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How to fixing your email application style and getting more interviews

A brief guide to fixing your email application style and getting more interviews

These days almost 95% of job applications are being processed electronically, and most employers are requesting job application to be submitted through emails.  To prove that, have a look at Jobsinrwanda.org job listing… if you look at the jobs we advertise 80% requires online mode of application.

Technology has changed the way of applying for jobs. On the other hand, job boards now have database for candidates to upload their CV’s and recruiters can view candidate’s resumes directly online.


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Most of the advertised jobs require candidates to apply and send their application letters via emails... but unfortunately lots of candidates don’t know the best way of sending application letters through emails.

Don’t you think it is time for you to know how to apply for a job through email?

Let’s get started;

You may think you know the best way to apply via email... but believe me, most people don’t. If you get an opportunity to look at the Emails we receive from job applicants, you will be surprised.
Imagine how difficult employers find it difficult to shortlist candidates because of the format of the job application.

Trust me when I say this, if you make it very difficult for an HR/Employer to go through your job application, you will likely not be on the list of shortlisted candidates.

What you should know;

Before we get started, I want to share with you the Do’s and Don’ts of a job application through email:

Let’s start with the — Do’s

1.   The subject line of the email should be the reference in the application letter displaying the intention of job application and the job applied for.

2.   If the job has a Reference number, please include it on the subject line of the email. Check carefully in the job application and this will make it easy for the employer to recognize which job you’re applying according to the reference number.

4.   The body of your email should be exactly the same as that of the application letter. Just copy and paste your cover letter into your email body. Do NOT change anything.

5.   Remember the Attachment; don’t forget to attach your CV and an application letter (the same as the email body). Your documents can be either in MS Word or PDF format, attaching the letter is necessary in case you are shortlisted and the employer needs to print it.

The Don’ts

These are the things you should not do when applying for a job via email;

1.   Do NOT include the CV as a subject body, this easily distorts the format of the CV especially if you copy paste it from a Word document.

2.   Your email address should be very clear and if it is not, please ensure it is. Your email address should be formal and recognizable. It should contain at least your two names; For example, if your name is “Alex Marando” then an example of your email address should be alex.marando@gmail.com and that is it.
Avoid any other innuendo or nicknamed email address.

3.   Your email should Maintain your professional names and not any other fancy nicknames and then write them in a clear way without adding any ‘madoido’ in them. If your name is Dennis don’t write it as “Deynnis “or “Dennys”. It might cost you a job, simple like that.

4.   Avoid a lot of colors in your email. I know there is temptation to incline to beauty but some people do NOT like a lot of color. Imagine if you were working and someone sent you an email with a lot pink and red on the background. It distorts the message.

5.   As I said before avoid attaching a lot of documents in the application like certificates, recommendation letters and any other relevant paperwork, you will get the opportunity to show them because, I assure you they do NOT have anything to do with short listing. Save them for the interview. Otherwise attach them if requested by the employer during the application.

How to Apply For a Job by Email? The Best Way to Do It


When applying for a job especially through email, you need to ask yourself two simple questions:

1. What's the best subject line for an email in response to the job ad?
2. Should you attach the cover letter to the email, or copy and paste it into the body of the email?

Let me simplify this for you.

As the saying goes “First impression matter”, Yes it does..

Why first impressions matter?

The email subject is the first thing recruiter sees when receives your email application, and bear in mind that you’re not the only applicant, that means there is many applications.

Obviously for each job application let’s say there is an average of 400 applicants, do you think recruiters will open all emails..? The answer is No... That’s when it comes to “First impression matter”

Your email subject should be simple and clear for the recruiter to understand what the email is for.

Here is one of the Best email subject lines: 

Example: Ezebia Tubahuze CV for Sales Manager Position

The subject line is simple and straightforward, and the best part it’s informative. It tells the recipient who you are (Your Name), what you're sending (The CV), and why you're sending it (Application for Sales Manager Position).

Some jobs include a reference number, so when apply you should substitute the name of the position with the number.

Example: “Ezebia Tubahuze CV for Sales Job REF #4427

Best way to include your cover letter:

Just Copy and paste your cover letter into the body of the email.

“Why is this preferred method?”

 Here are three reasons why?

1.   It gives the recipient one less attachment to open,
2.   It gets to the point faster than writing the awkward words "Here is my CV and cover letter" or “See attached is my CV and cover letter"
3.   It gives you the ability to make an impact as soon as the recipient opens your email.

The body of your email is the first thing an employer/recruiter sees first. If your cover letter is well crafted it will capture the attention of an employer and be interested to download the attachments and read your CV.

Here is the Sample Cover Letter that you can post into your email body


Ezebia Tubahuze
P.O.Box xxxx
Kigali, Rwanda
Cell: +25 xxxxxxxx
Email: ezebia.tubahuze@xx.com
                                                                                                     
10 June, 2015

Human Resource Officer
East African Breweries Limited,
Head Office, Kaisho Street,
Box 9013,
Kigali, Rwanda.


Dear Sir/Madam,

                              RE: SALES EXECUTIVE POSITION

I am very keen to work for East African Breweries Limited because of the reputation that your organisation has as a leading brewing Company in East Africa. Having researched East African Breweries Limited I understand that you look to recruit the most able and enthusiastic employees for the “Sales Executive” position and believe that I meet these requirements.

I am currently seeking an opportunity for the position in Sales and Marketing.
I believe that I have the right personality and skills required to become Sales Executive.

  • Strong analytical and problem solving skills
  • Team player - able to work under pressure and able to make initiatives, high Flexibility and ability to adopt
  • Excellent written and verbal communication skills, including ability to interact effectively with all levels throughout the Company and with customers, vendors and other outside parties.
In addition to the above mentioned skills, I have gained Marketing experience through working with Amahoro Bottling Company Ltd (ABCL) for 3 years. As such I am aware of the skills required for a sales/marketing person and believe that I would be a suitable match.

I would be most grateful if you could review my CV and consider me for this position within your organisation. I am available for interview or a trial at any time and look forward to hearing from you soon.

Yours sincerely
Ezebia Tubahuze



That’s an example of how you cover letter should be, and what is posted on the body of your email should be the same as the attached cover letter.

Remember; don’t forget to attach your CV to your email. And as always, refer to the company's job posting and apply, using whatever guidelines they specify.

Adhering to the employer's guidelines will not only ensure your documents get to the right place at the right time, it will prove that you pay attention to details and follow instructions!
Now start applying for those jobs.

Please, share with your friends and don’t forget to leave a comment and tell us how this article is helpful to your job search


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About Jobsinrwanda Blog

Jobsinrwanda Blog - is a Job search advice blog from recruiting experts. Learn how to write a cover Letter, Resume and how to answer common interview question.
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