with a focus on structure, content, and etiquette.

Key Takeaways: Understanding the Purpose: Learn the importance of an interview request letter. Structure and Content: Key elements to include in your letter. Template and Examples: A ready-to-use template and real-life examples. Customization Tips: Tailoring your letter to specific situations. Professionalism and Etiquette: Ensuring a polite and professional tone. Follow-Up Strategies: Effective follow-up after sending the letter.

Structure and Content

• Salutation: Begin with a formal greeting, using the recipient’s name if known.
• Introduction: Briefly introduce yourself and your organization.
• Purpose of the Interview: Clearly state why you are requesting the interview.
• Proposed Date and Time: Suggest a specific date and time while showing flexibility.
• Closing: End with a polite expression of appreciation and your contact information.

Template and Examples

To: [Recipient’s Name] Subject: Interview Request from [Your Name/Organization]

Dear [Recipient’s Name],

I am [Your Name], a [Your Position] at [Your Organization]. I am reaching out to request an interview with you regarding [Subject of the Interview]. Your insights and experiences would be invaluable to our [Purpose of the Interview, e.g., research, article, etc.].

We are flexible regarding the date and time and will accommodate your schedule. We estimate the interview will take approximately [Duration].

Trending Now: Find Out Why!

Thank you for considering this request. I look forward to the possibility of speaking with you.

Sincerely, [Your Name] [Your Contact Information]

Customization Tips

• Research your recipient to personalize your approach.
• Be clear about the interview format (in-person, phone, online).
• Mention any mutual connections if applicable.

Professionalism and Etiquette

• Keep the tone respectful and professional.
• Proofread for grammar and clarity.
• Acknowledge the recipient’s busy schedule.

Follow-Up Strategies

• If you don’t receive a response, a polite follow-up email after a week is appropriate.
• Express gratitude if the interview is agreed upon.

Tips for Success:

• Personalization is key. Tailor your letter to the recipient and the context.
• Clarity and brevity are crucial. Avoid overly complex sentences.
• Professionalism should be maintained throughout the letter

Frequently Asked Questions (FAQs)

Q: what is an interview request letter.

Answer : An Interview Request Letter is a formal communication sent to request an interview with an individual, typically for purposes such as job positions, research participation, media features, or informational discussions. It outlines your interest, reasons for requesting the interview, and proposed availability.

Q: What should be the tone of an Interview Request Letter?

Answer: The tone of an Interview Request Letter should be polite, professional, and respectful. It’s important to convey enthusiasm for the opportunity while maintaining a formal demeanor. This helps create a positive impression and increases the likelihood of a favorable response.

Q: How do I address the recipient in an Interview Request Letter?

Answer : Address the recipient with a formal salutation such as “Dear Mr. / Ms. [Last Name]” if you know their gender and name. If you’re unsure, use “To Whom It May Concern.” This ensures that your letter starts on a courteous note.

Q: What should the introduction of the Interview Request Letter include?

Answer : In the introduction, clearly state your purpose for writing. Mention how you came to know about the opportunity or the person you’re contacting. This introduction establishes context and captures the recipient’s attention.

Q: How do I demonstrate my interest and relevance in the Interview Request Letter?

Answer : Express your interest in the opportunity and explain why you believe you’re a suitable candidate or participant. Highlight relevant qualifications, experiences, or skills that demonstrate your value and compatibility.

Q: Can I provide a brief background in the Interview Request Letter?

Answer : Yes, providing a brief context is helpful. Explain the purpose of the interview, whether it’s related to a specific job position, research topic, or media feature. This gives the recipient a clear understanding of the purpose behind the interview request.

Q: How do I propose interview dates and times in the letter?

Answer : Suggest a few possible dates and times for the interview. This shows your flexibility and consideration for the recipient’s schedule. 

For example, you can mention, “I am available for an interview during [mention specific date ranges or days] at [suggest a time range].”

Q: Why is expressing appreciation important in an Interview Request Letter?

Answer : Expressing appreciation demonstrates your professionalism and courtesy. 

Thank the recipient for considering your request and convey your enthusiasm about the potential interview opportunity. This positive attitude reflects well on you.

Q: What’s the significance of proofreading an Interview Request Letter?

Answer : Proofreading is crucial to ensure your letter is error-free and well-structured. Typos, grammar mistakes, and formatting errors can detract from the professionalism of your letter. A polished letter reflects your attention to detail and commitment.

Q: Is it appropriate to follow up on an Interview Request Letter?

Answer: Yes, if you don’t receive a response within a reasonable time frame, it’s appropriate to send a follow-up email or make a polite phone call. Inquire about the status of your request and reiterate your interest in the opportunity.

Q: How should I conclude an Interview Request Letter?

Answer : End the letter with a closing, such as “Sincerely” or “Best regards,” followed by your typed name. Leave space for your handwritten signature if sending a printed letter. Also, include your contact information for easy response.

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Writing a Job Interview Request Letter That Works

A well-written request letter can be the key to landing an interview and, ultimately, the job. In this guide, I’ll share my unique experience and provide you with three proven templates to help you write an effective job interview request letter.

Key Takeaways

• Purpose : Understand the goal of a job interview request letter.
• Structure : Learn the essential components of a compelling letter.
• Tone : Maintain a professional and respectful tone.
• Customization : Tailor the letter to the specific job and company.
• Follow-Up : Tips for following up after sending the letter.

Understanding the Purpose of a Job Interview Request Letter

A job interview request letter is your chance to make a strong first impression on a potential employer. It should convey your enthusiasm for the position and highlight your qualifications. The primary goal is to secure an interview, where you can further demonstrate your suitability for the role.

Structure of a Job Interview Request Letter

Based on my experience, an effective job interview request letter should include the following components:

• Introduction : Briefly introduce yourself and state the purpose of the letter.
• Why You’re Interested : Explain why you’re interested in the position and the company.
• Qualifications : Highlight your key qualifications and experiences.
• Request for Interview : Politely request an interview to discuss your application further.
• Closing : Thank the reader for their time and provide your contact information.

Template 1: Formal Job Interview Request

Subject Line : Request for Interview – [Your Name]

Dear [Hiring Manager’s Name],

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I am writing to express my interest in the [Job Title] position at [Company Name], as advertised on [where you found the job posting]. With my background in [relevant field or experience], I am confident in my ability to contribute effectively to your team.

I have [number] years of experience in [specific skill or industry], where I have honed my skills in [relevant skills]. My most recent role at [Previous Company] involved [briefly describe your responsibilities and achievements].

I would welcome the opportunity to discuss how my background, skills, and certifications will be of value to [Company Name]. I am particularly excited about [specific aspect of the company or job that attracted you].

Thank you for considering my application. I look forward to the possibility of discussing this exciting opportunity with you. Please feel free to contact me at [Your Phone Number] or [Your Email Address].

[Your Name]

Template 2: Casual Job Interview Request

Subject Line : Interested in [Job Title] Position

Hi [Hiring Manager’s Name],

I hope this message finds you well. My name is [Your Name], and I recently came across the [Job Title] position at [Company Name]. I am excited about this opportunity and would love to discuss how I can contribute to your team.

With [number] years of experience in [relevant field], I have developed strong skills in [relevant skills]. At [Previous Company], I was responsible for [briefly describe your responsibilities and achievements], which I believe would be beneficial for [Company Name].

Could we schedule a time to talk about this role and how my background aligns with your needs? You can reach me at [Your Phone Number] or [Your Email Address]. Looking forward to hearing from you!

Template 3: Networking-Based Job Interview Request

Subject Line : Referral from [Referrer’s Name] – Interview Request for [Job Title]

I am writing to express my interest in the [Job Title] position at [Company Name], as recommended by [Referrer’s Name]. With my extensive background in [relevant field or experience], I am eager to bring my expertise to your esteemed company.

