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How to reply to job advertisement via email

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How to reply to job advertisement via email
July 27, 2019 Wedding Anniversary Wishes No comments

Job seekers can scroll through the recent job postings in any field they choose, and respond to those Find the email address that you will need to respond to.

By Amanda McCarthy, Kate Southam

Sometimes job hunters will see ads on job boards and in newspapers calling for an Expression of Interest (EOI) with no specific job role mentioned. Such ads can be confusing if you don’t know how to tackle this more unusual call for job candidates. Here are some tips to help you understand EOIs so you don’t pass up an interesting job opportunity.

What is an EOI?

An Expression of Interest is an ad placed in the jobs section of a newspaper or posted on a job board calling for people with a certain background or a particular skill set to outline on one page their interest in an employment opportunity.

Why do companies use an EOI instead of advertising a job?

An EOI is used when an employer is casting a wide net to find a certain type of candidate. Perhaps they haven’t nailed down the job role or roles they will be offering in the near future, but they do know the skills they’ll need. An EOI could be used to uncover candidates needed to fill multiple roles, such as staffing a new call centre or a digital start-up company.

How do I respond to an EOI?

Think of the EOI as a longer-than-normal cover letter. Sticking to one page is still the way to go but instead of an ideal three paragraphs, you would write five or six.

Write your name and contact details at the top of the page in the same way you would a cover letter. Add any reference number detailed in the ad. If you can, address your letter to a real person rather than ‘Dear Sir/Madam’. This isn’t always possible so don’t sweat it — just follow any and all instructions outlined in the ad.

Your opening line will be, ‘I am writing to express my interest in …’. The sentences that follow should briefly introduce you as a professional, outline your skills, and detail why the employment opportunity is attractive to you. You should also mention the type of role or roles you could imagine yourself filling, and relay a few career highlights relevant to the employment opportunity. If a website is included in the ad, make sure you visit it and read through any material you find there before starting your EOI letter.

How do I include an auto-reply letter with my job ad? Contact Method: Remove Email from Job Ad Should I . How can I forward multiple resumes via email?.

How to send a perfect job application by email

how to reply to job advertisement via email

Receiving an email from a recruiter about a job opportunity can be exciting and nerve-wracking at the same time.

Whether you’re ready to consider a new opportunity or not, it’s a good practice to respond as soon as possible to any message from a potential employer. Below we aim to provide templates and insight so that when the time comes, you know exactly how to email a recruiter, regardless of you interest in the role.

If a recruiter contacts you from Indeed, their email will have a subject line that begins with their name or the company’s name followed by “sent you a message about your resume on Indeed.” For example, if a recruiter from Bank of America contacted you from Indeed, you might receive an email with the subject line: “Cassie at Bank or America sent you a message about your resume on Indeed.”

Be sure to check your email settings and spam folders so you won’t miss their messages. You can also check your account for notifications from employers.

Create a Resume on Indeed

From the email templates below, choose the one that best fits your situation and respond quickly and professionally—setting a great tone for any future conversations you may have with this employer. As a general rule, you should avoid emojis, emoticons and slang. Proofread your messages for typos before you hit send.

Here are four examples of how to email to recruiter based on your interest in the position:

How to respond to a recruiter if you want the job

When an opportunity to pursue a great job lands in your inbox, it’s time to celebrate. You’ve written a compelling resume or profile, and employers have noticed.

In your response, you should convey your enthusiasm for the job and highlight some of your qualifications. The template below may require some extra customizations on your part so that the response is specific to the job opportunity.

Dear [Recruiter name],

Thank you for reaching out about this opportunity—it sounds like a great job and aligns with where I’d like to take my career. I’m eager to learn more.

As you many have seen on my resume, I have [X number of years] in this field. I’ve been consistently committed to [Specific goal, skill or trait the new job entails]. In my current role at [Name of current employer], I recently [impressive accomplishment that relates to the new job].

Could we schedule some time to discuss this opportunity in more detail? I’d welcome the opportunity to learn more about the role and share how my skills and experiences would benefit [Name of potential employer].

I’m available to talk by phone on [List of dates and times you’re available]. I look forward to speaking with you.

[Your name]

Here is an example response to illustrate how this template might be used:

Re: Rina from ABC Health has sent you a message about your resume

Dear Rina,

Thank you for reaching out about this opportunity—it sounds like a great job and aligns with where I’d like to take my career. I’m eager to learn more.

