how to write application letter in gmail

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How to Write an Eye-Catching Job Application Email

Learn how to apply for a job via email and get attention for your unique professional story.

There are a variety of ways to apply for a job. While many companies now rely on an applicant tracking system or ATS, others may require that you apply via email. In this article, we’ll go over what you need to apply for a job via email, how to write a standout email, and other tips you can use when applying for jobs in this manner.  

What is a job application email? 

There may be times when a company requires that you submit your job application via email, rather than through a job portal like an ATS. When that happens, they will typically outline how to do so in the job description, noting what materials you should send, the email address you should use, and even potentially what you should note in the subject line. 

What you need to apply to a job via email 

When you apply using email, you will have three major requirements: a clear subject line ; the email body in which you explain who you are, your qualifications, and your interest in the role; and attachments . 

There are two options when it comes to the body of your email: 

Abbreviated cover letter : If you choose to attach your cover letter, consider abbreviating it in the body of your email so that the recruiter or hiring manager gets a sense of your experience and skills. 

Full cover letter : Rather than attach your cover letter, you can copy and paste it into the body of your email. With this option, your email body will function as your full cover letter. 

What attachments should you include in a job application email? 

It’s important to review the job description and take note of requested attachments and any formatting specifications, such as whether you should submit your materials as PDFs or another file extension. 

Typical email job application attachments:  

Cover letter 

Portfolio samples 

A job application email differs from a job application follow-up email in which a candidate reaches out via email to a recruiter or hiring manager after first applying for a job elsewhere, usually via an ATS.

How to write a job application email 

As you would with any other job application, take time to review the job description, identifying the experience and skills you have that align directly with the role. These details will inform your email body ( cover letter ) and will also convey the research you’ve done about the role and company. 

Once you have all the relevant information, it’s time to begin crafting your email. 

1. Write a clear subject line. 

The subject line of your email needs to state your reason for writing. A job description may specify what you should include. If not, craft a clear subject line that states your reason for writing and your name. For example, “Application: Position Title, Your Name” or “Application for Position Title: Your name.”   

2. Include a salutation.

Review the job description to see whether the company wants you to address your email to a specific employee or hiring manager. If not, you may determine who the hiring manager is by researching their title on the company’s LinkedIn page. If that information is not available, keep your salutation generic with a simple “To Whom It May Concern” or “Dear [Department] Hiring Team.” Learn more about how to address a cover letter .   

3. Introduce yourself in the first sentence.  

Get direct in your first sentence and treat it like a resume objective. State who you are, the amount of experience you have or what you’re currently doing, and that you’re writing to apply for the role. If someone referred you, mention it. 

4. Turn your cover letter into the body of your email. 

The body of your email can either be your full cover letter (if you choose not to attach it) or an abbreviated version of your cover letter (if you choose to attach it). As with a standard cover letter , you’ll want to discuss your experience, your unique fit for the role, and any accomplishments that speak to your larger impact.  

5. Close with details.

As you conclude your email cover letter, reiterate what you want and why you’re interested in this role at this particular company. State the documents you’ve attached and your availability for next steps.  

6. Sign your email. 

Sign your email with your contact information, including your full name, phone number, and email. If you have a website, include the address. 

7. Attach your materials. 

Make sure to attach all required materials, such as your resume, in the appropriate format. 

8. Proofread before you hit “send.” 

Review your email for any typos or grammatical mistakes. As with a formal cover letter, you want to make sure your email is error-free so a recruiter or hiring manager can see your attention to detail.  

Learn more: How to Use Resume Sections to Shape Your Professional Story

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Job application email samples 

Below, you’ll find two sample job application emails, one from a recent graduate with little experience and another from a mid-career applicant seeking to advance.

Recent graduate 

[Subject line] Application: Junior graphic designer, Kenan Sampson

Dear Creative Hiring Team: 

My name is Kenan Sampson, and I’m writing to apply for the junior graphic designer role on your team at X. I recently graduated with my BFA in graphic design. 

I’ve been especially impressed with X’s B-corp status and its mission to connect volunteers with meaningful and impactful experiences. During my time at XYZ University, I volunteered with a local composting group while completing two separate internships, one at the creative agency ABC Designs and the other at A to Z Corporation. 