In my previous role at [Previous Company], I was responsible for [briefly describe your responsibilities and achievements], which has equipped me with a strong foundation in [relevant skills]. I am confident that my proactive approach and dedication would be an asset to your team.

I would appreciate the chance to discuss my application with you in more detail. Please let me know a convenient time for us to meet. I can be reached at [Your Phone Number] or [Your Email Address].

Thank you for considering my application. I look forward to the opportunity to speak with you.

Warm regards,

Tips from Personal Experience

From my experience, there are several key tips to keep in mind when writing a job interview request letter:

• Research the Company : Understand the company’s values, culture, and recent achievements to tailor your letter effectively.
• Be Concise : Keep your letter clear and to the point. Avoid unnecessary details that can dilute your message.
• Show Enthusiasm : Demonstrate genuine interest in the role and the company.
• Proofread : Ensure your letter is free from grammatical errors and typos. A polished letter reflects your professionalism.

Table: Common Mistakes to Avoid

Real-Life Example

When I applied for my previous role at [Previous Company], I made sure to highlight specific projects I had worked on that were relevant to the job description. I mentioned how my experience with [specific project or skill] would allow me to contribute effectively to their ongoing initiatives. This personalized approach not only secured me an interview but also impressed the hiring manager during our meeting.

Following Up

After sending your job interview request letter, it’s important to follow up if you haven’t heard back within a week or two. A simple follow-up email can reiterate your interest in the position and remind the hiring manager of your application.

Example Follow-Up Email

Subject Line : Follow-Up on [Job Title] Application

I hope this email finds you well. I recently submitted my application for the [Job Title] position and wanted to follow up to see if there have been any updates regarding my application.

I remain very interested in this opportunity and am eager to discuss how my background, skills, and experiences align with the needs of your team. Please let me know if there is any additional information I can provide.

Thank you for your time and consideration.

Best regards,

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Interview Invitation Email Sample: Vital Tips to Win Talents

• April 4, 2024

So, your job advertisement has served its function to bring back qualified candidates. You have also scheduled further interviews for potential employees. Now is the time to reach out, discover, and decide on the best fit for the position. It is never a waste to make an effort to craft an effective interview invitation email. A well-written interview invitation email helps recruiters save time and improve the candidate experience.

These 5 simple – yet – effective tips and 3 effective interview invitation email samples, when combined with a recruiting solution such as an ATS or CRM solution, can help you track and manage your campaign and ultimately net you some of the best candidates out there!

1. 5 Essential Tips to Create an Interview Invitation Email to Win Top Talents

Use the right language, tone, and voice.

Language and voice are always powerful tools for job hunters to successfully approach and impress recruiters. It goes the same as how those two factors create a positive candidate experience and an efficient hiring process.

Usually, recruiters utilize language, tone, and voice to establish a specific relationship between them and potential candidates. Hence, the consistency of the wording style plays a vital role in building a positive connection and impression during and after the hiring process. To effectively practice this factor, it is recommended that recruiters assign different groups of applicants to various staff members from the beginning until the end of the recruiting process. By doing this, recruiters can avoid distraction and confusion for both staff and candidates.

Additionally, the use of a light and conversational tone of voice throughout the recruitment will create the feeling of fitting in and appreciating potential candidates. It is worth considering this language style in interview invitation emails as it helps candidates be well-prepared and ready for a high-quality interview. And it is what recruiters expect from their candidates, don’t they?

Create a Clear and Informative Interview Invitation Email

An interview invitation email will only be considered effective when it provides a clear and informative guide to interviewees. In the given interview invitation email template, it is recommended that the hiring manager provides specific information to candidates. Since the candidates are only aware of the information listed in the job description, it is vital to ensure that they acknowledge other necessary details to prepare for the interview.

Additionally, try to help your candidates feel best prepared by telling them the reasons why you reached out. Try to give them a clear direction of what interviewees should expect from the interview.

• What: Topics of discussion (Getting to know about the company, etc.)
• Where: Address/Floor/Office Number/A screenshot or link to a map
• Who: Name and position of all interviewers/Name to ask for at the reception
• How: Interview format (Video call, face-to-face, etc.)
• What to bring: Portfolios/ID/References/etc.
• How long: The estimated duration of the interview

Send Out and Respond to Emails in a Timely Manner

Frequently, a long and tedious recruitment process can cause candidates to drop out. It applies the same to the progress of the drawn-out interview. 83% of candidates indicate a negative interview experience can damage the company reputation the previous company reputation.

To efficiently perform the interview process, recruiters should set a certain suitable time frame and strictly follow it. This fixed calendar prevents recruiters from having a mountain of work to do at once, which lengthens the recruiting process.

Besides, timely interactions can increase the candidates’ acceptance rate. Candidates who receive multiple touchpoints are more likely to grow an emotional connection with the company that engages with them more often. Therefore, setting up automatic emails to increase interactions with candidates can be an effective way to improve candidates’ experiences during the recruitment process.

Proofread every Interview Invitation Email before Sending to Candidates

If the accuracy of grammar and wording in a resume or cover letter reflects the image of a candidate, these factors can also demonstrate the professionalism of a company. Of course, job seekers nowadays are smart enough to recognize which working environment they want to work for and commit to. Therefore, to leave positive impressions on candidates, it is crucial for recruiters to perform careful proofreading before hitting the ‘SEND’ button.

Include the Job Description in the Interview Invitation Email.

Last but not least, do not forget to insert the job description link in the interview invitation email. On average, a job seeker applies no less than 3 job opportunities a day. Hence, it is an effective way to remind your candidates about your business so that they can be well-prepared for the right job interview.

Moreover, by including the job description link to the interview invitation email, candidates will find it easier to look back at the position and company information among all of those job advertisements and perform independent research and preparation for the interview.

Samples of 3 Effective Interview Invitation Emails

Take a look at these 3 effective interview invitation email samples that can get you the best candidates in the door.

Face-to-face Interview.

Subject : Interview Invitation –  A Agency for Marketing Coordinator position Dear B, Thank you for your application for the  Marketing Coordinator  at  A Agency  through  Job description link . Your cover letter and resume show that you have excellent experience in  Communication  and  Marketing  industry. Therefore, we would like to schedule a time for us to meet for a face-to-face interview at our office. During the interview, you will have the chance to learn more about the ins and outs of the Marketing Coordinator position and to meet some other staff members. The interview should take roughly  one hour . Our office is located at  123 Farnam Street in Nebraska . Please bring  a list of three references and three copies of your resume to the interview . During the interview, you will be speaking to the following people: C, Executive Chef D, Marketing Manager In order to make the interview time as convenient as possible, we invite you to choose from one of the following start times: Friday, May 4th at 11.30 AM Wednesday, May 9th at 9.00 AM Thursday, May 10th at 11.00 AM Please respond with your availability no later than this Wednesday, 2nd May. If you have any questions or problems, please contact 111-2345. We look forward to seeing you. Sincerely, F Hiring Manager A Agency

Video Call Interview

Subject: Invitation to Interview –  A Company for Information Technology Analyst  position Dear B, Thank you for submitting an online application through the Job description link for the position of  Information Technology Analyst  at  A Company . We looked over your application and would like to invite you to a  Zoom interview  with our company as soon as possible. During the interview, you will have an opportunity to learn more about the position and our company. The interview should take approximately  one hour . Beside me,  the Hiring Manager , there will be C,  the Information Technology Lead  joining the Zoom interview. Please visit the following link  Interview Scheduling , and adhere to the instructions to select and reserve an interview slot in the upcoming weeks. These slots usually fill quickly, so we recommend that you schedule as soon as possible to receive your preferred time. If you have any difficulty scheduling the interview, feel free to email us at  [email protected]  and we will get back to you as soon as possible. Best regards, F Hiring Manager A Company

Digital Interview

Subject : Invitation to Interview –  A Company  for  Brand Identity Manager  position Hi  B , I came across your profile in  LinkedIn , and your background shows that you are a perfect fit for our available position here at  A Company . The link to the job description is here Job  description link . If this is something that sounds interesting to you, I have a few quick questions regarding your background, and what you are looking for in your career. You can answer these at your own pace and on your own time using our digital interviewing tool. Use your smartphone, tablet, or computer with a webcam at your convenience, and I can match your responses with a career that will be rewarding and beneficial to you. When you are ready, you can start your digital interview here:  Interview Scheduling . I’m excited to connect with you. If you have any issues before the interview, feel free to email us at  [email protected] . Best regards, F Hiring Manager A Company

Key Takeaways

The interview invitation email is a small but essential step in the hiring process that can make a dramatic impact on the candidate experience. Making the right choice of which interview email template your team will use with potential candidates can significantly improve your candidate engagement in the hiring process. Try out the most suitable email template and implement the best tips we’ve provided for your hiring process and you will see a marked improvement in your retention of the highest-quality candidates.

