How to Write an Email asking for a Job Vacancy

How to Write an Email

You wish to work for that fabulous company. But when you search the Careers section on their website, you see this terse message: “There are no current openings,” or simply: “No Vacancies.” Or something similar.

Would you give up looking for a job with that organisation? Surely not.

The Next Step

In such circumstances, the best thing to do is to write an email asking for a job vacancy. Understandably, you would believe this sounds a bit embarrassing.

On the contrary. Companies appreciate a jobseeker enquiring about a vacancy since it is a clear expression of genuine interest.

There are chances your email might go unread or even unanswered. Now you might believe that your efforts to write and send an email were futile. Again, that may not necessarily be the case.

What is Happening?

The Human Resources (HR) or Administration departments at the organization could have stashed away your email for future reference.

Or they might be circulating your resume to various departmental heads to find if they have a suitable vacancy that matches your qualifications as fresher or skills if you’re experienced.

And all these processes take time.

How much time? There’s no saying. If it’s a gigantic organization, it could take a few weeks. And if they have operations across India, it could take a couple of months.

However, if you’re fortunate, you’ll definitely find work at this organization. Provided you have the guts to write an email asking for a job vacancy.

This brings us to the question: How to write an email asking for a job vacancy.

In this article, I will explain some simple steps you can follow to write an email asking for a job vacancy.

Tips on How to Write an Email Asking for Job Vacancy

Here’s something you should remember when you write an email asking for a job vacancy. That it’s not an application letter. Hence, there's no need to attach your resume, Curriculum Vitae or bio-data.

Instead, follow these simple steps.

Find the Right Recipient

Any organization whose website has a Careers or Jobs would usually have an email for the point of contact. If not, you can look around on their ‘Contact’ page and find if they’ve any email IDs listed for their HR or Administration departments.

If none of these are available, you can send a general enquiry by filling up the form on their website or using any email address they provide. However, don’t use this email ID for asking for a job vacancy.

Instead, send a general enquiry asking details of their HR and Administration departments and the contact persons there.

Title of the Email Asking for Job Vacancy

Once you know whom to send an email asking for a job opening, the next important thing is using a correct title. The title of your email should be specific and convey that you’re indeed asking for a job vacancy.

Therefore, use precise words such as ‘Enquiry about Job Vacancies’ or ‘Request for Employment’. Being specific helps the email recipient know what you’re looking for.

Avoid confusing titles such as ‘Enquiry,’ ‘Information Wanted,’ ‘Job Application,’ ‘Consideration for Job’ and others. The recipient will ignore or delete your email.

Addressing the Job Enquiry Email

If you know the name of the person in charge of recruitments, address them directly as Mr. or Ms., depending upon their gender. And always use the full name of the addressee. Never use the first name or family name only.

Furthermore, address the email using words such as: “This email is in your capacity as HR Manager, Administration Manager,” or any other designation that the person in charge of recruitments holds.

The reason for this sentence is very clear. It clearly shows it has got something to do with her or his role at the organization.

Introduce Yourself

The next couple of sentences on the email asking for a job vacancy should be your introduction. The recipient has to know who’s writing the email.

Never use words such as “I the undersigned.” You’re a jobseeker and not a lawyer. Nor are you entering into a contract with the manager or official in charge.

Therefore, use your full name and say where you live. For example, you can use a sentence such as “To introduce myself, people know me as XYZ, a resident of ABC.”

Get Down to Business

Once the brief introduction is over, get down to business immediately.

In the next couple of sentences, mention your academic or educational qualifications. And briefly mention your experience if any. If you’re a fresher, mention that.

Here, it’s very important to remember that you’re not writing a resume or CV or bio-data. Therefore, simply mention the last degree you have such as Bachelor, Master, Doctorate or Diploma, Higher Secondary Certificate, School Leaving Certificate or any other qualification.

There’s absolutely no need to mention your marks or grades. However, you can mention the college or university, but only if it’s a very prestigious one.

If you are a graduate of a private university or one that has dubious ratings, avoid mentioning that. You’re asking for immediate rejection by mentioning an educational institution that has no respect.

Speak About the Company

Obviously, the manager or official will have much more knowledge about the organization than you would. Therefore, mention only that area of operation of the company where you would like to work.

For example, if you’re looking for a vacancy in sales and marketing, mention how your qualifications would suit the company. Ditto if you’re looking for posts in production or customer care.

When you match a specific area of operations of the organization with your qualifications, you’re creating an interest in the reader. And the reader, of course, is the person in charge of recruitments.

Usually, at this point, the recipient will do a brief assessment of your interest in the organization as well as your qualifications and skills.

If they find you’re suitable, the email would usually go forward to some department head for further action.

Show Your Interest in the Company

The next step is to state in a couple of sentences why you’re interested in working for that particular company. What does working at that organization hold for your career and life? And how important it is for you to work with that company.

Again, just two or three sentences would be adequate. There’s no need to go on heaping praises upon a company just because you’re eager to work there.

Ask for the Vacancy

After you’ve written the above information briefly, it’s high time to ask for a job vacancy. However, use tacit rather than being blunt and precise.

You can do so by showing your interest in working for the organization and enquiring whether there’re any suitable opportunities.

Remember, I said suitable opportunities for you and not job vacancies. That’s a decent way to ask for vacancies.

The language and tacit you use in asking for vacancies indicate etiquette. It also speaks volumes about your education and not merely the degrees you hold.

Offer Your Services

Once you’ve done the asking for vacancies, immediately offer your services. Let the recipient know you’re eager to work with the organization. Mention how you would add value to the company if they hire you.

If possible, mention a clear date of joining. You can also add the area where you’d like to work if the company has operations across India.

Also, state that you’re open to relocating for work because a company might not have a vacancy at the location of your choice.

But select an alternative or any location only if you’re genuinely interested in working with the organization and not desperate for a job.

Call to Action

And finally, round off your email by thanking the official for the time and patience to read your email. Here comes the most important part. Request the official to revert on the email if they wish to view your CV, bio-data or resume.

You can provide the call to action by asking the official to contact you by email or your phone number. Also, provide your postal address with proper Postal Index Number (PIN) code.

Conclude the email with thanks and regards to the official. Write your full name again.

Things to Avoid

Avoid flowery or flattering language typically used by Indians such as ‘Respected Sir,’ and ‘Esteemed Organization.’

They are not only archaic but they also appear absurd and crude to the reader. Indeed, using such words can disqualify you for the job even if the organization has a vacancy and you have matching skills.

The above 10 steps may appear lengthy. Indeed, for a fresher or inexperienced jobseeker, they may sound tough as well. But they’re not.

Ideally, an email asking for job vacancy should not run over 80 words to 100 words. That’s because no official will spend time reading lengthy emails.

Wrap Up

In conclusion, I’ll also warn you against using those readymade templates for emails asking for job vacancies.

The person reading your email will believe you are mass emailing prospective employers and hence, have no particular interest in the organization. Use the 10 steps to create own email asking for a job vacancy.