During my internships I: 

Designed original assets, including logos, landing pages, and templates

Retouched work to meet each client’s specifications 

Met with clients as part of the graphic design team to receive and implement feedback 

I appreciate the challenge of bringing an idea to life through visual web-based mediums, and I’m interested in applying my experience to your company’s needs. I’m an organized team player with strong attention to detail, traits that will serve me well at X. 

I’ve attached my resume and two samples of work I completed as part of my internships. I’m available to discuss my experience and skills at your convenience. 

Sincerely, 

Kenan Sampson

[email protected]

555-555-5555 

Career advancer 

[Clear subject line] Senior copywriter application: Samantha Dent

Dear Mr. Morley: 

I’m writing to apply for the senior copywriter role at X. My name is Samantha Dent and I have over six years of experience strategizing, creating, and revising compelling copy for an array of e-commerce brands, such as X, Y, and Z. 

Most recently, I’ve been working as a copywriter at ABC, a company dedicated to servicing small businesses in the e-commerce space. I handle copy needs for six different clients, ranging from plant delivery services to cookware. I regularly develop distinctive value-driven language for each digital campaign that drives action, and my clients see results thanks to those efforts. For instance, X experienced a 3% increase in sales and a 12% increase in engagement across their social media platforms after our most recent end-of-the-year campaign. 

I’ve appreciated my time at ABC, but I’m eager to continue growing in my career. I’m now interested in finding a senior copywriter role at a company that prioritizes empathetic, values-first copy. I believe that opportunity is at X, where I can more impactfully manage campaigns and contribute to the team’s strategy and leadership. 

I’ve attached my resume, a more in-depth cover letter, and writing samples. I look forward to discussing this role in more detail. 

Samantha Dent 

555-555-5555

[email protected]

sdent.website 

Job search tips

As you continue your job search, take some time to build interviewing skills, so that you can walk into your next interview feeling confident. Use these resources as a starting point:

11 Interviewing Skills to Benefit Your Career

Practice Interview Questions: How to Tell Your Story

10 Examples of Strengths and Weaknesses for Job Interviews

Questions to Ask at the End of an Interview

Write better emails or letters with Coursera 

Taking online courses, like University of Colorado Boulder’s Business Writing course, can be a great way to improve your writing skills and get further in your job search. Get access to this and more than 7,000 other courses, guided projects, specializations, and professional certificates with Coursera Plus .  

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How To Apply for Jobs Using Email

The Balance / Melissa Ling

When you are using email to apply for jobs, it's important that all your communications are as professional as they would be if you were mailing a paper resume and cover letter. That's how your job application will get noticed by the hiring manager, opened, and read.

Take the time to compile your application materials, carefully proofread and edit them, test-send them to yourself to be sure everything is in working order before you email the documents to the employer, and keep a copy for your records so you can follow up on your application.

Here's advice on how to apply for a job via email, including every step in the process of getting your resume and cover letter ready to send your message.

Key Takeaways

• It’s important to follow the employer’s instructions. The organization may specify what file type to use, typically a Word document or PDF.
• Use a file name that contains your name so it’s easy for the employer to keep track of your resume.
• Proofread and send a test message to yourself before sending it to the employer to ensure the final version is perfect.

Get Your Documents Ready

When you are sending cover letters and resumes as email attachments, the first step is to save your resume and letter in the  right file format . In most cases, your documents should be sent as either a PDF or a Microsoft Document.

Here's how to save your resume:

Save as a Word Document

If you have word processing software other than Microsoft Word, save your resume as a Word (.doc or .docx) document. "File, Save As" should be an option in whatever word processing program you use.

For a Google Doc : click "File, Download, Microsoft Word (.docx)."

Save as a PDF

To save your documents as a PDF, depending on your word processing software, you may be able to select "File, Print to Adobe PDF" or "File, Save As," and choose the PDF option.

For a Google Doc : click File, Download, PDF Document (.pdf).

PDF Converter Programs

If the word processing software you’re using doesn’t have a conversion option, there are programs you can use to convert a file to a PDF.

Saving documents as PDFs helps ensure that no formatting errors will appear if the person opening the documents has a different operating system from your own.

Use Your Name as the File Name

Use your name as the file name, so the employer knows whose resume and cover letter it is, i.e., janakamalresume.docx and janakamalcoverletter.docx.

Follow the instructions in the job posting. Many employers specify how they want to receive application materials. If you send a format other than what the company requests, your application may not be considered.