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Cover Letter Template for a Job Application

How to use this cover letter template, cover letter template, download cover letter template #1, download the free template, additional cover letter templates to download, template #2, template #3.

• How to Send the Cover Letter & Resume

Document Formats for your Cover Letter Template

Video cover letters, the best cover letter ever, additional resources, use this cover letter template to get an interview.

Download a free template

A cover letter can make or break a job application so it’s critical to get it right.  Whether your letter is being read by HR or the hiring manager directly, there are several important boxes you must tick.  This guide provides a free cover letter template and explanation of what you need to know to have the best shot at being selected for an interview .

The cover letter template below is designed to be customized with your own personal information and submitted with your resume to an employer.

This cover letter template was designed to help make your application process as smooth as possible.

You can simply follow the steps below to make the most of this guide:

• Copy the cover letter template below and paste it into a Word Doc, Google Doc, or email
• Change all of the personal information at the top to be your own
• Edit and customize the paragraphs so they include your work experience, skills, and other points you want to highlight
• Ensure the formatting looks good and that the font matches your resume
• Proofread, spellcheck, and grammar check multiple times
• Send the cover letter along with your resume to the employer (and consider a cover email as well)

[Your Name]

[Your Street Address]

[Your City, State/Province, Country]

[Your Phone Number]

[Your Email Address]

[Optional: Your LinkedIn Profile]

[Today’s Date]

[Employer Contact Name]

[Employer Title]

[Employer Company Name]

Dear [Employer Contact Name],

[First paragraph: A short 3-4 line introduction. The first sentence should entice the reader and explain why you want to work for the company. The rest of the paragraph should briefly outline how you will use your skills towards tasks mentioned in the job description.]

[Second paragraph: The body of your cover letter. Pick one or two tasks described in the job description. Detail how your hard skills gained from previous experiences will help you excel at these tasks in your new position.]

[Third Paragraph: Pick one or two soft skills mentioned in the job description and show how you fit these skills using one of your experiences. This paragraph is to demonstrate why you are a good fit for the company and why they would need you. Focus on the company, not yourself.]

[Fourth Paragraph: The conclusion to your letter. The first sentence should relate to your introduction and tie it all together. Thank the employer for their time and consideration, and state that you are looking forward to hearing from them soon.]

[Image of Signature]

Thank you for reading this CFI guide – please download the cover letter template from this article and use it however you see fit!

Enter your name and email in the form below and download the free template now!

The above example is extremely clean and simple.  If you’re looking for something with a little more flair, check out these additional templates that you can download as well.  A word of caution: using a highly stylish letter may work well in some industries (marketing, social media), but not in more traditional industries (investment banking, law, accounting).

Download the Line Cover Letter Template.

Download the Creative Cover Letter template.

How to Send the Cover Letter & Resume

Once you’ve completed all of the above steps (copied and pasted the cover letter template, added your own personal information, etc.), then it’s time so send it to the employer.

There are several ways to submit your letter and resume:

• Email (as an attachment)
• Company website (upload)
• Job posting website (upload)
• Via a friend or someone you know at the company (best option!)

You can create the letter in a variety of formats including:

• Microsoft Word Document
• PDF (most recommended option!)

This guide has focused on a traditional approach to cover letters, which is a written document.  This is by far the safest approach and what is recommended for most industries.

Alternative methods are gaining popularity, including making a video cover letter.  Video cover letters are higher risk but also have a higher ability to really wow the company you’re submitting it to.

Read about video interviews, which are becoming popular as well!

If you want some more tips on how to write the best cover letter ever, how about referencing the world-famous university, Harvard.

Read this post from the Harvard Business Review about the best cover letter ever received.

Thank you for reading CFI’s guide to a cover letter template.  To help you advance your career, CFI has created these additional, helpful resources:

• Resume Templates
• Interview Questions (and Answers)
• Networking Skills
• How to Get a Job in…
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How to Respond to an Interview Request Email (Plus Examples)

Responding to an Interview Request

Examples of interview request replies, tips for responding to an interview request, resources for interview preparation, respond to an interview request faqs.

Your hard work is paying off, and you received an interview request email! Now, how do you respond professionally to get off to a great start in the next steps of the hiring process?

Just like resume templates and cover letter generators give you a solid base to start with, so can a good step-by-step process for how to respond to an interview request email.

In this article, we’ll guide you through the whole process. We’ll start with essential details you must consider for your response, then provide real-world examples that have worked well for other job seekers, and finish by answering common questions. By the end, you’ll be equipped to form a top-notch response to every invitation to interview.

How you respond to an interview request sets the tone for the next steps of the hiring process. You want to ensure your response is prompt and professional while displaying enthusiasm about the opportunity. Let’s review the steps and necessary information you need to structure your response effectively.

Respond promptly

You should respond to interview invitation emails within 24 hours to make a good first impression.

Modern hiring processes are fast-paced. Most applications are filled out online, and many job recruiters communicate with applicants via email for quicker responses. Therefore, while you should put some effort into your reply to an interview request, it’s also important to respond quickly to show eagerness and respect for the hiring manager’s time.

The hiring manager might even have an immediate vacancy they must fill. For example, an opening in an IT team could slow down diagnostic and troubleshooting processes for computer errors, affecting the whole company. So, it’s not uncommon for hiring managers to feel a need to make a decision quickly. Acting too slowly could lead to missing out on great opportunities.

Use a professional greeting

As you may have seen in cover letter templates , a professional greeting is essential at the start of all correspondence.

You always want to address the hiring manager by name, so the message feels specific to them. So, avoid any generic greetings like “Dear sir/madam.” Instead, go with something like “Dear Ms. Adams” or “Hello Mr. Parker.” Beginning with “dear” or “hello” are both safe choices to maintain professionalism.

If you’re looking for something more gender-neutral, you could also address the hiring manager by their first and last name, such as “Dear Evelyn Matthews.”

Show appreciation

Once you get to the interview, hiring managers will ask you questions like “ Why do you want to work here? ” since they want to bring in new employees who are excited about the role and the organization’s mission.

You can use your response to an interview request to immediately begin showing your enthusiasm and appreciation for the opportunity. For example, you could end your email by saying:

“Thank you, and I’m excited to discuss further on Tuesday how my market research skills can help you connect with your customers’ health needs at Lifeline Wellness.”

Confirm your availability

If you’ve ever researched how to respond to a job offer , you probably found it best to confirm specific details like your start date and any negotiated terms. You want to take a similar approach when accepting an interview through email.

You should confirm the date, start time, and location of your interview somewhere in your message to avoid confusion and reinforce that you’re planning to attend the meeting.

If you’ve already been given the meeting’s details, it’s best to write this as a statement, such as:

“I’m confirming that I’m available to meet over Zoom on Wednesday the 19th at 2 p.m. EST.”

You could also try to incorporate the confirmation into your message naturally, saying something like:

“I’m looking forward to discussing in more detail how I can contribute to your innovative IT team during our Zoom meeting on Wednesday the 19th at 2 p.m. EST.”