As you may have seen on my resume, I have over 8 years in healthcare operations. I have been consistently committed to efficiently and empathetically delivering patient care while also reaching revenue targets. In my current role at XYZ Clinic, I recently transitioned the team to new scheduling and EMR platforms—and we’ve seen 10% increases in key operational metrics as a result.

Could we schedule some time to discuss this opportunity in more detail? I’d welcome the chance to learn more about the role and share how my skills and experiences would benefit ABC Health.

I’m available to talk by phone on May 16, 17 and 18 between 2:00 and 6:00pm. I look forward to speaking with you.

Michelle Morello


If you are looking for a new job but this isn’t the right fit

While you’re in the middle of a job search, getting a message from a recruiter can provide an opportunity to learn more about a company. If you’re interested in a new role, but not the specific one you’ve been contacted about, you can steer the conversation to learn more about other opportunities that may be available.

Before you craft an email to a recruiter, search for jobs from this employer. You can do this on Indeed by putting the company name in the “what” field of the search bar. If there are one or two that stand out to you, include the link to the job description.

In your message, you should include a reference to how your qualifications align with the job you do want.

Dear [Recruiter name],

Thank you for reaching out about this opportunity. I’m grateful to be considered.

I am currently looking for a new position, so this is great timing. While I’m excited about the work that [Potential employer name] does, I’m not looking for a position as [Job title they contacted you about].

I noticed that [Potential employer name] is also hiring a [Job title you’re interested in]: [Link to job description]. Would it be possible to talk with you or a colleague about this opportunity? My experience in [area that matches the job description] would be a great fit for the role.

Best regards,
[Your name]


If you’re not sure but you’d like to learn more

Being contacted by a recruiter might prompt you to think about your career in a new light. Even if you’re satisfied in your current role, this could be the time to find a position that fits you even better. You can use this message from a recruiter to start a conversation about what your ideal job might look like.

Dear [Recruiter name],

Thank you for reaching out about this opportunity. I’m grateful to be considered.

Currently, I enjoy the the work I’m doing for [Current employer name]. However, this sounds like a great role, and I’m interested to learn more. Would it be possible for us to talk next week? I’m available for a phone conversation on [several dates and times you’re available to talk].

Looking forward to it,
[Your name]


If you’re not searching for a new job right now

You may receive an email from a recruiter at a time when you’re not interested in a new job. In this case, you’ll want to politely respond to the recruiter that you’re not in the market for a new job right now. End the email by thanking them for their interest in you.

Hi [Recruiter name],

Thank you for reaching out about this opportunity. I’m grateful to be considered.

Currently, I enjoy the work I’m doing for [Current employer name], and I’m not in the market for a new job. However, if I find myself pursuing a new job in the future, I’ll be in touch.

Thanks again,
[Your name]

Your response to a recruiter’s email is the beginning of your communication with this employer. Even if it’s not a fit right now, you can use this opportunity to begin a relationship. When you begin searching later on, you can return to this email and respond again to re-engage the recruiter.

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Making Email Work for Your Job Search

how to reply to job advertisement via email

Do you send a reply to candidates informing them that you’ve received their application? Or are they left in the dark until a standard rejection arrived, telling them that the position has been filled by someone else. When you recruit using an ATS (Application Tracking System) feedback or confirmation doesn’t take long, and it leaves a lasting positive impression on candidates. Feedback or confirmation are important to keep in mind for a good candidate experience, and you are welcome to use this template as a guide to get started.

When was the last time you applied at your own company?

How would you like to be treated when you apply for a job? To live in uncertainty whether the application was received? To not hear anything at all from the company until a month later when you see a new email in your inbox with the rather dull wording “Thank you for your application. The position has been filled.” as the only, and final, communication. 

No matter if your company struggles with large volumes of applicants, or search to find any at all, it is important that each and every candidate feels well treated. Contact, feedback or a simple confirmation of submitted application will influence how the candidate feels about you as a potential employer. In turn, it may also affect your employer brand, reputation and in the long haul if other candidates will choose to apply at your company.

A part of creating a better candidate experience has to do with how you communicate with candidates and potential applicants. Confirming that the application has been received, even if it’s a simple auto reply, is the most basic step towards creating good rapport with the candidates. And with that, a better candidate experience.