Write an Email Cover Letter

Once you have saved your resume and cover letter and they are ready to send, the next step is to write an email cover letter to send with your documents.

Email Cover Letter Example

Here’s an example of an email message to accompany an attached resume and cover letter.

Subject:  Jana Kamal - Assistant Marketing Manager Position

Dear Hiring Manager,

I am very interested in applying for the Sales Trainee position that is listed on Indeed.

I've attached my resume and cover letter. If I can provide any further information, please let me know.

Thank you very much for your consideration, and I look forward to hearing from you.

Respectfully,

Jana Kamal jana.kamal@email.com 555-123-4567 linkedin.com/in/janakamal

Options for Sending Your Email

Hero Images / Getty Images

You can either write your cover letter directly in the email message or attach a copy of your cover letter. Either way, it's important to follow the directions in the job posting when emailing your cover letter and resume, or your application may not be considered.

First, open your email account. Then click on "Message" at the top left of the screen or click on "File, New, Message."

You can either type your cover letter directly into the email message, copy and paste it from a word processing document into an email, or if the company requests an attachment, send your cover letter with the email message.

Be brief and to the point. Your email cover letter should not be any longer than two or three short paragraphs. 

Include a Subject Line

 Hero Images / Getty Images

The subject line is one of the most important parts of the email messages that you send to apply for jobs. Make sure your email message includes a subject that explains to the reader who you are and what job you are applying for.

Add a Subject to the email message before you start writing it. That way, you won't forget to include it afterward.

Subject: Jana Kamal - Assistant Marketing Manager Position

Add a Signature

It is important to include an email signature with your contact information, so it's easy for the company to reach you. Include your full name, your email address, and your phone number in your email signature, so the hiring manager can see, at a glance, how to contact you.

To add your signature to your email message, click on "File, Insert, Signature" if you have a signature saved that you use for job searching.

If you haven't created an email signature, type your contact information (name, email address, phone) at the bottom of your message.

Jana Kamal 555-123-4567 jana.kamal@email.com linkedin.com/in/janakamal

Attach a Resume and Cover Letter

Once your email message is ready to send, you will need to  attach your resume and cover letter  to your message. Here’s how:

Microsoft Outlook:  Click on "Insert, Attach File." Microsoft Outlook will display a list of files in the default file folder of your computer. If your files are stored in a different folder, click on the appropriate folder.

Gmail:  Click the paperclip image ("attach files") to add your documents to the message.

Click to select the file you want to add to your email message and click on "Insert" to attach the document to your email message.

Proofread and Send a Job Application

Before you click send, be sure to proofread your email for grammar and spelling. Check to make sure that you have added a subject and your signature to the message.

Then send a test message to yourself to be sure all the attachments come through, and your email message is perfect.

Finally, send a copy of the message to yourself, as well as to the company, so you have a copy for your records. Add yourself as a Bcc (blind carbon copy) by clicking "Bcc" and adding your email address.

Then click "Send," and your cover letter and resume will be on the way to the employer.

Applying for Jobs Online

In addition to applying for jobs via email, you will most likely also have to apply for jobs directly online. Many employers, especially large companies, use applicant tracking systems (also known as talent management systems) to track and manage job applications.

Be prepared to upload your resume and cover letter in the format requested by an employer. The application system will provide instructions on how to apply and upload your materials.

ZipJob. “ Resume PDF or Word: The Best File Format in 2022 ."

Google Docs Editors Help. “ Create, View, or Download a File .”

Gmail Help. " Create a Gmail Signature ."

Microsoft. " Create and Add an Email Signature in Outlook.com ."

Microsoft. " Attach Files or Insert Pictures in Outlook Email Messages ."

Gmail Help. " Send Attachments With Your Gmail Message. "

How to Write a Job Application Emails (With Samples)

Sending an email for a job application can be daunting, especially when you want to look perfect for the company you’re applying to. We want to make the job easier for you by providing you with these key tips:

Use a professional email address

Include your name and the position of interest in the email subject line, address someone in your salutation, keep your closing statement formal and neutral, be sure to have an electronic signature, name your resume and cover letter files in an intuitive way, use a professional yet positive tone throughout the email.

We also included six sample emails for different types of job seekers:

For people with work experience

For fresh graduates with no experience, for soon-to-be-graduating undergrads with internship experience, for if you previously met the hiring manager in person, for an academic position with a letter of recommendation, for if you have a referral, tips for writing a job application emails.