Ask for clarifications if needed

When you’re unsure about any of the interview’s details, it’s always best to ask beforehand so you’re prepared. Knowing all the necessary information can help job seekers feel less nervous ahead of an important interview. Some common clarifications you could ask for are:

• What will the interview format be? Will it be a one-on-one interview or a panel interview in front of a hiring committee? Will the topics be informational about the job’s responsibilities or situational on how you’d handle real-world problems?
• How long will the interview be? It’s good to know an estimated length to ensure the interview’s duration fits your schedule.
• Is there anything I need to bring to the interview? Some companies might want you to bring a copy of your portfolio or resume to the interview. It’s good to know ahead of time to avoid looking unprepared.

You can also ask about any other details you’re unsure of, like the meeting’s location or start time. Even if they gave you the information before, hiring managers don’t mind repeating it to avoid scheduling errors.

Close with a professional sign-off

The way you end your interview acceptance email is just as important as how you begin it since it’ll make the final impression on a hiring manager before they meet with you.

It’s a good idea to close out by thanking them for the opportunity to interview. Then, use a professional sign-off. Good formal sign-offs are “sincerely,” “thank you,” or “best regards.” These are all safe choices that will reinforce your professionalism.

Lastly, end with your first and last name and include contact information, like your phone number, so they can get in touch with you.

Proofread your email before sending

A response to an interview request that’s full of grammatical errors will detract from your professionalism. To avoid making a poor first impression before your interview, proofread your email thoroughly before sending it. You could run it through a grammar checker or have a trusted friend or colleague review it to help with this step.

Just like resume examples and resume builders are building blocks to success that’ll help you land an interview, examples of interview request replies will have a similar impact. Let’s review some real-life scenarios with examples of how you can respond to each.

Confirming an Interview

Subject line: Plant Technician Interview Request

Dear Mr. Martens,

Thank you for considering me for the plant technician role at General Mills. I’m excited to move on to the next steps in the hiring process and discuss further how my abilities in material handling and power tools can fit into your fast-paced manufacturing processes.

I’m available to meet with you at your Brooklyn office on Monday, June 10th, at 11 a.m. Thank you, and I look forward to discussing further how I can contribute to your team’s success as you continue striving to provide your customers with the highest-quality food products.

Best regards, Kyle Thomspon

347-590-2367

[email protected]

Conflicting Schedules

Subject line: Interview for Scientific Project Manager Position

Dear Ms. Richards,

Thank you for inviting me to interview for the scientific project manager position at the University of Delaware. Unfortunately, I won’t be available to meet on Tuesday, June 11th. I will be available on Thursday, June 13th, or Friday, June 14th, between 10 a.m. to 3 p.m. either day. Please let me know if any of those days or times work for your schedule.

Thank you again for considering me for your analytical research team, which seeks to advance biomedical solutions. I’m excited to discuss further how my capabilities in team leadership and following OGC regulations will fit into the role.

Sincerely, Jacob Peterson

302-546-1423

Confirming a Virtual Interview (With Clarification)

Subject line: Interview Confirmation for ESL Instructor Role

Dear Ms. Garrison,

Thank you for the opportunity to interview for the ESL instructor role with the Lansing School District. I’m confirming my availability to meet with you via Microsoft Teams on Friday, June 14th, at 12 p.m. EST. Could you please provide the platform’s details and any specific instructions I need to know to log into the meeting?

I’m eager to discuss how my curriculum planning and small-group instruction experience will fit in with your literacy program. Thank you for the opportunity to move on to the next steps of joining your forward-thinking educational team.

Sincerely, Elizabeth Kirkdale

517-989-3245

Request to Call

Subject line: Availability to Discuss Social Media Coordinator Role

Dear Mr. Jackson,

Thank you for requesting a call to discuss the responsibilities of your social media coordinator role with the Kansas City Royals Baseball Club, as you’re seeking to reach new fans on social platforms.

I’m available to meet for a phone call on Wednesday, June 12th, at 9 a.m. Please let me know if this time works for you or if there’s an alternate day or time that would be better.

I look forward to discussing how I can contribute to the Kansas City Royals’ growing social media presence and make an impact on our local baseball-loving community.

Thank you, Paige Tyson

816-987-6543

Declining an Interview Request

Subject line: Interview Request for Personal Trainer Role

Dear Mr. Benson,

Thank you for the opportunity to interview for the personal trainer position at Planet Fitness. After careful consideration, I’ve decided to move forward with another opportunity and will be withdrawing my application. I appreciate your time and considering me for your health-focused team, and I wish you the best of luck in finding the right candidate for the role.

Best regards,

Natasha Stevenson

765-435-3678

Now that you have the proper structure and some examples of how to respond to an interview request, let’s cover some tips that’ll help you make the right impact with your response.

Don’t change the subject line

When you receive an interview request through email, you shouldn’t change the subject line when you respond. It’s usually best to respond directly to the email the hiring manager sent you rather than creating a brand new email thread.

Using the same subject line helps hiring managers keep their inboxes organized and will ensure your response stands out when they receive it. After all, most business decision-makers have busy schedules with lots of conversations they need to manage, so anything you can do to keep things organized is essential.

Thank the hiring manager

Always thank the hiring manager for the opportunity somewhere in your message. This will reinforce your enthusiasm for the role and immediately set a positive tone for your interaction.

A good way to make this stand out is to craft a thank-you sentence that sounds specific and personal to each job.

Rather than just saying, “Thank you for the opportunity,” you can expand on this a bit more by saying something like, “Thank you for considering me for the fifth-grade teacher role at Mayville Academy, where I can help make learning more engaging for students.”

Provide your availability

In today’s fast-paced hiring processes, hiring managers want to minimize the time they spend scheduling interviews. Therefore, be specific when you detail your availability for an interview.

Providing an exact day and time or a range of times during the day that all work for you will help streamline this process. That way, you can handle the scheduling process in a couple of quick messages and show how you’ll communicate effectively on the job.

Keep your tone professional

Maintaining a professional tone in your email will show that you’re serious about the opportunity and set a positive tone for how you’ll conduct yourself in the workplace.

It’s always best to be more formal in initial messages with hiring managers since you’re just introducing yourself to them. Later, as you move on to the next steps of the hiring process and potentially get hired, you can narrow in on the tone they use in the workplace and start matching that to fit in with their culture.

Ask questions about the interview

Don’t hesitate to ask questions you have about the interview. Hiring managers like seeing this as it shows your interest in the role and preparedness for the interview. Whenever you communicate well and do what it takes to be successful, it signifies you’ll do the same once you’re hired and join the workplace.

If you feel like interviews are nerve-wracking , you’re not alone. Many professionals have ups and downs in this process, especially as you’re beginning a new career or reaching for higher opportunities.

Fortunately, this is a skill you can work on and grow over time, and several resources are available to help. Let’s review some of the steps you can take to prepare before your interview after you’ve accepted the request.

Company research

You probably took this step while writing your cover letter and tailoring your resume to the position’s needs. However, when you apply to several companies, it’s common to forget some details by the time you hear back with a request to interview.

Before the scheduled day of your meeting, take some time to review the company’s website and social media profiles, where they discuss aspects like their mission, recent projects, or industry trends. Having this information in the back of your mind will help you customize your responses to stand out during the interview.

Role-specific preparation

Every role you apply to has specific needs, and requirements can vary for each company you interview with. Review the job description again and find ways to align your skills and experiences with the role’s requirements.

The company might use specific software where you can express your expertise, or they might discuss a problem that you’ve solved before. Adding those extra details to your answers during the interview will make you stand out as the perfect fit for their current needs.

Mock interviews

Practicing before the interview can help you prepare for common questions and gain confidence in communicating your skills.

To prepare for this process, you can perform mock interviews with a trusted friend, family member, or colleague. Additionally, if you’re a college student, many campuses have resources in their student services department to help you prepare for interviews and may even allow you to do mock interviews with advisors.

