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What to Say When Emailing a Resume (with Examples)
10 min read · Updated on June 12, 2024
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Introduce yourself professionally when you email your resume
You've written the perfect resume and tailored it to the role you're aspiring to. What should you do next? A few years back, you'd have printed it off on some quality paper, addressed an envelope in your best handwriting, posted it off, and settled in to wait for a response. These days, though, it's more common to email your resume. It's faster, it's more professional, and it's easier to share a file than a printout.
But if you're going to email your resume, what should you say? Should you attach a cover letter? How much detail should you include?
So many questions!
But fear not, TopResume is here to help you decide what to say when emailing a resume, and we have answers to all these questions and more. Settle in as we guide you through it.
Should I email my resume?
Yes! It's absolutely fine to email your resume when you apply for a job. In fact, it's usually preferred to printed correspondence these days. Of course, the most important point is that you should follow the instructions on the job posting. If it requests a printed resume or a resume uploaded via an online portal, you should definitely apply in line with those instructions. However, if there are no specific instructions, an email application is advisable. Just make sure you're addressing it to the right person!
General rules for emailing your resume
Before we get into the specifics, let's refresh on some general guidelines for emailing your resume to a company. After all, first impressions count, so using proper email etiquette is important.
Use a professional email address. “ HotLips69@...” may have seemed cool and funny when you set up the account, but does it really convey that you're a credible professional? If necessary, set up a new email account to use for job applications – and remember to check it regularly for responses!
Add a clear subject line. Make the point of your email clear with a logical subject line – you could include the job title of the vacancy you're applying for, for example, or refer to the fact that the email is a job application or resume.
Choose a professional greeting. Think “Dear [name],” or even just “[name],” rather than “Hiya” or “Greetings.” While email is less formal than a letter, you still need to keep the tone professional.
Be concise. Short, snappy paragraphs are easier to read on a screen, and no one wants to trudge through pages of waffle to find the information they need. Respect the reader's time by keeping it simple.
Add a formal sign-off. A version of “thank you” and your name is sufficient – you may also want to add your professional title, a contact number, and a link to your portfolio if you have one.
Don't forget the attachments! Make sure that you've actually attached your resume (and your cover letter, if required). Ensure they have sensible file names, too: “Jay Miller – Resume” or “J Miller – Sales Executive Resume” is more professional and easier to retrieve than something like “JM 010224 v3” or simply “Resume.” Also, double-check the file type that you're sending – check out our article Word vs PDF if you're not sure.
What to say when emailing your resume – the detail
So now we've reviewed the basics of email etiquette, let's get down to business. You need to know what to say when emailing a resume. Well, the exact wording will vary depending on the situation, the role, and your personality, but you'll certainly need to include the following:
Why you're emailing
Your reader may have a ton of open vacancies and is likely to receive many resumes for each one. Make their life easier by clearly stating the role you're interested in applying for. If you have a reference number for the vacancy, you can include that too.
Your elevator pitch
Briefly explain who you are , what you do, and why you're the right person for the open role. This doesn't need to take up a lot of space or be very detailed – the key thing here is to be convincing enough for them to want to open your resume document to find out more. Include whatever information is most pertinent to the role – that could be your academic qualifications, your industry experience, awards and accolades, or particular skills. Refer to the job posting to find out what the company wants to see in a successful candidate and ensure the requirements are reflected in your email.
A call to action
Encourage the reader to open your resume, reach out with further questions, or schedule an interview. This one little line can show your enthusiasm for the role, emphasize your professionalism, and prompt your reader to take the next step in progressing your application.
What to say when emailing a resume – sample messages
Do you need a bit more inspiration to craft your message? Take a look at these sample emails and use them as a frame for your own resume email. Remember, the job advert is your cheat sheet when it comes to deciding what details to prioritize here.
What to say when cold emailing a resume
To: Katie French
From: Matthew Cole
Subject: Sales resume
I've long admired XYZ Inc. as a leading supplier of home tech solutions and have heard many positive reviews about your company as an employer. To that end, I am attaching my resume in the event that a sales vacancy may soon arise.
As you can see, I have enjoyed a successful 10-year career in technology sales and am a committed user and advocate of your products. This year, I am on track to exceed my sales target by 46%. I would bring an extensive network of industry contacts and a proven ability to motivate sales teams to surpass expectations.
If there are no suitable vacancies at the moment, please feel free to keep my resume on file for future reference. I look forward to hearing from you soon.
Matthew Cole
Sales Manager, Acme Products
What to say when emailing a resume in response to a job posting
Subject: Sales Executive vacancy (Ref: ABC123)
In response to your advertisement for a Sales Executive, I am attaching my resume. As you can see, I combine eight years of sales experience with a degree in Marketing and three awards for excellence in sales roles.
The advertised role is particularly interesting to me, as it will allow me to leverage my expertise in technical sales, provide the opportunity for international growth, and establish trusted relationships with your clients to open new avenues for revenue and increased sales.
Please don't hesitate to reach out to me if you have any questions; I look forward to discussing my suitability further with you at an interview.Thank you for your consideration,
Sales Executive, Acme Products
What to say when emailing a resume to a recruiter
Subject: Healthcare Roles
Dear Katie,
I saw on JobBoard.com that you are recruiting for several healthcare roles, and would like to submit my resume for your consideration. I combine 10 years' experience as a Healthcare Assistant with numerous industry certifications and consistently receive positive patient feedback.
I look forward to hearing from you,
What to say when emailing a resume to follow up on a conversation
Subject: Finance Manager follow-up
Following our phone discussion earlier today, I would like to reiterate my interest in the Finance Manager position and attach my resume for your consideration.
As you can see, I am currently fulfilling the Finance Manager role at XYZ Company and am looking forward to developing my career within a global organization. I have a master's degree in Business Administration, as well as extensive experience in managing the finance function within a security business. I look forward to bringing my leadership skills to your team of finance experts.
Please reach out to me at 555-555-5555 when you have had a chance to review my attached resume.Regards,
Finance Manager, XYZ Company
What to say when emailing a resume following a referral
Subject: Events Manager vacancy
Dear Ms French,
Please find attached my resume. I have been referred to the Events Manager position by one of your colleagues, John Day, who I previously worked with at ABC Inc. Having delivered many successful events with John as my manager, I'm flattered that he has now asked me to apply for your open role.
I've recently delivered a conference for 800 international delegates and a team building event for 5 national teams, both of which were very well received and were completed within challenging budgets. I am confident that I can bring a similar level of client satisfaction to DEF Inc. and look forward to discussing the position further with you.
Please don't hesitate to get in touch to schedule an interview at your convenience,
555-555-5555
Should you attach a cover letter when emailing a resume?
Now we've covered what to say when emailing a resume, it's time to consider the cover letter. As you can see, we recommend that the body of the email be kept short and concise. If you feel the need to include more detail, you can consider attaching a cover letter as well as a resume. There's no obligation to do this unless a letter is specifically requested as part of the application instructions, but it does give you the opportunity to expand on key points of interest.
Top tip: You may like to read our article on how to write a cover letter to make sure you get this part of your application bang on!
How long does it take to hear back after emailing a resume?
Don't panic if you don't hear back immediately! While email is a speedy way to apply, recruiters and hiring managers receive many resumes for every open role and need time to sift through them, create shortlists, and schedule interviews. That said, certain recruiters have a reputation for ghosting unsuitable candidates, or your application may simply have been overlooked, so there's no harm in following up after a week or two if you haven't heard anything.
What to write in a follow-up email
Subject: Communications Assistant vacancy (ref: 12345)
I emailed my resume to you last week in response to your advertisement for a Communications Assistant. I just wanted to check that you'd received it, and to reiterate that I remain very interested in the role.
If you didn't receive the resume or have further questions regarding my application, please do get in touch with me either via email or by phone at 555-555-5555.
Email with confidence
Now you know what to say when emailing your resume in any situation, you're ready to apply for your dream job! Use this checklist to make sure you've nailed it before you hit the send button:
Correct email address and personalized greeting
Appropriate subject line
Clarification of the role you're applying for
Elevator pitch
Call to action
Professional sign-off
Attachments attached
Final proofread
If you feel that your resume isn't quite ready to be unleashed upon the world, why not get an expert opinion? Our free resume review will explain which areas need further work before you submit your application.
Recommended reading:
How to Write the Perfect Goodbye Email to Co-Workers & Clients
The Networking Email That Works Every Time
How To Use AI To Prepare For A Job Interview
Related Articles:
How To Write a Sick Leave Letter for Work (with Template and Example)
Guide to Writing a Great Resume with No Work Experience
Business Analyst Skills: Add to Improve Your Resume!
See how your resume stacks up.
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Nov 7, 2022
How to email a resume with 8 samples and templates
At some point during your career you’ll need to send your resume by email. Here's how you do it.
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Lawrie Jones
Table of contents
Are you searching for a job? Thinking of applying?
Either way, at some point, you’ll need to send your resume by email.
When sending an email with a resume attached, you’ll need to ensure your message is targeted at the right person, provides all the information you need and hits the right tone of voice.
How to email a resume
You might be wondering, what should I write in an email when sending a resume? That's what we show you in this guide on how to email a resume.
After going over the basic principles and essential things to note about emailing a resume, you can see 8 examples of resume emails.
What to write in an email when sending a resume
For each job, US employers can expect to receive around 250 resumes . Naturally, they’re looking for reasons to discard them. Informal emails, spelling mistakes, and grammar slip-ups will see your email filed under “Junk”.
Great resume emails are simple, straightforward and easy to understand. They’re not overly funny or attempt to be friendly. But they are professional and provide a little glimpse into your personality.
The purpose of your email is simply to give the recruiter enough information so that they are encouraged to open your resume. This isn’t a cover letter, so you don’t need to go into vast levels of detail about who you are and why you’re applying, but a short “elevator pitch” is appropriate.
10 things to include in every resume email
Here’s a checklist of 10 things you should write in an email when sending a resume:
- Short introduction of yourself
- Statement about the position you are applying for (to avoid any misunderstanding!)
- Brief “elevator pitch” about why you should be considered for the position
- Previous experience with similar roles or relevant results of similar jobs
- Relevant personal information (more on this in the email format section)
- Contact details (including preference)
- Helpful information (such as if you’re going on holiday in the next few days, for example)
- Offer to answer any questions that the recruiter might have (about interview dates, for example)
- Request for information on the next steps
- And remember to attach your cover letter and resume!
Should you send a resume by email?
The answer is 100% yes. Sure, in many cases, you can submit your resume through an online form, so why should you send your resume by email?
Firstly, it creates a personal connection between you and the recruiter. You’ve taken the initiative to email them, and that’s more effective than the anonymity of a web form.
Secondly, you’re not constrained by character counts. That means you can go into as much detail as you wish (as we explain below, don’t overload the recruiter with too much information).
Thirdly, establishing a dialogue through email enables you to send follow-up emails if you need to – and in many cases, you will need to. Even the best-planned recruitment processes can be hit by delays , so be prepared to send a follow-up (and use our guide to help!).
Use a professional email address for your resume
Like it or not, your email address is an integral part of your first impression and silly email addresses can harm your chances of getting a job, say the experts. It takes seconds to set up a new online email account, so why put your job search success at risk?
Some people use their work email accounts to send out resume emails. While it’s not a no-no, it’s risky. Someone may inadvertently see the message, or
Sending resume email format
Hiring managers and executives are busy people, so you want to keep your email short and sweet. By stripping your messages back to the basics, they’re quicker and easier to write – which means you can spend more time searching for jobs!
When sending a resume email, use a professional format like this:
- Resume email subject line
- Email body (following our top 10 tips for effective resume emails)
Let’s look at the critical aspects of every resume email in more detail.
1. Subject line for resume email
Your resume email is a critical part of the process. Some online guides suggest you try to be friendly or funny, but don’t. Instead, please stick to the basics, keep things simple and make it easy for anyone to understand what your email is about.
Here are some principles for effective resume email subject lines:
- Label your email “Job application” or “Application for”
- Include the job title in the subject line
- Add a reference number
Here’s how this can work in practice:
- Job application – Marketing Director – REF000111
- Application for Marketing Director – REF000111
- Resume attached – Marketing Director position – REF000111
Of course, you can experiment and develop your own resume email subject lines. In some industries, the creative sector, you may be bolder.
2. Email body for sending resume
The email body is where you go into details about who you are, what job you’re applying for, and why. We’ve detailed the critical parts in include in your email body above, but as a brief recap, every resume email should include the following:
- Introduction to you
- Details of the job you’re applying for (including a reference number)
- A short explanation of why you’re applying
- Any other information
It sounds like a lot, but you can cover it in a few short sentences. See our resume email examples below to see how we’ve achieved this.
3. How to end a resume email
The end of your resume email is your opportunity to offer to answer any questions and ask about the next stage in the process.
As well as a closing statement, you should provide the essential information the recruiter might need. Always end your resume email with the following:
- Phone number
- Relevant social media links, like LinkedIn and Twitter
- Attach your cover letter and resume
4. Best resume email closings and sign-offs
Resume emails aren’t about being cool but clear, polite, and professional. Go with a classic email sign-off such as “look forward to hearing from you” or “kind regards”, and avoid exciting endings and exclamation marks (“Thanks!!!”).
8 resume email samples
We’ve unpacked the basics of a great resume email. Now it’s our chance to show you how to put everything into practice with 8 resume email samples.