You’ve probably heard this one before. You don’t want to be emailing the company of your dreams with your middle school email [email protected] . Use a serious email address that includes your name and a credible domain. Here are some examples:

• [email protected]
• [email protected]

If you don’t know which email domain you should choose, Gmail is the most popular choice for job seekers in the US.

First, check if the company you’re applying to has a specific format they would like you to abide by for your email subject line.

For example, they may specify on the job posting to format your subject line as such:

<LAST NAME, FIRST NAME> POSITION TITLE - REFERENCE NUMBER

If there is no requested format, be sure to include your name, the position you are applying for, and the job reference number if available. Here are some examples:

• Jane Doe - Marketing Coordinator (F5HW79)
• [John Doe] HR Associate Position
• Doe, Jane - Front-End Engineer
• Application for Lab Assistant (#345) - John Doe
• Meeting Follow Up - Jane Doe
• Referred by [name] - Data Scientist Position

Addressing the proper person in your salutation may be confusing. If you find the name of the recipient, then using his, her, or their name would be ideal. However, more often than not, it is difficult to find the name, so it is perfectly acceptable to write “Dear Hiring Manager.” It is also better to address a person or the team rather than writing “To whom it may concern” because that may seem impersonal. Here is our list of appropriate salutations for job application emails:

Dear Hiring Manager,

• Dear [Full name of the hiring manager] ,
• Dear Mr./Ms. [Last name] ,
• Dear [Company name] team,
• Dear Sir/Madam, (used in some Commonwealth Nations)

Dear [First name of hiring manager] is also acceptable if you know the hiring manager personally or have met them in person and got close enough to be on a first-name basis.

The closing statement is important because you want to end your email on a formal but positive note. You certainly don’t want your first impression with the hiring manager to end with a casual “k thx bye.” Here are some common and acceptable ways to close your email:

I look forward to hearing from you soon.

• Thank you for your consideration,
• Please keep me informed.
• Best regards,
• Kind regards,

An electronic signature is the name you sign off with after the closing statement, and it can be set up on the emailing service you are using (Gmail, Outlook, etc.). You want to include your full name, email, and phone number in your signature. Some working professionals also include their addresses, but this is not required. Typically, you would also include this information in the header of your resume and cover letter as well. If you are currently working for a company already, you can also include your company name and your position.

Here are some sample electronic signatures:

John Doe Criminal Lawyer at Law Firm A Mobile: +1 (555) 555-5555 Email: [email protected]

Jane Smith M: +1 (555) 555-5555 E: [email protected] A: 55555 Fifth Ave     Fivecity, NY 55555

Jimothy Krakowski Paper Salesman M: +1 555 555 5555 H: +1 555 555 5556 E: [email protected] W: www.jimothykrakowski.com

Pamela Fisher Graphic Designer Mobile: +1 (555) 555-5555 E-mail: [email protected] Portfolio: www.pamelafisher.com

We recommend you save your resume and cover letter as PDFs because file types such as .docx (Microsoft Word) may not open properly or in the format you intended depending on what program is used to open them. You can also use either resume or CV when referring to the document that contains your work experience, although it is more common in the US to refer to it as a resume.

Naming your files properly is also critical because your hiring manager will be able to find them easily if they are named in an intuitive way. We recommend you put your name and the type of document in the file name and separate the words with dashes or underscores.

Naming your file:

• Lastname_Firstname_Resume.pdf
• Lastname_Firstname_Cover_Letter.pdf
• Firstname-Lastname_CV.pdf
• Firstname_Lastname_CoverLetter.pdf

Feel free to attach any other documents such as certifications or a portfolio that may help back up your qualifications.

• Firstname-Lastname-MS-Office-Certification.pdf
• Lastname_Firstname_Portfolio.pdf

Keep your tone enthusiastic, formal, and confident but not overconfident. You want to convey that you’re excited about the opportunity and that you have what it takes to be better at the job than others. Keeping your writing style formal yet not too impersonal or robot-like is also key to starting off on the right foot.

Sample Emails for Job Applications

Email subject line: Jane Doe - Marketing Coordinator (#6948)

I came across a job posting for the position of Marketing Coordinator (#6948) at Company A. The position and responsibilities seem to align with my skill set and career, and I think I would be a strong candidate for the job.

