You’ve spent hours — possibly even days — perfecting your résumé, and you’ve crafted a unique cover letter that’s bound to grab the hiring manager’s attention. But before you can send off your application, you have one more thing to worry about: your email’s subject line!
Though it can seem like a small, unimportant detail, it’s one that could cost you the job if you don’t get it right. Indeed, according to Business2Community insights, what you include (or don’t include) in a subject line can severely impact whether the recipient opens it or not.
To increase your job search success rates, you want as many hiring managers as possible to click on your email and read your application. So, how do you go about writing a subject line that boosts open rates and increases your chances of getting invited for an interview? Let’s talk about it!
The importance of a well-written subject line
A well-thought-out subject line can help you make a positive impression from the get-go, allowing you to portray yourself as a professional candidate who pays attention to detail. (That’s a widely sought-after soft skill, by the way!)
It can also convey proactivity on your part, showing an ability to think and plan ahead, as well as a strong capacity for following instructions.
Indeed, some job listings may ask you to include a specific word, code or phrase in your subject line — doing so successfully shows that you’re serious about the role and you have dedicated enough time to understanding the requirements.
A well-written subject line can also allow you to stand out from among other candidates. With hiring managers receiving hundreds of applications for their advertised job openings, an error-free, punchy subject line can grab the reader’s attention, increasing your chances of being selected.
You can see then how devoting a bit of extra time and care to crafting your email subject line lets you communicate additional details about yourself, from your professionalism to your attention detail and creative thinking ability.
How to write a captivating subject line
The following 10 tips can come in handy when you’re brainstorming various ideas for your subject line, as well as when you sit down to finally craft your opener.
1. Read the job listing carefully
The very first step to writing a winning subject line is to read and understand the job listing requirements. While doing so, keep an eye out for relevant keywords and information that can help you make your subject line as relevant and impactful as possible.
More specifically, note down the position title and vacancy number (if there is one), and any hints as to what the hiring manager is looking for. Perhaps their ideal candidate possesses certain credentials or has worked in the industry for a certain number of years.
2. Identify your most relevant strengths
When you have read and understood the requirements for the role, it becomes easier to incorporate those “magic” words that the hiring manager is looking for in your subject line.
For example, if you’re an HR specialist who holds the Certified Human Resources Professional designation, your subject line could look like this: “Dan Bresson, CHRP — Human Resources Manager Application”.
Or, if you want to emphasize your work experience instead, it could read: “Dan Bresson — HR Specialist with 8 Years’ Experience”.
3. Reference the job title correctly
Although you may want to get a little creative with your subject line (some ideas coming up shortly!), one thing you don’t want to do is write something vague or unclear.
For example, if the official name of the role you are applying for is Senior Marketing Copywriter, don’t just include the word “copywriter” in your subject line. This can create confusion, and the hiring manager shouldn’t have to spend time figuring out which position you’re interested in. Remember: there may be more than one vacancy to fill, with a very similar name!
To avoid errors, copy and paste the exact name as it appears on the job listing.
4. Look at different ideas online
Although you want your subject line to help you come across as a meticulous professional, you don’t have to reinvent the wheel. Using a generative AI tool or asking your go-to search engine for ideas and suggestions can help you compile a list of potential (and impactful) subject lines.
Having said that, you could also simply read on: coming up is a list of 10 subject lines you can customize to stand out when applying to jobs.
5. Avoid spam words
Certain words can trigger email spam filters and cause your job application to land in the recipient’s junk folder instead of their inbox. These include terms like “finance”, “claims”, “credit”, “opportunity” and other words spammers like to use to lure unsuspecting victims into their traps.
So, if referring to the vacancy in your subject line, prefer to mention something along the lines of “Graphic Designer Position” instead of “Graphic Designer Opportunity”.
If your target (or current) job is that of claims consultant, credit controller or finance specialist, you could use the job ID number to refer to the vacancy instead: “Marie Sanders — Application [#447516]”, for example. However, so long as your email address itself also sounds credible, referencing the job title should generally not create any problems.
6. Avoid all caps
Like certain spam words, capital letters are also a common culprit where spam filter triggering is concerned.
Although a subject line written out in capitals could, in theory, grab the recipient’s attention, it increases your chances of ending up in their junk folder or coming across as unprofessional. The same goes for using exclamation points: as a general rule, avoid them at all costs.
7. Address the hiring manager by name
If you know the name of the hiring manager who will be reviewing your job application, you’ll likely be addressing your cover letter to them specifically. So, why not address them by name in your subject line, too?
Though it may seem a little strange to have your subject read “Hi Sandra — Here’s My Résumé for the Graphic Designer Position”, this little psychological trick can work in your favor.
Hearing (or reading) your own name is a powerful sensation. Self-help guru Dale Carnegie said it best in his best-selling book How to Win Friends and Influence People: “A person’s name is, to that person, the sweetest and most important sound in any language.”
Think about whenever someone uses your name in conversation: “Hey Ben!”, “How are the kids, Jane?”, “That’s a great idea, Sophie!”. You feel acknowledged and you’re instantly pulled into the conversation.