We’ve tried to provide sample resume emails that cover several common situations. These templates include the essential hints and tips we’ve developed.
Templates are great ways to learn how to format messages, but be sure to adapt and update these resume emails before sending them.
1. Sample email to send resume for job
This is a standard sample email for sending a resume for a job. This is a classic template that suits all circumstances, services, and sectors.
It’s not the most exciting, but it’s quick and easy to adapt, meaning you can send more applications faster. More applications mean more chances to secure a new job.
2. Sample email to send resume to recruiter
Recruiters can include those working in job agencies, internal recruiters and HR partners.
The flow of information is the same as the standard template above, but we add more detail about essentials that recruiters will need, including start dates, notice periods, and leave.
3. Simple sample email to send resume for job
If you have already had an interview with the company and you were asked to send a resume, keep it brief and simple. Sending a resume before an interview provides some vital background information and context for the company, so it’s worth doing if you can.
4. Sample follow-up email after sending resume
As we’ve explained, you’ll likely have to send many resumes before securing a response or an interview.
If you’re excited about a position or want to understand the next steps in the process, here’s a sample follow-up email after sending a resume that you can use.
5. Sample email cover letter with attached resume
Some recruiters and some companies will request a cover letter alongside a resume. When this is the case, you can assume the recruiter will read your cover letter, which means your email can be much shorter and more precise.
There’s no need to go into much detail about why you’re passionate about the position. See what we mean in this sample email cover letter with the attached resume.
6. Thank you for considering my resume email sample
Some job seekers stop contact when they receive a no. Others will send a thank you email for considering a resume, which can establish a relationship. Here’s a classic “thank you for considering my resume” email sample.
7. Asking someone to review your resume email sample
Writing a resume isn’t easy, and after spending days poring over the details, it’s often a good idea to get someone else to check it before you send it. So here’s a sample email asking for someone to review your resume.
8. Sample how to respond to a resume received email
If you’re a manager or recruiter, you’ll probably have to send hundreds of emails responding to resumes. Here’s a standard professional sample response that you can cut and paste.
Best email template for sending resume
You’ve read our 8 sample resume samples, but we’ve saved the ultimate email for last. Here’s the best email template for sending a resume by email.
Final words on sending your resume via email
If you’re searching for a job, you’ll spend lots of time sending out your resume. By breaking things down into chunks, it’s easier to apply them in practice.
When you come to write your resume emails, remember to follow our top tips, be professional and provide some insight into your personality.
You’ll likely experience rejection when sending out your resume, but don’t be disheartened. Your perfect job could be an email away!
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What To Write in an Email When Sending a Resume to an Employer? (+3 Email Templates)
- Klara Cervenanska ,
- Updated January 12, 2024 7 min read
Have you found a job posting that asks you to submit your resume via email? Or maybe you’ve decided to approach your dream company directly. If so, you’re probably asking yourself right now — what to write in an email when sending my resume so I will stand out?
Sometimes employers provide clear instructions on what the email format should include. If that’s the case, follow the employer’s directions closely.
But if you can’t find any instructions, don’t worry — you can follow the best practices described in this article!
Additionally, there are also 3 email templates for what to write in an email when sending a resume to an employer that you can download and edit to your liking.
Table of Contents
Click on a section to skip
3 sample emails for sending your resume to recruiters:
How to email a resume: a few tips to keep in mind before sending the email.
- Write an effective subject line. It's the first thing they're going to see
Email body for sending a resume: Keep it crisp, yet formal
Attaching files — resume and cover letter, what should you do before sending your email, what to write in your resume email key takeaways.
Feel free to use any of these templates as your first draft.
#1 Template of an email to send with your resume
#2 template of an email to send with your resume, #3 template of an email to send with your resume.
Additionally, these 10 more job application email templates will give you the help you need at any stage of the hiring process.
Finally, if you already have a fantastic LinkedIn profile but no resume, there's no need to write your CV from scratch. You can convert your LinkedIn profile into resume in seconds.
Before you start writing, ask yourself this: Who is the person you're writing to?
Try to find the hiring manager's contact details so you can address them by name. A slightly more personal approach can decrease the chance of your resume being forgotten or disposed of.
Remember that your email address needs to be professional . Emails like julezizcoolz@yahoo may have been cool in 2005, but not anymore. Instead, create a professional email address that consists of your first and last name.
You should also consider when to email your resume. In general, you want your email to be among the first ones they receive that day. This means you should send it very early — ideally before 8am.
The same applies for days of week. The later in the week you send your email, the lower the probability that someone reviews it. This is why you should send it very early on a Monday morning.
Naturally, do not put off applying if it's a first come first serve kind of job application.
Key takeaways:
- Look up the hiring manager's contact details;
- Your email address needs to be professional;
- Send it on a Monday, ideally well before 8am;
Write an effective subject line. It's the first thing they're going to see
Sure, the subject line is just a tiny part of the whole email. However, it's also the very first thing the recruiter is going to see. That's why you want the subject line of your resume email to be absolutely spot on.
First of all, check the job posting for instructions regarding the submission. There may be a preferred subject format the company uses. If that's the case, then you need to stick to it.
However, if there are no instructions, you should stick to the standard format for subject lines :
- Subject: ‘Job application’ – Job title, Job ID (if applicable) — Your Name
- Example: Job application – Office Manager, Job ID #1553 — Ian Lumberjack
- Example (with referral): Referral from John Wick: Job application – Graphic Designer, Job ID #1554 — Nina Hughes
If someone recommended you for the job, definitely make this clear in the subject line. You can add your title or qualification if you wish — but remember, keep the subject line succinct.
Start off with a formal greeting and address the hiring manager by name (preferably last name).
In the first short paragraph you should state who you are, why you are sending this email and what the email contains.
Continue the next paragraph with a short but effective introduction of your best and proudest achievements. Of course, only mention those achievements that are relevant for the job. Close this paragraph by saying what value you would bring to the company and which skills you will use to accomplish this.
In the closing paragraph you need to say that you're looking forward to hearing back from them and meeting in person. You may add a captivating call for action but be careful not to sound rude or overly keen.
Yours faithfully (US English) or Yours sincerely (British English).
And finally, a professional signature is a must! Remember to include your contact details.
[Your name]
[Your job title]
[Email address]
[Phone number]
[LinkedIn profile] - optional
Remember, you want to keep the body of the email short and succinct. Don't go in too much detail otherwise you might loose the hiring manager's attention.
Keep in mind that you simply cannot elaborate on every accomplishment and every work experience due to limited space. The email needs to be informative and concise.
This should go without saying but, don't forget to attach your resume to the email!
Consider whether it's relevant to also attach your cover letter . When you apply for a job in bigger companies you may actually benefit from sending your cover letter as well as your resume. Just remember not to repeat yourself too much in your email body and your cover letter.
Avoid naming the attachments generically or randomly. Names like fghjvh.pdf or resume2.pdf can make it hard for the hiring manager to find these documents later. Name your a ttachments in a way that makes them easy to find — Name_Surname_Resume.pdf and Name_Surname_Cover_Letter.pdf
The best format for sending your resume and cover letter is .pdf or .doc. We suggest saving your documents as PDFs , since it's a universally accepted file format, it's easy to open and will not distort the formatting of your documents.
If you’re considering sending a video resume, you should know how to convert video to MP4 , as it’s the most common format supported across different browsers and devices.
Keep in mind that files should not be larger than 10MB. Otherwise they might be considered suspicious.
Last but not least, before sending it out, get your resume analyzed to make sure it contains everything it should.
- Resume and cover letter need to be sent as attachments;
- Name your attachments in a way that makes them easy to find;
- Save documents in the PDF format;
- Files should not be larger than 10MB.
Before you send the email with your resume and cover letter, you should check it for any spelling or grammatical mistakes.
Having bad grammar is definitely not something you want to be remembered for. Ask a friend to proofread all your documents. It can make a big difference.
Additionally, it may be a good idea to send yourself a test email to see whether the formatting and layout of the email is up to the expected standard.
Don't forget to test download and open your files. Check whether you've attached the right file(s).
Also, avoid using any colorful fonts, pictures or emoticons.
We can check your resume for you.
Scan your resume for issues and see how it compares against other resumes in our database.
Sending your resume attached to a well-written email can be a very effective strategy. It can help you find a way around ATS algorithms that filter out unsuitable resumes before they can even get to an HR employee for evaluation.
So how do you write one?
- Before you start writing the email, make sure you know who to address. Knowing the hiring manager's name will make the email feel more personal and decrease the chance of it being forgotten.
- Your resume address should sound professional. Send your resume email early on a Monday morning for maximum effectiveness.
- We have provided you with email templates. No matter which one you choose, remember — keep the email short, informative and professional.
- Attach your resume and cover letter in the PDF format and name them in a way that makes them easy to find, for example Name_Surname_Resume.pdf and Name_Surname_Cover_Letter.pdf
- After you have written the email and attached the documents, ask someone to proofread it for you to avoid any grammar errors and typos. Lastly, send yourself a test email to check the formatting and test download the files.
After you send in your resume, cover letter and your job application, wait for a couple of days before sending a follow up email .
Christy's word of advice
For bigger companies, your application will probably be forwarded straight to the ATS, so just a short email referencing the attached cover letter/resume is fine. An exception is if you’ve been referred to them directly, in which case, keep it formal but mention the referee’s name. For smaller companies where your application is more likely to be manually reviewed, showing a bit of personality will help you to stand out.
Christy Morgan, Resident HR Expert
Concluding thought — even if you construct the perfect email to send with your resume, you still need to make sure you have an impressive resume and cover letter.
We've got you covered. Check out these articles to help you create the perfect resume and cover letter:
- How to Write a Resume: The Only Resume Guide You’ll Need in 2024
- The Only Cover Letter Guide You’ll Need in 2024 (+Examples)
When emailing your resume to a hiring manager, start with a formal greeting using their last name. In the first paragraph, briefly introduce yourself and explain the purpose of your email. Next, highlight your most relevant and proud achievements, linking them to the value you can bring to the company and the skills you'll use to achieve this. Conclude by expressing your eagerness to hear back and the hope of meeting them in person. Sign off with "Yours faithfully" (US English) or "Yours sincerely" (British English), and include a professional signature with your contact details.
When sending your resume to a hiring manager via email, the subject should always include your name and purpose, e.g. Job application – Job title — Your Name .
In your email when sending a resume with a reference, briefly introduce yourself, mention the position you're applying for, and how you came to know about it. Specifically mention your reference's name and your relationship with them . Then continue by highlighting your most relevant and proud achievements, linking them to the value you can bring to the company. Conclude by expressing your eagerness to hear back and meeting them in person. Sign off.
Klara graduated from the University of St Andrews in Scotland. After having written resumes for many of her fellow students, she began writing full-time for Kickresume. Klara is our go-to person for all things related to student or 'no experience resumes'. At the same time, she has written some of the most popular resume advice articles on this blog. Her pieces were featured in multiple CNBC articles. When she's not writing, you'll probably find her chasing dogs or people-watching while sipping on a cup of coffee.
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Emailing Your Resume: The Guide with Sample Emails for a Job
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In today’s highly competitive job market, it has become increasingly important to carefully craft and strategically send your resume to prospective employers. One of the most common methods for submitting your resume is via email.
The purpose of this guide is to provide a comprehensive overview of how to effectively email your resume for job applications. From crafting the perfect subject line to attaching your resume correctly, this guide covers all of the necessary steps for submitting a successful job application via email.
Emailing your resume is an important step in the job application process as it is often the first point of contact with a potential employer. A well-crafted email can make all the difference in whether your resume is even considered for the position.
Furthermore, email is a convenient and fast way to submit your job application. It allows you to tailor your message to the specific company and job posting and can be done quickly and easily from anywhere.
This guide will provide you with the knowledge and tools to confidently email your resume for job applications and increase your chances of landing your dream job.
Preparing Your Resume for Emailing
Tailoring your resume to match job description.
When searching for a job, it is essential to tailor your resume according to the job description of the position you’re interested in. Before sending out your resume, make sure it matches the requirements listed in the job description.
![how to write email with resume attachment](https://resumehead.com/wp-content/uploads/2024/03/next-level-web-2-65fe980da02bc.webp)
The hiring manager will receive a lot of resumes, and you want yours to stand out. If your resume is showing that you’re a perfect fit for the job, it will attract the attention of the recruiter.
To match your resume with the job description, carefully read through the requirements and skills in the job description to highlight relevant skills and experiences. For example, if the potential job requires someone with project management skills, describe specific experience when managing a project.
Highlighting your qualifications and achievements relevant to the job will give you a greater chance at getting the job.
Formatting Your Resume for Email Attachment
Before attaching your resume via email, consider the formatting of your document. The aim is to make sure that the person receiving your email can quickly read your resume on their device.
Use a basic style and font to keep your resume clear and easy to read, enusre it is error-free and that it doesn’t have any weird formatting, as it can become distorted when transmitted through email.
keep the design professional and as clean as possible, to ensure that the recruiter can absorb your content quickly and keep their focus on your qualifications.
Saving Your Resume in Different Formats (PDF, Word, etc.)
After formatting your resume, make sure to save it in different formats. This enables you to provide the document in a format that suits the recruiter. Before saving the file, double-check the file name and ensure that it is labelled correctly with your name and job title.
In most cases, PDF and Word formats are the common formats, but it’s important to be aware of the specific format that the company requires to ensure your resume is properly received.