If you don’t have anyone to practice with, you could also try recording yourself answering common questions and note where you could improve your responses.

It’s best to respond within 24 hours to all interview requests through email. A quick response shows respect for the hiring manager’s time, that you’re enthusiastic about the role, and ensures you don’t miss out on any opportunities during fast-paced hiring processes.

Your response to an interview request should include a professional greeting, a show of gratitude for the opportunity, a list of when you’re available to meet, any questions you have, and a professional closing. The examples listed above in this article will help you format your response to make a great impression.

When declining an invitation to interview, keep your message brief and be grateful for the opportunity. Include a short explanation for your decision, such as saying you accepted a role with another company. You can also wish the hiring manager success in their search for the right candidate.

When a hiring manager sends you a request to interview via email, it’s best to reply to them in an email rather than calling. Some hiring teams prefer a written record to ensure clarity, and having it written down can help organize your records, too. That said, if their message specifies you should call to confirm, follow those instructions instead.

Yes, it’s okay to politely ask for an extension to respond to an interview request. When asking for more time, you should explain your reasoning, such as if a family emergency came up or you’re sick. It’s also a good idea to provide a timeline when they can expect to hear from you so there’s no confusion on either side.

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60 Examples of Strong Closing Statements: How to Close a Cover Letter

By Status.net Editorial Team on December 12, 2023 — 16 minutes to read

A strong cover letter closing is essential in making a great impression and reinforcing your enthusiasm for the job opportunity. It provides a final opportunity to emphasize your relevant skills, experiences, and personal attributes that make you an ideal candidate. A compelling closing also encourages the employer to take action, such as inviting you for an interview. Consider these examples:

• Thank you for considering my application. I am looking forward to the opportunity to contribute my skills and experiences in this exciting role.
• I am eager to discuss how my background aligns with your team’s goals and how I can contribute to your company’s growth.
• I am confident that my expertise in social media marketing makes me well-suited for this position, and I appreciate your time and consideration.

Positive Impact on Employers

Your cover letter closing is crucial, as it leaves a lasting impression on the employer and influences their perception of you as a candidate. A positive and engaging closing helps you stand out among other applicants and increases your chances of being selected for an interview. Here are a few key points that can create a positive impact:

• Express gratitude : Show appreciation for the time the employer has spent reading your cover letter, and thank them for considering your application.
• Be enthusiastic : Reiterate your excitement about the job opportunity and the prospect of joining their team.
• Include a call to action : Encourage further engagement, like scheduling an interview or discussing your qualifications in more detail.

For example:

Thank you for taking the time to review my application. I am highly enthusiastic about joining your team and discussing my potential contributions to your ongoing projects. Please don’t hesitate to reach out to me at your earliest convenience.

Crafting Your Final Paragraph

Summarizing your enthusiasm.

To leave a lasting impression, summarize your enthusiasm for the role in your closing paragraph. Highlight your excitement about the opportunity and express gratitude for the potential connection with the company. For instance:

I’m thrilled about the prospect of joining the (…) team and contributing my marketing skills to drive innovative campaigns. Thank you for considering my application.

Reaffirming Your Best Fit for the Role

Before signing off, reinforce why you’re the perfect candidate for the position. Briefly recap your relevant experience, skills, or accomplishments that set you apart. Be concise yet confident in your message. For example:

With my five years of experience in international sales and my proven ability to develop long-term client relationships, I am confident in my ability to excel as your next Sales Manager.

Choosing the Right Sign-Off

Professional sign-off options.

Selecting the appropriate closing for your cover letter can leave a lasting impression. Here are some professional sign-off options to consider:

• Sincerely : This classic sign-off is appropriate for most scenarios and conveys professionalism.
• Best regards : A versatile and slightly more casual option, ideal for a variety of industries.
• Kind regards : This friendly sign-off is suitable when you have developed a rapport with the receiver, like the hiring manager.

You can also try other options such as Yours truly , Respectfully , or Yours faithfully , depending on your preference and the nature of the job you are applying for.

Matching the Company Culture

Try to tailor your sign-off to match the company culture. Researching the company’s website, social media, or reviewing employee testimonials can help you get a better understanding of the company culture. For example:

• Innovative or creative industries : Feel free to express yourself with a casual yet professional closing, like Warm Regards or Cheers .
• Traditional or formal industries : Stick to more formal options such as Sincerely or Best Regards .

Incorporating a Call to Action

Proposing the next steps.

A well-crafted cover letter should inspire the reader to take the next step. This could include scheduling an interview, discussing your application further, or even simply reviewing your attached resume. To encourage this action, incorporate a call to action (CTA) at the end of your cover letter that guides the hiring manager.

Some examples of CTAs in the context of cover letters include:

• Schedule a meeting : “I’m excited about the opportunity to discuss my experiences and how they align with the [job title] position. Let’s set up a time to chat!”
• Ask for a callback : “I’d be thrilled to further discuss my application and the value I bring to the table. Give me a call at your earliest convenience to chat more.”
• Direct them to your portfolio : “I’d love to showcase my recent work, which you can find at [website link]. Let’s discuss how my skillset aligns with the [job title] role.”

Remember to tailor these examples to your specific application and the company to which you’re applying.