Replying to candidates

Replying to candidates to confirm that their application has been received can be done effectively using an automated response. But it’s well worth putting some time and effort into the message itself. After all, it’s going to be the first message sent directly from you to a candidate. Confirmation messages are also an excellent way to inform applicants about the recruiting process. Are you waiting until the application deadline before going through applications? Let them know straight away. It will minimize the chance that candidates grow tired of waiting, and fewer will be in touch with questions about the same things.

In the confirmation email you should include:

  • The name of the applicant (if possible) and what position they’ve applied for
  • Let them know that their application has been received
  • Explain the recruiting process
    • Will interviews be conducted at any specific dates?
    • How long is the recruitment expected to take?
    • When and how till candidates know if they’ve not made it through to the next round?
  • Contact information to the recruiter in charge in case the candidate has any questions
  • Try expressing the company’s culture or personality
    • Links to social media
    • Write with a tone representative of your organization

Save time using automated responses and templates

Are you in the early stages of the recruitment it’s quite alright to use a general template. Later stages of the recruitment should be more personalized and preferably contain feedback from the interview.

Depending on how many candidates have applied you can either create a very general template where you can basically send out an auto reply as is, or a bit more personalized version with the candidate’s name. 

Hint!Recruiting software can be a huge help for sending out personalized automated emails.

Email template thanking for the application

Subject: Your application to [Company name]

Hello [candidate’s name], 

We’re received your application for the position of [title]. [Short description of the recruitment process]. You can read more about us on our company career page [link to career page] or follow us on social media on Facebook [link to company Facebook page] and Instagram [link to company Instagram page] to get the latest updates.

If you’ve got any questions you’re welcome to contact me at [telephone number and/or email address].

[Your name]
[Email signature and contact information] 

Personalized email templates for a bit of inspiration

Show a bit of personality! Just as companies use logos and colors to express their brand, written text and choice of words show company character and personality. Customize the email template with words, expressions and explanations that suit the tone of your business.

A few inspirational examples:

Informal and personal tone for applications to a specific position:

Hi [candidate’s name]! We’re thrilled that you’d like to join us here at [company]. We’ve now got your application that you sent us about [position] and since we have a look through applications as they come in, we’ll be in touch next week if we’d like to meet you for an interview. Unfortunately, days are short and applicants are many so we won’t have time to meet everyone. If don’t feel we’re a match [name of recruiter] will let you know by email. Keep in touch on Instagram and Snapchat!

Formal tone for anyone who’s applied for a specific position: 

Hello. This is a confirmation that we have received your application. You have applied for the position of [title]. The last date of application is [last date of application] after which we will start going through all applications. We will let all applicants know if they are put through to the interviewing round or not. More information about our recruitment process is available at this page [link to career page]. Thank you for your application, and have a nice day.

General confirmation for any application:

Hello! We always look forward to go through applications of great people who’d like to work with us at [company]. Thank you for applying for a position with us, and here’s a confirmation that we received your application. One of our recruiters will contact you shortly to let you know about the status of your application.

A template will help you, and so will this checklist

Figuring out good email templates to send to candidates throughout the entire recruitment process is an excellent way to improve the candidate experience. Another crucial piece in attracting talent and ensuring a positive impression of your company is the job ad itself. 

Download this free checklist for checking your job ads to make sure that you've remembered to include all the information applicants want to know before applying.

Other great reads:

A reader writes: I recently had an idea to email employers with a short message prior to I've only sent this out to employers whose ad did not include any They don't want to spend time answering questions about the job when they . when creating an ad there to solicit personal information via resumes.

How to Reply to a Job Ad by Email

how to reply to job advertisement via email

Sending job applications by email may seem easy, but if you want to do well, you have to remember about the job search email etiquette. Here are some rules that will help you avoid potential gaffes and keep your communication clear and professional:

  1. Keep it short and to the point — Email is supposed to be a quick way of exchanging information. If the recruiter receives an email that looks like a dissertation, they might not even attempt to read it! Also, unless your goal is to confuse the recipient, avoid long multi-clause sentences.
  2. Use proper spelling and grammar – Grammar and spelling errors are not acceptable. Use a spell-checker to eliminate them. Also unacceptable: chatspeak (BTW, FYI), slang and emoticons. Remember that Microsoft Office programs come with built-in proofing tools, and there are several spell checking tools available online (e.g. freespellcheckers.com).
  3. Remember about correct punctuation – E-mails with no full stops or commas are difficult to read and incorrect punctuation can easily change the meaning of the text.
  5. Use a professional email address – If you send a job application from an address like: [email protected], you will never to be taken seriously or viewed as professional by your potential employer. The simplest way to create a professional-looking email address is to use your first name and last name in the following pattern: [email protected]
  6. Use descriptive attachment names — This will help your recipient keep track of your documents. Simple descriptive names such as: JaneDoeCV.doc, JaneDoeCoverLetter.doc or Jane_Doe_Resume.pdf, are your safest bet.