Tailoring your resume to match the job description, formatting it for email attachment, and saving it in different formats are essential techniques to get your resume into the right hands. With these tips, you’ll be one step closer to landing your dream job.
Preparing Your Email
When it comes to emailing your resume, the preparation of your email can be just as important as the content of your resume. Here are some tips on how to prepare your email effectively:
Subject Line
The subject line of your email can make or break your chances of getting noticed in the recruiter’s inbox. Make sure it’s concise and attention-grabbing. A good subject line should include your name, the position you’re applying for, and any relevant keywords. For example, “John Smith – Marketing Manager Application” would be a great subject line to use.
Recipient Information
Make sure you address your recipient appropriately. If you have the name of the recruiter, use it. If not, address the email to the relevant department, i.e. “To the Hiring Manager”. Also, ensure that the email addresses of both the recipient and yourself are accurate and professional-looking.
![how to write email with resume attachment](https://resumehead.com/wp-content/uploads/2024/03/resume-review-web-65fe980e8d139.webp)
Message Format
When it comes to formatting the actual email, it’s important to keep things simple and professional. Use a standard font, such as Times New Roman or Arial, and stick to a 10 or 12 pt. size. Avoid using fancy colors or fonts, as they can distract from the actual message. Also, make sure your email is easy to read by breaking it up into short paragraphs and using bullet points where necessary.
Message Content
The content of your email should be brief, yet engaging. Start with a polite greeting and an opening sentence that sets the tone for the rest of the email. Introduce yourself, state the position you’re applying for, and briefly explain why you’re a good fit for the role. Use your research about the company to highlight any relevant skills or experiences you have that are particularly applicable to the position.
In addition, you should attach a copy of your resume to the email for the recruiter’s convenience. Be sure to mention in the email that you have attached your resume for their reference.
Finally, make sure to thank the recruiter for taking the time to consider your application and provide your contact information in case they need to follow up with you.
The preparation of your email is a crucial part of the job application process. A well-written message that is concise, engaging, and professional-looking, will definitely get you noticed in the recruiter’s inbox.
The Do’s and Don’ts of Emailing Your Resume
After learning how to properly format and tailor your resume for a job, it’s important to understand the do’s and don’ts of emailing your resume to a potential employer. Here are some tips that can help you make a good impression and increase your chances of getting called in for an interview:
Use a clear and professional email address. Your email address should be straightforward and easy to read. Avoid using any personal or silly email addresses that may not portray you in a professional light.
Write a clear and concise subject line. Your subject line should be brief and to the point, mentioning the position you’re applying for and your name. This can help your email stand out in the employer’s inbox and make their job easier when sorting through applications.
Personalize your email. Address the recipient by name and mention in your opening statement the source of the job posting or any previous interactions you’ve had with the recipient or the company.
Attach your resume using an appropriate file name. Name your resume file with something specific (like “JohnJohnson_Resume.pdf”), rather than something vague (like “Resume.pdf”). This makes it easier for the employer to find your application and also shows attention to detail.
Write a strong and concise email message. Keep your email message clear and concise, highlighting your qualifications, experience, and enthusiasm for the role. Avoid any irrelevant information that may distract the employer from your main focus.
The Don’ts:
Send a generic or impersonal email. Don’t rely on a template or send a generic email that doesn’t specifically address the employer or the job posting. This shows a lack of effort and interest in the role.
Send your resume as the body of an email. Attach your resume as a separate file rather than pasting it into the body of an email. This can make it difficult for the employer to review and can also distort the formatting and layout of your resume.
Use slang or informal language. Keep your email professional and avoid any slang, abbreviations, or informal language. This can make you come across as unprofessional and unprepared.
Forget to proofread your email. Always proofread your email for any errors in grammar, spelling, or punctuation. A sloppy and careless email can leave a negative impression on the employer.
Send your email without a closing statement or action. Always end your email with a professional closing statement, such as “Thank you for considering my application” or “I look forward to your reply.” This shows your interest and enthusiasm for the role and leaves a positive impression on the employer.
Writing a Cover Letter for an Email
When it comes to applying for a job via email, writing a cover letter is just as important as crafting a professional resume. A well-written cover letter explains your qualifications, work experience, and accomplishments, giving the hiring manager a good reason to look at your attached resume.
Purpose of a Cover Letter
The purpose of a cover letter is to introduce yourself and highlight why you are the best candidate for the job. It serves as an additional opportunity to sell yourself above and beyond the resume. Your cover letter should be concise and focus on the key points of your job history that match the job requirements.
The Importance of Customizing Your Cover Letter
Customizing your cover letter is critical to your success. Hiring managers don’t want to read a generic cover letter that could be sent to any job listing. The more personalized your cover letter is, the better. Do your research and tailor your letter by addressing key points in the job listing, such as the company’s values, work culture, and specific requirements for the job.
Writing Tips for a Cover Letter
When writing your cover letter for an email, keep the following tips in mind:
- Keep it concise and to the point. Your cover letter should be no longer than one page.
- Address the hiring manager by name. If you can’t find their name, use their job title.
- Explain why you’re interested in the position and what you can bring to the table.
- Highlight your achievements and how they relate to the company’s needs.
- Use keywords from the job listing in your cover letter to show your understanding of the specific job requirements.
- Proofread your cover letter to avoid any typos or grammatical errors.
By following these tips, you can write a compelling cover letter that will help you stand out from the crowd and increase your chances of landing your dream job.
Example of a Cover Letter for Your Resume
When submitting your resume to a potential employer, a well-written cover letter can make all the difference. Whether you are an entry-level candidate or an experienced professional, a cover letter is your opportunity to showcase your skills, qualifications, and enthusiasm for the job. Here are two sample cover letters to help you get started:
Sample Cover Letter for Entry-level Position
Dear [Hiring Manager’s Name],
I am excited to submit my resume for the [Position Name] opening at [Company Name]. As a recent graduate of [University Name] with a degree in [Field of Study], I am eager to begin my career in [Industry Name] and believe that [Company Name] would be the perfect place to do so.
During my time at [University Name], I gained valuable experience in [Specific Skill or Task], [Specific Skill or Task], and [Specific Skill or Task]. Additionally, I was involved in [Extracurricular Activity or Volunteer Work] which helped me develop my [Soft Skill or Trait].
I am confident that my skills and qualifications, combined with my passion for [Industry Name], make me an excellent candidate for the [Position Name] role. Thank you for considering my application. I look forward to hearing from you.
[Your Name]
Sample Cover Letter for Experienced Professionals
I am writing to apply for the [Position Name] opening at [Company Name]. With [Number of Years] years of experience in [Industry Name], I am confident in my ability to excel in this role and contribute to the success of [Company Name].
Throughout my career, I have developed a strong background in [Specific Skill or Task], [Specific Skill or Task], and [Specific Skill or Task]. My experience working at [Previous Company Name] and [Previous Company Name] has helped me develop strong communication, leadership, and problem-solving skills, which I believe would be valuable assets to your team.
In addition to my skills and experience, I am also highly motivated and passionate about [Industry Name]. I am excited about the opportunity to join [Company Name] and contribute to the company’s continued success.
Thank you for considering my application. I look forward to discussing my qualifications further.
A well-written cover letter can be an effective tool in landing your dream job. Use these sample cover letters as a guide to craft your own compelling letter that highlights your skills, experience, and enthusiasm for the position. Good luck!
Sample Emails for Job Application
When it comes to job applications, sending the right email can make all the difference. Here are two sample emails that you can use as a guide when reaching out to prospective employers.
Email Example for Job Application
Subject: Application for [Job Title] Position
Dear Hiring Manager,
I am writing to express my interest in the [Job Title] position at [Company Name]. With my [Number] years of experience in [Industry], I am confident that I would be a valuable addition to your team.
In my previous role at [Previous Company], I was responsible for [Brief Description of Responsibilities]. I also have experience in [Related Skills or Qualifications], which make me a strong candidate for this position.
Please find attached my resume and cover letter for your consideration. If you require any further information, please do not hesitate to contact me.
Thank you for considering my application.
Sincerely, [Your Name]
Follow up Email Example
Subject: Following Up on [Job Title] Application
I hope this email finds you well. I wanted to follow up on the [Job Title] position that I applied for at [Company Name].
I am still very interested in the position and wanted to reiterate my qualifications and experience in [Industry or relevant field]. I am enthusiastic about the opportunity to join [Company Name] and believe I could make a significant contribution to your team.
I understand that you are likely receiving many applications, and I appreciate any consideration given to my application. If there is any further information I can provide to assist in the decision-making process, please let me know.
Thank you for your time and consideration.
Remember that following up can often be the key to landing a job. If a few days or a week have passed since your initial application, don’t hesitate to reach out and remind the employer of your interest in the position. Always be polite and professional, and avoid crossing the line into pushiness or impatience.
Using these sample emails as a guide, you can craft effective emails that showcase your qualifications and enthusiasm for the position. Good luck with your job search!
How to Follow Up After Sending Your Resume?
As crucial as it is to submit an impressive resume for a job position, following up on its status is just as important. Many job seekers often overlook this aspect, assuming that the company will get back to them if they are shortlisted. However, following up after sending your resume increases your chances of standing out among other applicants and getting hired.
Importance of Follow-up
Following up after sending your resume shows your enthusiasm for the position and the company. It also demonstrates that you are proactive, have attention to detail, and are genuinely interested in the job. Moreover, it helps you create a positive impression and relationship with your potential employer.
Timing Your Follow-up Emails
The timing of your follow-up emails can make or break your chances for a job. It’s critical to find the right balance between not appearing pushy and not missing out on an opportunity. Generally, it’s a good idea to wait for a week or two before following up on your application. However, if you were given a specific timeline by the company or have a personal connection with someone in the organization, consider customizing your follow-up tactics accordingly.
Moreover, it’s recommended to send follow-up emails during the middle of the week, mostly on Tuesday or Wednesday. Avoid sending them on weekends or Mondays when potential employers are busy catching up on pending work from the previous week.
Sample Follow-up Emails
Here are some sample follow-up emails you can use after sending your resume:
I hope this email finds you in good health and high spirits. I recently submitted my job application for the opening at [Company Name], and I wanted to follow up on its status.
I’m excited about the opportunity to contribute my skills and experience to [Company Name] and join the team. Please let me know if there’s any additional information I can provide or if you need more time to review my application.
Best regards,
I hope you’re doing well. I wanted to follow up on my job application for the [Position] role at [Company Name]. It’s been a week since I applied, and I’m enthusiastic about the chance to join the team at [Company Name].
Please let me know if there’s any additional information I can provide, or if you require further clarification to move forward with the process.
Following up after sending your resume can help you stand out among other applicants and increase your chances of getting hired. By timing your follow-up emails appropriately and using sample emails as a reference, you can impress potential employers and set yourself up for success in your job search.
Email Scams Targeting Job Seekers
As a job seeker, you need to be aware of email scams that could cause damage to your personal and financial well-being. Scammers are constantly coming up with new tactics to lure unsuspecting victims, and you need to be on the lookout for the red flags that indicate an email may be fraudulent.
Red Flags to Watch Out For
Unsolicited Emails: If you receive an email from a company or recruiter you’ve never heard of, be cautious. Legitimate companies usually do not send unsolicited emails to job seekers.
Suspicious Email Addresses: Scammers often use email addresses that look like real companies’ email addresses but contain slight variations or misspellings. Always verify that the email address is legitimate by checking the company’s website or contacting them directly.
Poor Grammar and Spelling: Many fraudulent emails contain poor grammar and spelling errors. Legitimate companies usually take the time to proofread their emails to ensure that they are professional and polished.
Request for Personal Information: If an email requests personal information like your social security number or bank account information, be suspicious. Legitimate companies do not request this information via email.
How to Avoid Email Scams
Use a Professional Email Address: Create a professional email address that includes your name. Avoid using email addresses with nicknames or inappropriate words.
Research before Responding: Before responding to an email, research the company and recruiter to verify their legitimacy. Check the company’s website, social media presence, and LinkedIn profiles to ensure that they are legitimate.
Verify Email Addresses: Always verify the email address by checking the sender’s name, domain, and suffix. Fraudulent emails often contain email addresses that look like the real thing but contain small variations or misspellings.
Never Pay for Job Opportunities: Legitimate companies do not require job seekers to pay for job opportunities, training, or certifications. If a recruiter requests payment, it’s likely a scam.
Trust Your Instincts: If an email seems too good to be true or makes you uncomfortable, trust your instincts and delete it. Never provide personal information or respond to an email that seems suspicious.
Email scams targeting job seekers are a real threat, but they can be easily avoided by staying vigilant and following these simple guidelines. Always remember that a legitimate employer or recruiter will not ask for personal information, require payment, or send emails from suspicious email addresses. With these tips, you can protect yourself from email scams and focus on finding the job of your dreams.
Email Etiquette
Email communication is an essential tool in today’s workplace, and knowing how to communicate professionally through email is crucial, especially when sending job applications. In this section, we will provide you with tips on professional email etiquette and common email etiquette mistakes to avoid.
Tips for Professional Email Etiquette
When sending a job application or any professional email, keep in mind the following tips to ensure you portray yourself as a professional and increase your chances of success:
1. Use a Professional Email Address
Your email address should sound professional, preferably your name or your name and surname. Do not use email addresses such as partygirl.
