How to Apply for a Job by Email in Kenya (With Examples)

"Send your CV and cover letter to recruitment@company.co.ke quoting the job title in the subject line." You will see this instruction in many Kenyan job adverts, from NGOs and schools to SMEs and county offices. An email application is often the first thing a recruiter sees from you, so small details matter.

Before you write: read the instructions

Email applications are often filtered by hand or by simple rules. Recruiters reject applications that ignore instructions, because following them is part of the test. Check the advert for:

• The exact email address (copy and paste it).
• What to write in the subject line (often the job title and reference number).
• Which documents to attach, and in which format (usually PDF).
• Whether they want one combined file or separate files.
• The deadline, including the time.

Use a professional email address

Use an address based on your name, such as jane.wanjiku@gmail.com. Avoid nicknames and numbers that look unprofessional. If your old address is not suitable, create a new one just for job applications.

The subject line

Follow the advert exactly. If it gives no instruction, use the job title and reference number, then your name:

Application for Accounts Assistant – Ref: AA/11/2026 – Jane Wanjiku

Never leave the subject line empty or write just "Job" or "CV".

The email body: short and polite

Do not leave the body empty and do not paste your whole CV into it. Write a short message, or put your cover letter in the body if the advert asks for that. Example:

Dear Hiring Manager,

I am writing to apply for the position of Accounts Assistant (Ref: AA/11/2026), as advertised on your website.

I hold a Diploma in Accounting and CPA Part II, and have two years' experience handling accounts payable and bank reconciliations for a manufacturing company in Nairobi.

Please find attached my cover letter, CV and copies of my certificates. I would welcome the opportunity to discuss my application.

Kind regards,
Jane Wanjiku
0712 345 678

Attachments

• Use PDF unless the advert asks for Word. PDFs look the same on every device.
• Name files clearly: Jane-Wanjiku-CV.pdf, Jane-Wanjiku-Cover-Letter.pdf, Jane-Wanjiku-Certificates.pdf. Never send "Document1.pdf" or "scan0045.pdf".
• Combine certificates into one PDF in a sensible order if there are several.
• Keep the total size small, ideally under 5 MB. Large scanned images can bounce or annoy recruiters. Scan at moderate quality, or compress the PDF.
• Check that every attachment opens before sending.

Need a CV in PDF? Our free CV builder creates a clean PDF you can attach straight away, and our cover letter guide shows the structure.

Send it to yourself first

Before applying, send the email to yourself (or a friend). Check that the subject line is right, the attachments open, your name is spelt correctly and the message reads well on a phone.

Common mistakes

• Sending one email to many employers with everyone visible in the "To" field.
• Forgetting the attachments (say "attached" in the email only after attaching them).
• Using the wrong company name or job title when reusing an old email.
• Sending from a phone with "Sent from my phone" and no greeting or signature.
• Applying after the deadline.
• Following up every day. One polite follow-up after a week or two is enough, if the employer has not said otherwise.

Be careful with email-only adverts

Many genuine employers use email, but so do scammers. Be cautious if the advert uses a free email address for a large company, asks for money, or asks for sensitive information such as your bank details. Check the employer's official website, and read our warning signs of a fake job advert. Every job on JobsToGrab is checked against the official source before it goes live.