How to Write an Email for a Job Application in Malaysia

Writing a job application email may sound simple, but it is one of the most common places where first impressions fail. 

A short, polite, and professional email can make the difference between getting noticed and getting ignored.

In Malaysia, many employers still prefer receiving applications directly via email, especially SMEs and boutique agencies because it tells  them you are serious about the role and it’s not just a casual LinkedIn scroll. 

So, let’s go step by step through how to write one that sounds confident, clear, and worth replying to.

Why the Email Itself Matters

Your email is your first impression. 

It shows employers your communication skills before they even open your resume.

A well-written email signals professionalism while a rushed or casual one like “Hi, I want job pls check CV” can end your chances immediately.

According to a blog summarising recruiter opinions, about 35 % of recruiters say that “bad email vibes” from candidates can make them rethink proceeding. (Flair.hr)

When to Send a Job Application Email

Timing and context matters as much as the content itself. You should send the email:

• After seeing a job listing on JobStreet, LinkedIn, or social media.
• When reaching out directly to a company you admire (cold email).
• When following up after submitting an online form.

Regardless of the situation, your structure and tone should remain professional.

Read more: Top 10 Soft Skills Malaysian Employees MUST Have in Age of AI

Who to Send the Job Application Email To?

Sending your application to the wrong person or a generic inbox can delay (or even lose) your chance entirely. Here’s how to decide where to send it.

1. The Best Option: The Hiring Manager or Department Head

If the job listing includes a contact person, always email that specific individual.

Example:

“Dear Ms. Tan,”
“Dear Mr. Rahman,”

This shows attention to detail and respect for hierarchy, two traits employers notice immediately.

Where to find it:

• At the end of the job listing (“Email your application to Ms. Tan, HR Manager”).
• On the company website’s About or Team page.
• On LinkedIn (search “HR Manager,” “Recruiter,” or the department head’s name).

2. The HR or Recruitment Department

If you cannot find a specific person, send it to the HR department’s general email.

Example:

“Dear HR Department,” or “Dear Hiring Manager,”

Avoid “To Whom It May Concern”, it feels impersonal and outdated.

Typical addresses:

• hr@companyname.com
• careers@companyname.com
• recruitment@companyname.com

3. The Department You’re Applying To

For smaller companies, sending your email directly to the relevant department (marketing@company.com) can help it reach the right people faster.

Example:

If applying for a marketing role, email: marketing@company.com
If applying for an IT role, email: it@company.com

In your greeting, use:

“Dear Marketing Team,” or “Dear IT Manager,”

4. Job Portals and Referral Links

When applying through platforms like JobStreet, LinkedIn, or Indeed, follow their instructions carefully.

Some listings include both an “Apply Now” button and a direct email, in that case, send your email too for added visibility.

5. If You Were Referred by Someone

Mention the referral in your email subject or opening line to make your message stand out.

Example Subject Line:

“Referred by John Lee – Application for Marketing Executive (Aina Rahman)”

Example Opening Line:

“I was referred by Mr. John Lee from your Marketing Department to apply for the Marketing Executive position.”

Employers often prioritise referred candidates, so name-dropping (politely) can help.

Don’t know who to contact?

If you are really unsure who to contact, call the company’s general line and ask:

“Hi, may I know the correct person or email address to send my job application for the [position name] role?”

It takes one minute and shows initiative.

The Correct Job Application Email Format

Formal Job Application Email Example

Subject: Application for Digital Marketing Executive – Nur Aina Rahman  

Dear Ms. Tan,  

I am writing to apply for the Digital Marketing Executive position at (Example Company), as advertised on JobStreet.  

I hold a Bachelor’s degree in Marketing from Universiti Malaya and have over two years of experience managing social media campaigns and paid ads. I am confident that my skills in content strategy and analytics would contribute positively to your digital team.  

Please find attached my resume for your review. I would be grateful for the opportunity to discuss how I can support your company’s growth.  