2. Use a Clear and Concise Subject Line
Make sure your subject line clearly indicates the purpose of your email. Use keywords that are relevant to the topic or job application, such as “Job Application: [Position Title]” or “Meeting Request: [Date and Time].”
3. Begin with a Polite Greeting
Start your email with a professional greeting, such as “Dear [Hiring Manager’s Name]” or “Hello [Recipient’s Name].” Avoid informal greetings like “Hey” or “Hiya.”
4. Use a Professional Tone and Language
Maintain a professional tone throughout your email. Use proper grammar, punctuation, and complete sentences. Avoid using slang, abbreviations, or excessive exclamation points, as they can come across as unprofessional.
5. Keep the Email Short and to the Point
Be concise in your email’s body and get straight to the point. Avoid lengthy paragraphs and unnecessary details. Use bullet points or numbered lists for clarity if necessary.
6. Use Proper Email Formatting
Ensure your email is well-formatted and easy to read. Use proper spacing between paragraphs, keep the font size legible, and use a professional font type like Arial, Calibri, or Times New Roman. Avoid using fancy fonts or colorful backgrounds that may distract the reader.
7. Double-Check for Errors
Before hitting the send button, proofread your email for any spelling or grammatical errors. Typos can create a negative impression, so take the time to review your email carefully.
8. Use a Professional Email Signature
Include a professional email signature at the end of your email. It should include your full name, contact information, and any relevant links, such as your LinkedIn profile or personal website. This adds a touch of professionalism and makes it easier for the recipient to contact you.
Common Email Etiquette Mistakes to Avoid
While following the above tips, it’s also important to be aware of common email etiquette mistakes to avoid:
1. Sending Emails with Typos or Grammatical Errors
Poorly written emails can give the impression of carelessness or lack of attention to detail. Always proofread your emails before sending them.
2. Using Informal Language or Abbreviations
Using informal language, slang, or abbreviations can make your email appear unprofessional. Stick to proper language and avoid shortcuts or acronyms.
3. Writing Lengthy and Rambling Emails
Keep your emails concise and focused. Long, rambling emails can be overwhelming and may not receive the attention they deserve. Stick to the main points and be respectful of the recipient’s time.
4. Not Responding in a Timely Manner
Promptly respond to emails, especially when it comes to job applications or professional inquiries. Delayed responses can give the impression of disinterest or lack of professionalism.
5. Forgetting to Attach Relevant Documents
If you mention attachments in your email, double-check that you have actually attached them before sending. Forgetting to attach important documents can be seen as careless or unprepared.
Remember, your email communication reflects your professionalism and attention to detail. By following these email etiquette tips and avoiding common mistakes, you can make a positive impression and enhance your chances of success in the professional world.
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How to Email a Resume to an Employer [Template + Examples]
![how to write email with resume attachment Melanie Lockert](https://cdn.prod.website-files.com/627c8700df0be67c4b1d533c/65fc7757f243cd7c4a990ffe_melanie-lockert-author-headshot.jpg)
3 key takeaways
- Before you email a resume, consider seven best practices.
- Follow five steps when writing a resume email.
- Teal’s Job Application Tracker with email templates and AI Resume Builder can help you create a resume and email for every stage of the application process.
While today’s job application process typically starts in an online portal, it’s sometimes beneficial to email your resume and cover letter.
In this guide, you’ll learn how to email a resume in ways that increase your chances of progressing in the hiring process.
Need to send your resume via email? Try Teal’s free Job Application Tracker with email templates to craft the perfect message in the same place where you write and manage your resume.
How to send a resume email
When you email your resume and cover letter, you’re pitching yourself for the job.
Here are some tips to keep in mind when preparing an email to a recruiter or hiring manager:
- Use a professional email address. Avoid sending your resume using an email you created when you were 15. Don’t use one that includes anything unprofessional. Your email address should be your full name, or a variation, so you’re clearly identifiable.
- Pick an optimal send time. You want to be at the top of the hiring manager’s inbox. That’s why early morning is the best time to send a resume email. If you’re working on it during other hours, consider scheduling the email. Gmail allows you to do this easily.
![how to write email with resume attachment Schedule an email to send later in Gmail](https://cdn.prod.website-files.com/627c8700df0be67c4b1d533c/663e8aec83a56b6f2d747294_wUU5faGKBxuuuZ9nRTA5r347eYOz7GjDpYkVhKcNYFHnGwQhWYqc23KVqAtJk0WfQUbeZyoGFRT_qReTTqstiVxYzLw6j3Shh01zEORtQQMBHI5WlCBqlApMAr9uKi3f2fpxn_LF03I3QXAaNEjAxMI.png)
- Choose the right day. Let’s be real. Most people are busy on Mondays and winding down on Fridays. So your best bet is to send your email Tuesday through Thursday.
- Follow instructions. Some job listings have specific instructions on how to email a cover letter and resume. Some even request you include a word or phrase in the subject line. Your ability to focus on the details and follow instructions properly can set you apart.
- Double-check. Typos happen and so do other digital mishaps. Use a tool like Grammarly to spell check and ensure your grammar is correct in your email, cover letter, and resume. Open your cover letter and resume and make sure the formatting looks good. Put the email address in last so you don’t accidentally send an incomplete email.
Pro Tip: If you accidentally send an incomplete email using Gmail, you’ll see that your message has been sent and the options to “Undo” or “View Message” in the bottom left. Click “Undo” right away to unsend your email.
These email best practices can help you start on the right foot. This is your first interaction with a company and you want to give a positive impression.
How to email a resume (7 tips)
Emailing a resume may seem simple, but there are nuances to consider when applying to a specific job.
Here are top tips for sending a resume via email:
1. Create a well-optimized and formatted resume
Resume creation is one of the most important things job seekers need to focus on. Your resume needs (not should) to be well-optimized and formatted. That means two things:
- Tailor each resume to match the job position
- Your resume is scannable and easy to read
Using a resume template that fits your needs can help simplify the process. Teal offers a variety of templates to choose from, so your resume is easy to read and you don’t have to worry about the design and formatting all on your own. That way you can include the required sections and format your resume based on your desired role. Create a perfect resume using resume templates .
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2. Tailor your resume
Using Teal Analysis Mode and Matching Mode, you can easily create a well-optimized resume. Just enter the job description and get a Match Score on your resume. Plus, you’ll get keywords and tips for how to improve your resume so it can stand out.
![how to write email with resume attachment how to write email with resume attachment](https://cdn.prod.website-files.com/627c8700df0be67c4b1d533c/66a29330eb10c7270d7567f9_6629072ca5e5c45aa45ec64d_matching%2520mode%2520asset.webp)
Start by using Teal’s Resume Builder. Simply upload your LinkedIn profile or existing resume and get a customizable resume. From there, you can make changes and access the Analysis and Matching tools.
3. Prepare your resume for email
Your resume format matters. In a single document, you’re sharing highlights of your career journey and relevant skills. Choosing the right one can grab a hiring manager’s attention. Some common resume formats include:
- Chronological resume
- Functional resume
- Combination resume
These formats showcase information in different ways. Based on where you’re at in your career and the job you’re applying to, you can choose which format is ideal for your situation.
Once your resume is ready and your resume emails optimized, the question remains:
Should you send your resume as a Word or a PDF file?
People often wonder what’s the best format to send a resume. First, go back to the job listing and see if there are instructions on how to email a resume. Some listings might say which format they prefer. If there’s no preference listed it’s up to you. But there are some things to consider when deciding between sending a PDF or Word doc for your resume file.
Nicholas Hopkins, director and head of contract recruitment at VIQU IT Recruitment suggests using a Word Document for some important reasons:
"You'd be surprised, but people still include personal details such as age. If the recruiter is committed to upholding diversity recruiting, they may also need to remove information such as your name, name of your school or university, and start and end dates for job experience. This is to limit potential occurrences of unconscious bias. Some common mistakes I have found people make when emailing their resume are including pictures or not including information on how recruiters can contact them."
Scott Lieberman, founder of Touchdown Money hires people for his small business and has been on the HR hiring committee of various companies for over 10 years offers a different point of view:
“Use a PDF formatted resume to attach to the email. A PDF ensures your resume is opened with the same formatting as you typed it.”
So if you’re applying directly to a company, you might consider using the PDF format. You can feel confident that your formatting is intact. On the other hand, if you’re emailing a resume to a recruiter a Word Document may be a better option.
Ultimately, the type of file you send is secondary to the contents of your resume. Make sure your resume looks organized and legible and that it’s optimized based on the job description.
![](http://writinghelp.online/777/templates/cheerup/res/banner1.gif)
4. Write an effective email subject line
Emailing a resume won’t do much good if nobody opens the email. That’s where creating a clear and concise subject line helps.
Avoid these subject line mistakes when emailing your resume:
- Leaving the subject line blank
- Only putting “job application”
- Very long subject lines
Instead, keep the subject line simple using this formula:
[Full Name Application]: [Adjective] [Job Title] [Seeking New Opportunity at] [Company Name] [Job ID if available]
Email subject line examples :
Brad Smith Application: Collaborative Software Engineer Seeking New Opportunity at Google #530 Katie Johnson Application: Results-Driven Social Media Manager Seeking New Opportunity at Buffer Jerry Johnson Application: Dynamic Program Director Seeking New Opportunity at LA Phil
That’s the basic formula. You can tweak it to your liking, but leading with the most important details can make sure it’s not overlooked or confused for spam or promotional email.
Remember, companies may be hiring for multiple positions, so listing the job title can be helpful. Including your name makes it easier to search and listing the company name makes it specific. Lastly, adding an adjective and verb can give them a taste of who you are and what you can do for the company.
For more tips on crafting an effective subject line, check out this guide on email subject for job application.
5. Email the right person
To help your email stand out and be more professional, email the person most involved in the hiring process. If the hiring manager’s name is listed on the job description, use it when addressing your email. Copy and paste carefully to avoid any misspellings.
If you don’t see a name but there is a job title, do a little research and see if you can find the contact. For instance, find the company’s LinkedIn page and search through the employees for the title the role would report into or recruiting titles. If no contact details are available, use “hiring manager” or “recruiter.”
6. Give context
Don’t just shoot off an email saying “Resume attached!” An email is a short-form style of communication. It’s essential you lead with your point and why it matters to them. Don’t assume they’ll connect the dots, share concise context in the email and subject line.
Resume email example:
Dear Hiring Manager, My name is [Full Name] and I saw the [Job Title] position listed on [Website/Where you found it]. As a [Job Role] with [X years of experience], I’d love to be considered. Attached you can find my resume and cover letter. Thank you for your time and I look forward to hearing from you. Sincerely, [Full Name]
7. Optimize and attach the resume file
Your resume should be 10 MB or less. If your PDF file size is too large, use a compression tool to make it smaller. It should be small enough to send without compromising on quality or the ability to read it. It’ll be of no use if someone downloads your resume but can’t read it properly.
Additionally, your resume file name should be clear and include your name, job position, and company. Instead of a jumble of non-descript numbers and letters, it should look something like this:
BradSmithResume_SoftwareEngineer_Google BradSmithSoftwareEngineerResume_Google BradSmith_SoftwareEngineerGoogle
Having a clear naming convention can make it easier to find your resume for all parties involved. It also shows you’re being specific and applying for a particular role at a company, instead of sending off the same resume to several companies.
When you’re about to attach your resume to your email, do so carefully. You don’t want to send the wrong attachment or the wrong version of your resume. You can be extra careful and send yourself a test email with your resume.
Here’s how to send an email and attach your resume in Gmail:
- Log in to Gmail
- Click on the “Attach files” icon (look for the paper clip at the bottom of your email)
![how to write email with resume attachment Paper clip icon in gmail for attachments](https://cdn.prod.website-files.com/627c8700df0be67c4b1d533c/663e8aeb9ff3dddd94bce77d_wcz6Yx4whFbWuWBZcDBlC1sQ8bJnTyW5YQ3xgMmf_-TMMmPq15Kyj0GE6OMvTOYfM-4zr8Zz6cVrhfeD0BtwDM6Et-u6IZWR0SKZd0NosDGxZWrc2TlWO3mGQoF2dFINR5GPC1Zryq0VfhwwAd-6k4Y.png)
- Select your resume
- Press “Open”
After following those steps, your email should have the attached resume ready to send. Teal can help you create various versions of your resume and ensure it’s the right file type.
Consider emailing a cover letter
While emailing your resume, you should consider emailing a cover letter as well. If this is in the job listing, this is a must. Even if it’s not a requirement, attaching a cover letter can provide more context about your experience and bring your resume to life.
The key is to include your cover letter as another attachment. Many people copy and paste their cover letter into the email body or combine it with their resume file. This should only be done if instructed to do so. It’s better to keep your message short and sweet and provide all job application materials as attachments.
This makes them easier to download and share with other staff members. It’s also just a cleaner and more organized way to apply for a job.
What to write in an email when sending a resume
Here’s a step-by-step guide on what to write in an email when sending a resume.
Step 1: Address the hiring manager or recruiter
Your email should start with a friendly salutation like “Dear” and the email recipient. If you have the contact’s name, use it so it’s clear and personal. When there’s no name given, you can use hiring manager or recruiter. Avoid writing “To whom it may concern” which feels impersonal.
