How to Write Format Of A Email

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Use a readable font in a 10 or 12 point size in your emails. Send job search-related emails from a professional email address—ideally, your email address should just include some combination of your first and last name or first initial and last name. Here’s what to include when sending job search correspondence and the email message format you should use when you are sending employment-related email messages.

Subject Line

Don’t forget to include a Subject Line in your email.

If you forget to include one, your message probably isn’t even going to get opened. Use the subject line to summarize why you’re emailing. Some examples of strong subject lines:

  • Application for Marketing Associate – Jane Smith
  • Informational Interview Request
  • Thank You – Marketing Associate Interview
  • Referred by [Person’s Name] for [Informational Interview, Discuss XYZ, etc.]


If you have a contact person, address your email to Dear Mr./Ms. LastName. If possible, find out the hiring manager’s name. This information is sometimes included in the job listing. If it’s not, use sites like LinkedIn to determine the contact person, or check the company’s website for information.

If there is a contact number, you can also call the company’s front desk and see if the receptionist can provide information.

If you do not have the contact person’s name, simply address your email to Dear Hiring Manager. Another option is to not include a salutation and to simply start with the first paragraph of your message.

The Body of the Message

Copy and paste your cover letter into the email message or write your cover letter in the body of an email message. If the job posting asks you to send your resume as an attachment, send your resume as a PDF or a Word document. When you’re inquiring about available positions or networking, be clear about why you are writing and the purpose of your email message.

Email Message Template

Subject Line of Email Message: Store Manager Position – Your Name


Dear Mr./Ms. Last Name or Dear Hiring Manager:

First Paragraph:

The first paragraph of your letter should include information on why you are writing. Be clear and direct — if you are applying for a job, mention the job title. If you want an informational interview, state that in your opening sentences.

Middle Paragraph:

The next section of your email message should describe what you have to offer the employer or if you’re writing to ask for help, what type of assistance you are seeking.

Final Paragraph:

Conclude your cover letter by thanking the employer for considering you for the position or your connection for helping with your job search.

Email Signature:

FirstName LastName

Email address


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