60 Examples of Strong Closing Statements For a Cover Letter

• 1. This position seems like a perfect match for my experience, passions, and career aspirations. I would love to bring my skills and expertise to your organization.
• 2. I am confident that I can make an immediate and positive impact if given the opportunity to join your team. I look forward to discussing how I can contribute to your organization’s success.
• 3. My background and capabilities align well with the responsibilities of this role. I am excited by the prospect of applying my experience to this position.
• 4. I am enthusiastic about the chance to join your organization. Please contact me to further discuss my qualifications and how I can add value.
• 5. I would welcome the opportunity to showcase my abilities and help drive growth and innovation through this position. I am eager to learn more.
• 6. With my skills and experience, I am prepared to excel in this role and hit the ground running. I look forward to speaking with you.
• 7. I am confident I would thrive in this position. I am eager to bring my skills, passion, and drive to your dynamic team.
• 8. I believe I am an excellent fit for this opportunity and am excited by the prospect of contributing my talents to your organization. I welcome the chance to speak with you further.
• 9. My experience aligns well with the responsibilities of this exciting role. I am enthusiastic about the opportunity to apply my skills to benefit your organization.
• 10. I am excited by the chance to join your team. I look forward to further discussion.
• 11. I am confident that I possess the necessary qualifications for this role and would excel if given the opportunity.
• 12. With my background and passion, I am prepared to hit the ground running and make an immediate impact through this position. I would love to join your team.
• 13. I am eager to apply my expertise to help drive success and innovation for your organization. Please contact me to arrange a time to talk.
• 14. My experience has fully prepared me to excel in this role. I am excited by the prospect of bringing my skills to your dynamic organization.
• 15. I am enthusiastic about this opportunity and the chance to contribute to your company’s continued growth and innovation. I look forward to elaborating on my qualifications.
• 16. I am confident I can perform exceptionally well in this position. I am excited by the prospect of joining your team and organization.
• 17. With my proven track record, I am prepared to dive in and deliver results through this role. I would be thrilled to join your organization.
• 18. I am eager to join an organization where I can utilize my expertise to create meaningful impact. This role seems like an excellent fit.
• 19. I am excited by the prospect of joining your innovative company. My skills would enable me to contribute to your team’s success right away.
• 20. I am confident my background makes me a competitive applicant for this opportunity. I am excited to further discuss my qualifications with you.
• 21. With my experience and passion, I know I would thrive in this position. I hope to have the chance to join your talented team.
• 22. I am enthusiastic about the prospect of bringing my skills and experience to your dynamic organization.
• 23. I am eager to apply my expertise to help drive innovation and success in this role. I would be thrilled to join your team.
• 24. I am confident my abilities make me a strong candidate for this opportunity. I am excited by the chance to contribute to your company’s growth.
• 25. I believe I possess the necessary skills, experience, and drive to excel in this position.
• 26. With my background, I am prepared to dive in, roll up my sleeves, and immediately begin adding value in this role. I am excited by this opportunity.
• 27. I am enthusiastic about the prospect of joining your team. I am confident my experience would allow me to thrive in this position.
• 28. I would welcome the opportunity to join your organization and collaborate with your talented team in this role. Please contact me to further discuss my qualifications.
• 29. I am excited by the chance to apply my skills and experience to help drive innovation and success for your company. I hope to speak with you soon.
• 30. I am eager to bring passion, expertise, and a strong work ethic to this position. I am confident I would excel on your team. I look forward to further discussing how I can contribute to your organization’s success.
• 31. I am confident that I have the necessary qualifications to excel in this role, and I am excited by the prospect of contributing my skills to your organization. I look forward to discussing this opportunity further.
• 32. With my experience and capabilities, I know I would be a great asset to your team through this position. I am eager to bring my passion and expertise to your dynamic organization.
• 33. I am enthusiastic about the chance to apply my background in a way that drives meaningful impact and innovation. This role seems like an ideal fit for my skills.
• 34. I am eager to join your organization and collaborate with your talented team to deliver exceptional results.
• 35. I am prepared to hit the ground running and make immediate contributions in this role. My experience aligns well with the responsibilities, and I am excited by the prospect of joining your company.
• 36. I am confident that I possess the ideal qualifications for this opportunity. I would love to join your organization and contribute my skills to help drive future success.
• 37. With my proven track record and expertise, I am prepared to dive in and immediately begin adding value through this position. I am excited by this opportunity and welcome further discussion.
• 38. My background and capabilities make me confident that I can perform exceptionally well in this role.
• 39. I am eager to apply my skills in a high-impact position with a respected organization like yours. I am confident I would thrive on your team. Please contact me to arrange a meeting.
• 40. I believe this role is an excellent match for my qualifications. I am excited by the opportunity to contribute my experience and talents to your innovative company.
• 41. I am confident that my background has prepared me well to excel in this position. I would be thrilled to join your talented team and organization.
• 42. With my passion, expertise, and proven ability to deliver results, I am prepared to dive in and immediately begin driving value through this role. I am excited by this opportunity and look forward to further discussion.
• 43. I am enthusiastic about the prospect of applying my skills in a challenging and rewarding position at your respected company. I am eager to learn more about this opportunity.
• 44. I am excited by the chance to join your dynamic team. My experience has fully prepared me to thrive in this position and help drive your organization’s continued success.
• 45. I am confident I possess the ideal qualifications for this opportunity. I would welcome the chance to join your team and contribute to future growth and innovation.
• 46. With my background and capabilities, I am prepared to excel in this role. I am enthusiastic about the prospect of applying my experience to benefit your organization. I look forward to speaking with you.
• 47. I am eager to utilize my expertise. Please contact me to arrange a meeting to discuss my qualifications.
• 48. I am excited by the prospect of joining your team. I am confident my skills and experience make me a competitive applicant for this opportunity. I look forward to further discussion.
• 49. This role seems like an excellent match for my background. I am enthusiastic about the opportunity to contribute to your organization’s success and future growth.
• 50. I am confident I possess the necessary experience and qualifications to excel in this position. I would be thrilled to join your talented team. I look forward to speaking with you.
• 51. I am excited by this opportunity and welcome the chance to further discuss my qualifications.
• 52. I am eager to apply my expertise in a challenging role that enables me to create meaningful impact. I am confident I would thrive in this position on your team.
• 53. I believe I am an excellent fit for this opportunity. I would be honored to join your organization and collaborate with your talented team. I look forward to further discussion.
• 54. I am enthusiastic about the prospect of contributing my experience to help drive innovation and continued success. I am excited by this opportunity and confident in my ability to excel.
• 55. Thank you for reviewing my application. I am eager to bring my background and capabilities to this exciting role on your team. I am confident I can perform exceptionally well if given the opportunity. I look forward to speaking with you.
• 56. With my proven skills and expertise aligned with this position’s responsibilities, I am prepared to dive in and immediately begin adding value to your organization.
• 57. I am confident that my experience, capabilities and passion for excellence would allow me to thrive in this role. I would welcome the opportunity to join your respected organization and am eager to further discuss my qualifications.
• 58. I am excited by the prospect of utilizing my background to help drive innovation and success in this position. I am confident in my ability to excel on your team and look forward to learning more.
• 59. I believe I am an excellent candidate for this opportunity. I am enthusiastic about applying my experience to contribute to the continued growth and success of your esteemed organization.
• 60. With my proven track record and expertise, I know I would thrive in this role. I am eager to bring my skills and passion to your dynamic team. Thank you for your consideration – I look forward to discussing this opportunity further.

When choosing a closing statement, make sure it matches the overall tone of your cover letter and reflects your personality. Also, take into consideration the company culture and position you’re applying for.

Examples of Effective Cover Letter Closings

Formal closings.

• Respectfully,
• Yours faithfully,
• Kind regards,
• Best regards,
• Yours sincerely,
• Yours truly,

Semi-Formal Closings

• Warm regards,
• Best wishes,
• With appreciation,
• Looking forward to your response,
• Yours in professional success,
• Many thanks,
• Thank you for your consideration,
• Eager for the opportunity to connect,

Casual Closings

• Have a great day,
• All the best,
• Thanks so much,
• Excited to chat soon,
• Grateful for your time.

Polishing Your Cover Letter Ending

Proofreading for errors.

Don’t underestimate the power of a well-proofread cover letter. Before sending it off, give it a thorough read-through, and look closely for any grammar, spelling, or punctuation errors. Consider using a grammar tool to help catch mistakes you might have missed. Also, ask a friend, family member, or even a professional to review your cover letter. Their fresh perspective can provide valuable insights and catch anything you might have overlooked.

Ensuring Consistency with Your Resume

To make your application seamless, double-check your cover letter and resume to ensure consistency. Pay special attention to details such as job titles, dates, and company names, as inconsistencies can raise concerns from potential employers. It’s also a good idea to match the formatting and fonts across both documents to give your application a polished and cohesive look. Make sure the skills and experiences you highlight in your cover letter are complementary to those mentioned in your resume, so they work together to make a strong case for your candidacy.

Sending Your Cover Letter

Email versus hard copy.

When sending your cover letter, you’ll usually have two options: email or hard copy. Each has its benefits and considerations:

• More convenient and faster
• Allows for easy tracking and organization
• Often preferred by employers
• Be sure to use professional language and an appropriate subject line
• Formal option, which may be required for certain industries or applications
• Neatly print and sign your cover letter
• Use quality paper and a matching envelope

It’s crucial to consider the preferences of the employer when deciding which method to use. If they haven’t specified a preference, feel free to choose the one that makes the most sense for you.

Following Submission Guidelines

No matter how well-written your cover letter is, failing to follow submission guidelines can hurt your chances of being considered for the position. Pay close attention to these key details when preparing your cover letter:

• Deadline: Be punctual in submitting your application – submit on time or even earlier.
• Formatting requirements: Follow any formatting requirements mentioned explicitly, such as font type, font size, and margins.
• File format: Save and send your cover letter in the requested file format, like PDF or Word Document (.docx).
• Contact information: Don’t forget to include your up-to-date contact information, such as your email address and phone number.

Frequently Asked Questions

What are some strong closing statements for a cover letter that stand out to employers.

A strong closing statement should reiterate your enthusiasm for the position and demonstrate your confidence in your qualifications. Here are some examples:

• “I’m excited about the opportunity to contribute my skills and experience to your team and look forward to discussing my qualifications further.”
• “Thank you for considering my application. I believe my expertise aligns well with the role, and I am eager to contribute to the success of your organization.”
• “I’m confident that my skills make me an ideal candidate for the position, and I’m eager to discuss how I can add value to your company.”

