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Email Templates

12 HR Email Templates for QA Jobs (Apply, Follow-Up, Referral & Offer)

Copy-ready emails for software testers — applying to HR as a fresher or experienced tester, asking for a referral, following up, thanking after an interview, rescheduling, and accepting or declining an offer. Plus subject lines that get opened.

✍️ By QA Jobs India📅 16 Oct 2026⏱ 10 min read

Many QA openings in India — including the ones we publish daily with direct HR emails — are filled from applications sent by email. A short, specific email with the right subject line gets opened; a blank email with “Resume” as the subject usually does not.

Here are 12 professional email templates for every step of a QA job search. Replace the brackets, keep it short, and always attach your resume as a PDF.

Subject lines that get opened

Situation	Subject line
Applying (experienced)	Application – Automation Test Engineer – 3 Yrs – Selenium, Java, API – Immediate Joiner
Applying (fresher)	Application for QA Trainee / Software Tester – 2025 B.E. Graduate – ISTQB Certified
Job ID mentioned in post	Application for [Job Title] (Job ID 4521) – [Your Name]
Referral request	Referral request – QA Engineer role (Req #1234) at [Company]
Follow-up	Following up – Application for Manual QA Engineer – [Your Name]
After interview	Thank you – QA Engineer interview on [date]

Formula: Role + experience + 2–3 top skills + notice period. Put the most important information first — mobile inboxes cut long subjects.

1. Job application email — experienced tester

Subject: Application – QA Automation Engineer – 3 Yrs – Selenium, Java, REST Assured – 30 Days Notice

Dear [HR Name / Hiring Team],

I am writing to apply for the QA Automation Engineer position at [Company] in [Location].

I have 3 years of experience testing web and mobile applications in Agile teams. My key skills match the role:
• Selenium WebDriver with Java, TestNG and Page Object Model
• API testing with Postman and REST Assured
• SQL, JIRA, Jenkins and Git

In my current role at [Current Company], I automated 350+ regression tests and reduced release testing time from 3 days to 6 hours.

Total experience: 3 years · Current CTC: [X] LPA · Expected CTC: [Y] LPA · Notice period: 30 days · Current location: [City]

My resume is attached. I would welcome the chance to discuss how I can contribute to your team.

Regards,
[Your Name]
[Phone] · [LinkedIn URL] · [GitHub URL]

🚀 Use these templates on today’s openings with HR emails

QA Jobs India shares 100+ fresh QA & software testing openings every morning — manual, automation, API and remote roles.

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2. Job application email — fresher

Subject: Application for Software Tester / QA Trainee – 2025 B.E. (Computer) – Manual & Selenium

Dear Hiring Team,

I am a 2025 Computer Engineering graduate applying for the Software Tester / QA Trainee opening at [Company].

During my training and projects I have:
• Written 120+ test cases and 25 bug reports for two web applications
• Built a Selenium + TestNG automation project (GitHub: [link])
• Practised API testing with Postman and SQL queries on MySQL

I am ISTQB Foundation certified, available to join immediately and open to relocating to [City].

Please find my resume attached. Thank you for your time and consideration.

Best regards,
[Your Name] · [Phone] · [LinkedIn]

3. Short application email (for mobile / quick apply)

Subject: Manual QA Engineer – 2 Yrs – Mobile & API Testing – Immediate Joiner

Hi [Name],

Please find my resume attached for the Manual QA Engineer role in Mumbai. I have 2 years of experience in web and mobile (Android/iOS) testing, API testing with Postman, and JIRA in Agile sprints. I can join immediately.

Thank you,
[Your Name] · [Phone]

4. Referral request to an employee

Subject: Referral request – QA Engineer (Req #1234) at [Company]

Hi [Name],

I hope you are doing well. I came across the QA Engineer opening (Req #1234) at [Company] and I believe my profile is a strong fit: 3 years in automation with Selenium and Playwright, API testing and CI/CD.