Thank you for your time and consideration.  

Best regards,  

Nur Aina Rahman  

Phone number: 012-3456789

Cold Application Email Example

Subject: Inquiry About Potential Openings – Graphic Designer (Farid Ahmad)  

Dear HR Manager,  

I hope this email finds you well. My name is Farid Ahmad, and I am a graphic designer with three years of experience in branding and digital advertising.  

I am writing to express my interest in joining your creative team should any suitable positions be available. My portfolio is attached for your reference.  

Thank you for taking the time to review my email. I would appreciate the opportunity to discuss how my skills could contribute to your upcoming campaigns.  

Warm regards,  

Farid Ahmad  

Use this format when there is no official vacancy but you still want to show initiative.

Follow-Up Email Example

If you haven’t heard back after 7–10 days, a polite follow-up shows professionalism.

Subject: Follow-Up on Job Application – Marketing Executive  

Dear Ms. Tan,  

I hope you are well. I wanted to follow up on my application for the Marketing Executive role submitted on 6 October.  

I remain very interested in the position and would be happy to provide further information if needed.  

Thank you once again for your time and consideration.  

Best regards,  

Nur Aina Rahman  

Common Mistakes to Avoid

Even a strong resume can lose its impact if your email looks careless or unprofessional.

These are the most common mistakes applicants make when sending job application emails, and how to fix them.

❌ Writing Only One Line

“Hi, I want to apply for job.”

This gives no context or professionalism. Recruiters receive hundreds of applications, a one-line message feels lazy and rushed.

What to do: Always include a short introduction, mention the position, and politely reference your attached resume.

❌ Forgetting Attachments

Forgetting to attach your resume or cover letter is one of the most common mistakes, and it leaves a poor impression. Recruiters may not reach out for a resend.

What to do: Attach your files before writing the email, or double-check the “paperclip” icon before clicking send.

❌ Using an Informal Tone or Slang

“Hey boss,” or “I wanna join ur team!”

This kind of tone sounds overly casual and unprofessional, especially in Malaysian corporate culture where politeness matters.

What to do: Use neutral, respectful greetings such as “Dear Ms. Lee,” or “Dear Hiring Manager,” and maintain a courteous tone throughout.

❌ Over-Explaining or Repeating Your Resume

Your resume already covers your experience and achievements. The email is not meant to retell your entire career story.

What to do: Keep your message short and focused, three short paragraphs are enough: introduction, reason for writing, and closing line.

❌ Using Bad or Vague Subject Lines

“Job.”
“Resume.”
“Urgent.”

These look spammy and don’t tell the recruiter what position you’re applying for.

What to do: Always write a clear subject line like:

“Application for Marketing Executive – Lokman Nabil.”

This helps HR teams quickly identify your purpose and name when scanning their inbox.

Professional Email Tips

• Use a proper email address: firstname.lastname@gmail.com.
• Send attachments in PDF format to maintain layout.
• Keep sentences short and simple (two to three lines each).
• Proofread for grammar and tone.
• Avoid emojis, abbreviations, and excessive punctuation.

Tone and Politeness Guide

Even if you do not get the job, polite communication leaves a good impression for future opportunities.

Proofreading Checklist

✅ Correct spelling of company name and recipient
✅ Proper subject line
✅ Grammar and punctuation checked
✅ Resume attached (PDF)
✅ Signature block with phone number

Conclusion: Good Impressions start with an Email

A well-written job application email is more than correct grammar; it reflects professionalism, focus, and respect for detail.

Keep it clear. Keep it polite. Keep it brief. Because your email is often the first story people read about you, and first stories matter.

At PRESS, we understand how powerful first impressions can be. Our digital PR services help individuals and brands craft messages that earn attention, build credibility, and shape public perception across media platforms.

From personal communication to nationwide campaigns, good writing remains the foundation of good reputation.

That’s where digital PR begins, and where PRESS helps it grow.