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Application via Email

A Guide for Your Application via Email

Applying by email is not only fast, efficient, and environmentally friendly, but it's also the most common way to submit an application. Compared to the online application, where you usually fill out an application form on the company's website, the application by email gives you more opportunities to stand out from other applicants. Your email application should be well-structured and appealing. We show you what is important.

Three Golden Rules for Your Email Application

To apply successfully by email, you should follow these three basic rules:

  1. Maintain Individuality: Avoid mass emails and instead create a personalized application for each job. Tailor the text to the company and the position advertised to show that you have put a lot of thought into the job.
  2. Check Spelling and Grammar: Make sure your email is free of spelling and grammatical errors. Check the text carefully for errors to leave a professional impression. Also, use polite and appropriate language.
  3. Fit in with the Company: Show the employer why you fit the company culture. Research the company and express in your application how you can contribute to the company's success with your skills and experience.

Once you have mastered these basic rules, you can begin with your email application. In the following section, we will provide you with the ultimate guide.

1. Subject, Sender, and Recipient Address

Getting started is not difficult at all. When applying by email, you should pay attention to two key elements at the beginning: the subject line and the correct sender and recipient addresses.

The Right Subject: Be Clear and Precise

A concise and precise subject line is crucial for your email. It is best to avoid vague subject lines like "Application." Instead, opt for something more specific such as "Application for Marketing Manager - Max Mustermann." This will give your potential employer a clear understanding of the content of your application.

Sender and Recipient: Appear Serious and Professional

Choosing a professional and serious email address is equally important. It should definitely include your name. Our tip: Avoid unnecessary abbreviations in your email address. If you have a long name, you can use separators like underscores or periods. A common format is:

A great application email can be ineffective if it lands in the wrong place. It's important to avoid sending your application to generic email addresses such as or unless you have explicitly discussed this with the company beforehand. Instead, it is advisable to use the email address specified in the job advertisement to ensure that your application reaches the right recipient.

2. Application by Email: The Text

The text in your email is crucial as it is the first thing the recruiter reads. It is important not to simply copy your cover letter into the email field, but instead write a new text that meets the following criteria:

  • Length of approximately 4-6 lines
  • Mention of the job title
  • Reference to your application documents
  • Polite salutation, greeting, and your contact details

Start your email with a polite and personal salutation that includes the name of the recipient. Avoid generic salutations such as "Dear Sir or Madam" and try to find out the name of the contact person by checking the company website or LinkedIn.

Make it clear in a few words that you have attached your complete application documents. This signals to the recruiter that you are well-prepared and that they can access further information directly.

Demonstrate your commitment and availability as a contact person. Mention that you are open to answering any further questions and emphasize your anticipation of a personal interview where you can provide additional insights about yourself.

Conclude your email with a thank you for considering your application and a polite call to action.

Text for Your Email Application: Sample and Wording

Your text for your email application could be as follows:

Dear Ms./Mr. [Last Name],

After carefully reviewing the job advertisement for the position of [Job Title], I am excited to submit my complete application documents, which are attached to this email.

Please feel free to reach out to me if you require any additional information or have any questions. I am eager to showcase my skills and qualifications in a personal interview.

Thank you for considering my application.

Sincerely, [First Name Last Name]

Address: Postal Code, City Phone Number Email Address

3. Application by Email: How to Structure the Attachment

To send your complete and well-structured application portfolio by email, it is recommended to include all relevant documents in a single attachment. The following is our suggested structure for the application portfolio:

  1. Cover letter
  2. Cover sheet
  3. Curriculum vitae
  4. Letter of motivation (also known as "third page")
  5. References
  6. Additional references

By combining all documents into one attachment, you make it easier for the recruiter to get an overview and prevent individual parts of your application from being taken out of context.

Attachment: Pay Attention to the Size

Attach the relevant application documents to your email, such as your resume, cover letter, and references. Ensure that the file size is not too large. Ideally, aim for a file size of 1 MB for the attachment of your email application. A file size of up to 3 MB is considered acceptable.

The Right Format is Essential

To ensure that your application documents can be easily opened by any recipient, it is recommended to save all documents in PDF format. PDFs preserve the original layout and formatting and are platform-independent.

4. Sending the Application by Email

Before sending your application by email, there are a few important points to consider to ensure that everything goes smoothly:

  • Formatting: Ensure that your email is well-formatted by using clear paragraphs and an appropriate font size and type.
  • Recipients: If you want to send your application to multiple recipients, make sure to include the addresses in the "BCC" field to protect the privacy of each recipient.
  • Check Attachments: Double-check that the attachments are displayed correctly and that all files are complete before sending your email.

5. Wait for Feedback and Follow Up

After sending your application, it's important to exercise patience and wait for feedback. The response time for applications can vary depending on the company and the job offer. It is advisable to wait at least a week before reaching out to inquire about the current status of your application.

If you have not received a response after the appropriate waiting period, it is acceptable to send a polite and professional inquiry by email. Inquire about the status of your application and politely ask if any additional documents are required. It is important to avoid using impatient or pushy language.

Sample inquiry for the status of your application:

Dear Mr./Mrs. X,

I hope this email finds you well. I wanted to follow up on my application for the position of [job title] at [company name]. I submitted my application on [date] and I would like to inquire about the current status of the selection process.

I remain highly interested in the opportunity to join [company name] and contribute my skills and experience to the team. If there are any further documents or information needed from my side, please let me know and I will be more than happy to provide them promptly.

Thank you for considering my application, and I look forward to hearing from you soon.

Kind regards,

[Your Name]

Checklist: Application by Email

Use this checklist to ensure that your email application covers all the important points:

  1. Use a reputable email address.
  2. Double-check the correct recipient.
  3. Write a concise and specific subject line.
  4. Attach the appropriate documents.
  5. Keep the attachment file size within the limit (maximum 3 MB).
  6. Include a well-structured email text with a proper salutation, greeting, and signature.
  7. Ensure that the email text is meaningful and free of errors.


A well-structured and appealing email application can significantly impact your chances of impressing potential employers. By following the tips provided, using the checklist, and customizing your application to the specific company, you can increase your likelihood of receiving a positive response. Feel free to utilize the provided application samples and remember to maintain a balance between creativity and professionalism. Best of luck with your email applications!

FAQ: Questions about Applying by Email

Here are some frequently asked questions and answers about applying by email:

Why should I apply by email? Applying by email is advantageous due to its speed, efficiency, and direct communication with the employer.

Which documents should I attach to my email application? Attach your resume, cover letter, and relevant references in PDF format.

How long should I wait for a response? It is generally recommended to wait for about one week before inquiring about the status of your application.

How can I ensure the success of my email application? To increase the likelihood of a successful application, conduct thorough research on the company, tailor your application to the specific role, check for spelling and grammar errors, use clear formatting, and maintain a professional tone throughout the email.

Remember, each application may have unique requirements, so it's important to carefully read and follow the instructions provided by the employer. Good luck with your email applications!