Dear Hiring Manager, Dear Recruiter, Hiring Manager, Recruiter,
Step 2: Write an intro
Your intro is where you set the stage. You’re establishing your reason for contact. Write clearly about your intentions and the purpose of your email. Here are some sample emails of several different situations and how to send a resume through email.
If inquiring about a job
I’m reaching out about your [job title] position listed on [website] and would love to learn more.
If applying for a job
I saw your [job title] posting on [website] and I’m interested in applying.
If following up on a job
I wanted to follow up about the [job position] at [company]. Please let me know if there are any updates.
Step 3: State your purpose for emailing
The body of an email is where you get to the heart of the matter and provide more details.
I’m interested in the position and would love to know the best way to apply and submit my application.
After reviewing the job description, I believe my skills and abilities would benefit your organization. I’ve attached my cover letter and resume for review.
I’d love to meet with your team to discuss my experience further.
Step 4: End the email
The close of your email should remind them of your interest in the position—and have a dose of enthusiasm and gratitude so you leave a positive impression.
I look forward to hearing back from you and learning more about the opportunity.
I would love to discuss how my experience can be an asset in this position. Thank you for your time and consideration!
Let me know if you need anything else or have any questions.
Step 5: Sign off
Your sign off can include “Sincerely” or “Best” and list your contact information.
Example sign off :
[Full Name] [Email] [Phone Number] [LinkedIn profile, optional]
Tips on writing a resume email
The salutation and signature are easy enough, but the body of the email is where you’ll get more specific. You want to keep your message clear and inspire a call to action, which in most cases is a response, an interview, or a job offer.
Tips to keep your resume email professional and concise:
- Keep it brief
- Don’t reiterate what’s in your cover letter
- Avoid sharing too much of your resume in the body of the email
- Aim for three to five sentences
- Don’t copy and paste your cover letter in the body, unless instructed to do so
Teal’s Email Templates feature can give you a head start. Inside the Job Tracker , you'll find email templates for applying for a job, following up on an application, following up after an interview, and even resigning from your job , and giving two weeks notice . That way, you don’t have to start from scratch or reinvent the wheel, so you can use your time elsewhere.
How to follow up on your resume email
After sending an email with your resume and cover letter, the waiting game starts. It can be nerve-wracking, but there is one thing you can do (sparingly) to feel a little more in control—follow up.
The art of email follow-up is crucial. You want to be enthusiastic but not too eager. Polite and not pushy. To follow up, send a well-written email using the email address you used to send your application materials.
Example follow-up email:
Dear [Hiring Manager’s Name], Hope you’re doing well! I submitted my resume and job application materials for [job title] a few weeks ago. I wanted to check in and see if you have any updates on the hiring process. I’d love to chat with your team further about the role. Best, [Full Name] [Contact information]
Sending a follow-up may help you get a response so you know where you’re at in the process. It’s also about taking a proactive approach to your job search. In fact, some hiring managers expect interested candidates to follow up after an interview. That said, don’t overdo it. In most cases, you should wait until they respond before checking in again.
What NOT to do when sending a follow-up email after applying for a job:
- Use a different email than the one you used for your application
- Send an email too soon (wait a minimum of a week, but two to three weeks might be better)
- Be demanding
- Forget to include your contact information
- Fail to mention the specific job posting
For a detailed breakdown on following up on an open role, check out this guide on how to follow up on a job application .
Create a resume you’re proud to send
Learning how to send a resume the right way can mean the difference between getting a response and getting lost in the void. When applying for a job, communication matters. The way you send an email, what you say, how you say it, are all considered before you get an interview.
So make sure your message gets your point across with an optimized resume that’s named properly and attached to the email.
To help you feel confident and create a resume you’re proud of sending, use Teal’s Resume Builder. Importing your LinkedIn to create a resume has never been easier and using the range of templates can help you design something that feels like “you.” Also, see how your current resume matches the job description, so you can make improvements and boost your chances of a callback.
Using both the Resume Builder and Email Templates feature is a winning combo that can remove some of the pain of creating a resume and sending professional emails.
Sign up for Teal today to access resume and email templates.
Frequently Asked Questions
What should i write in an email when sending potential employers a resume.
In an email sending your resume, write “My name is [Full Name] and I’m interested in applying for [Job Title] at [Company Name]. Given my [years of experience], I think I’d be a great fit for this role and would love to talk further. You can find my resume and cover letter attached to this email. I look forward to hearing from you and discussing this further.”
How do you professionally say my resume is attached?
When sending your resume via email, let the email recipient know which documents are attached by saying “My [resume, cover letter, etc] are attached to this email for review.
Is it okay to email your resume?
You always want to follow the instructions provided by the company in the job listing. If the job posting states that you should send your resume via email, it’s not only okay but also necessary to follow those instructions. Other companies may prefer you use their job portal or other online method to submit an application.
Does it matter what time you email a resume?
When you send a resume matters. It’s ideal to send it first thing in the morning so it has a better chance of being seen. This may help your email stay at the top of the inbox instead of getting lost among unread emails. If your email provider allows it (Gmail does), schedule your email to send the next morning if preparing the email later in the day.
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Melanie Lockert
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Email to Send Resume: How to Build Yours [+ Template]
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In This Guide:
Emailing resume to an employer, follow the directions, use a clear subject line, keep it simple, include an introduction in your email, attachments vs. pasting plain text, finish off with a clear call to action, include your signature, use a professional email address, use the name of the person you’re emailing, name your attachments properly, mention your attached files, proofread your documents, send a test email message.
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You have created a resume that stands out and is ready to get you your big interview.
That’s great, but now how do you get in touch with a hiring manager?
You always have the option of applying to specialized websites for job applications, or use the company’s website.
But there is a better and much more effective way.
It may seem a little old-fashioned, but getting in touch with the hiring manager through email definitely has its charm.
As most applications are usually sent through automated systems or websites, the personal touch is almost missing.
But sending your resume through email shows your personal interest in the company, and this would always work in your favor.
In this article, we will go through all the basics you need to cover in your email:
- Finding contact information of the hiring manager
- Formatting your email right
- Attachments and the right format for them
As well as:
- Some tips and tricks you need to consider
- Sending your cover letter (if required)
And we will top it all off with some great examples.
If you still have some hesitations about your resume, you should check out our Resume tips before sending out your resume.
But if you think your resume is good to go, we’re diving right into the topic.
Upload & Check Your Resume
Drop your resume here or choose a file . PDF & DOCX only. Max 2MB file size.
There are quite a few steps that you need to do in order to play your cards right.
But don’t worry, we’ve got you covered.
We are going to go through every step of the email and get you good and ready.
Find the hiring manager’s contact details
The first step you might want to try is just googling what you need.
Make sure you use the right format for that - “[Company Name] [Team Name] Manager”, for example, “Google IT Manager”.
If that does not work, you can try a little more direct method - call the company and ask for the hiring manager’s contact details.
As a final resort, you can try LinkedIn. Most companies and their employees have well-developed accounts there. Consider upgrading your LinkedIn profile as well.
Try finding your hiring manager and send an invitation to the hiring manager, saying that you would like to apply for an open position.
Most likely they will be happy to share their email address, but even if they are not, at least you are no longer anonymous.
You are very likely to get to the desired email that way, so don’t waste your chance.
The most important part of sending your resume is to follow the instructions.
Make sure you do exactly what the job listing states.
If the listing asks you to save your resume under a specific name, be sure to do so.
If the job ad states that it requires a resume in a particular format, you have to make it in that exact format.
Just to remind you, these are the basic resume formats:
- Reverse Chronological Resume Format
- Functional Resume Format
- Hybrid Resume Format
And why this is crucial - because employers are less likely to consider your application if you did not follow the instructions exactly.
So make sure you do so.
The subject of an email is the first thing your potential employer is going to see.
So make sure you format it correctly or your email might never be opened.
You have to make the subject line state clearly what is the purpose of the email, so that it does not get mistaken for spam.
Your subject line should include exactly three items, and not a letter more:
- The term “job application”
For example:
IT Specialist - job application - John Doe
You don’t want to make the body of your email too fancy.
Use a font that is easy on the eyes, don’t make it colored and stay away from emoticons.
You don’t know what email client your email will be opened on, so make it as simple as possible.
If you don’t, there is a great chance that you and your potential employer would see a very different email.
As it comes to your narrative in the email, again - keep it simple.
You need to introduce yourself, explain the purpose of the email and outline the documents you have attached.
Don’t use any fancy narrative, and absolutely stay away from attempts at jokes.
You need to consider that the hiring manager might be overwhelmed with work when they receive your email.
So you need to make sure your email’s point is clear from the beginning.
You can think of your email introduction like a Cover Letter .
But a cover letter that is much shorter and focused exactly on one point - getting the hiring manager’s attention.
Don’t copy sections from your cover letter, if you have one.
Instead, just summarize your career highlights in a few short sentences.
There are two options for sending your resume through email:
- Paste your resume as plain text in the body of your email
- Attach the file to the email
The first option should be used only when the employer does not accept attached files.
If that’s the case, remember - keep it simple. No fancy formatting, only plain text.
The better option, if it is available, is to attach your resume.
What you need to know here is that you absolutely should make it in PDF format.
That way, you can be sure that no matter what formatting you have, it will be preserved.
Another thing you need to look out for is the size of your document.
Anything larger than 10 MB is too big, and you need to consider compressing the file.
If you want to grab the hiring manager’s attention even more, you can try to finish off with a clear call to action.
You might wonder what that means.
Think of your email as making a sales pitch.
You are selling the company something of value, and that thing is you.
People don’t mind being sold to, as long as it is done right.
So take advantage of that.
You can finish off your resume with a call to action, which can be as simple as:
Can we schedule a meeting next week to discuss my ideas of your company’s growth?
And you are automatically one step ahead.
And finally, top it all off with your signature, so that it would be easy for the hiring manager to get in touch with you.
What should the signature include?
A few basics are more than enough:
- Start it off with “Sincerely”, or a synonym
- Your full name
- Email address
- Phone number
You can also add:
- LinkedIn profile
- Personal or professional website
Tips for emailing a resume
Okay, now you have the basics for your email.
But there are still some details that we should cover to ensure your success.
One of the first things that the hiring manager sees when receiving an email is the email address it comes from.
If they see an unprofessional email address, your message is in danger of forever remaining unnoticed.
If you don’t have a professional email address, consider creating a new one, dedicated for job applications.
When creating a professional email address, make sure it contains your name or part of your name.
The most common formats for this purpose are:
(first or f being your first name, and last or l being your last)
That’s a detail you might want to spend some time on.
Addressing the hiring manager by name in your email shows that you took the initiative to research the company.
And that is absolutely a great plus for you.
You would want to start off with a standard greeting, like “Dear Mr. Doe”.
Stay away from informal greetings, like “Hi, John” or “Hey, Mrs. Doe”. These don’t work in your favor and cancel out all the work you put in finding their name.
If you can’t find the name of the hiring manager, the next best thing is to address your email to the human resources manager, or the department you want to work for.
If you are sending your resume as an attached file in an email, you need to think about the name you give to that document.
Don’t forget that your potential employer can see the name you have given to your document.
What you would want the name of the file to include is your name and the word “resume”. For example: John Doe_Resume. pdf .
Don’t miss out on writing your name in the file.
You lose every chance of having your resume checked out if you send it with a name like “Resume”, or even worse - “Resume1” or “Resume2”.
That kind of name can only show your potential employer that you are not really interested in the position.
The main goal of your email is to lead the hiring manager to your attached resume.
So mentioning once again your attached files might not be overdoing it.
Actually writing out “please find attached my resume” or something in this sense, reminds the hiring manager not to overlook your resume.
But forgetting to attach your files is probably the worst thing you can do to your chances of getting the job.
That makes you seem unorganized and most hiring managers would not consider you an option, as they are actively looking for great organizational skills for every position.
Before sending anything, you would want to double- , even triple-check your email and documents.
Employers expect the same level of professionalism in emails, as they would expect if you start working for their company.
Make sure you use spell-check and check your grammar and capitalization.
It’s important to proofread your subject, body and attachments before sending your email..
Some of the email providers have built-in spell-checkers that you can use.
But no matter the spell-checker, don’t ever rely solely on it.
Spell-checkers can miss many grammar and spelling mistakes.
Make sure you re-read your email yourself and ask a friend to look it over as well.
The last thing you might want to do is send yourself a test email.
By doing so, you can see any mistakes in your formatting or attached documents .
And it’s better for you to see them, rather than the hiring manager.
What you want to be on the lookout for when sending a test message:
- Are there any typos or grammatical mistakes in your email
- Are all the attached files present in the email
- Do all attached files open up correctly
If you are good on all three points, you are ready to send your email off to the employer.
Email to send Resume - Template
And now, as we promised, we are going to give you an example of everything we covered above.
Follow it, and you will have your email ready in no time.
Subject: [ Job position ] - job application - [ Your name ]
Body: Dear, [ Hiring manager’s name ],
Please find attached a copy of my resume for the [ Job position ] with [ Company name] .
With [ X ] years’ experience in [ areas of expertise and skills ] and a proven record of [ list a few key achievements ], my goal is to leverage my expertise to help [ Company name ] succeed in achieving [ company vision / team goals ] .
[ Your Name ]
[ LinkedIn ] - optional
[ Portfolio ] - optional
[ Personal or professional website ] - optional
Takeaways: Email to send resume
We are all done.
Now you know how to structure your email for job applications.
You are now ready to build your email and grab the hiring manager’s attention with it.
