This might seem like a small detail, but it plays a big role—especially when you’re applying for jobs, pitching freelance work, or reaching out to someone you don’t know yet. The words you put in that little space can either start a conversation or end it before it begins.
So if you’re someone just starting out—maybe you’re applying for internships, building a freelance career, or reaching out to potential clients—this guide breaks it down with examples, steps, and real-world context.
Why subject lines deserve your full attention?
People check emails quickly. They often skim through 30–50 messages at once. If your subject line is vague or confusing, it doesn’t matter how great your resume or proposal is. It won’t be seen.
This is why writing a subject line isn't something you should do carelessly. It’s not an afterthought. It’s your email’s headline.
Start with a clear purpose
Before you write anything, be very clear about why you’re writing the email. Are you:
- Applying for a job?
- Requesting a referral?
- Following up on something?
- Pitching your services?
This shapes what your subject line should say. The more specific your intention, the better the result.
Keep it short, but not empty
Short doesn’t mean vague. Subject lines with four to eight words usually work best, especially on mobile devices. But they must still carry meaning.
- Instead of writing: “Job application”
- Try: “Application for SEO Intern – June Intake”
- Instead of: “Question”
- Try: “Quick Question About Your Latest LinkedIn Post”
These versions tell the reader what to expect and give a reason to click.
Mention what the email is about
Subject lines that get opened usually include one or more of the following:
- The job title or service offered
- A company or platform name
- A date or project reference
- A person’s name (if referred)
Here are a few examples that work well:
- “Freelance Proposal: Logo Design for GreenLine Studios”
- “Referred by Ahmed – Applying for Social Media Role”
- “Follow-up on UI/UX Interview – Tuesday, 11 AM”
- “Writing Portfolio for Tech Blog Guest Post”
Avoid unclear lines like:
- “Just checking in”
- “My resume”
- “Hi there”
- “Important!”
These feel random and don’t create curiosity or context.
Never try to be too clever
You don’t need to be funny or smart in the subject line. That usually works in marketing, not in job or freelance communication.
This is especially true if you’re contacting someone for the first time. You want them to understand, not guess.
Customize it for the person you’re writing to
This is where effort really pays off. If you’re writing to someone specific, reference something relevant.
For example:
“Quick Note After Your Talk on Content Strategy – (NED University)”
“Interested in the UX Role – Saw It on Rozee.pk”
These kinds of lines feel more human and thoughtful, and they stand out because they’re clearly not a mass email.
Try this simple formula when in doubt
If you’re struggling, here’s a simple format that works across most situations:
[Reason] – [Job Title or Service] – [Your Name]
Examples:
- “Application – Junior Developer Role – Hafsa Zafar”
- “Freelance Pitch – YouTube Video Editing – Salman Z.”
- “Query – Collaboration Opportunity – CareerBoost Blog”
It’s clean, clear, and easy to understand at a glance.
Don’t forget these small details
- Use capital letters where needed. Avoid writing all lowercase or all uppercase.
- Avoid emojis in professional emails unless the relationship is already informal.
- Don’t write the full message in the subject line.
- Avoid using misleading urgency like “URGENT” or “Final Reminder” unless it’s truly time-sensitive.
Every email you send adds to your online image. The way you title it matters.
Writing a good subject line isn’t hard once you understand the person on the other side. People open emails that are clear, relevant, and respectful of their time.
Start with clarity. Mention what the email is about. Keep it short and professional. Make it personal when possible.
This one detail can make all the difference in whether your voice gets heard.
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