Would you like to apply by email? From the structure through the sequence to the appendix, we provide you with the most important information and tips for the online application and show you what to look out for when writing the application.

In the age of digitization, it did not take too long for online applications (the term synonymously often includes both an e-mail application and an application via an online form) to replace the classic application by post. One reason for this is the lower effort for the applicant himself. Sending an e-mail can be done much faster and more cost-effectively. In addition, applying by email is more environmentally friendly, as no paper is required. The digital application is also easier to handle for HR managers. Both in the case of repeated viewing and when the documents are forwarded. So that you can use all the advantages for your next application, we will show you in this article how to get your perfect online application.

E-mail application versus online form

An e-mail application basically only differs from a postal application in the way it is sent by e-mail. It also includes the cover sheet, cover letter, curriculum vitae and certificates/references.

The online form, on the other hand, includes an application directly on the website of the respective company. Various form fields are available for this, in which you must enter your data. This includes, for example, your address details and previous professional experience otherwise listed in your CV. The structure can be very different. Some companies would also like to have a cover letter or letter of motivation uploaded as a PDF, others only require the upload of important job references and other references.

Important: If a specific form of application (post, email, online form) is requested in the job posting, you should use this accordingly!

Structure of an email application

Let us first devote ourselves to the structure of the e-mail application. Here we will first go into again what you have to consider when sending the actual e-mail and then feel our way towards the individual elements of your application documents.

The order of the documents for online applications via email should always be as follows: cover sheet, cover letter, curriculum vitae and certificates/references.

Sender and recipient

Let’s start with your email address. Is this serious enough to be used as the sender address for your possible future company? For example, you could use your name: Please enable JavaScript to display this email address.

Since we’re on the subject, you should definitely include the email address of the contact person or the HR manager from the company. This enables you to ensure that your online application reaches the right department. Of course, this is only necessary if you apply by email. If the company has set up an online form, your application will automatically be forwarded internally to the correct contact person. In any case, you should find out the name of the responsible HR manager for the cover letter. If this is not stated in the job advertisement, you should briefly call in advance to find out who is responsible for your online application.

The subject

So that your application is read and does not simply end up in the trash or spam folder, the subject line must be identified. When receiving your online application, the recipient should immediately recognize that it is really an application. As in the classic cover letter, you can, for example, use the subject ” Application for [advertised position] “.

The cover letter

Does it make sense to include the entire cover letter in the email? Or does it belong in the appendix? From a personnel point of view, the application letter is part of the attached application documents. After all, this results in a uniform overall picture of the documents. This can be read and assessed much better in context.

The text in the email should therefore be kept short and sweet. An online application by email could therefore contain a cover letter in the form of:

“Dear Mr. … / Dear Ms. …
I would be delighted if you would invest a few minutes in my application in the appendix. Your job advertisement aroused great interest in me.
I am always available for questions. Until then, I wish you a good working day and with best regards,
Max Mustermann “

The attachment

The key documents for an e-mail application can be found in the attachment. Your documents should be structured as follows:

1. Cover sheet: The cover sheet is the first page and therefore the first impression the HR manager gets of you. Use this page to communicate your most important sales arguments and generate interest. Complete the cover sheet with a professional application photo. You can either insert the photo as a scanned image at the relevant point in the file, or you can have a digital version of your photos sent to you by your photo studio, which you can then also include in your file.

2. Cover letter: The often unpleasant part of an application is the cover letter. Although it writes itself with our tips. In addition to the formalities and design guidelines, pay particular attention to the content. Come up with an individual first and last sentence that is recognizable. Skilfully stage your qualifications, motivation and goals. What you are now missing is your signature at the end of the document. Similar to the application photo, you can write your signature on a white piece of paper, which you then scan and paste into the file.

3. CV: Complete, structured and truthful information is important for your CV. The structure is first made with personal data, then practical experience, training, knowledge, references and finally your hobbies.

4. testimonials: The order of the certificates is to be equated with the stations in the curriculum vitae (i.e. in reverse chronological order). Convince yourself with qualified job references and certificates.