Don’t forget our tips and tricks, and make your email the best it can be.
Check out our example once again and make your email get you your next interview in no time.
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Are you applying for a job via Email?
If yes, then this guide will help you understand the fundamentals of sending a resume to an employer via email.
In this digital age, sending your resume via email has become the norm. However, it's not just about attaching your CV and hitting 'send.' The email you craft to accompany your resume can be the game-changer that sets you apart from the crowd.
The answers to these questions will help you understand the professional approach of sending your resume via email:
- How to Email a resume in 2023?
- What should you avoid while sending a resume to employers?
Before sending your resume, we recommend proofreading it twice to remove unwanted errors. For instance you can also use the resume scoring facility of HyreSnap Online Resume Builder to check your resume’s compatibility with the opportunity.
We highly recommend sending your resume only after you are completely satisfied that you have a perfect resume. For now, let’s move ahead and check the guidelines that you must follow while sending your resume to employers via email:
How to Email a Resume in 2023?
Emailing a resume in 2023 follows many of the same principles as in previous years, but it's important to ensure your email and resume are well-formatted, professional, and tailored to the specific job application. Here's a step-by-step guide on how to email a resume effectively:
- Create a Professional Email Address: Use a professional and straightforward email address for sending your resume. If your current email address is unprofessional, consider creating a new one with your full name or initials.
- Craft a Clear and Concise Subject Line: Your email subject line should be clear and relevant. Include your name and the purpose of the email, such as "John Smith Resume for [Job Title]."
- Address the Recipient: Use a polite and appropriate salutation, such as "Dear [Hiring Manager's Name]" if you have that information. If not, you can use "Dear Hiring Manager" or a similar generic greeting.
- Write a Professional Email: Compose a well-written and professional email. Start with a brief introduction of yourself and the position you are applying for. Mention where you found the job listing.
- Attach Your Resume: Attach your resume as a PDF or Word document. Most employers prefer these formats. Make sure the file name is clear and includes your name, such as "JohnSmith_Resume.pdf."
- Cover Letter (Optional): If you are sending a cover letter, include it as a separate attachment. Mention in the email that the cover letter is attached.
- Signature: Include a professional email signature with your full name, phone number, and LinkedIn profile (if applicable).
- Proofread: Carefully proofread your email for spelling and grammar errors. Mistakes can create a negative impression.
- Send a Test Email: Before sending the email, send a test email to yourself or a friend to ensure everything appears as intended, including attachments.
- Follow Up: If you don't receive a response after a reasonable time, it's acceptable to send a polite follow-up email to express your continued interest.
- Respect Privacy: Ensure the recipient's privacy. Don't share personal or sensitive information in your email.
- Save the Sent Email: After sending the email, save a copy in your "Sent" folder for your records.
- Mobile Optimization: If you are sending the email from a mobile device, make sure the email and attachments are properly formatted.
Remember that every job application is unique, so customize your email and resume for each application. Tailor your email to express your interest in the specific position and company.
Things to Remember & Avoid While Writing an Email to Employers
When writing an email to employers for job applications or professional communication, there are certain things to remember and specific pitfalls to avoid. Here's a comprehensive guide on what to keep in mind and what to steer clear of:
Things to Remember:
- Professional Email Address: Use a professional email address that includes your name, such as " [email protected] ."
- Clear Subject Line: Craft a clear and specific subject line that conveys the purpose of your email.
- Polite Salutation: Use a polite and formal salutation, e.g., "Dear Mr. Smith" or "Hello [Hiring Manager's Name]."
- Professional Tone: Maintain a professional and courteous tone throughout your email. Avoid casual language and slang.
- Concise and Organized: Keep your email concise and well-structured. Use short paragraphs and bullet points for clarity.
- Personalization: Tailor your email for each employer and job application. Mention specific details about the company or job to show genuine interest.
- Grammar and Spelling: Proofread your email for grammar and spelling errors. Mistakes can create a negative impression.
- Attachments: Clearly state if you have attached documents, such as your resume or cover letter. Ensure they are properly named and formatted.
- Respect Their Time: Keep your email concise and to the point. Avoid lengthy emails and respect the employer's time.
- Highlight Your Value: In job application emails, briefly highlight your qualifications and why you're a strong fit for the position.
- Express Gratitude: Express appreciation for the employer's consideration, e.g., "Thank you for taking the time to review my application."
- Professional Signature: End your email with a professional signature that includes your full name, phone number, and LinkedIn profile (if applicable).
- Follow Application Instructions: Ensure you follow any specific application requirements or instructions provided in the job posting.
- Prompt Response: If the employer responds to your email, respond promptly, as it demonstrates your professionalism and interest.
Things to Avoid:
- Unprofessional Email Address: Avoid using unprofessional or inappropriate email addresses for job-related communication.
- Vague Subject Lines: Don't use vague or generic subject lines that don't indicate the purpose of your email.
- Casual Language: Avoid using overly casual or informal language in your email. Maintain professionalism.
- Lengthy Emails: Don't send overly long emails. Keep your email concise and to the point.
- Ignoring Instructions: If the job posting provides specific application instructions, do not ignore them.
- Ignoring Attachments: If the job posting requests specific documents, don't forget to attach them to your email.
- Neglecting Proofreading: Avoid sending emails with grammar and spelling errors. Always proofread your messages.
- Impersonal Communication: Don't send generic, one-size-fits-all emails. Personalize your messages for each application.
- Lack of Follow-Up: If the employer responds to your email, don't forget to follow up and continue the conversation.
- Inconsistent Tone: Maintain a consistent professional tone throughout the email. Avoid switching between formal and informal language.
- Ambiguity: Be clear and specific in your email's content. Avoid ambiguity or unclear language.
By remembering these best practices and avoiding common pitfalls, you can create professional and effective emails when communicating with employers, ultimately increasing your chances of success in your job search.
5+ Email Samples When Sending a Resume to an Employer
Here are five professional email samples that you can use as templates when sending your resume to potential employers for different purposes, such as job applications, follow-ups, and networking:
Job Application Email
You can refer to the below listed job application email sample while sending your resume for the first time to any employer via email:
Subject Line: Application for [Job Title] - [Your Name]
Email Content:
Dear [Hiring Manager's Name],
I hope this email finds you well. I am writing to express my strong interest in the [Job Title] position at [Company Name], as advertised on [Job Board/Company Website].
I have attached my resume and cover letter for your consideration. I believe my [mention a relevant skill or experience] makes me a strong candidate for this role.
Thank you for considering my application. I look forward to the opportunity to discuss how my qualifications align with the needs of your team.
[Your Full Name]
[Your Phone Number]
[LinkedIn Profile (Optional)]
Follow-Up Email After Application
You can use the below given email example to follow-up with your employer after some days of sending your resume via email:
Subject Line: Follow-Up on My Job Application
I hope this email finds you well. I recently applied for the [Job Title] position at [Company Name] and wanted to follow up on my application.
I am enthusiastic about the opportunity to join your team and believe that my qualifications align with the requirements of the role. If you need any additional information or would like to schedule an interview, please feel free to reach out.
Thank you for your time and consideration.
Networking and Introduction Email
You can refer to the following email sample to expand your professional network and make new connections in your service niche:
Subject Line: Introduction and Networking Opportunity
Dear [Recipient's Name],
I hope this email finds you well. I recently came across your profile on LinkedIn and was impressed by your experience and expertise in the [Industry/Field].
I am passionate about [mention your career interests or goals] and am always eager to connect with professionals in the field. I have attached my resume for your reference and would welcome the opportunity to connect and learn from your insights.
Thank you for your time, and I look forward to the possibility of networking with you.
Best regards,
Thank You Email After Interview
You can use this email sample to thank your employer after attending a personal interview session:
Subject Line: Thank You for the Interview - [Job Title] Position
Dear [Interviewer's Name],
I wanted to express my sincere gratitude for the opportunity to interview for the [Job Title] position at [Company Name]. I enjoyed our conversation and am even more excited about the possibility of joining your team.
I appreciate your time and consideration and look forward to the next steps in the process. Please feel free to reach out if you need any additional information from my end.
Thank you once again for the opportunity.
Response to a Networking Contact
You must refer to this email sample before responding to any connection request by any other professional in your service area:
Subject Line: Re: Our Recent Conversation
Dear [Contact's Name],
Thank you for reaching out and for our recent conversation. It was a pleasure to connect and learn more about your experiences in the [Industry/Field].
I have attached my resume for your reference. I would welcome the opportunity to explore potential collaboration or any insights you can share regarding [mention a relevant topic or interest].
Thank you once again for connecting, and I look forward to the possibility of future discussions.
These email samples can serve as templates that you can adapt and customize for your specific circumstances and job applications.
HyreSnap Online Resume Builder
These email guidelines and samples will help you interact with your respective employers effectively and professionally. However, we recommend checking your resume before sending it to the employer. For that, you can use HyreSnap Online Resume Builder that offers a resume scoring facility.
Apart from this, you can use this marvelous resume building to craft a technically strong resume for your next job search. Below are some highlighting offerings of this 21st century resume-making platform:
Key Takeaways
We have listed every important step to craft a professional email for interacting with employers and sending them resumes professionally in 2023. However, if you missed anything, please check the key takeaways mentioned below:
- Use a professional email address like [email protected]
- Write a catchy subject line to help the employer understand your motive
- Use easy-to-read English language for better readability
- Attach your updated resume to the email
- Proofread your email twice before sending it to your respective employer
Apart from this, if you have any confusion, please tell us your queries at [email protected] . Our experts will be more than happy to solve all your career issues and help you build a bright career in this highly competitive era.
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How to Email a Resume to an Employer
![how to write email with resume attachment how to write email with resume attachment](https://www.thebalancemoney.com/thmb/3AdG0nGdGh2JN73OWGGWLXTA2nY=/75x75/filters:no_upscale():max_bytes(150000):strip_icc():format(webp)/ADHeadshot-Cropped-b80e40469d5b4852a68f94ad69d6e8bd.jpg)
How to Send a Resume to an Employer
How to send an email cover letter, include an introduction in your email, review a sample email message, tips for emailing a resume, frequently asked questions (faqs).
Emily Roberts / The Balance
Do you need to email a resume to apply for a job? If so, you might find yourself confused about the best way to do it. Should you send your cover letter and resume as attachments or include them in the body of the email?
Most importantly, always follow the employer’s instructions on how to submit your job materials. The job posting should give you detailed information on how you are expected to apply. You may be asked to upload your resume online or to email it.
Here are step-by-step instructions for emailing your resume to apply for a job, including creating and formatting plain text resumes and sending PDF files or Word documents as attachments.
Key Takeaways
- Always follow the employer’s instructions. They should indicate whether to paste your resume into the body of the email or send it as an attachment (and what file type to use in that case, e.g., a Word document or PDF).
- Choose the right file name. The best file names include your name and do not include version numbers, which might make it seem as if you’re not invested in this particular job.
- Proofread and test before sending. Make sure your email is professionally formatted and typo-free before you hit send.
If you’re asked to send your resume via email, you may be advised on what format you should use for it, what to include in the subject line of the email, and the deadline by which the employer needs to receive it.
For example, the employer may request that you upload or email your document(s) as a PDF file or a Microsoft Word document. When you email a resume or cover letter, you will typically be asked to add them to the message as attachments.
The first rule of thumb when emailing a resume is to do exactly what the job listing states. If the listing asks you to send your resume in a particular format or asks you to save your resume under a specific name, be sure to do so.
Employers are less likely to consider job applications that do not follow submission instructions exactly.
Use a Clear Subject Line
The subject line is the first thing the employer will see when deciding whether or not to open your message. Make sure your subject line clearly states the purpose of the message so that the employer does not mistake it for spam or otherwise overlook it. The subject line should include the job title and your name and should be edited for spelling errors. Here are some examples:
- Customer Service Representative – Your Name
- Administrative Assistant Resume – Your Name
- Communications Director Position – Your Name
Keep It Simple
Whether you paste your resume into the body of the email message or send it as an attachment, keep the font and style simple . Use an easy-to-read font and remove any fancy formatting.
Don't use HTML, emoticons, colored fonts, or images. You don't know what email client the employer is using, so simple is best. Otherwise, the employer may not see a formatted message the same way you do.
Attachments vs. Pasting Plain Text
Keep in mind that some employers do not accept attachments. In such cases, paste your resume into your email message as plain text. However, when there are no instructions, the easiest way to send your resume is as an attachment. That will preserve your resume content and format. Your cover letter can also be sent as an attachment or it can be written in the body of the email message .
How to Create a Plain Text Resume
Here's how to paste a formatted resume to create a plain text version:
- Copy your resume into a plain text editor such as Notepad (which should be available as an app on your computer) or into a Word document or a Google Docs document. In Google Docs, right-click and select “Paste Without Formatting.” In Word, depending on your version, select “Paste Options: Keep Text Only” or “Paste Special: Unformatted Text.”
- Align the text to the left.
- Replace bullets with dashes or asterisks.
- Use capital letters for section titles, for example, Work Experience, Education, etc.
- Add spacing between sections so your resume is easy to read.
Choose a Resume File Format
If you're uploading your resume online or sending it as an email attachment, be sure to read the job listing carefully for any directions on what format the employer would prefer for your resume. If there are no directions, submit the resume as either a Microsoft Word document (.doc or .docx) or as a PDF file. These are the formats most commonly preferred by employers.
