How to write an eye-catching mail to HR?
How to write an eye-catching mail to HR?
Are you a fresher who wants to apply for your dream job that would give your career a great start? The first thing you need to do is send an email to the organization’s Human Resource.
Stressed if your mail is eye-catching enough? What if you falter and lose the opportunity? Don’t worry. Here’s are a few steps you should follow to make your application stand out!
Preparations prior to writing an email
1. Professional email ID
Always have a professional email id. If you don’t have one, try to create in this way-
✓ First name+ last name @gmail or yahoo.com
✓ Last name+ your profession @gmail or yahoo.com
2. Read and analyze the Job description
This is the first and foremost thing you need to do. Check out these points-
✓ Qualifications and skills needed and if you are eligible for the position
✓ Year of pass out, if you are applying as a fresher and years of experience needed if you are experienced
✓ Instructions for sending email as some companies would like it to be sent with specific subject line.
✓ What they need- Only resume or cover letter along with it
3. Read about the company
Do your research and read about the company, what it does, little history, with what moto it was created, working culture, etc. These will make you more clear on what you need to include in email.
4. Try to know about HR name
In most of the cases, addressing HR by name is beneficial. You can write like Dear (HR name) instead of Dear Hiring Manager. So, try to contact the organization or find online the HR name who is hiring for this particular post.
5. Instructions for sending mail
Not all the companies follow the same instructions. So, make sure that you follow the instructions accordingly to the hiring managers specific like only PDF, video resume etc. Sometimes HR also want a specific Subject line so, check if it is mentioned.
Writing an email
1. Subject line
✓ A typical email subject line reveals about 60 characters on a desktop, 25-30 characters on a mobile phone
✓ So, keep it really short& clear
✓ Give ample thought to figure out the best subject line for your job role application
✓ Don’t capitalize words use dashes, colons, semi colons to separate thoughts.
Important words in the beginning:
There will be hundreds of resumes received by HR. They barely spend few seconds on each resume to review. Don’t prolong the subject line. Make sure that you write most important words in the beginning, so, recruiter can easily know what you are applying for.
Include your name, job ID. If you have a reference, you should put the reference name in subject line. It’s a good idea to include job title. So, they can be easily filtered from other roles.
You can use these:
✓ Fresher’s application for position of drug safety associate
✓ Drug safety associate with 5 years of experience
✓ Referred by (name, job ID) for position of drug safety associate
✓ (Your highest qualification) application for drug safety associate
2. Addressing an HR
✓ Address professionally, Use Respected or Dear (HR name)
✓ Try to address by name, if you don’t know name write Respected/Dear Hiring Manager
3. Body of email
✓ 1st para- Where you found the job like LinkedIn, Naukri.com etc or company’s website. Show your interest and enthusiasm about the role and company.
✓ 2nd para- Achievements relevant to job, what value you will add to the company. Don’t write too much keep it informative and concise.
✓ 3rd para- You need to say that you’re looking to hear back from them. Be careful don’t be overly keen or rude
4. Sign off
✓ Yours Sincerely or Regards
✓ Your full name
✓ Phone no, Email ID
✓ LinkedIn link, Website link if any
5. Attachments
✓ Pdf format is mostly preferred or as instructed in JD
✓ PDF should not be more than 10MB
✓ Name the attachment properly ‘Your Name Resume.pdf’, Name cover letter.pdf
6. Check and proofread
✓ Check grammar and spelling mistakes of the complete mail. You may use ‘Grammarly’ for the same.
✓ Check weather you have used any filler or exclamatory marks or colorful fonts.
✓ May send it to yourself to check how it looks
7. When to send?
✓ Usually, Monday between 6 am to 10 am
✓ But if job openings come on weekdays, apply within 4 days of opening
8. Follow up email-
Express your intent and gratitude, mention your meeting intention in the email subject line.
You can send follow up mail two or three weeks after you have sent your resume and ask if they require anything else.
What not to include in an email ?
i. No filter words like hey, hi etc in the subject or for addressing HR
ii. Do not use capital letters to write a subject
iii. Never include more than 1 email in the ‘send to’ box, if you want to send more people may Cc or Bcc.
iv. Do not use short forms like pls, FYI, etc. It is not at all professional.
v. Do not plead or beg to the HR for the job
vi. Strictly refrain from writing hate mails if not selected
Last-minute checks
✓ Attachments
✓ Right Email ID
✓ Grammar and spellings
✓ Included signature
Common mistakes
i. Sending to wrong recipients
ii. Choosing bad subject lines
iii. Sending at a bad time
iv. Neglecting your signature
v. Working with too many fonts
vi. Failing to review
vii. Sending same job application to everyone
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