Would you be comfortable referring me? I have attached my resume and the job link: [link]. Happy to share anything else you need.

Thank you for considering it — I appreciate your time.

Regards,
[Your Name] · [LinkedIn]

5. Follow-up after applying (5–7 days later)

Subject: Following up – Application for Automation Test Engineer – [Your Name]

Dear [HR Name],

I applied for the Automation Test Engineer role on [date] and wanted to follow up on my application. I remain very interested in the opportunity and would be glad to share any additional information.

My resume is attached again for your convenience.

Thank you,
[Your Name] · [Phone]

6. Reply to an interview invite

Subject: Re: Interview – QA Engineer – Confirmed for [Date, Time]

Dear [Name],

Thank you for the invitation. I confirm my availability for the interview on [date] at [time] [via Teams / at your office]. Please let me know if I should prepare anything specific.

Regards,
[Your Name] · [Phone]

7. Request to reschedule an interview

Subject: Request to reschedule – QA Engineer interview on [Date]

Dear [Name],

Thank you for scheduling my interview. Due to [a client release / an unavoidable commitment] on [date], I am unable to attend at the planned time. Could we move it to one of these slots: [option 1] or [option 2]? I apologise for the inconvenience and appreciate your flexibility.

Regards,
[Your Name]

8. Thank-you email after the interview

Subject: Thank you – QA Engineer interview on [Date]

Dear [Interviewer Name],

Thank you for taking the time to speak with me today about the QA Engineer role. I enjoyed learning about your move to Playwright and how the team tests payment flows. Our discussion confirmed my interest, and I am confident my experience in API automation and CI pipelines would help the team.

Looking forward to hearing about the next steps.

Best regards,
[Your Name]

9. Asking for interview result / status

Subject: Status update – QA Engineer interview ([Date])

Dear [HR Name],

I hope you are well. I interviewed for the QA Engineer position on [date] and wanted to check whether there is an update on the next steps. I am still very interested in the role.

Thank you,
[Your Name]

10. Accepting a job offer

Subject: Offer acceptance – QA Engineer – [Your Name]

Dear [HR Name],

Thank you for the offer for the position of QA Engineer at [Company]. I am pleased to accept it on the terms mentioned in the offer letter dated [date], with a joining date of [date].

Please let me know the documents and onboarding steps required. I look forward to joining the team.

Warm regards,
[Your Name]

11. Declining an offer politely

Subject: Offer for QA Engineer – [Your Name]

Dear [HR Name],

Thank you very much for offering me the QA Engineer role and for your time during the process. After careful consideration, I have decided to accept another opportunity that better matches my current career plans.

I truly appreciate the opportunity and hope to stay in touch for the future.

Kind regards,
[Your Name]

12. LinkedIn connection note to a recruiter (300 characters)

Hi [Name], I am a QA engineer with 3 yrs in Selenium, API testing and CI. I saw your post for the Automation Tester role in Pune and would love to be considered. Could I share my resume? Thank you!

Email checklist before you hit Send

Correct company name and role in subject and body (copy-paste mistakes are the most common reason for rejection).
Resume attached as PDF with your name in the file name.
Use a professional email address (firstname.lastname@…).
Mention notice period and location — HR filters on these first.
One email per opening; do not send the same email to 20 people in CC.
Send on weekday mornings; follow up once after 5–7 working days, not daily.

Find openings with direct HR emails every morning on Daily QA Jobs, and make sure your resume is ready with our QA resume samples.

FAQs

Should I write the email body or just attach the resume?

Always write a short body. HR teams receive hundreds of resumes; a 5–6 line email with your experience, skills and notice period gets you noticed.

Is it OK to mention salary in the first email?

Mention current and expected CTC only if the job post asks for it. Otherwise share it when HR asks during screening.

How soon should I follow up?

After 5–7 working days. One polite follow-up is enough; if there is no reply, focus on other openings.

Can I use the same email for every company?

Use the template, but always personalise the role, company, location and the two or three skills that match that job.

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