How to Send an Email Cover Letter (+Samples)

An email cover letter can be the deciding factor between landing your dream job or being overlooked. With hiring managers often receiving hundreds of applications, a well-written email cover letter helps you stand out. Unlike traditional cover letters, email cover letters are sent directly in the body of an email, making it essential to grab attention right away.

What is a cover letter?

An email cover letter is a concise, professional message that introduces you to a potential employer. It serves the same purpose as a traditional cover letter: to highlight your skills and qualifications while explaining why you’re the right fit for the job. However, because it’s sent in email format, it’s often shorter and more direct.

This format is commonly used when a job posting specifies sending applications via email or when you’re networking or applying for a position that isn’t formally advertised. Knowing how to write an effective email cover letter can give you a major advantage in these scenarios.

How to structure an email cover letter

An email cover letter needs to be professional, well-organized, and easy to read. Here’s a breakdown of its structure:

Subject line: This is the first thing your recipient will see. Make it clear and professional, such as “Application for Marketing Manager Position – John Doe.”
Opening greeting: Address the recipient by name whenever possible. If you’re unsure of the name, use a polite greeting like “Dear Hiring Manager.”
Introduction: Start with a compelling sentence that grabs attention. Mention the position you’re applying for and how you found the opportunity.
Body: Use one to two paragraphs to highlight your qualifications and tie them to the job requirements. Focus on how your skills will benefit the company.
Closing paragraph: End with a call to action, such as expressing interest in an interview or encouraging the recipient to review your attached resume.
Signature: Include a professional closing (e.g., “Best regards”) followed by your full name and contact information.

Tips for formatting your email cover letter

Formatting matters. A poorly formatted email cover letter can discourage a recruiter from reading further. Follow these tips to ensure your email is polished:

Limit your email to 150-200 words. Recruiters appreciate brevity.
Stick to readable fonts available in your email client like Arial or Times New Roman in 11- or 12-point size.
Use short paragraphs and white space to make your email easy to scan.
Customize your email for each application to show genuine interest.

Writing an attention-grabbing subject line

The subject line of your email cover letter is critical. A good subject line tells the recipient exactly what to expect and encourages them to open your email. Here are examples of strong subject lines:

“Application for Software Engineer Role – Jane Smith”
“Marketing Specialist Application (Ref: Job ID 4567)”
“Sales Manager Position Inquiry – Tom Brown”

Avoid vague or generic subject lines like “Resume Submission” or “Job Application,” as these can be overlooked in a crowded inbox.

Sample fill-in-the-blank email cover letter

Here is a general, fill-in-the-blank template for an email cover letter:

Subject: Application for (Job Title) – (Your Name)

Dear (Hiring Manager’s Name),

I am writing to express my interest in the (Job Title) position at (Company Name), as advertised on (where you found the job posting). My background in (mention your field or expertise) and my experience in (highlight key qualifications or achievements) make me an excellent candidate for this role.

In my previous role at (Previous Company or Organization), I (describe a significant accomplishment or responsibility). These experiences have equipped me with the skills necessary to (mention how your skills align with the job requirements). I am particularly excited about this opportunity because (explain why the company or role interests you).

I would be thrilled to contribute to (Company Name) by (specific way you can add value, e.g., “bringing innovative solutions to your marketing strategies”). My (key skill/quality) will help your team achieve its goals.

Thank you for considering my application. I would welcome the chance to discuss my qualifications further. Please feel free to contact me at (your email) or (your phone number) to schedule a conversation.

Best regards,
(Your Name)
(Contact Information)

Sample cold outreach email cover letter

If the company has not posted public openings, here’s a cold outreach email that you can use:

Subject: Inquiry About Opportunities at (Company Name) – (Your Name)

Dear (Hiring Manager’s Name),

I hope this message finds you well. My name is (Your Name), and I am (a brief introduction about yourself, such as “a marketing professional with over five years of experience in digital strategy”). I am reaching out to express my admiration for (Company Name) and to inquire about any potential opportunities within your team.

In my current role at (Current/Previous Company), I (mention a key achievement or responsibility, e.g., “developed a social media campaign that increased engagement by 35%”). My skills in (specific skills, e.g., “content creation, SEO, and analytics”) have allowed me to deliver measurable results, and I am eager to bring this expertise to (Company Name).

I am particularly drawn to your organization’s focus on (specific company value, project, or initiative, e.g., “sustainability and innovation in the tech sector”). I believe my background in (relevant field or experience) aligns well with your mission, and I would welcome the chance to contribute to your team’s success.

If there are no current openings, I would still greatly appreciate the opportunity to connect and discuss how my skills and experiences might align with (Company Name)’s goals. Please feel free to reach out to me at (your email) or (your phone number).

Thank you for considering my inquiry. I look forward to the possibility of connecting.

Best regards,
(Name)
(LinkedIn Profile or Portfolio Link)
(Contact Information)

Following up after sending your email

After sending your email cover letter, it’s a good idea to follow up if you haven’t heard back within a week or two. Keep your follow-up email polite and professional. Reiterate your interest in the position and ask if there’s any additional information you can provide.

Here is an example of a professional follow-up email:

Subject: Follow-Up on Application for (job title) Position

Dear (Hiring Manager’s Name),

I hope this email finds you well. Following up on my application for the (job title) position, which I submitted on (submission date), I wanted to check on its status. The opportunity to join (Company Name) excites me, and I look forward to contributing my skills in (mention a relevant skill or achievement) to your team.

I understand how busy things can get, but I wanted to kindly inquire if there are any updates regarding the next steps in the hiring process. Please let me know if there’s any additional information I can provide to assist with the decision-making process.

Thank you for your time and consideration. I look forward to hearing from you.

Best regards,

(Your Name)
(Contact Information)

FAQs

Should I copy and paste my cover letter into the email body or attach it as a file?
It depends on the employer’s instructions. If no preference is stated, pasting the cover letter into the email body ensures it’s immediately visible. You can also attach a polished version as a PDF or Word document for reference.

What file format should I use if attaching my cover letter?
PDF is the preferred format as it preserves the layout and ensures compatibility across devices. Word documents are also commonly accepted.

How do I address the recipient if I don’t know their name?
Use a generic yet polite greeting like “Dear Hiring Manager” or “To Whom It May Concern.” Avoid using “Sir/Madam,” as it can feel outdated.

What should I include in the subject line?
Be specific. Mention the job title and your name, such as “Application for Project Manager Role – John Smith.”

How long should my email cover letter be?
Keep it brief, ideally 150-200 words. The goal is to provide enough information to spark interest without overwhelming the reader.

Is it okay to use a template or ChatGPT for my email cover letter?
Templates and using ChatGPT to write your cover letter can be a helpful starting point, but always customize your email to reflect the specific role and company. Generic messages can come across as impersonal.

Conclusion

Mastering the email cover letter is a valuable skill that can open doors to exciting career opportunities. By crafting a clear, engaging, and professional message, you demonstrate your attention to detail and enthusiasm for the role. Use the tips, format, and sample provided to create an email cover letter that leaves a lasting impression on potential employers.

Career Reload Team

We’re a team of writers dedicated to providing insights and tips for navigating the professional world. With a collective wealth of experience across various industries and roles, our team understands the challenges and opportunities that come with seeking meaningful work and advancing your career. We help job seekers to better their careers by offering career advice & free resources. Download free Word resume templates and resume templates for Google Docs.