Below are some of my key strengths that would make me a great fit for the role:

• Bachelor of Digital Marketing
• 2 years of experience as Marketing Specialist at Company B
• Strong command in brand marketing on Instagram, YouTube, TikTok, Facebook, and LinkedIn

I have attached a cover letter and resume for your consideration.

Sincerely, Jane Doe Email: [email protected] Phone: +1 (555) 555-5555

Email subject line: [Doe, John] HR Associate Position

Dear Company C team,

I am writing to apply for the position of Human Resources Associate with Company C. I came across the job listing on LinkedIn, and I found that the position matches my interests and career path.

I recently graduated from University D with a Bachelor of Communication for which I delved deep into interpersonal human relations and effective written and oral communication. I think this would make me a great fit for the position of Human Resources Associate, which strives on strong people skills and clear, ethical communication.

Attached is my resume and cover letter for your reference. Let me know if there is any additional information you would like to see.

I believe my values and vision align with the company mission statement, and I would be love becoming part of the team.

I look forward to hearing from you about this opportunity.

Regards, John Doe [email protected] +1 (555) 555-5555

Email subject line: Application for Front-End Engineer - James Smith

Dear Jessica Smith,

I am writing in interest of the position Front-End Engineer (P893) at Company E. I am graduating in August with a Bachelor of Computer Science at the University of G, and I would like to share my key qualifications that would make me a strong fit for the position:

• Experienced in the following languages: Java, HTML, Python, Ruby, C++
• Interned with Boeing and shadowed Social Media Network Front-End Developer
• Developed my own data scraping app, which is available for both iOS and Android devices

I believe my experience and qualifications would make a valuable asset to the team, and I hope to contribute to the growth and success of the company.

You can find my resume, cover letter, and certifications attached to this email.

Thank you for your time and consideration.

Best regards, James Smith M: (555) 555-5555 E: [email protected] W: www.jamessmith.io

If you know the hiring manager personally or met them at, say, a job fair where you got comfortable enough with them to be on a first-name basis, then you can structure your email in a more familiar tone.

Email subject line: Meeting Follow-up - Suzy Bleu for Office Administrator position

Hi Jessica,

We met at the job fair yesterday, and I am writing to apply for the position I mentioned I was interested in, Office Administrator with Company H.

I’m familiar with the company because, as I brought up yesterday, I currently work in one of the subsidiary enterprises of Company H, so our policies and methods of operation are vastly similar.

I just wanted to highlight some of the skills that would make me the person you are looking for:

• Comfortable with Slack, Notion, Trello, Google Suite, Zoom
• Microsoft Office Specialist Certification (Word, Excel, Powerpoint)
• Highly organized with sharp attention to detail

I also attached my resume and cover letter below. Feel free to call or write back if you have any further questions about my experience or anything else!

Thanks so much, and I hope to hear back from you soon.

Best, Suzy Bleu [email protected] +1 (555) 555-5555 5555 Blue Ave Blucity, CA 55555-5555

Email subject line: Joe Doe - Biological Technician (F5HW79)

Hi Professor X,

I am currently a lab assistant at the Biology Department of the University of J, and I was interested in the job opening for a Biological Technician position (F5HW79) at the University of K. I graduated magna cum laude from the University of J last year with a Bachelor of Biochemistry and Molecular Biology.

I have worked as a lab assistant at the University of J for two years: one year during my undergraduate studies and one year post-graduation. I extensively researched the side effects of genetic manipulation in rodents, and I think my knowledge would make me a strong candidate for the position because of the many overlapping areas of research with the Biology Department at the University of J.

I attached my resume, cover letter, and recommendation letter from my current laboratory director Professor Sebastian Pierce, who is also the head of the Biochemistry and Molecular Biology department. As the most experienced lab assistant, I work right alongside him and also draft all the conclusive findings.

I believe my expertise and experience will help further progress the research on the analysis of animal tissue changes due to genetic manipulation at the University of K.

I look forward to hearing back from you.

Kind regards, Joe Doe M: (555) 555-5555 E: [email protected]

Email subject line: Referred by Michelle Scarn - Dwayne Wilson for International Sales Manager

Dear Mr. Smith,

I was recommended by my friend Michelle Scarn, Sales Manager at Company L, to forward you my resume. Michelle and I previously worked together at Company M before we both moved on to becoming salespeople in different companies. She is familiar with my work style and ethics and believes that my sales experience would make me a great fit for the job opening of International Sales Manager.

