Most applications are sent by email today, yet new graduates often underestimate how much the subject line, the attachment and the message body shape the first impression. An email with an unclear subject line can easily be overlooked, and an attachment with a cryptic file name looks careless. This guide walks through the structure of an email application (E-Mail-Bewerbung) step by step, with concrete guidance and the points to check before you send it.
Short answer: An email application consists of a subject line with the word Bewerbung (application), the position and, if available, the reference number, a short message body and a single PDF file with all documents. The Federal Employment Agency recommends in a checklist limiting the attachment to 5 MB at most. The advert always takes precedence. Last updated: November 2026.
The Most Important Points at a Glance
- The subject line names the word Bewerbung, the position and, if present, the reference number of the advert.
- The cover letter (Anschreiben) can sit in the message body or inside the PDF.
- All documents belong in one PDF file with a meaningful file name.
- The file size should follow the job advert. Without a stated figure, the Federal Employment Agency checklist recommends 5 MB at most.
- Before sending, check the salutation, the attachment and the name of the contact person.
How Is the Subject Line Built?
The subject line decides whether your email gets opened. The handout (2017) recommends that it contains the word Bewerbung, the position and the reference number from the advert. One example from the handout reads: “Application for your advertised position as sales assistant, reference number 10000-123456789-S”. The reference number can be copied directly from the advert and helps the HR team match your email to the vacancy.
| Element | Recommendation | Example |
|---|---|---|
| Subject line | Application, position, reference number | Application as project assistant, reference 12345 |
| Salutation | Name of the contact person from the advert | Dear Ms Schmidt, |
| Message body | Short, points to the documents | Please find my application attached as one PDF. |
| Attachment | One PDF with all documents | Application_FirstName_LastName_Position.pdf |
| Closing | Regards, name, signature | Kind regards, First Name Last Name |
Cover Letter in the Message Body or in the Attachment?
The handout allows both options. You can paste the cover letter into the body of the email or include it in the PDF. If it sits inside the PDF, a short motivation note in the email is enough, pointing to the attached documents. It closes with “Mit freundlichen Grüßen” (Kind regards), your name and your signature.
How long can the message body be?
The handout gives no word count. A few sentences are enough: who you are, which position you apply for and that all documents are attached. A long text in the body does not replace the cover letter in the PDF and usually only repeats it.
The Attachment: One PDF With a Clear Name
All documents belong in a single PDF file. This includes the cover letter, a cover sheet if you use one, the CV (Lebenslauf) and your certificates. Scanned certificates are saved as PDF as well. That way the recruiter can open everything with one click and no page gets lost.
- Put the documents in the right order, with the cover letter first.
- Scan certificates and proof in a legible resolution and save them as PDF.
- Merge everything into one file and check the page count.
- Check the file size via the properties of the file in the context menu.
- Give the file a meaningful name, such as Application_FirstName_LastName_Position.
How large may the file be?
The Federal Employment Agency checklist recommends limiting the attachment to 5 MB at most (checklist on email applications for a training place, no date given). If the job advert states something else, that applies. If your file is larger, reduce the scans before you remove pages. An application is complete when all requested proof is included. Large attachments are a technical problem you can avoid, not a content argument.
The Order of the Documents
The handout does not state an explicit order but lists the components in this sequence: cover letter, cover sheet if applicable, CV with photo, certificates and proof. Whether you use a photo depends on the advert and the industry. Guidance is available in the article Application photo: obligatory or optional at career start? (in German).
Common Mistakes in Email Applications
Good applications often fail on small details. A subject line that only says “Application” without a position is too general. A file name such as “Scan001.pdf” shows that the attachment was not prepared with care. Wrong names in the salutation or references to another company in the cover letter also cost credibility. Read the email aloud before sending it or ask a second person to check it.
A further point concerns tone. An email is not a chat, but it is not a form letter either. Write clearly and directly, avoid exclamation marks and set phrases such as “hereby I apply”, which nobody misses. Add a signature with your full name and the contact details you actually check, so that the recruiter can reach you without detours.
Checklist Before You Send
- Does the position in the subject line match the advert?
- Are the reference number and the contact person correct?
- Is the attachment a single PDF with all requested documents?
- Does the file size fit the advert or stay under 5 MB?
- Does the cover letter contain no placeholders and no names of other companies?
Frequently Asked Questions
Whom should I address the email to?
Address the email to the person named in the advert. If no name is given, use the salutation “Sehr geehrte Damen und Herren” (Dear Sir or Madam) and check the company website for a contact person in the relevant department.
Must the file be a PDF?
The handout recommends a PDF for all documents so that the layout stays intact on the recipient side. If the job advert specifies another format, that requirement applies.
What if the file is too large?
Reduce the scans or save them at a lower resolution that remains legible. Remove pages only if they have no relevance for the role. An incomplete application is worse than a slightly larger file.
Can I use the reference number from a job board?
Yes. Copy the reference number exactly as it appears in the advert. It helps the matching, especially if you apply for several similar roles.
What to Do Now
- Write the subject line and message body following the pattern in this guide.
- Build your PDF with cover letter, CV and certificates.
- Check file size, file name and salutation.
- Send the email to yourself first to test the attachment and the layout.
Related Articles
- Application Without Work Experience: Which Documents Count (German original)
- Student Job Application: Cover Letter and Tips
- Student CV: How to Build a Strong One Step by Step
- Job Interview Tips: How to Make a Confident Impression
- Applying for your first job: timeline from advert to contract
Sources: Handout “E-Mail-Bewerbung, so geht’s” (dated 22 June 2017, workshop of an integration counselling service, in German); Federal Employment Agency, checklist: The email for your email application (no date given, retrieved 2 November 2026, in German).
Last updated: November 2026. This guide is general information, not individual advice.
