These days, the paper has gone by the wayside, and applications are sent mostly by email, digitally. By switching to sending an application by email, the recruiter, as well as the candidate, benefit from several advantages:

  • The candidate has no fees ‘sending the letter, or stamp to buy.
  • We avoid unnecessary waste of paper that does not respect our environment.
  • The recruiter avoids piles that pile on his office.
  • The candidate is sure that his application will be sent immediately.
  • An acknowledgment of receipt and/or reading is possible for the candidate.

Make no mistake, just because your application package is emailed doesn’t mean you need to pay less attention to it. To respond to a job offer by email in the rules of the art, there are however certain rules to be scrupulously respected and certain eliminatory errors to be avoided at all costs.

Through our article, you will find tips and examples to help you write and create a perfect digital application.

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The two main options available to you when sending the email

Indeed, two scenarios can exist when sending an application by email. We describe them in detail for you below.

The introductory email

An introductory email is a short text that announces to the recruiter your application for a certain position. With these few lines, you will indicate to human resources your desire to be considered for a job within their company while mentioning the digital attachments such as the CV or the cover letter for a job. This is not a cover letter, but an introduction to your application file.

Under your first and last name, you can also add your phone number so that the recruiter can contact you quickly.

Finally, you will have noticed, this email is concise, precise, and to the point, which is the main objective of the introductory email.

The motivation email

A motivation email is different from the email mentioned above because it contains the elements of your cover letter without being as long as this one. Indeed, it is necessary to synthesize the elements so as not to create an email that is too busy and difficult to read for the recruiter. Your experience, as well as your main skills, should however be exposed but more concisely and directly.

The advantage of using this technique is that human resources have direct access to your qualifications, your skills keys, without even having opened your attached documents.

How can I choose between the two options? Note that in some advertisements, recruiters sometimes clearly ask to attach a cover letter. In this case, opt for an introductory email and attach your cover letter. If nothing is specified, there is no right or wrong choice, there is just your choice.

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Our advice for sending your application by email

During a response by email to a job offer, there are several essential points to remember. We have listed them and explained them to you in the rest of this article.

  • The subject of the email
    Often the recruiter asks the candidate to mention the job title for which he is applying or even sometimes a reference number. Be attentive to the request of human resources by respecting their request. This shows that you pay particular attention to detail.
  • Your email address
    Too often, candidates’ email addresses are somewhat original. To stay serious and 100% professional, make sure to create an email address containing your first and last name or your last name only. So we forget the “[email protected]” and go to something like “[email protected]”.
  • The recruiter’s email address
    Sometimes the sending address contains the recruiter’s name and sometimes a generic email is noted. When you do not have the information on the name of the recruiter, we advise you to call the company to know him and to be able to personalize your email as well as possible.
  • The name of your attachments
    Attachments should not be named randomly. For each document, indicate the subject, either CV, cover letter, or work certificates, followed by your last name or vice versa. Thus, your document would for example be named “CV_Weber” or “Weber_Certificats de travail”.
  • The formats of the attachments
    Remember not to send your documents, whatever they are, in Word format. You will first save them in PDF format and attach them to your email for the recruiter. Moreover, when you list the attached documents in the content of your email, be careful to respect the order stated when downloading them.
  • The content of the email We told you about it above, the content of your email will depend on the option chosen between a presentation email or a motivation email. In any case, you must pay special attention to the text, which is an integral part of your application file.

With all these tips and tricks, your email to human resources will respect the essential rules for responding to a job offer by email.