I am currently a salesman at Company N, where I’ve been the top salesman for two out of the four years I’ve been with the company. I have been in the sales industry for 11 years and counting. I think my expertise and people skills would be a valuable asset to your company and its growth.

I have attached my resume and cover letter and would appreciate it if you took the time to review it. I would also like to mention that I speak Spanish fluently which I believe would be a great strength for the position of International Sales Manager.

I hope to speak more with you about this opportunity soon.

Thank you, Dwayne Wilson Sales Manager at Company N [email protected] +1 555 555-5555

Remember to write professionally, earnestly, and enthusiastically, and you will be on track to be a job application email expert. Good luck with all your endeavors, and enjoy the process!

Is English not your native language? Check out our free grammar checker Engram that will help proofread your text for grammatical mistakes and help you write more natural English.

https://www.indeed.com/career-advice/resumes-cover-letters/e-mail-application

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• In Outlook : Select the high importance marker. Importance markers don't appear in messages sent to Gmail accounts.
• In Gmail : Highlight the message's importance in the subject field.

• Add recipients.
• [REPLY BY DEC 1]

• Compose your message and click Send .

Forward or attach email messages to other messages 

• In Outlook : In the message window, insert an Outlook item, or drag an item into a message.
• In Gmail : Forward a message as an attachment, or drag a message into another message.

Forward one email as an attachment

• Select the emails that you want.
• In the “To” field, add recipients. You can also add recipients in the “Cc” and “Bcc” fields.
• At the bottom, click Send .

Note: To forward as an attachment, you can also right-click on a message or drag and drop the file into the body of your message.

Forward multiple emails as attachments

• Check the boxes next to the messages that you want to attach and drag them to the new message window.
• Enter a recipient, subject, and any message text.
• Click Send .

Reply to an email with an attached mail

• From your inbox, select the email you want to attach. 
• Drag the email into your message. 
• In Gmail : In the message window, click Send .

• In Gmail : In the message window, click the Down arrow next to the Send, then click Schedule send .

• Create your email.

• Click Schedule send .

Note: You can have up to 100 scheduled emails.

  Learn more at the Gmail Help Center

Send email to a group

• In Outlook : Use contact lists or mail merge.
• In Gmail : Use contact lists, groups, or mail merge.

Email a contact or contact group from Gmail

Note: To see a group mailing list address in the auto-complete list, you might have to send a mail to the list once.

Use mail merge to send personalized emails

• You can also open an existing draft.
• In the "To:" line, add recipients.

• Turn on Mail Merge .
• In your message, enter @ .
• To insert the merge tag, press Enter .

Enhance message security

• In Gmail : In the message window, turn on confidential mode.

Important : If you're using Gmail with a work or school account,  contact your admin to make sure you can use confidential mode.

• If you choose "No SMS passcode,"  recipients using the Gmail app will be able to open it directly. Recipients who don't use Gmail will get emailed a passcode.
• If you choose "SMS passcode," recipients will get a passcode by text message. Make sure you enter the recipient's phone number, not your own.
• Click Save .

Know when someone opens your email

• In Gmail : At the bottom of the message window, request a read receipt.

• Compose your email as you normally would. 
• Send your message.

Important : You’ll see any read receipts in your Inbox. The person you sent the message to may have to approve the read receipt before you’re notified.

• In Gmail : In the Message sent notification, click Undo within the cancellation period.

 Recall an email with Undo Send

• In the bottom left, you'll see "Message sent" and the option to "Undo" or "View message".
• Click Undo .

Choose an amount of time to recall a message

• Next to "Undo Send," select a Send cancellation period of 5, 10, 20, or 30 seconds.
• At the bottom, click  Save changes .

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Nov 8, 2022

How to write an email for an internship with 9 samples and templates

Internships are crucial for career advancement. Here's how you can send an internship email to land your next opportunity.

Lawrie Jones

Table of contents

How to write an email asking for an internship

An internship is an incredible opportunity to get an insight into an industry and boost your career – but competition is high, and you’ll need to stand out if you want to secure the position – and we can help.

If you want a career in engineering, finance, or the creative industries, you’ll likely need to do one or more internships.