If you have saved your resume in Google Docs or with word processing software other than Microsoft Word, convert it to the desired format. You should be able to click “File” and then "Download" and save it as a Word document or PDF.
Depending on your word processing software, you may be able to save your document as a PDF by selecting the “File” menu and then the submenu “Save As” (or “Save a Copy”) and then selecting "PDF" as the desired file format. If not, there are free programs you can use to convert a file to a PDF.
Name Your Attachment
If you attach your resume to your email, remember that your employer can see the title of your document. Include your name in the title so that the employer will know, at a glance, who you are. For example, you could name your resume “Firstname_Lastname_Resume.”
Don’t use a generic title such as “Resume” or, even worse, “Resume 1” or “Resume 2.” This might make the employer think you don’t care enough about the job to tailor your materials specifically to the position. It also doesn’t help the employer remember who you are.
Include Your Signature
At the bottom of the email message, include an email signature with your contact information so it's easy for the hiring manager to get in touch with you. In your signature, include your name, email address, phone number, and the URL of your LinkedIn profile, if you have one.
Sample Email Signature
Kyle McMahon kmcmahon@email.com 615-432-1111 linkedin.com/in/kylemcmahon
When applying for a job via email, you may be asked to send your cover letter in the body of your email message. If so, you can write your letter directly into the email or copy and paste an existing letter.
If the job posting doesn't specify how to send it, you can also choose to include your cover letter as an attachment. If you do so, use the same format you used for your resume (for example, if your resume is a PDF, your cover letter should be too). Also, use the same naming convention as you did for your resume, e.g., janedoecoverletter.doc.
Be sure to read the directions on the job application carefully: sometimes companies want all your materials sent as one PDF or Word document, and other times they want each document as a separate attachment.
If you do send both your resume and letter as attachments, include a brief introduction in your email message. In it, mention the job you are applying for, and note that your resume and cover letter (and any other requested materials) are attached.
Here's an example of an email message sent to apply for a job. It mentions that the candidate's resume and cover letter are attached.
Subject: Customer Service Manager Position - Your Name
Dear Hiring Manager,
I am very interested in applying for the Customer Service Manager position that is listed on Monster.com.
I've attached my resume and cover letter. If there's any additional information you need, please let me know.
Thank you very much for your consideration.
FirstName LastName Email Phone LinkedIn
Before you send your resume to an employer, be sure the final version is perfect.
Carefully Edit and Proofread Your Documents
Make sure you use spellcheck and check your grammar and capitalization. Employers expect the same level of professionalism in emails as they do in paper correspondence. Be sure to proofread your subject line, the body of your email, and any attachments.
Many email programs have built-in spellcheckers you can use. Alternatively, write your message using a word processing program, spell- and grammar-check it, and paste it into the email.
There are free online proofreading programs, such as Grammarly, that you can use to check your documents.
No matter how you write it, be sure not to rely solely on spellcheckers, which can miss many grammar and spelling mistakes. Reread your message yourself and consider having a friend look at it as well.
Use a Professional Email Address
Make sure to use a professional email address that includes your first and last name or at least part of your name. If you don’t have one yet, create a new professional email address, if possible.
Send a Test Email Message
Before you click “Send,” be sure your application is good to go:
- Attach your resume to an email, then send the message to yourself to test that the formatting works.
- Open the attachment so you are sure you attached the right file in the correct format and that it opens correctly.
- If there are issues, update your materials and send another test message to yourself. Once everything looks good, send it to the employer.
Is it better to send a resume as a Word document or a PDF?
Most employers accept both Word documents and PDFs. In some cases, they will specify in the job posting which type of resume format they want to receive. A PDF preserves your original formatting, so it will be viewed the same way on all computers. A Word document can be easily read by many different programs. Some surveys report that employers prefer Microsoft Word documents.
What should be included in an email message when a resume is sent as an attachment?
When you send a resume as an attachment, there are two options for writing an email to accompany it. You can either write an introductory email message and send your resume and cover letter as attachments, or you can write your cover letter in the body of the email. If the job posting specifies how to send your application materials, follow those instructions.
CareerOneStop. “ Design for Easy Reading .”
ZipJob. “ Should You Send Your Resume as a PDF or Word Doc? "
Google Docs Editors Help. “ Create, View, or Download a File .”
![how to write email with resume attachment StandOut CV](https://standout-cv.com/wp-content/uploads/2020/01/cropped-SOCV-logo-e1605371415778.png)
What to write in an email when sending a CV
![how to write email with resume attachment Andrew Fennell photo](https://standout-cv.com/wp-content/uploads/2021/01/Andrew-Fennell-photo.png)
When sending your CV to employers or recruiters via email, it’s important to write an effective message
But what should you write to catch their attention and persuade them to open your CV?
This guide will explain everything you need to write, and even has some example emails to copy.
CV templates
![how to write email with resume attachment What to write in an email when sending a CV](https://standout-cv.com/wp-content/uploads/2022/03/What-to-write-in-an-email-when-sending-a-CV.png)
Subject line
When sending an email applying for a job, keep in mind that your first goal is for the recruiter to open your message – this means capturing their attention and giving them a reason to click on your email.
So rather than writing the same subject as everyone else, use this chance to start selling yourself right away.
![how to write email with resume attachment CV email subject line](https://standout-cv.com/wp-content/uploads/2022/03/CV-email-subject-line.png)
Use the subject line to highlight your skills and experience in a short, screen-friendly heading: consider your key selling point as a candidate and find a way make it into your subject line. For example:
“Digital Copywriter with 7 years marketing experience”
“Solicitor with 15 years in property law”
Don’t forget that subject lines are short, so you only have around 30-35 characters to make use of.
![how to write email with resume attachment CV builder](https://standout-cv.com/wp-content/uploads/2024/07/CV-builder-mob.png)
Build your CV now
CV filename
CVs titled “CV”, “new CV” or, worse, a random constellation of letters (CV_778778.pdf) will simply look messy and get lost amongst the other hundreds of CVs that a recruiter receives daily.
![how to write email with resume attachment CV file name](https://standout-cv.com/wp-content/uploads/2022/03/filename_examples.png)
At the minimum, you want to include your first and last name when naming your CV file, and if you wish, you can also add a short word or phrase to add some further recognition. For example:
“[Full Name] CV”
“[Full Name] CV SEO Consultant”
Addressing the recipient
The best way to build a friendly rapport with a potential employer is to address the recruiter by name.
This means doing a bit of research… you should be able to find relevant names of recruiting managers on the company’s website, LinkedIn, or in the job description itself. If the recruiter’s name isn’t available, stick to a friendly ‘Hi’, and avoid overly formal, outdated terms such as “Dear Sir or Madam.” For example:
“Hi [recruiter name]”
Friendly opening
To make the best impression on the recruiter and encourage them to open your CV , it’s a good idea to appear friendly with a warm opening – the recruiter will probably open hundreds of CV emails every day, so a personalised touch will go a long way. Use warm greetings, such as:
“Hope you’re having a good week”
“Hope my email finds you well”
Don’t be overtly personal, however. A simple, friendly greeting should do the trick.
Job you are applying for
After your friendly greeting in your CV email, you want to highlight the job you’re applying for. This is important as recruiters will oversee several (potentially similar) job vacancies at the same time, so you want to make sure your application is going to the right place.
Use the full job title, and if the job title is vague, you can also add in the job reference number. For example:
“I am applying for the role of [precise job title], as advertised on [company website/recruitment website]”
“I would like to put forward my application for the role of [job title] as advertised on [company website/recruitment website]. Job reference number: [XXXXX].”
It isn’t always necessary to add the job reference number, but it can be useful if the company is advertising various similar roles, or several roles within the same department.
Introduction + suitability
In your introductory paragraph, you have a limited amount of space and time to convince the recruiter to open your CV.
It’s therefore important that you be as clear and concise as possible here: if you’ve already highlighted your experience in the subject line, now is the time to add more relevant information to persuade the recruiter why you’re a great fit for the role.
You should lead with your experience in similar positions, along with the skills and value that you could bring to the table. As always, try to keep your sentences short, easy to read, and informative. For example:
“With over 10 years of experience working in fast-paced, results-driven SEO environments, I have developed a skillset ideal for the role of [job title]. In a daily workday, I liaise with several B2B clients, providing digital strategy to companies both local and global as a marketing consultant.
I have proven to be successful in my work, having [give a recent example of success], and it would be a privilege to help grow [company name] in the same way.”
This example captures the attention of the recruiter by demonstrating value – the recruiter isn’t being forced to read a list of qualifications or generic degrees – instead, they are being given concrete information about how this person could help their company. This will encourage them to click on the CV to find out more about the candidate.
If you don’t have lots of professional experience , you can still make a great impression in your email introduction. The key is to demonstrate value – there’s no use in simply listing your A-levels, as this doesn’t help your candidacy stand out from others who might share the same results.
Instead, make use of the skills you’ve picked up throughout your academic and professional career, tailoring them to suit the job you’re applying for. For example, if you were applying for a job in an online news organisation or social media company, you could use the following example:
Example 2 (student no experience)
“With 2 years working as an editor for my university newspaper [Name], I developed a rich understanding of the editorial process and experienced first-hand the demands of a fast-paced newsroom. During my period as editor, we broke various stories about university staff pay cuts and student living standards, while increasing our online subscriptions by 250%.”
While this example doesn’t demonstrate a professional job history, it shows the positive impact you had in an organisation where you worked, created engagement, and demonstrated initiative. You can apply this to any extra-curricular activity or volunteer program if you don’t have work experience, just make sure to research how this experience will serve you in the role you’re applying for.
Even as a student with no experience , you can still create a powerful email when sending your CV.
Reason for applying
Most companies and recruiters want to know that their employers will be in it for the long-haul: it’s therefore important to come across as both knowledgeable and passionate about the role and the company itself, demonstrating visible enthusiasm.
You can briefly cite the company’s values, the appeal of the job itself, as well as your overall suitability for the role as reasons motivating your application. For example:
“My experience in [field], combined with my alignment with [company’s] values, compel me to apply for this role. I believe that I have both the necessary skillset and personal drive required to succeed in this position.”
“I am putting myself forward for this role as I believe [company] would be an innovative and freethinking place to work, and I believe that I could contribute significantly to its success.”
By speaking to the values of the company, the recruiter will recognise that you either took the time to do your research (which demonstrates initiative and eagerness) or that you’re already familiar with the company – which employers love.
Availability
When it comes to your availability, you want to appear flexible and enthusiastic. Giving a recruiter a list of unavailable dates and times isn’t going to work in your favour here: simply indicate that you’re available at short notice for an interview.
Most recruiters will offer various time slots, so you don’t need to worry about being precise at this point. You can also add a call to action here, directing the recruiter towards your CV. For example:
“ Please find attached a copy of my CV . I am available for an interview at your earliest convenience.”
“I have attached my CV for your consideration, and I am free for an interview at short notice.”
Professional signature
Now that you’ve completed your CV email, you want to give the recruiter several options for getting in touch with you. The best way to do this is to have a professional signature: a professional signature looks like the below examples, and can be added as a footer at the end of all your emails:
![how to write email with resume attachment Email signatures](https://standout-cv.com/wp-content/uploads/2023/05/Email-signatures.png)
[Full Name] Email: Phone Number:
John Peters Sales manager [email protected] Office: XXXXXXXX Home: XXXXXXXX
Sam Jones [email protected] Home: XXXXXXXX
Always make sure to use a professional email address. A recruiter is much more likely to take an applicant seriously if they have a professional email, and a lot less likely to reach out to someone asking them to contact them at [email protected].
Related guides: How to write a thank you email after an interview
Example CV emails
Check out some examples of effective emails below for inspiration and guidance:
Customer service
![how to write email with resume attachment Customer service short cover letter sample](https://standout-cv.com/wp-content/uploads/2023/10/Customer-service-short-cover-letter-sample.png)
This customer service cover letter is short and to-the-point – it quickly delivers a host of reasons why this candidate would be valuable in a customer service role.
See also: sales assistant cover letter example
![how to write email with resume attachment Finance Cover Letter](https://standout-cv.com/wp-content/uploads/2023/08/Finance-Cover-Letter-1-1.png)
Applying for finance and accounting roles.
This cover letter outlines the candidate’s finance knowledge, and how they could apply it in the workplace
![how to write email with resume attachment Graduate short cover letter sample](https://standout-cv.com/wp-content/uploads/2023/10/Graduate-short-cover-letter-sample.png)
Graduate’s cover letters are a little longer than most, as they don’t have as much experience, so need to describe their education and transferable skills.
![how to write email with resume attachment Sales cover letter](https://standout-cv.com/wp-content/uploads/2023/10/Sales-cover-letter.png)
This cover letter boasts the candidate’s ability to make sales and drive revenue.
![how to write email with resume attachment ResumeCoach](https://static.resumecoach.com/wp-content/uploads/sites/43/2023/05/03110026/resumecoach_white.png)
Resume Templates
Resume samples
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Cover Letter Examples
Cover Letter Samples
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How to Email a Resume and Cover Letter to an Employer
![how to write email with resume attachment Margaret Buj](https://static.resumecoach.com/wp-content/uploads/sites/43/2023/08/08074757/margaret-buj-150x150.webp)
When you are job hunting, emailing your resume and cover letter is a standard part of the process. But what is the best way to email a resume ?