What’s the best way to format the closing section of my cover letter?

To format the closing section of your cover letter, you should:

• Leave a space between the last paragraph and your closing.
• Use a closing phrase like “Sincerely” or “Kind regards.”
• Add your full name and contact information, such as email address and phone number.
• If applicable, include any relevant links, such as your LinkedIn profile or online portfolio.
• Leave a space between your closing phrase and your name so you can add a digital or printed signature.

Should I use ‘Kind regards’ or ‘Yours sincerely’ to finish off my cover letter?

Both ‘Kind regards’ and ‘Yours sincerely’ are acceptable and professional ways to end a cover letter. You can choose which one you feel most comfortable with or suits your individual style. In general, ‘Kind regards’ is a safe and widely used option, while ‘Yours sincerely’ is considered a bit more formal.

How can you make a cover letter feel personal and engaging without being too casual?

To make your cover letter personal and engaging, try these tips:

• Address the recipient by name, if possible, to create a connection.
• Start your cover letter by mentioning a specific detail about the company or role to show you’ve done your research.
• Share anecdotes from your experience that directly relate to the requirements of the job and showcase your unique qualities.
• Focus on the value you can bring to the company, rather than just listing your qualifications.
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Job Application Letter Format and Writing Tips

• Tips for Writing an Application Letter

Job Application Letter Format

Job application letter template, job application letter example.

• Job Application Email Example

A job application letter (also known as a cover letter) is a letter you send with your resume to provide information on your skills and experience. This letter is your chance to “sell” yourself to an employer, explaining why you are an ideal candidate for a position.

When you write your job application letter, it’s essential to pay close attention to formatting . There’s a right way to format a cover letter; deviate from the standard guidelines and hiring managers may drop you from consideration.

In fact, anything that makes your job application letter appear less than professional can prevent hiring managers from taking you seriously as a candidate. Make sure your cover letter is formatted properly and is free from errors before you send. 

Tips for Writing a Job Application Letter

Do not copy your resume. A cover letter is a sales pitch. The purpose of this letter is to convince the hiring manager that you’re a strong candidate and to highlight your relevant experience and abilities. Your application letter should show how exactly your background makes you a good fit for a particular position. In contrast, your resume is a general record of your experience, education, and accomplishments.

Tailor each application letter to the job. As mentioned above, emphasize in your letter why you are an ideal candidate for the specific job. This requires that you personalize each letter to fit the company and position. Match your qualifications to the job posting by highlighting the skills, experience, and requirements listed in the description.

Be professional. Application letters have a fairly rigid format—as hiring managers read your letter, they will expect to see certain information included in set areas. You have freedom within the structure to be personable, but it is important to stick to a certain level of formality. Pay particular attention to the professionalism of your salutation . You wouldn't, for instance, want to refer to the letter's recipient by their first name unless specifically requested.

Carefully proofread. Employers are likely to overlook an application with a lot of errors. Therefore, read through your cover letter, and even consider asking a friend or career counselor to read the letter. Proofread for grammar and spelling errors. Be particularly mindful to spell the letter recipient's name correctly, as well as the company name.

Follow business letter format. Use business letter format when writing your letter. If you’re sending a typed hard-copy letter, be sure to lead with a paragraph containing your address, followed by the date, followed by the address of the recipient. If you’re sending an email, you can omit the address and date sections.  

Decide whether to send a hard copy or email. The main difference in formatting an email application letter is that you need to include a subject line that clearly lays out your purpose for writing, e.g. “Graphic Designer—Joe Smith.” And, instead of placing your contact information at the top of the letter, as you would in a hard copy, you'll include it below your signature.

Since your application letter will be accompanied by your resume, make sure the letter does not duplicate your resume exactly.

Use this formatting information as a guideline when writing your customized application letters , so you know what information goes where.  

Contact Information Name Address City, State Zip Code Phone Number Email Address

Employer Contact Information (if you have it) Name Title Company Address City, State Zip Code

Salutation Dear Mr./Ms. Last Name, (leave out if you don't have a contact)

Body of Application Letter The body of your application letter lets the employer know what position you are applying for, why the employer should select you for an interview, and how you will follow up. See below for a paragraph-by-paragraph breakdown of the body of the letter.

First Paragraph The  first paragraph  of your letter should include information on why you are writing. Mention the job you are applying for and where you found the job listing. Include the name of a mutual contact, if you have one. You might conclude by briefly and concisely saying why you think you are an ideal candidate for the job.

Middle Paragraph(s) The next section of your application letter should describe what you have to offer the employer.

It can be a single paragraph, or you can break it up into a couple of paragraphs. If the section gets lengthy, you may use bullet points to break up the text. Remember, you are interpreting your resume, not repeating it.

Mention specifically how  your qualifications match the job  you are applying for. In this portion of the letter, make your case for your candidacy.

It can be helpful to spend some time researching the company —this knowledge and insight helps you make an informed and persuasive argument for your candidacy.

Use specific examples whenever possible. For example, if you say that you have lots of experience working successfully on team projects, provide an example of a time you worked in a group and achieved success.

Final Paragraph Conclude your application letter by thanking the employer for considering you for the position. Include information on how you will follow up.

Complimentary Close (examples)

Signature (for a hard copy letter)

Typed Signature

Download the job application letter template (compatible with Google Docs and Word Online) or see below for more examples.

Melissa Brown 11 South Street Harbor View, Maine 04005 555-555-5555 melissa.brown@email.com

July 14, 2021

Jason Rivera Human Resources Director Avery Solutions, Inc. 700 Commerce Way Harbor View, Maine 04005

Dear Mr. Rivera,

I was excited when my former colleague, Stephanie Taylor, told me that you were hiring for a Human Resources Specialist at Avery Solutions.

Stephanie has told me how important teamwork is to your group at Avery, and how much you need an HR Specialist who can fit in with the department and hit the ground running on day one. I believe that I am the ideal candidate for your team.

In my current job at Smith Group, I created and run our onboarding program, including organizing background checks and new hire orientation. I also have extensive experience in:

• Data reporting/data entry on HRIS software
• Recruiting and hiring processes, including creating job descriptions and postings, screening resumes, and scheduling interviews
• Producing company events, such as the annual company-wide picnic (100+ employees from across the country)

I’d love to speak with you about my qualifications and what I can do for your team. I’ve attached my resume for your consideration. Please don’t hesitate to contact me on my cell at 555-555-5555 with questions or to arrange an interview.

Best regards,

Signature (hard copy letter)

Melissa Brown

Job Application Email Example 

Subject Line: George Woo – Editorial Assistant

Dear Ms. Cortez,

I was excited when Ada Wilson told me that you were looking for an editorial assistant with a background in rights and research and a passion for digital media. She suggested that I throw my hat in the ring, and I’d love the opportunity to tell you more about what I can offer your team.

I’ve interned for Ada’s team for the past three summers, developing extensive experience with the rights and research process. Last year, I was instrumental in securing the rights to include Sara Frey’s poems in our digital anthology – a first for an online publisher, according to Ms. Frey’s estate.

I also have:

• Expertise with most popular content management systems, including WordPress
• Analytics knowledge, including expert-level facility with Google Analytics
• A strong work ethic and commitment to meeting deadlines

I hope you’ll reach out at your convenience to tell me more about your team’s goals and needs for the coming year. You can reach me on my cell at 555-123-4567 or via email at George.Woo@email.com.

How to Get Your Application Noticed

Don’t copy your resume: Your job application letter is a sales pitch. Don’t regurgitate your resume; instead, use this document to sell the hiring manager on your skills.

Tailor your application letter to the job: Match your skills and qualifications to the job description, highlighting those that make you an ideal candidate.

Be professional: Use business letter format and be sure to proofread your letter before you send.

