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Job Search Strategy

Professional Email Format for Job Applications in India

Quick Answer

Use a clear subject line: 'Application for [Job Title] — [Your Name]'. Body should be 4-5 sentences: greeting, role reference, 1-2 key qualifications, enthusiasm, and sign-off. Attach resume as PDF (not inline). Keep it brief, professional, and error-free — this email is your first impression.

By ResumeGyani Career Experts
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When emailing your resume directly to a recruiter or hiring manager, the email itself serves as your cover letter and first impression. In India's competitive market, a professional, concise email can mean the difference between your resume being opened or ignored.

Subject line formula: 'Application for [Exact Job Title] — [Your Full Name] | [Key Qualifier]'. Examples: 'Application for Senior Software Engineer — Priya Sharma | 6 Yrs Full Stack Development' or 'Application for Marketing Manager — Rahul Gupta | MBA, 4 Yrs Digital Marketing.' The key qualifier helps the recruiter immediately assess relevance.

Email body template: 'Dear [Name/Hiring Manager],

I am writing to express my interest in the [Job Title] position at [Company], as posted on [Source]. With [X years] of experience in [relevant domain] and a proven track record in [specific achievement with numbers], I believe I would be a strong addition to your team.

I have attached my resume for your review. I am particularly drawn to [Company] because [one specific reason showing you've researched the company].

I would welcome the opportunity to discuss how my background aligns with your team's needs. I am available for an interview at your convenience.

Best regards, [Full Name] [Phone Number] [LinkedIn URL]'

Attachment best practices: Attach your resume as a PDF, name the file professionally (FirstName_LastName_Resume.pdf), keep file size under 2MB, and never paste your resume directly in the email body. If the job posting asks for additional documents (portfolio, certifications), attach those separately with clear file names.

Key Points to Remember

  • Clear subject line with job title and your name
  • Body should be 4-5 sentences maximum
  • Include one specific achievement with numbers
  • Show you've researched the company
  • Attach resume as PDF with professional filename
  • Include phone number and LinkedIn in signature
  • Proofread thoroughly — typos are instant disqualifiers
  • Send during business hours (Monday-Wednesday, 9-11 AM)

Pro Tips

Send the email to yourself first and check how it looks on both desktop and mobile

If you can find the hiring manager's name, address them directly — 'Dear [Name]' gets better response than 'Dear Hiring Manager'

Use a professional email address (firstname.lastname@gmail.com) — avoid informal handles

If applying through a referral, mention it in the first line: 'Referred by [Referrer Name] for the [Role] position'

Frequently Asked Questions

Should I mention salary expectations in the email?
No, unless specifically asked. Salary discussion should happen during the interview process, not in the initial application email.
What if I don't know the recruiter's name?
'Dear Hiring Manager' or 'Dear Recruitment Team' are both acceptable. Avoid 'To Whom It May Concern' — it sounds outdated.
Can I follow up if I don't get a response?
Yes, follow up once after 5-7 business days with a brief, polite email referencing your original application.

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