Application by e-mail
Like a traditional postal application, an e-mail application consists of a letter of motivation, a CV and enclosures (references and certificates). That is why you should prepare an e-mail application just as carefully as a postal application. Only apply by e-mail is this is explicitly requested in the job advertisement. Do not send mass e-mails. Prepare each application individually and tailored to the position in question. When applying by e-mail, you should also pay attention to the following points:
E-mail address
Use a serious e-mail address (ideally first name.surname@...). You can open a separate e-mail account for the duration of the application phase. Take care to check the mailbox on a regular basis.
Subject line
Clearly state in the subject line which job you are applying for (e.g. Application for … - Your job advertisement in….). If available, also indicate the reference number of the job advertisement in the subject line.
Text in the accompanying e-mail
Address your e-mail to the right person. The relevant person is generally mentioned in the job advert. Begin your e-mail with “Dear Madam,” or “Dear Sir,”.
The e-mail text itself does not need to be long. Inform the recipient briefly and succinctly of the content of your e-mail application. For example, you can write an abbreviated version of your letter of motivation (without simply copying the letter of motivation) or simply use a sentence such as “The attachment includes my application dossier for the position of ….”. In no event should you send an empty e-mail! Alternatively, the letter of motivation can be used directly as the e-mail text. In this case, you should not send the letter of motivation as an attachment.
Signature
In your e-mail, use a signature including your full contact details (address, telephone number).
Attachment
Send your application dossier in the attachment as a single file (not several attachments), generally in PDF format. Assign your attachment with a meaningful file name and remember not to send too large a file. By ensuring that your e-mail is no larger than two megabytes, you can avoid long loading times and system overloads for the staff concerned.
Tip
Only insert the recipient's e-mail address once you have checked your e-mail thoroughly (e.g. checking for typing or spelling mistakes and to ensure that all documents are included). In this way, you avoid accidentally sending an incomplete e-mail.