Say little, but make it count
Three things are all it takes: who you are, why you’re taking on this assignment, and what immediate value you can bring.
Make the request clear right away
The email subject line should include the job title, time frame, or job posting number, if available. The first paragraph should state who you are and why you are writing, without any unnecessary preamble.
The reader should be able to quickly decide whether to open the resume. So be sure to mention two or three items directly related to the position: education, experience, software skills, languages, availability, or a relevant project.
Keep it short without being vague
An effective email often consists of three paragraphs: a targeted opening, the value offered, and availability and attachments. This format protects the reader and forces the candidate to select only the information that is truly useful.
Avoid overly flowery language, long biographies, and unsolicited submissions. A concise, well-chosen message that’s relevant to the opportunity inspires more confidence than a text that’s overly enthusiastic but vague.
- Clear and professional subject line.
- A maximum of two pieces of evidence in the body of the message.
- Attachments named with first name, last name, and document title.
Follow up without seeming pushy
If no response is received, a brief follow-up message may be sent after a reasonable amount of time has passed, especially as the deadline approaches. It should reiterate the application, confirm your interest, and offer to provide additional information.
A follow-up message should not make the recruiter feel guilty or repeat the entire letter. Its sole purpose is to bring the application back to the attention of the right person.
An annotated email and a final delivery check
Use this fictional example only when the listing accepts email applications. If a portal is required, emailing a recruiter does not replace submission there. Replace every bracketed field before sending.
Subject: Application — [exact internship title] — reference [listing reference] — [Full name]. This connects your message to a specific vacancy. Include a reference only if the listing actually provides one.
Hello [name or team], I am applying for the [title] internship advertised on [source]. As a [current course or situation], I completed [specific project] where I [personal contribution relevant to the role]. I am available [exact dates]. Please find attached [requested documents]. I would be happy to discuss my experience further. Kind regards, [Full name, telephone number and email address].
The project sentence demonstrates fit rather than repeating your CV. For a data monitoring role, describe a tracking sheet you genuinely built: which data it used, the need it addressed and your responsibility. Do not invent users, results or percentages to make the email sound more persuasive.
Check the recipient address against the official source, open attachments and remove sharing links requiring an unexpected login. Respect file size and format requirements. Record the submission date, reference and channel. Follow any published response schedule or instruction not to follow up. A possible follow-up should briefly identify the application and ask whether additional information is needed, without repeated messages.
FAQ
Should the letter be included in the body of the email?
No. The email should briefly summarize your qualifications and include a link to your resume or the requested documents. The full cover letter should be submitted as a separate document if the job posting requires it.