Let’s be honest: job searching is already stressful enough without having to rewrite the same email 47 times just to make it sound “professional but not too stiff, confident but not desperate, friendly but not casual.”
If your Gmail drafts folder is full of half-written “Hi [name] just circling back…” messages, this post is for you. Below, you’ll find email templates for every step of your job search—from reaching out cold to accepting an offer (yay!)—so you can copy, paste, tweak, and move on with your day.
Oh, and spoiler: you don’t need to sound like a corporate robot to land the job. A clear, kind, human email goes a long way.
✉️ 1. Emailing a Recruiter About an Opening
Subject Line: Interested in [Job Title] Role at [Company]
Hi [Recruiter’s Name],
I hope you're doing well! I recently came across the [Job Title] role at [Company] and wanted to express my interest. With my background in [your field/skills], I’d love the opportunity to contribute to your team and learn more about the position.
I’ve attached my resume for reference and would be happy to provide any additional information. Looking forward to hearing from you!
Best,
[Your Name]
[Phone Number]
[LinkedIn Link]
💬 2. Cold Email to Someone at Your Dream Company
Subject Line: Quick Question About Your Role at [Company]
Hi [Name],
I came across your profile while researching [Company] and loved seeing your journey from [past experience] to your current role. I’m exploring opportunities in [industry/role] and would love to hear more about your experience, if you’re open to it.
Totally understand if your schedule is tight, but I’d be grateful for any insights or advice. Thank you so much in advance!
Warmly,
[Your Name]
📩 3. Following Up on a Job Application
Subject Line: Following Up on Application for [Job Title]
Hi [Hiring Manager’s Name],
I hope you’re doing well! I submitted my application for the [Job Title] position on [date], and I wanted to check in to express my continued interest in the role. I’m really excited about the opportunity to join [Company] and contribute to [something from the job description].
Please let me know if there’s anything else I can provide. I look forward to hearing from you!
Best regards,
[Your Name]
🧑🏫 4. Asking for a Reference
Subject Line: Quick Favor: Reference Request
Hi [Name],
I hope all is well! I’m applying for a position at [Company] and was wondering if you’d feel comfortable providing a reference. We worked together on [project/class], and I really valued your mentorship and feedback.
If you're open to it, I’d be happy to share the job description and my resume. Thanks so much for considering—I truly appreciate it!
Warmly,
[Your Name]
💼 5. Thank You After the Interview
Subject Line: Thank You – [Job Title] Interview
Hi [Name],
Thank you so much for taking the time to speak with me today about the [Job Title] role. I really enjoyed learning more about your team and the exciting work happening at [Company].
Our conversation made me even more enthusiastic about the opportunity to contribute to [specific takeaway]. Please let me know if I can provide anything else—looking forward to next steps!
Best,
[Your Name]
🫠 6. Following Up After No Response (The Gentle Nudge)
Subject Line: Just Checking In – [Job Title] Application
Hi [Name],
I hope you’re doing well! I wanted to quickly follow up on my application for the [Job Title] role. I remain very interested in the position and would love to learn more about the next steps if they’re available.
Thank you again for your time and consideration!
Warmly,
[Your Name]
🥳 7. Accepting a Job Offer
Subject Line: Excited to Join the Team – [Job Title]
Hi [Name],
Thank you so much for the offer to join [Company] as a [Job Title]! I’m thrilled to accept and excited to get started on [start date]. I truly appreciate the opportunity and look forward to joining your team.
Please let me know if there’s any paperwork or next steps I should prepare before my first day.
Warm regards,
[Your Name]
🙏 8. Declining a Job Offer (Gracefully)
Subject Line: Thank You for the Opportunity
Hi [Name],
Thank you so much for offering me the [Job Title] role at [Company]. I really appreciated the time you and your team spent with me throughout the interview process.
After careful consideration, I’ve decided to pursue another opportunity that aligns more closely with my goals at this time. I’m truly grateful for the chance to connect and wish you and your team continued success.
Sincerely,
[Your Name]
💻 Want All These Templates in One Cute, Organized Spot?
✨ Grab the free Job Search Starter Kit—it’s packed with:
- These email templates (all printable + editable)
- Resume & LinkedIn tips that don’t make you cringe
- Easy networking scripts
- Interview prep that actually helps
🫶 Final Word Before You Hit “Send”
You don’t need a fancy subject line or perfect closing phrase to write a great email. What you do need? Clarity, confidence, and the courage to put yourself out there. You’re not bothering anyone by following up or introducing yourself—you’re advocating for your future.
Now go hit “send.” You’ve got this. 💌
