How to Write a Mail for Job Application | Necojobs

In today's increasingly competitive job market, your first impression often begins not in person—but in an email. Whether you're a fresh graduate from a Nepali university or an experienced professional seeking better prospects, the way you write a job application email can make or break your chances. In this comprehensive guide, we’ll walk you through how to craft a polished, effective, and professional email that grabs attention, highlights your skills, and boosts your odds of landing an interview—all tailored for job seekers in Nepal using platforms like Necojobs.

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Understanding the Purpose of Your Job Application Email

A job application email is more than just a digital message—it's your first handshake with a potential employer. Done right, it creates a strong first impression, shows initiative, and clearly communicates your value as a candidate.

• First Point of Contact: It's often the first interaction a recruiter has with you. A concise, professional tone can immediately signal seriousness and competence.

• Your Introduction: This is your opportunity to introduce yourself, mention your intent to apply, and express enthusiasm.

• Highlighting Relevance: Summarize qualifications and achievements aligned with the job.

• Competitive Edge: In a saturated market like Nepal, a strong email differentiates you from hundreds of applicants.

• Tailoring is Key: One size does not fit all. Customize each email to match the job description, company tone, and expectations.

Crafting an Impactful Subject Line

Your subject line determines whether your email even gets opened. It should be professional, specific, and informative.

• Be Clear and Direct: Avoid vague subject lines like "Job Application".

• Include Your Name: Example: Application for Digital Marketing Associate - Rajan Thapa

• Mention Job Title or Reference ID: Use exact titles from the job post: Application – Graphic Designer (Ref#GD2025)

• Keep It Simple: Use action-oriented, plain language.

• Use Keywords: Including words like "application," "resume attached," or "interest in" improves visibility.

Demonstrating Company Research

Demonstrating that you’ve done your homework shows genuine interest.

• Research Company Values: Visit the company website and LinkedIn page.

• Personalize the Message: Mention recent milestones, campaigns, or social impact efforts.

• Find the Right Contact: Use LinkedIn or company bios to direct the email to the correct person.

• Quote from Job Description: Show that you've read and understood what they're looking for.

• Align with Culture: Use a tone and format that mirrors the company’s style—startups may prefer informal tones; corporates may not.

Structuring the Body of Your Email

A clear, formal structure boosts readability and shows professionalism.

1. Greeting:

• "Dear Mr. Sharma" or "Dear Hiring Manager at [Company]"

2. Introduction:

• Name, position applying for, and one-sentence summary of your background.

3. Core Message:

• Highlight experience, education, major achievements.

• Tailor this section using job keywords.

4. Closing Statement:

• Mention attachments.

• Express desire to discuss your application further.

Showcasing Relevant Skills and Experience

Show, don't just tell. Use examples.

• "At Daraz Nepal, I increased organic traffic by 62% through SEO strategies."

• List 3–5 bullet points:

  • Expert in Adobe Illustrator and Photoshop

  • Fluent in English, Nepali, and Hindi

  • Proven track record in team leadership and training

Addressing Employment Gaps or Career Transitions

Transparency builds trust.

• "After a year-long family care sabbatical, I am now fully committed to restarting my career."

• "Transitioning from teaching to HR has enriched my people management and communication skills."

• Be honest, brief, and focus on skills gained.

Attaching a Well-Formatted Résumé and Documents

Your attachments are just as important as your email body.

• File Format: Always use PDF or DOC unless stated otherwise.

• Naming Conventions: Use "Kritika_Gurung_CV.pdf" instead of "finalcvnew123.pdf"

• Minimal Documents: Don’t attach portfolios unless requested.

• Inline Inclusion: If requested, paste cover letter into email body.

• File Size: Keep under 1MB.

Professional File Naming Tips

• Use consistent naming structure for all documents.

• Include both name and document type: Aayush_Poudel_CoverLetter.pdf

• Avoid abbreviations or slang in filenames.

The Importance of Proofreading

Nothing ruins credibility faster than spelling errors.

• Proofread Multiple Times: After writing, wait an hour and recheck.

• Use Grammarly: Helps with grammar, clarity, tone.

• Read Aloud: Helps catch awkward phrasing.

• Peer Review: Ask a trusted friend or colleague to review.

• Avoid Passive Voice: Use action words and clear phrasing.

Effective Use of a Call to Action

Your email should guide the reader’s next steps.

• "Please find attached my resume and cover letter for your consideration."

• "I am available for an interview at your convenience."

• Always express gratitude.

• Sign off with:

  • Sincerely,

  • Best regards,

Include:

Full Name
Phone
Email
LinkedIn Profile (if available)

Follow-Up Email Etiquette

Following up shows persistence—but timing and tone matter.

• Wait 7–10 Days: Enough time for review.

• Keep It Short: Max 3–5 sentences.

• Maintain Thread: Reply to the original email for context.

• Remain Professional: Don’t show frustration.

• Example:
  "I’m writing to follow up on my application for the Social Media Manager position submitted on May 5. I remain enthusiastic and would love to hear from you."

Practical Email Templates and Samples

Templates for Recent Graduates

Subject: Application – Junior Accountant | Dipika Bista

Dear Hiring Manager,

I am a recent BBS graduate from Tribhuvan University and would like to apply for the Junior Accountant role at Sunrise Finance. I have completed an internship at ABC Audits where I learned ledger keeping and TDS reporting.

Please find my resume attached. I look forward to the opportunity to contribute.

Sincerely,
Dipika Bista

Templates for Experienced Professionals

Subject: Application – Logistics Manager | Rajan Acharya

Dear Mr. Bhattarai,

With over 8 years in supply chain and distribution, I was excited to see your vacancy for a Logistics Manager at Himalayan Distributors. My leadership at Lumbini Freight saved over 15% in delivery costs annually.

Please find my CV and references attached. Thank you for your consideration.

Best regards,
Rajan Acharya

Utilizing Tools for Email Enhancement

Leveraging Jobscan

• Upload resume and job description.

• Get instant feedback on keyword match.

• Improves interview chances by over 3x.

• Includes AI-generated job application suggestions.

Using MailMaestro

• Offers ready-made email formats.

• "Straight Shooter" style: direct and no fluff.

• Adds reminders for proofreading and signature placement.

Using Grammarly for Refinement

• Real-time grammar and clarity suggestions.

• Premium version includes tone checks.

• Reduces accidental informal phrases.

• Highlights passive voice and verbosity.

FAQs

How Can I Make My Email Stand Out?

• Use a memorable subject line.

• Address a specific hiring manager.

• Showcase achievements in numbers.

• Maintain a clean, professional tone.

Is It Necessary to Mention Salary Expectations?

• Only if requested in the job listing.

• Sample phrasing: "I am open to discussing compensation based on your company’s budget and the role’s responsibilities."

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Conclusion

Writing an effective job application email isn’t just a formality—it’s a chance to present your best self. From the subject line to your closing signature, every word matters. By customizing your message, attaching polished documents, and using the tools and templates provided here, you’ll drastically improve your chances of landing interviews.