In this guide on how to write an email asking for an internship, we provide some essential strategies, break down the structure, and provide 9 successful samples.

Of course, we can’t guarantee that you’ll secure the role of your dreams, but follow our guide on how to write an email asking for an internship, and you’ll stand the best chance.

Tips for internship email

The experts advise you to send out between 10-20 internship emails every week. That’s a lot of messages to write, edit, and target – but it’s critical.

There are likely to be thousands of students and early-career professionals who are searching. If you’re unwilling to do the work, you’ll not get the position. It’s that simple.

To successfully secure an internship in any industry, you need to do your research, develop a strategy, and supply every piece of information the recruiter needs. Let’s break this down into steps:

1. Research the opportunity

If you want an internship with a business, you must demonstrate more than enthusiasm and skills – you have to use your initiative. 

One of the biggest traps job seekers fall into is speaking about themselves too much. Some internship emails can read: “I want, I want, I want.” That’s going to leave recruiters cold. So instead of talking about you, flip it to focus on them. 

Ask yourself questions such as:

• Is there something specific about the industry, the business, or the team that I find inspiring?
• What problems can I solve for this business?
• How can I sell my skills to this person?
• What can I offer that other candidates can’t?

By focusing on the recruiter, you can make your internship request more interesting to read and highly appealing. Instead of focusing on what the opportunity means to you, you’re offering evidence of how and where you can add value.

2. Attach your resume, contact details, and links to social media

An internship email aims to build a personal connection and pique someone’s interest.

Your email is about getting them to learn more – such as reading your CV and checking out your social profiles or personal blog. The idea is to do enough to get them to take the first step.

Some of the things you should include in every internship application email are:

• Your full name
• Phone number
• Relevant social media links (LinkedIn, Twitter)
• Links to portfolio or website (optional)
• Personal blog

Don’t overload the person with information; focus on what will help your application. For example, you might be proud of your teenage heavy metal band, but a banking recruiter might not be as impressed.

Another thing to consider here is the email address you use and the social profiles you share. When applying for an internship, use a professional email address (your name is best, but if you can’t secure that, go for something basic and bland). 

If you’re sharing social profiles, be sure you want the person to see them. Recruiters will screen social media channels to look for anything that could impact their business. So be sure to sanitize your social media and remove any rude, offensive, or plain stupid social posts.

3. Remember to follow-up

Businesses will receive tens, hundreds, and, for the most popular opportunities, thousands of applications. So, should you follow up if you are still waiting for a reply? 

A follow-up email to an internship application demonstrates interest, enthusiasm, and perseverance – all traits you’ll need to be successful in your career. 

In some cases, it can make you stand out against the competition, who may be happy to simply accept no for an answer. 

More prosaically, your application may have been lost, discarded, or ignored. Sending a reminder ensures that it’s at the top of the recruiter's inbox – and that can’t be a bad thing. 

Internship email format

You’re applying for a job with your internship email, so you’ll want to keep it professional and formal. To achieve that, you should follow a standard formal email format. That includes 5 core elements:

• Subject line
• Email ending

Let’s look at these in more detail and bring them to life.

1. Internship email subject line

Your subject line should be serious and state what the internship email is about. If the internship opportunity has been advertised, include the title and reference (if there is one) in the subject line. Here’s how that can work:

This works because it’s simple, clear, and targeted. Another reason for using a totally basic subject line is that the recipient is unlikely to read it straight away but to file it away for future reference.

Finally, a clear subject line (even one as dull as this) means there’s no way it’ll be mistaken for anything else. 

If you’re emailing someone cold to ask about opportunities or introduce yourself to someone, you’ll need to take a different approach. 

Your subject lines should aim to grab attention and encourage them to click open your email. They need to be engaging and fun but functional too. Here are a couple of examples:

• Do you have any internship opportunities?
• Experienced (engineer, marketer, scientist) searching for internship opportunities!
• Could I be your next intern?

Your internship email subject lines should be shaped around your industry and specialty. Also, ensure you test and learn, reviewing what subject lines get results and replies and those that don’t.

Over time, you’ll build up a picture of the subject lines that are performing best.

2. Internship email body

Your internship email body copy is where you put forward your case to the company contact. We provide some examples below of how you can write engaging internship email body copy, but the fundamentals of every effective email are:

• Introduce yourself, and explain why you’re emailing
• Provide insight into who you are
• List what you’re providing with the email (resume, links to social accounts, etc.)

