What to Write on Subject When Sending an Email for a Job?

What to Write on Subject

When it comes to job hunting, crafting an effective email is crucial to make a positive impression on potential employers. In South Africa, a well-written email can significantly increase your chances of landing a job opportunity. This article will guide you through the essential elements to include when composing an email for job applications and what to write on subject when sending an email for a job. We will explore each aspect in detail, providing tips and examples to help you create a compelling email that grabs the attention of employers.

1. Subject Line

The subject line of your email plays a critical role in capturing the recipient’s attention. It should be concise, relevant, and engaging. Here are a few tips for composing an effective subject line:

  1. Be specific: Clearly mention the position you are applying for or the purpose of your email. For example, “Application for Marketing Manager Position” or “Inquiry Regarding Job Opportunities at Your Company.”
  2. Highlight your uniqueness: If you possess a specific skill set or experience relevant to the job, consider mentioning it in the subject line. For instance, “Experienced Graphic Designer Seeking Creative Role.”
  3. Keep it professional: Avoid using overly casual or vague subject lines. Stay professional and focused on the purpose of your email.

2. Salutation

After capturing the attention of the recipient with a compelling subject line, it’s crucial to begin your email with an appropriate salutation. Use the following guidelines to ensure a polite and professional tone:

  1. Address the recipient by name: Whenever possible, personalize your email by addressing the recipient directly. Research the company’s website or LinkedIn profiles to find the appropriate name.
  2. Use formal greetings: Start with “Dear [Recipient’s Name],” or “Hello [Recipient’s Name],” followed by a comma. This demonstrates respect and professionalism.

3. Introduction

The introduction sets the tone for your email and should grab the reader’s attention from the start. Here’s what to include:

  1. Express your interest: Clearly state your purpose for contacting the recipient and express your genuine interest in the company and the specific job opportunity.
  2. Mention any connections: If you were referred by a mutual contact or found the job through a specific source, mention it briefly in the introduction.

4. Body of the Email

The body of your email should provide relevant information about your qualifications, experiences, and how you align with the job requirements. Here are some key points to cover:

  1. Highlight your skills and experiences: Explain why you are a suitable candidate for the job by emphasizing your relevant skills, experiences, and achievements. Be specific and provide examples to support your claims.
  2. Align with the company: Research the company thoroughly and mention specific aspects that attracted you to the organization. Show how your values, goals, or previous experiences align with theirs.
  3. Be concise and organized: Keep your email concise and organized. Use paragraphs to separate different ideas or sections, and make sure your writing is clear and easy to read.

5. Summary

In the summary, summarize your main points and reiterate your interest in the position. Here’s what to include:

  1. Express gratitude: Thank the recipient for considering your application and taking the time to read your email.
  2. Mention attachments: If you are attaching your resume, cover letter, or any other documents, mention it in the conclusion. For example, “Please find attached my resume and cover letter for your consideration.”
  3. Request further action: If appropriate, politely request an interview or ask for information regarding the next steps in the application process.

6. Closing

End your email with a professional closing. Some commonly used options include:

  1. Sincerely,
  2. Best regards,
  3. Kind regards,
  4. Yours faithfully (if you addressed the recipient as “Sir/Madam”),

7. Signature

After the closing, include your full name and contact information in the email signature. This allows the recipient to easily reach out to you. Here’s what to include in your signature:

  1. Full name: Provide your first and last name to ensure clarity.
  2. Contact information: Include your phone number and email address, making it convenient for the recipient to contact you.
  3. Professional links: If you have a professional website, portfolio, or LinkedIn profile, consider adding relevant links to showcase your work or provide more information about your background.
  4. Optional: If you have any professional certifications or relevant affiliations, you can mention them in your signature to enhance your credibility.

Example Signature: Jabulile Mthembu
Phone: +27 82 987 6543
Email: jabulile@email.com
LinkedIn: linkedin.com/in/jabulile

8. Proofreading and Formatting

Before hitting the send button, take a moment to proofread your email and ensure it is free from any spelling, grammar, or formatting errors. Here are some tips for proofreading:

  1. Spell check: Use the spell-checking feature in your email client or copy the text into a word processor to catch any spelling mistakes.
  2. Grammar and punctuation: Read your email carefully to identify any grammatical or punctuation errors. Pay attention to sentence structure and proper use of commas, periods, and capitalization.
  3. Formatting: Ensure that your email is properly formatted with clear paragraphs and spacing. Use a readable font and avoid excessive use of formatting options like bold or italic text.

9. Final Tips

Here are some additional tips to consider when composing an email for job opportunities in South Africa:

  1. Research the company: Take the time to research the company’s values, culture, and recent projects. Tailor your email to demonstrate your knowledge and genuine interest in the organization.
  2. Customize each email: Avoid using generic templates for every job application. Tailor each email to the specific job opportunity and company, highlighting relevant skills and experiences.
  3. Follow instructions: If the job posting provides specific instructions regarding the application process or required documents, make sure to follow them carefully. Failure to do so may result in your application being overlooked.
  4. Be professional and polite: Maintain a professional and polite tone throughout your email. Avoid using slang, informal language, or overly casual expressions.
  5. Keep it concise: Recruiters and hiring managers receive numerous emails daily, so keep your email concise and to the point. Aim for a length of around 250-300 words.


Crafting an effective email for job opportunities in South Africa is essential for making a positive impression on potential employers. By following the guidelines outlined in this article, including a compelling subject line, professional salutation, a well-structured body, and a clear and concise conclusion, you can increase your chances of securing a job interview. Remember to customize each email, conduct thorough research, and proofread carefully before sending. With a well-crafted email, you’ll be one step closer to landing your dream job in South Africa.

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