Email templates
Professional email templates for job seekers.
Copyable templates for the four emails you're most likely to send during a job search. Each template is short, direct, and professional. Replace the bracketed placeholders with your own content, and check the tone matches the company you're emailing.
1. Application follow-up
Use this when you've applied and haven't heard anything after the stated review period, or after about two weeks if no period was given. Only send once — don't follow up repeatedly.
Dear [Hiring Manager Name], I applied for the [Role Title] role on [Date] and wanted to briefly follow up. I'm still very interested in the position and would welcome the chance to discuss it further. If there's any additional information that would be helpful at this stage, please let me know. Thank you for your time. Best regards, [Your Name] [Phone number]
2. Thank-you email after an interview
Send within 24 hours of the interview. Keep it short and reference something specific from the conversation — a generic "thank you for your time" is close to useless.
Dear [Interviewer Name], Thank you for taking the time to speak with me today about the [Role Title] role. I especially appreciated hearing about [specific topic discussed — a project, a challenge, a team structure]. It made me more confident that this role is a good fit for what I want to do next. If there's anything else you'd like from me — additional work samples, references, or answers to anything we didn't cover — please let me know. Best regards, [Your Name]
3. Declining an offer
Decline politely and quickly — don't leave the employer waiting. Keep the door open, since you may want to work with them later.
Dear [Hiring Manager Name], Thank you very much for the offer to join [Company] as a [Role Title]. I've thought about it carefully, and after considering everything, I've decided to accept another offer that is a closer fit for where I am right now. I want to thank you and the team for the time you invested in the process. The conversations were thoughtful, and I hope we stay in touch — I'd welcome the chance to work together in the future. Best regards, [Your Name]
4. Asking for a referral
Ask someone you actually know, or who has some connection to you (a former colleague, a university contact, a mutual acquaintance). Don't cold-ask strangers on LinkedIn — it rarely works, and it damages the platform for everyone else.
Hi [Name], I hope you're doing well. I'm reaching out because I saw a [Role Title] opening at [Company] and thought of you, since you've been there for a while. I'm planning to apply, and I wanted to ask whether you'd be comfortable referring me. I've attached my resume for context — no pressure at all if you'd rather not, and I completely understand either way. Thanks either way for your time. Best, [Your Name]
5. General rules for job-search emails
- Keep them short. Under 150 words unless there's a specific reason to be longer.
- Clear subject line. Say what the email is about, with the role title if applicable.
- One ask per email. Don't combine a follow-up with a referral request with a thank-you.
- No "just following up" without content. Reference the specific role and date.
- Professional sign-off. "Best regards" or "Best" is fine. Not "Cheers" or "Thx".
- Proofread. Same standard as the resume.
6. Final checklist
- Is the subject line clear about what the email is about?
- Have you replaced every bracketed placeholder?
- Is the email under 150 words (unless there's a reason)?
- Have you proofread it?
- Is the recipient correct — not a personal email accidentally cc'd?