You’ve got the basics. Now let me show you how to create a perfect job application email step by step:

  • The Subject Line – An empty subject line virtually guarantees your email is going to end up being deleted or marked as spam. Choose a simple subject, like “Jane Doe Job Application”, the job position you’re applying for or its reference number, so the recruiter is clear what the email is related to.
  • Salutation -Try to get the name of the person who is in charge of the recruitment process. Always double check to make sure that you spelled your recruiter’s name correctly. If you spell it wrong, it could give an impression that you are careless or disrespectful. Avoid using “Mrs.” or “Miss”. Use “Ms.” instead as it is the feminine equivalent of the masculine “Mr.” If you do not know the name, “Dear Sir or Madam:” is always appropriate.
  • Header -Briefly introduce yourself and state your intention. Explaining why you are writing the email may sound too standardized, but using these phrases (or their variations) is actually widely accepted: “I am writing with regards to the job you advertised…”, “I am writing in response to your job offer…” “In response to your job advertisement…”. Subsequently, mention the source where you found information about the vacancy, e.g. a website or a newspaper.
  • Attaching Files – When you’re attaching a file like CV, cover letter or portfolio, you have to consider its format. The best option is PDF. It ensures that your document will be displayed exactly the way you intended (no matter what program you used to create it or your potential employer uses to open it) and it allows you to merge all your documents in just one file. There are plenty of free pdf creators, e.g. PDFCreator or pdf995. Always remember to keep your attachment file sizes to a minimum, to avoid flooding your recipient’s Inbox and to ensure that your message doesn’t bounce back. Finally, don’t forget to attach the files before sending the email! To make sure that you’ll never forget to attach a file to your email, try CodeTwo Outlook Attachment Reminder – a free Outlook add-in that will remind you about adding attachments to your message. Another way of presenting your CV or cover letter is to publish them online as HTML or PDF documents and link to them in your email.

  • Main body – If you are sending someone your CV and cover letter as attachments, keep the main body of your email short and simple, and let your application speak for itself. Give the main reasons why you are the perfect candidate for the advertised job vacancy (you can mention your education, work experience or some of your skills here). Encourage your potential employer or recruiter to see your CV or other documents. Using phrases like: “Please find my CV attached” or “Please find enclosed my CV and cover letter” is perfectly alright. In addition, tell your employer what is the best way and time to contact you.
  • Closing – To emphasize your interest, conclude your message with “I am looking forward to hearing from you” or “I’m looking forward to receiving your reply”. Before signing your name or adding an email signature, end the email in a respectful manner, such as “Yours faithfully” or “Sincerely”. When you are writing to a recruiter or your potential employer for the first time, avoid phrases like “Best wishes” or “Regards”.
  • Email signature – In today’s professional correspondence email signatures are a must. Applying for a job is no exception – without at least a simple signature your application will look too casual. With it, you will be able to create a positive and professional impression, and communicate important information about who you are, what you are interested in or what you want to do. To learn more on about how to create a perfect personal email signature read this article.

Read before sending!

Before you send your message, scan it for spelling and grammatical errors (you can use a spell-checker), check for format and font continuity. When you are done, imagine yourself as the person receiving your email and give it one more read. This could help you avoid potential misunderstandings and send a clearer job application.

Responding to your potential employer

During the recruitment process you may receive emails from more than one potential employer. Read them carefully, follow the given instructions and always ensure that you reply to the right person. It is also crucial that you respond quickly to inquiries from companies or recruiters, preferably within 24 hours from receiving the email.

A Thank You note

After a job interview you might send a thank-you e-mail to the person who interviewed you. Employers and recruiters really appreciate it. This should be a short message where you thank for the interview and for considering your application.

This entry was posted in Google Apps and Gmail, Microsoft Exchange Server 2010, Microsoft Exchange Server 2013, Microsoft Outlook 2010, Microsoft Outlook 2013, Tips and tagged attachment reminder, email, email ettiquette, email signature, how to on by Adam the 32-bit Aardvark.
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