What should be considered in the application documents in the appendix

A uniform application is much more advantageous than a confusing collection of several documents. So it makes sense to combine your individual documents into a single PDF file. With free tools like Smallpdf.com or PDF Creator (available as a download) you can easily combine multiple PDF files. The tools also allow you to shrink your compound file. Because your application documents should not exceed a total of 5 MB.

Are all application documents now packed in a single file for the online application? Then name the file with a meaningful name such as: Application_Surname_First name.pdf

Avoid typical mistakes when applying by e-mail

Especially when it comes to online applications, mistakes quickly creep in. Of course, you should definitely avoid that. Therefore, pay attention to the following points:

Individuality instead of mass advertising

Probably the most serious mistake in every application: the lack of individuality. Each application should be tailored to the respective company and position. Especially in the cover letter, a recruiter quickly notices whether you have already sent the same application to dozens of other companies and only exchanged the date, the name and address of the company, the contact person and the title of the position. You should urgently avoid that! Make an effort if you want the job! Specifically, what added value you offer this company and which of your previous work experience would be ideal for the job advertised here. What knowledge do you have that the company needs? What soft skills can you come up with? What makes the job so attractive for you? When listing your previous positions in your résumé, too, you should make sure that these are individually adapted to the requirements profile of the job advertisement.

Spelling and grammar errors

Errors in spelling and grammar also creep in quickly in online applications. Although these are usually not a general exclusion criterion, they should nevertheless be avoided. Are you unsure of commas? Do you feel like your application doesn’t read well? Do not only rely on the spelling correction of your writing program but also have several people proofread the e-mail application. You can also use this opportunity to ask directly whether the correctors have suggestions for improvement in the printout or whether the explanations make sense. A polite, non-colloquial tone should also be standard.

The attachment

Too many badly named file attachments, possibly even sent as Word files, are an absolute no-go. Combine all attachments in one PDF and name it with your name. You should definitely avoid ZIP files when applying by e-mail. These are often blocked by the recipient’s virus scanners, which can result in your application not being read by the recruiter.

Email application checklist

Here we have summarized all the tips in a checklist for the perfect online application by email:

• Is your email address formal?
• Did you find the email address of a company contact?
• Does the subject line of the email indicate that it is is an application?
• Is there a salutation in the e-mail cover letter?
• Did you indicate in the e-mail text that the application documents are attached for review?
• Is there a digital photo on the cover sheet?
• Did you digitally sign the cover letter?
• Have a cover sheet, cover letter, curriculum vitae and certificates been attached in a single PDF file?
• Does the PDF file not exceed a maximum size of 5 MB?
• Does the file name in the attachment indicate that it is your application?
• Was a ZIP file avoided?

If you answered “yes” to every question, you can now have your e-mail application ready to be sent. Before you finally submit your online application, you should pay attention to the time. A good time to ship is in the early evening or morning. At this time it can be seen that you (as a working person) did not write your application during working hours. When applying online for an apprenticeship or internship, the time is not particularly important, as you as an applicant are usually not yet working. You are free to choose the time of application. In principle, you should not send an email application in the middle of the night.

The online application has been sent. What now?

Normally, after the email application has been sent, you will be sent an automatically generated confirmation of receipt from the company. With the confirmation, you know that your application has definitely reached the recipient. But it doesn’t mean that he has already read you. It usually takes several weeks for a response to be received.

If you have not received a confirmation of receipt, you can politely ask after five days whether your online application has been sent to the company. For example, formulate your email as follows:

“Dear Mr. … / Dear Ms. …
I would like to make sure that you received my online application on [date]. Can you agree to the receipt of the application in the form of a short confirmation email?
Best regards from Max Mustermann “

After it has been ensured that your online application has been received, we must wait for a response. What can you do if you haven’t received a response after six weeks? The quickest way to find out the answer is to make a phone call. To do this, briefly introduce yourself to the person you are speaking to and state the position for which you applied. A query about the processing status will then give you the answer you need.