First check the correct application procedure
Many employers use an application portal. If a clear application button or a specific form is mentioned in the advertisement, use this method. An additional email to a general address can make assignment difficult and does not replace the required online application.
If an email address is explicitly given, you can send the dossier by email. Check the address character by character and do not use a private address of a person who is not listed as a contact. In case of uncertainties, a brief factual inquiry is better than an application to the wrong recipient.
Source: berufsberatung.ch – Bewerbung erstellen und verschicken · Kanton Zürich – Stellensuche und Bewerbung
A clear subject line
The subject line must allow the application to be immediately assigned. Mention "Application for," the correct job title, and an existing reference number. Do not use a long advertising line from the job portal and do not shorten the function so much that it becomes unclear.
A suitable example is: "Application for Logistics Specialist EFZ, Reference 2026-184." If no reference number is provided, omit it. Check before sending that the job title in the subject line, the letter, and the file name match.
Source: Kanton Zürich – Online-Bewerbung
The email text can be this short
The email text mentions the position, refers to the attached documents, and ends with a friendly closing salutation. It should not repeat the entire content of the application letter. The Canton of Zurich explicitly points out that the short email does not replace the application letter in the PDF attachment.
Address the person mentioned in the advertisement directly. If no person is mentioned, you can use a neutral formal salutation. Do not add your phone number as a substitute for a signature somewhere in the body text, but use a clear closing line with your name and optionally your contact details.
Betreff: Bewerbung als [Funktion], Referenz [Nummer] Sehr geehrte Frau [Name] / Sehr geehrter Herr [Name] Im Anhang sende ich Ihnen meine Bewerbungsunterlagen für die ausgeschriebene Stelle als [Funktion]. Für Rückfragen stehe ich gerne zur Verfügung und freue mich auf Ihre Rückmeldung. Freundliche Grüsse [Vorname Nachname] [Telefonnummer]
Source: berufsberatung.ch – Bewerbung erstellen und verschicken · Kanton Zürich – Online-Bewerbung
Prepare attachments clearly
Send resume, cover letter, and required attachments as easily readable PDFs. Depending on the requirements, you can use an organized complete dossier or several clearly named files. Open each PDF after export and check that all pages are visible, correctly oriented, and in the desired order.
Use clear file names like "Meier_Sarah_Resume.pdf" or "Meier_Sarah_ApplicationPortfolio.pdf." Strange internal names, number sequences, or "final_final" look messy. If the job posting specifies a maximum file size, adhere to it. If necessary, reduce the scan resolution without destroying readability.
Do not send editable original files if PDFs are requested. Check especially whether a document from another application or a page with internal notes has accidentally ended up in the attachment.
Source: berufsberatung.ch – Bewerbung erstellen und verschicken · berufsberatung.ch – Eine Stelle suchen · Kanton Zürich – Online-Bewerbung
The final check before sending
Check recipients
Compare the email address with the job advertisement. Pay attention to similarly looking letters, dots, and hyphens.
Enter subject
Write the subject before you open the attachments. This way it won't accidentally remain empty.
Add attachments
Attach only the final PDFs and open them directly from the finished email once more to check.
Check text and names
Check salutation, company, position, reference number, and your own name. Remove old text remnants from previous applications.
Send calmly
Send only once. In case of a technical error message, first check the status before sending the same application multiple times.
Source: berufsberatung.ch – Bewerbung erstellen und verschicken · Kanton Zürich – Online-Bewerbung
Common mistakes in email applications
- Bypassing the online portal required in the job ad.
- Using an empty subject line or an incorrect job title.
- Copying the entire application into the email text and not attaching a cover letter.
- Sending unclear file names or editable files.
- Sending attachments that are too large without observing the specified limit.
- Addressing the wrong contact person or a different company.
- Mention attachments, but do not attach them.
- Force read receipts or urgency markings without a factual reason.
- Send the same message again after a few minutes.
Frequently asked questions
What should I write in the email for the application?
Name the specific position, briefly refer to the attached documents, and close politely. The email text remains short and normally does not replace a required application letter.
Which subject line is suitable for an application?
Use "Application for [Position]" and add an existing reference number. The job title should match the advertisement and your documents.
Should I send all documents in a single PDF?
Follow the instructions in the job advertisement. Without specific instructions, both a well-organized complete dossier and a few clearly labeled PDFs are possible. Clarity and readability are decisive.
How large can the attachments be?
There is no uniform limit for all employers. Observe the maximum size stated in the job advertisement, portal, or mail server, and maintain readability when compressing.
Should I follow up immediately after sending?
No. First check whether a schedule is mentioned in the advertisement. A factual inquiry is possible later, but should not be made immediately after a correctly sent application.
Sources
This guide is based on the following official and specialist sources:
- berufsberatung.ch – Bewerbung erstellen und verschickenSchweizerisches Dienstleistungszentrum Berufsbildung
- berufsberatung.ch – Eine Stelle suchenSchweizerisches Dienstleistungszentrum Berufsbildung
- Kanton Zürich – Stellensuche und BewerbungKanton Zürich
- Kanton Zürich – Online-BewerbungKanton Zürich