Communication · Lesson 5 of 6

Professional emails & messages

Subject lines, structure, tone and templates for applying, following up and replying to recruiters.

Your emails and WhatsApp/LinkedIn messages are often a recruiter's first impression. Professional writing is short, clear and polite.

Structure

Subject — specific: “Application – Junior Java Developer – Anu Kumar”.
Greeting — “Dear Ms Menon,” or “Hello Hiring Team,”.
Purpose in the first line.
Key details in two or three short sentences or bullets.
Clear next step and a polite close.
Signature — full name, phone, LinkedIn or portfolio.

Avoid “Hi dear”, text-speak (“plz”, “u”), all capitals and long paragraphs. Attach your resume as a PDF named Anu-Kumar-Resume.pdf.

Model answer

Adapt it — don't memorise word for word

Subject: Application – Junior Java Developer (Ref: JD-214) – Anu Kumar

Dear Hiring Team,

I'm writing to apply for the Junior Java Developer role posted on your careers page. I'm a 2026 B.Tech Computer Science graduate with hands-on experience in Java, Spring Boot and MySQL.

• Built a REST API for a library system (Spring Boot, JPA, MySQL)
• Completed a 3-month internship on backend bug fixes and unit tests
• Available to join immediately

My resume is attached. I'd be glad to discuss how I can contribute to your team.

Regards,
Anu Kumar
+91 90000 00000 · linkedin.com/in/anu-kumar-example

Why it works

• The subject line tells the recruiter the role, reference and name.
• Purpose is in the first sentence; proof is in three scannable bullets.
• It ends with a clear, polite next step.
• It can be read in under 30 seconds.

Names, companies and figures are fictional. Replace them with your real details and practise saying it aloud.

Key points

Use a specific subject line.
State the purpose in the first line.
Keep it short with scannable points.
Sign off with your full name and contact details.

Quick check

Which is the best subject line for a job application email?

Hi Job Application – Junior Java Developer – Anu Kumar PLEASE CHECK MY RESUME

Practice task

Write a follow-up email to a recruiter one week after an interview: thank them, restate your interest in one line and politely ask about next steps.

Interview corner

How should you follow up after an interview?

Within a day, send a short thank-you email mentioning something specific from the conversation and your continued interest. If you hear nothing by the date they gave, send one polite follow-up asking about the timeline.

How do you reply to a recruiter's call or message when you're not interested?

Thank them, decline politely in one line, and keep the door open: "Thank you for considering me. I'm not looking for a change right now, but I'd be happy to stay in touch for future roles."