CareerOneStop. " How Do I Write a Cover Letter ?" Accessed July 14, 2021.

CareerOneStop. " Write Effective Cover Letters ." Accessed July 14, 2021.

Purdue University. " Writing the Basic Business Letter ." Accessed July 14, 2021.

More From Forbes

20 interview tips to get yourself on the shortlist for a job.

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Your application made it past the applicant tracking software and you've landed an interview for your dream job. Now you just need to make a lasting impression and stand out as one of the top candidates for the role.

In today's crowded job market, this can be easier said than done. To help, 20 Forbes Human Resources Council members offer their best tips for nailing a job interview. From showcasing your unique potential impact to mastering the art of storytelling, these strategies will put you on the hiring manager's shortlist.

1. Understand What You Bring To The Table

Understanding who you are as a candidate and what you bring to the table is critical. Knowing your potential, particularly around skills and aspirations that might not be immediately obvious from your resume, is one way to capture the attention of recruiters and hiring managers. Come to the interview ready to present your whole self. - Caitlin MacGregor , Plum

2. Show Your Understanding Of Company's Long-Term Plans

Go beyond the company’s website and recent news. Review its long-term strategic plans, annual reports and industry forecasts to understand where the company aims to be in five to 10 years. Initiate discussions about its vision and how you can contribute. Ask insightful questions demonstrating your understanding of the company's strategic direction and express genuine interest in being part of its journey. - Katrina Jones

3. Use Specific Examples Of Relevant Skills And Experiences

To stand out in a crowded job market, candidates must thoroughly research the company and the role. By showcasing specific examples of their skills and experiences that align with the job requirements, candidates demonstrate their genuine interest and suitability for the position. This sets them apart and also increases their chances of being shortlisted. - Kshitij Jain , Joveo

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Best 5% interest savings accounts of 2024, 4. demonstrate your enthusiasm and passion.

Candidates looking to stand out should demonstrate their enthusiasm and passion for the role, industry and specific company. Seeing this energy and excitement can be the make-or-break factor for many hiring managers who seek employees they know will integrate well into the business and align with its values. Do your research and be prepared to answer questions about why you've applied. - Alex Gillespie , Gillespie Manners

5. Utilize The STAR Method To Talk About Your Accomplishments

One way to help stand out in the job interview process is to have a compelling story. A common framework for developing your stories is the STAR method (situation, task, action, result). Doing so both organizes and emphasizes your professional accomplishments in a meaningful way. Once you've compiled your stories, you can then share those that most align with the job for which you are interviewing - Dr. Timothy J. Giardino

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6. Show Interest During The Process

For candidates to stand out in the interview process, they need to: 1. Show their interest throughout the process by engagement, enthusiasm and advanced preparation of the role and company; 2. Take the time to follow up with the TA or hiring manager to express their interest and excitement for the opportunity, and convey how they can use their experiences to contribute to the company and team's success. - Janet Vardeman , Avanade

7. Demonstrate How You Could Positively Impact The Organization

Being able to demonstrate how what you will do in this role can have a positive impact on the broader strategic aims of the organization will be a huge advantage. For example, how could you deliver this role effectively to have a positive impact on their wider sustainability aspirations? How could you embed their ethos of equity, diversity and inclusion into your outputs and results? - Charlotte Sweeney OBE , Charlotte Sweeney Associates (CSA)

8. Highlight Your Soft Skills

To stand out, showcase your soft skills. In addition to technical abilities, soft skills like communication, teamwork and adaptability are crucial. A LinkedIn report found that 92% of talent professionals and hiring managers agree that candidates with strong soft skills are increasingly important in today's job market. - CJ Eason , JobFairGiant.com

9. Research The Company Thoroughly, Then Articulate Your Value Proposition

Potential candidates can stand out by thoroughly researching the company and tailoring their responses to align with the organization's values, strategic plans, goals, challenges and so on. Candidates should articulate their unique value proposition by highlighting relevant skills, experiences and accomplishments that directly relate to the job description and company's mission. - Vinamre Gupta , Moody's Corporation

10. Tailor Both Your Resume And Cover Letter

Tailor both your resume and cover letter to the position. That means reading through the core skills listed on the job post and highlighting the experiences that support your ability to perform the role. A tailored resume can also make a highly positive impression on a recruiter by signaling your interest in the role. - Niki Jorgensen , Insperity

11. Relate Your Skills To The Job

Candidates need to read job postings to see how their skills and knowledge relate to the needs of the company. This way, it can be highlighted on their resumes and cover letters (if applicable) and can be readily discussed during interviews. Finding the right resume keywords is important due to AI and programs reviewing resumes as well. - Erin ImHof , CertiK

12. Prepare Thoughtful Questions

Standing out in an interview often means showcasing soft skills such as resilience, problem-solving, a growth mindset and communication through real-life examples of past achievements that align with the company's goals. Candidates can also make a strong impression by preparing thoughtful questions that demonstrate their knowledge about the company’s culture and recent developments. - Tia Smith , Cognizant

13. Ensure Your Social Media Profiles Are Up-To-Date

Ensure that your LinkedIn and other professional social media profiles are up-to-date and reflect your professional persona. Include endorsements, publications, projects and other professional achievements that can verify your capabilities and fit. - Britton Bloch , Navy Federal

14. Submit Personalized Applications And Display Initiatives Throughout

Candidates can stand out by demonstrating unique soft skills, relevant personal projects and a strong understanding of the company’s challenges and industry trends. Submitting personalized job applications tailored to each position and displaying initiative throughout the hiring process are key strategies to make the shortlist. - Laura Spawn , Virtual Vocations, Inc.

15. Remember To Be Yourself

Be yourself. Nobody can do that as well as you. And the more you are yourself, the more you will stand out. Many will do the research and ask thoughtful questions, but only you can be you, and that has to be your secret sauce for success! - Dr. Lisa Toppin , Input to Action

16. Leverage The Recruiter Connection For Insights

I say lean on recruiters to be the resources that they are. Ask good questions from the beginning to see what hiring managers are looking for and ways you can showcase your skills to be a more appealing candidate. Clarify any take-home assignments. Leverage that recruiter connection as a major insight into the hiring process. - Ursula Mead , InHerSight

17. Use Real Examples Over Hypotheticals

Create bespoke examples tailored to the role and the organization. Candidates can stand out by doing homework; however, that homework should translate into ensuring that answers and examples are as bespoke to the hiring organization as possible. It is far more engaging and helpful to have conversations about real examples instead of strictly operating in the diaspora of hypotheticals. - Jon Lowe , DailyPay

18. Showcase A Genuine Passion For The Company's Mission

Be the "why" candidate. Research the company and showcase a genuine passion for its mission. Practice common interview questions for the role. Be the "why" candidate. Research the company and showcase a genuine passion for its mission. Practice common interview questions for the role. Use the STAR method (situation, task, action, result) to highlight relevant skills and experiences. Ask insightful questions that demonstrate your interest. Follow up with a personalized thank you note reiterating your interest and key qualifications. - Subhash Chandar , Laminaar Aviation Infotech Group

19. Demonstrate Tangible Impacts You've Had In Previous Roles

In today's competitive job market, candidates can stand out by demonstrating tangible impacts they've had in previous roles, tailored specifically to the challenges and opportunities of the hiring company. Effective storytelling in interviews, showcasing problem-solving skills and aligning with the company's values resonates with hiring managers. - William Stonehouse , Crawford Thomas Recruiting

20. Position Yourself As An Asset And Use Company Buzzwords

Become an interview strategist. Speak their language; research the company and its competitors. Use their buzzwords to show you understand their goals. Quantify your impact; don't just list skills. Use numbers and examples to showcase results (e.g., increased sales by 20%). Be a strategic weapon; explain how your personal brand beats the competition. This positions you as an asset, not just a candidate. - Michael D. Brown , Global Recruiters of Buckhead

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