Writing the perfect subject line when job seeking

Looking for a new job can feel like navigating a crowded room, where standing out requires strategy. One of the first opportunities you have to make an impression and get noticed is through your email's subject line. Your subject line is the first point of contact between a job seeker and a hiring manager and can be the deciding factor in whether they open your email or move on. With 269 billion emails sent every day, it’s important to make sure yours doesn’t get lost in the noise—especially when you’re job seeking.

So, how can you craft the perfect subject line that not only captures attention but puts an end to your job search? Here are some suggestions to write the perfect subject line to support your job search:

Be clear and direct 

Hiring managers often spend just six seconds reviewing a CV, and even less time scanning emails. Therefore, your subject line should clearly communicate who you are and what position you’re applying for. Vague subject lines like “CV for role” or “application for consideration” won’t do you any favours. Be specific about the role, so the hiring manager knows exactly what you’re offering without even opening the email. The subject line should communicate exactly who you are and what you are applying for.

Example:

"Jessica Walter, Marketing Manager Application"

"Jessica Walter, Marketing Manager Interview Follow-Up"

Stay within character and word limits

Email inboxes typically display only about 60 characters of a subject line, and on mobile devices, this drops to around 25-30 characters. Make the most of the limited space by eliminating unnecessary words and getting straight to the point.

Example:

"Executive Assistant Application - Dave John"

Place important words at the front

With over 66% of emails being read on mobile devices, it’s crucial to front-load your subject line so the hiring manager will see the most important details. You don’t want key information cut off by the email’s preview function. Get straight to the point by leading with the role or key qualifications.

Example:

"Human Resources Manager, FMCG Experienced"

Include keywords for search and filtering

Hiring managers often use filters and folders to manage their inboxes, especially when they’re receiving numerous job applications. Make your email easy to find by including important keywords like "job application," reference numbers for specific roles, position title and your name. These keywords can help your email stand out in a search and ensure it doesn’t get lost.

Example:

"Job Application: Jessica Walter, Marketing Manager"

"Data Scientist Application No. 123456 – John Smith"

As Bridget Clarke, Director, Robert Walters Wellington shares:

You don’t want the hiring manager to spend time opening the email and trying to decode what it is

List your titles to promote your qualifications

Your subject line can also be a tool to promote your qualifications, differentiating yourself and catching the hiring manager's attention. If you hold any relevant certifications or titles, acronyms such as MBA, CPA, or Ph.D., consider adding them to help you stand out. This can quickly show hiring managers why you’re a strong candidate.

Example:

"Accountant, CPA, Mark Jones"

Avoid using all caps

Using all caps may get someone’s attention, but in the wrong way. It’s the digital equivalent of shouting and you want to make it as easy as possible for the hiring manager to read. Keep your subject line professional by using proper capitalisation and avoiding special characters like exclamation points. You can use dashes or colons to separate key details instead.

Example:

"CV for Reception Roles – Available Immediately"

Mention referrals

If you’ve been referred by someone within the company or a mutual contact, make sure to include this information in your subject line. It’s a great way to grab attention and add credibility to your application.

Example:

"Referred by Mark Jones – Engineer Role" 

Stand out with the right subject line

Your email subject line can be your golden ticket to making a strong first impression in your job search. By keeping it clear, concise, and relevant to the role, you improve your chances of catching a hiring manager’s eye and moving one step closer to landing the job.

What comes next? Crafting the perfect job application email

Once you’ve nailed the subject line, the next step is making sure the content of your email stands out just as much. Here’s a breakdown of what to include in your job application email to grab the hiring manager’s attention:

• Personal greeting: Address the hiring manager by name if possible. Avoid generic greetings like "To whom it may concern."

• Introduction: Briefly introduce yourself, mentioning the role you’re applying for and how you found the opportunity. Keep this concise but impactful.

• Tailored pitch: Highlight why you're a great fit for the position. Mention key skills, experience, or accomplishments that match the job requirements. Show how you can add value to their team.

• Attachments: Clearly mention that your CV and any other required documents (e.g., cover letter, portfolio) are attached. Ensure they are properly named (e.g., "John_Smith_CV.pdf").

• Call to action: Politely express your interest in an interview or further discussion. Suggest a time to follow up if appropriate.

• Professional closing: Sign off with a formal, yet friendly, closing such as "Kind regards" or "Best regards," followed by your full name and contact details.

By structuring your email this way, you’ll make a strong, professional impression and increase your chances of moving forward in the hiring process.

Job seeking? Search available jobs on our website and discover more career advice to put you ahead of the competition.