The document provides a comprehensive guide on writing job application emails, including key elements like subject lines, salutations, and content structure for cover letters. It also offers templates for responding professionally to various scenarios, including accepting or declining applications and tasks, along with tips for maintaining professionalism in email communication. Additionally, it emphasizes the importance of proofreading and using a professional email format.

1. MOD 2
BUSINESS CORRESPONDENCE

2. JOB APPLICATION VIA EMAILS
What do you write in an email when applying for a new job?
Here is a sample of what your cover letter should look like.
Subject line: Include the word “Application”, your name, the job title, and the reference
number for job listing if applicable
Salutation: “Dear Ms. or Mr. + last name” (if you know the hiring manager’s name and
gender); “Dear first name + last name” (if you know the hiring manager’s name but not
gender); or “Dear hiring manager(s)" (if you don’t know the recipient)
Paragraph 1: Introduce yourself and name the position you are applying for. Mention
where you saw the job listing – or if you were referred by someone – and why you are
interested in the position.

3. Paragraph 2: Talk briefly about why you are qualified to fill the job vacancy. This could
include your education, your job experience, and/or skills that are relevant to the position.
The key word here is “briefly” – don’t repeat everything in your CV, just the two or three
most important points.
Paragraph 3: Mention any attachments you are sending (e.g., your CV or any other
documents the job listing asks for) and offer to provide further information (e.g., references)
if needed.
Closing line: Express appreciation to the recipient for considering your application.
Polite closing salutation: We recommend “Sincerely,” or “Best regards,”
Your signature and contact information

4. Your job application email checklist
A message to apply for a job is one of the most important emails you’ll send – so when you
write your mail draft for a job application, always go through the following checklist before
you hit “Send”:
1. Use a professional email address
2. Write a correct and informative subject line
3. Be sure you have used the correct recipient's name, title and email address
4. Craft an effective closing and signature
5. Name and format your attachments correctly
6. Proofread, proofread, proofread!

8. Template for replying to an email professionally
Here is an example of a general template to guide you in responding to emails professionally:
Hello [Name of recipient],
[Use the first paragraph to respond to their greetings and acknowledge the main reason for their
email.]
[In the second paragraph, respond to their request in detail, providing any necessary information.]
[You can use as many paragraphs as you need to respond to each request or area of concern. The
best practice is to respond to each issue in a different paragraph or mirror the paragraphing that
your recipient used in their initial email.]
[Use the closing paragraph to confirm whether the recipient understands you and invite them to
reach out for any further clarifications.]
[Closing remark],
[Name]
[Job title, if applicable]

9. Accepting an application
If you're the hiring manager of your organization or a human resources professional, you're
responsible for accepting application requests. Here is an example of a professional response via
email:
Hello John,
Thank you for your application for the role of senior data analyst at GDS Consultancy.
After going through your application, I'm pleased to inform you that you're the professional we'd love
to have at GDS. We were impressed by your extensive work experience and skill set. If you're
available on Thursday, I'd love to have a phone call with you and discuss the details of the position.
Kindly reach out to me via email if you have any further questions or clarifications. Thank you for
your application. I believe congratulations are in order.
Yours sincerely,
Casey Jones
Human Resources Manager

10. Declining an application
If you're a hiring manager or human resources professional, you may also have to decline application
requests that don't meet the necessary standards. Here is an example of a professional response via
email:
Hello James,
We were glad to receive your application for the position of marketing intern at Enterprise Marketing
Agency.
Unfortunately, we currently don't have any slots open for that role. You can reapply for this position in late
June when we open applications for our summer internship program. You can also look at our resources
for applicants on our website if you haven't already.
Kindly let me know if you have any other inquiries or feedback. Again, thank you for your interest in
Enterprise Marketing Agency, and we hope to hear from you soon.
Best regards,
Dave Pinscher
Head of Human Resources

11. Responding to a request for information
When you receive such requests via your email, here's an example of a professional response you
can send:
Hello Anita,
We are excited to learn you're considering our services. Thank you for contacting us at Diego's
Appliances.
We have carefully considered all the details you provided about the number of supplies you'll be
storing, and we're confident that our D103 super cool refrigerator is more than capable of meeting
your needs. In addition, if you purchase the refrigerator through our website
www.diegoappliances.com, you get free delivery and installation.
We hope to welcome you soon as a part of the Diego family. Do reach out if you have any more
questions or need any extra information. Thank you!
Sincerely,
Alyssa Davidson
Customer Relationship Manager

12. Declining a task
When a supervisor or colleague requests that you handle a task via email, here is an example of a
professional response to decline their request:
Hello Elizabeth,
I hope you've had a wonderful week. I understand that this task is for an important client, and it
seems like an interesting one. I also appreciate you considering me the best person to take up the
job.
Unfortunately, I have two other urgent deadlines this week, each for equally important clients. As a
result, I'm unable to take up any additional tasks at this time. Sarah and I worked on a similar task
last year, and her input was invaluable. If she's available, I'm sure she'll be an excellent alternative
to take up the project. I can consult on the project when time permits me.
Thank you again for thinking of me, and do let me know if there's anything else I can do to help.
Yours sincerely,
Henry Jameson

13. Acknowledging an email
Here is an example of an acknowledging email:
Hi George,
I hope you've had a lovely week. Thank you for sending the details I requested promptly.
Unfortunately, I'm occupied with some deadlines at the moment. However, I can review the
document and return it before the end of the week. In the meantime, you can go ahead with
the outline for the project.
Please let me know if any new situations emerge that require my attention. It is an honour to
be working on this project with you, and I hope to resume working with you soon.
Regards,
Kevin James