And that’s exactly the goal here: to grab the hiring manager’s attention and persuade them into opening your email.
8. Include a referral’s name
One of the great things about networking is that you can tap into your Rolodex of contacts when you’re looking for a new job and ask around for a referral for a suitable position, either at their own company or at another organization.
They’ll gladly oblige, particularly if you’re willing to return the favor somehow, and dropping their name in the subject line is bound to capture the hiring manager’s attention — especially when your referral is a heavyweight in their industry. It’s kind of hard to ignore!
9. Use a character counter tool
Depending on the device and email client the recipient uses, your subject line preview may get cut off at a certain point. That’s why it’s a good idea to use a character counter tool and make sure that the gist of your message is evident from the first 40 characters or so.
In other words, keep your subject line as clear and concise as possible.
10. Proofread your subject line
The final step to crafting an impactful, attention-grabbing subject line is to proofread it a few times over prior to sending off your application.
Of course, a spelling error in your subject line can also capture the reader’s attention, but for the wrong reason — don’t go accidentally calling yourself a “strategic manger”!
Subject line examples
As we have seen, there are a few things you need to keep in mind when crafting your email application subject line. For such a short piece of writing, there are sure plenty of things to look out for; but the more of these guidelines you follow, the better your chances of standing out (for the right reasons).
To put what we discussed into practice and help you generate some ideas, here are 10 subject lines you can edit and use during your job search:
- Hi Derek — Here’s My Résumé for the Graphic Designer Position
- Managing Accountant — ID# MA1968 — Frank Butcher
- Jennifer Andrews — Graphic Designer with 10 Years’ Experience
- Dorothy Smith, NCRW — Résumé Writer Application
- Referral by Elon Musk for Avionics Systems Engineer Position
- John Miller — Content Manager — Social Media and SEO Expert Role
- Annie Richards, MBA — Application for Financial Manager (#1968)
- Senior Copywriter Looking for Next Role — 9 Years’ Experience
- Account Manager Application — Referred by Patti Jones
- Creative Director Role — Elijah Spencer, ACP
Sample email for a job application
Below is a custom example for a job application cover letter (pasted directly into the body of the email), as well as its accompanying subject line:
Subject line: Content Writer Application – Referred by Ben Whites
Email body:
Good afternoon, Martha,
I hope this email finds you well. My name is Stan Garcia, and I currently hold the role of Content Writer at ABC Media. A good friend of mine (who happens to be an old colleague of yours), Ben Whites, has recently informed me of the Content Writer vacancy that has opened at XYZ Creatives.
Having worked in digital marketing for the past eight years, I have witnessed XYZ Creatives’ impressive growth and been wowed by your delightfully witty content and campaigns. After being forwarded the vacancy description by Ben, I was compelled to apply, seeing as my educational and professional background and achievements align with your requirements and expectations. Specifically, I have experience writing for numerous industries including finance and IT, and using generative AI tools, content management and project management systems, while I also speak fluent Spanish — which I see is not a strict requirement but “nice to have”.
I am attaching my résumé and remain at your disposal for any queries or clarifications. You can reach me any time at [email protected] and by phone at (555) 123-1234.
I look forward to hearing from you and hope to meet you in person soon!
Best wishes,
Stan Garcia
Using AI to help with writing subject lines
Generative AI tools like ChatGPT can speed up the brainstorming process as well as produce subject line examples for you to edit and submit at the click of a button. If you decide to use an AI tool, be sure to:
- Use clear prompts. If you want to be shown a bulleted list of 10 subject line suggestions to choose from, ask for precisely that: “I am a copywriter with 5 years’ experience applying for a job. Can you give me 10 possible subject lines I can use for my email application?”
- Provide as much information as possible. Generative AI tools like ChatGPT need context and specificity to come up with appropriate suggestions. Following the example above, you could add “My name is Sam Roberts; the job title is Copywriter and the job ID is #3476.”
- Give specific instructions. To ensure your subject line is readable on most devices and email clients, ask your generative AI tool of choice to keep its subject line suggestions between 40–80 characters, or to include a specific keyword, such as an abbreviated academic credential after your name.
- Always, always double check before sending. Generative AI tools are certainly powerful; however, they aren’t perfect. Before submitting your job application, double (or triple) check everything, especially any content generated by an AI tool.
Key takeaways
Whether you’re applying for a job or inquiring about available opportunities at a company, an attention-grabbing subject line will pique the recipient’s curiosity and inevitably convince them to open your email.
To maximize your chances of achieving this, remember the following:
- Certain words and poor practices (such as using all caps) can trigger spam filters and sabotage your job search success.
- Personal touches, such as including the name of your hiring manager or referee in the subject line, can go a long way.
- From crafting résumés and email subject lines to helping you prepare for interviews, tools like ChatGPT can help you land a job — so long as you give them detailed prompts.
- Always proofread your application materials before hitting that “Send” button, from your subject line through to your résumé and cover letter.
Got any questions about writing an email subject line for a job application? Let us know in the comments section below!
This article is a complete update of an earlier version originally published on February 27, 2021.