There are no limitations on how long your emails can be, but we’d suggest being conscientious. Think about just how much time the person will have (not much) and how interested they will be (not much). 

Our advice: keep it as short as possible.

3. Internship email end and sign-off

You’ll want to end your email on a high note, so ensure that you include the following:

• Set out the next steps (what you want from the person)
• Include contact details
• Provide a positive sign-off

When setting out the following steps, you should clarify what you are asking the person to do – and what you will do yourself. You’ll want to be friendly, not forceful – but you can set some timelines.

Don’t be afraid to say you’ll follow up on your messages, too, as it shows you’re serious about securing a position. 

How to cold email for an internship

This cold email template for an internship is one you can copy, paste, and pump out to organizations that may be searching for interns.

This template provides the foundations, but you’ll need to fill it out with some information and provide some personality too.

Cold email template for internship

9 internship email examples.

It’s the moment you’ve all been waiting for. Here are 9 internship email samples suitable for (almost) all situations you might experience. The internship email samples all follow the same standard format and include all the basic essentials. 

You can copy and paste these examples, but a better way to use them is as the building blocks for your own internship emails. When you’re competing with hundreds of other applicants, originality pays!

How to write an internship request email

1. internship request email sample.

This email requesting an internship is a standard approach that covers all bases. You can see how we’ve built a case for them to consider you as a candidate and provided clear instructions on how to contact you.

2. Sample email to express interest in an internship

Sometimes you won’t want to apply for an internship, but indicate your interest – and here’s how. This sample email to express an internet in an internship focuses on the fundamentals and is about creating a connection.

You’ll need to add some extra information to customize it for your sector and specialty.

3. Internship introduction email sample

What’s an internship introduction? It’s a way to introduce someone you know who may be suitable for an opportunity. Read this internship introduction email sample, and it will soon become clear.

4. Sample follow-up email for internship

If you’re not received a reply to your original message, it’s time to send an internship follow-up email. The key here is to be professional, not pushy. Instead, you want to remind the recipient about the previous message and encourage them to open and reply to it. You’ll have to strike the right tone of voice to achieve this, or you could come across negatively. 

5. Internship interview thank you email sample

Of course, an internship email is the start of the process. If you’ve been lucky enough to be invited to an internship interview, you should always send a thank you once you’re done. Use this internship thank you email sample to make the best impression on any interview panel.

How to respond to an internship offer email

6. internship acceptance email sample.

Woo hoo, you’ve been offered an internship (congratulations!). Now it’s time to create an accepted internship email.

Here’s how to accept an internship offer via email:

7. Internship rejection email sample

Sometimes, you may be offered an internship that you can’t accept. In most cases, this will be because you’ve accepted another.

Or it could be that the terms, conditions, or internship location aren’t acceptable. Whatever the reason, you can use this internship rejection email sample. 

Here’s how to decline an internship offer via email:

How to write an email at the end of an internship

8. end of internship goodbye email sample.

You’ve come to the end of your internship and have built bonds and made friends – so now is the time to say thank you.

An internship farewell email plays a part in securing your reputation and creating connections that could kickstart your career.

Here’s an excellent end-of-internship goodbye email sample.

9. Sample thank you email after internship

You can send a farewell email at any point, but there’s only one chance to send a last day of internship thank you email (on your last day!)

This sample is similar to the example above but is targeted at your colleagues rather than your boss (or bosses). So here’s our sample thank you email after an internship. 

Internship email template

• (Relevant experience)
• (Relevant skill)
• (Relevant interest)

Flowrite's internship email template

There is no 100% right or wrong way to apply for an internship. But having an effective template, proper grammar, and email format will help, as you need to most likely send many, many emails to land you dream internship.

This is where Flowrite comes in. Flowrite's AI-powered smart templates can help you craft better emails, like this:

Final words on internship emails

Getting an internship isn’t easy. Unless you’re really lucky, you’ll need to spend days, weeks, and even months sending messages.

We can’t guarantee you’ll get an internship, but by following the information and advice in this guide, you’ll stand a great chance. The critical thing is to find ways to create connections, moving beyond the basics of your email to build a personal link.

No template alone can achieve this, you’ll need to work on it yourself – but put in the effort, and the rewards will be yours!

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