How to Send a Job Application by Email: Subject Lines, Templates and Mistakes to Avoid

13 Oct 2026

"Send your CV to hr@company.lk" is one of the most common lines in Sri Lankan job adverts. The email you send is the employer's first impression of you – before they even open your CV. A careless email with no subject and a file called "cv final new (2).docx" can put your application at the bottom of the pile. A clear, professional email does the opposite.

1. Use a professional email address

Create an address with your real name, for example kasun.fernando@gmail.com. Avoid nicknames, numbers that look like birth years, or addresses such as cutekasun99. It takes two minutes and makes a noticeable difference.

2. Write a clear subject line

HR officers often search their inbox by job title or reference number. Follow any instruction in the advert exactly. If there is none, use:

• Application for [Job Title] – [Your Name]
• Application for Sales Executive (Ref: SE/2026/10) – Kasun Fernando

Never send an email with an empty subject line.

3. Keep the message short and polite

The email body is a short cover letter. Three short paragraphs are enough:

Dear Sir/Madam,

I would like to apply for the position of Sales Executive advertised on JobPortal LK.

I have two years of experience in field sales for an FMCG distributor in the Gampaha area, where I consistently met my monthly targets and opened 35 new retail accounts last year. I hold a valid motorbike licence and am fluent in Sinhala and English.

Please find my CV attached. I am available for an interview at your convenience and can be reached on 071 234 5678.

Thank you for your time and consideration.

Yours faithfully,
Kasun Fernando
071 234 5678

The name and details above are examples only.

4. Attach your CV correctly

• Use PDF. It looks the same on every device and cannot be edited accidentally.
• Name the file properly: Kasun_Fernando_CV.pdf, not "CV.pdf" or "Document1.pdf".
• Keep it small. Under 2 MB is safe. Large scanned images can bounce back or be blocked.
• Attach certificates only if asked. If you do, combine them into one PDF rather than ten separate photos.
• Double-check the attachment before you press send. Forgetting it is a very common mistake.

5. Send one email per application

Do not send one email to twenty companies with all addresses visible in the "To" field. It looks careless and shares other people's addresses. Write separately to each employer and change the company name and job title each time.

6. Timing

Apply as soon as possible after the advert appears; some employers start shortlisting before the closing date. Weekday mornings are a good time to send. Avoid sending the same application repeatedly – once is enough.

7. Follow up – politely

If you have not heard back in about a week or two and the closing date has passed, a short follow-up is acceptable:

Dear Sir/Madam,

I applied for the position of Sales Executive on 5 October. I would like to confirm that my application was received and to express my continued interest in the role.

Thank you,
Kasun Fernando

One follow-up is enough. Many employers only contact shortlisted candidates.

8. Applying from your phone

Many people apply from mobile phones. That is fine, but check that your email app does not add "Sent from my phone" with spelling mistakes, that the CV is attached as a PDF rather than a photo, and that your signature includes your phone number.

Mistakes that cost interviews

• Empty subject line or a subject like "CV" or "Job".
• No message in the body – only an attachment.
• Addressing the wrong company or job title.
• CV attached as several blurry photos.
• Very informal language, emojis or SMS abbreviations.
• Sending to the wrong address – copy the email address directly from the advert.

Find jobs that accept email applications in every field on JobPortal LK.