Potential employers are very quick to judge so it is essential to make a positive first impression . The email you send is the first thing they see so it is important to get it right.
If you have spent time writing an attractive professional resume it would be tragic to fall at the first hurdle by making a mistake when you email a resume and cover letter .
Thankfully, it is not rocket science. Using this step-by-step on how to email a resume to a potential employer will help to get your resume noticed.
Follow the employers’ instructions
When you are sending your resume by email it is important to follow the employer’s instructions to the letter. Failure to do so will show that you either have not read the job posting properly, or you have poor attention to detail.
The job advert normally gives detailed instructions on how to send your resume in an email . The details often state the resume format you should use, what you should include in the subject line of the email, what attachments you should send, and when the deadline is, among other information.
How to choose the correct resume file format
Employers normally ask for resumes to be sent either as a PDF document or as a Word document (.doc). If the required resume format is not stated in the job posting you can send your email resume as a .pdf or .doc.
There are various mistakes that candidates make on their resumes, so before you save it, make sure you have avoided the most common mistakes when writing a resume .
To save your resume as a Word document click ‘File’, ‘Save as’, then there should be an option to save it as a Word (.doc or .docx) file.
How to save your resume as a PDF depends on what word processing software you use. Normally, you can click ‘File’, ‘Print to PDF’/’Export as PDF’, and then save the file. Read some tips on choosing a good resume file name to make sure that it is named appropriately.
Writing a cover letter
Depending on the position, you might need to write a cover letter to provide additional information on your experience , expertise, why you are applying for the job , and why you are a good fit for the position.
Sometimes employers give specific instructions on what you should write about in your cover letter, make sure you follow these. The resume cover letter should demonstrate why you are a strong candidate for a position.
The cover letter should be as well written as your resume and any other documentation you send an employer. Use formal English .
There are two email formats which you can use to include your cover letter . You can either copy and paste it into the main body of the email, or include it as a PDF or Word document .
If you send the resume cover email as an attachment, you still need to write an email for attaching the resume. Write a formal email stating why you are applying for the position and that your resume and cover letter are attached.
How to email a resume to a company: final checklist
Once you have written your resume email and cover letter , there are some crucial things you should check before you send the email. There are some typical rookie mistakes to avoid, using a resume builder will help you to achieve this. Here are some final tips on how to email a resume to a company.
Keep it simple
Do not use a fun, crazy, or alternative font, use a simple one such as Arial, Calibri or Verdana. Also, avoid using HTML as you do not know if the employer will be able to see it.
Send attachments correctly
It is incredible how many people forget to attach their resume to their email. This looks forgetful and amateurish. Double check you have included all the correct attachments before you send the email.
Don’t Forget the Details
The email with your resume should include a subject line and a signature with your contact details. The subject line should include the position which you are applying for, if you do not include this your email may never be opened.
Proofread everything many times
Typos and small mistakes look unprofessional. Before you email a resume, proofread all of the documentation. Check it for clarity, spelling, and grammar. Also, pay special attention to names.
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3 Examples: How to Write an Email with an Attachment
We’ve all been there – you need to send an important email with an attachment, but you’re unsure of the best way to do it. This article will walk you through the process of writing an email with an attachment, using plenty of examples and easy-to-follow steps.
Attaching Your Files
Step-by-step guide to attaching files.
- Compose a new email by clicking the “Compose” or “New” button in your email client.
- Look for the “Attach Files” option. You’ll usually find it as a paperclip icon.
- Click the “Attach Files” option, which will then open a file browsing window.
- Select the file(s) you want to attach and click “Open” or “Attach.”
Specific Scenarios and Examples
Attaching an invoice for a client.
Dear [Client’s Name], I hope this email finds you well. Please find the attached invoice for the recently completed Project (…). The total amount due is $1,000, payable within 30 days of receipt. If you have any questions or concerns, please don’t hesitate to contact me. Thank you for your prompt attention to this matter.
Sending a Job Application with Attachments
Applying for a job typically requires attaching a resume and cover letter. To ensure your application gets the attention it deserves, craft a tailored subject line, such as Application for [Job Title – Your Name] . In the email body, keep it succinct while showing enthusiasm for the position. Express interest in the job and briefly explain why you’re a strong candidate.
Dear [Hiring Manager’s Name], I hope this email finds you well. I am writing to apply for the [Job Title] position, as advertised on [Job Board/Company Website]. With my experience in [relevant skills or industries], I am confident in my ability to contribute to [Company Name]. Please find attached my resume and cover letter for your consideration. I am looking forward to the opportunity to discuss my qualifications further. Thank you for considering my application.
Dispatching Event Invitations with Visuals
Event invitations often benefit from including visual elements to catch the recipient’s attention.
Dear [Recipient’s Name], You’re cordially invited to join us for [Event Name] on [Date] at [Time]! The event will be held at [Venue], and we have a fantastic evening planned, full of surprises. Kindly see the attached image for further information and a sneak peek of what to expect. Please RSVP by [Date] to confirm your attendance. We can’t wait to see you there!
(It’s also helpful to include any relevant information in the body of the email, in case the recipient cannot see the image.)
Frequently Asked Questions
How can i make sure my boss notices the file i’ve attached in my email.
To ensure your boss notices the attached file, mention the attachment clearly in the subject line and in the body of the email. You can use phrases like “Attached: [File Name]” in the subject line or “Please find the attached [Description of the File]” in the email body.
What’s the best way to describe files I’m sending over via email?
Include the file’s name, type (e.g., PDF or Word document), and a brief description of the file’s contents. This helps the recipient understand what to expect when opening the attachment and reduces confusion.
How should I respond to an email that requires me to attach a document?
When responding to an email that requires an attachment, start by acknowledging the request. Then, include the requested document as an attachment and mention the attachment in the email body. Also, provide some context about the content of the file. You can use phrases like “As requested, I’ve attached [File Name].”
Can you give me tips for attaching a file to an email on my phone?
- Locate the attachment option in your email app, usually found at the bottom or top of the screen, indicated by a paperclip icon.
- Select the desired file from your device and confirm the file selection in your email app.
- Double-check the attachment has been added by looking for the file name in your email draft.
How do I write a coherent email when applying for a position with an attachment included?
- Start with a clear subject line that includes the job title and your name.
- Address the recipient professionally and maintain a polished tone throughout the email.
- Introduce yourself and your intentions for applying for the position in the opening paragraph.
- Mention the attached documents (e.g., resume or cover letter) and explain their contents.
- Express your enthusiasm for the position and thank the recipient for considering your application.
- Close with a professional sign-off (e.g., “Sincerely” or “Best Regards”).
What are some professional yet friendly phrases to indicate I’ve attached a document to an email?
- “Please find the attached [Description of the File].”
- “I’ve included [File Name] for your reference.”
- “Attached to this email, you’ll find [Description of the File].”
- “Kindly refer to the attached [File Name] for more information.”
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How to Email a Resume to Get a Job
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You think your application is ready, but you don’t see any way to submit your resume directly on the LinkedIn page or company site where you found the opening.
So now you might be wondering, is it acceptable to email your resume for a job opening?
We can tell you, that you should go for it!
But, as a warning, a poorly written email can ruin your application just as much as a bland resume. Before even starting your email, you can optimize or create your application with our AI-powered resume builder. But, keep in mind, even if your resume is excellent, it’s never going to get opened if the email is weak.
If you arrive at a red carpet in an old rusty car, it doesn’t matter if your attire is astounding, the press will only notice the car.
In this article, you’ll learn:
- What to say when emailing a resume
- How to email your resume
- Expert tips for setting yourself apart
So, let’s unpack all you need to know about emailing your resume to an employer in a way that boosts your chances of landing an interview .
This article includes:
What Should a Resume Email Look Like?
When you’re interested in a job, sending a resume via email is an A+ idea. However, it can be nerve-wracking to know what to say in an email with your up-to-date resume , as you’re eager to make a good first impression on the employer .
That’s why it’s a good idea to review examples before working on yours. Take a look at the sample emails below for inspiration.
Sample of a cold resume email
If you are interested in a position in a company, it’s not a bad idea to send an email, even if there is no opening posted online .
This is known as a cold email , and here’s how yours can look:
Sample of a resume email answering a job ad
If you see an opening for a job, and want to directly reply to it, you’ll have to write it in a specific way. Here is an example of an email answering an advertisement for a position:
What Are the Best Tips for Mailing a Resume via the Web?
Now that you have seen examples, you may be asking yourself, “Should I email my resume directly to the hiring manager?” or “How do I send my resume as an email attachment?”
It’s important to understand the proper way to send an email .
Follow the steps below to email your resume correctly for a job opening.
1. Follow instructions
Most of the time, prospective employers include specific details about how to upload application materials (or send them in) within the job posting itself.
Employers are highly unlikely to consider candidates who haven’t followed these steps.
They may ask you to:
- Send a cover letter or other material
- Attach it in a certain format such as PDF or Word
- Include specific contact information
If you can’t find any specific instructions, follow the tips below to create a professional, effective email.
2. Keep things concise and clear
Just like you do with a good resume format , you should focus on keeping the text in your email short, clear, and to the point .
Let your resume and cover letter do the bulk of the talking for you. If you leave them wanting more in the email, they’re more likely to open the attachment out of curiosity.
3. Use an appropriate subject line
When you send a resume by email, the subject line matters. In fact, 64% of email recipients decide if they’ll open it based on the subject line.
Make sure your subject line clearly states the position you’re interested in and who you are . The last thing you want is for an employer to mistake your resume for spam.
Here are some ways you can write your subject line:
- Job Position or Title – First Name Last Name
- Customer Service Representative Position – Jane Doe
- Customer Service Representative Resume – John Doe
4. Include contact and other important information
Close your email with any extra information you need to share, as well as contact information like your email, phone number, etc.
Choose your primary phone and email. You don’t want to miss a response, and quick replies can help you show your excitement for the position!
How to Set Yourself Apart
Below are a few things to keep in mind as you are writing or even proofreading your email to ensure it’s as polished as it can be:
Bring up connections
Don’t be shy! If you know someone at the business , ask for their permission to mention them in your email and then include them.
For example, you may say, “Angela Smit recommended I get in touch with you.” If you went to the same school as the hiring manager, you should say so. For example, “I was excited to see on LinkedIn that you attended Ohio State University. That’s where I got my masters in 2022.”
Make sure you keep a professional tone
Although your language doesn’t need to be extremely formal, it should be professional. Be sure your files are named appropriately, your email format makes sense, and you use a professional email address to send your materials.
Look into the hiring manager
Mentioning the name of the hiring manager will get much more attention than a general “To whom it may concern.” You may even include a personal question to show you did your research. Just make sure you properly spell their name!
Double-check or test your email
Always proofread your email before sending it out. It’s also a good idea to send yourself a test version to make sure everything looks the way you want it to before you click send.
Key Takeaways
Emailing your resume can significantly enhance your chances of landing your dream job.
By following these guidelines, such as paying attention to instructions, personalizing your email, and maintaining professionalism, your application will stand out in a crowded inbox .
With these tips and remembering to keep your email concise and clear , use an appropriate subject line, and of course, proofread it before sending.
These strategies can help you make a strong impression, from preparing emails to preparing for interviews .
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2. Attach a file. The easiest way to email your resume is by attaching the file directly to the email. First, save your resume file as a Word Document (.doc, .docx) or PDF (.pdf) file format. To do this, find "Save As" in your toolbar. From the file formats available, select Word Document or PDF.
Add a clear subject line. Make the point of your email clear with a logical subject line - you could include the job title of the vacancy you're applying for, for example, or refer to the fact that the email is a job application or resume. Choose a professional greeting. Think "Dear [name]," or even just " [name]," rather than "Hiya ...
Examples of introduction when emailing a resume: "My name is Roger Jones. I'm writing this email to express my interest in the job vacancy at Valcor". "My name is Roger Jones, and I am submitting my application for the current job opening as Financial Analyst at Valcor.". "My name is Roger Jones. I came across Valcor's job ads on ...
To politely submit your resume, start by writing a professional and courteous email. Address the recipient by their name, if possible. In the email, briefly introduce yourself, explain the purpose of the email, and mention the attached resume. For example: "Dear Mr. Smith, I hope this email finds you well.
10 things to include in every resume email. Here's a checklist of 10 things you should write in an email when sending a resume: Short introduction of yourself. Statement about the position you are applying for (to avoid any misunderstanding!) Brief "elevator pitch" about why you should be considered for the position.
If that's the case, then you need to stick to it. However, if there are no instructions, you should stick to the standard format for subject lines: Subject: 'Job application' - Job title, Job ID (if applicable) — Your Name. Example: Job application - Office Manager, Job ID #1553 — Ian Lumberjack.
Send a generic or impersonal email. Don't rely on a template or send a generic email that doesn't specifically address the employer or the job posting. This shows a lack of effort and interest in the role. Send your resume as the body of an email. Attach your resume as a separate file rather than pasting it into the body of an email.
3. Make your subject line clear and professional. The subject line of your email should be brief and to the point. There are three elements to a professional email subject line: Your name. Target job title. The term "job application". Here's an example of a good subject line for emailing a resume:
Here's how to send an email and attach your resume in Gmail: Log in to Gmail. Click on the "Attach files" icon (look for the paper clip at the bottom of your email) Attach your resume to an email using the paper clip icon in Gmail. Select your resume. Press "Open".
Once your email message is ready to send, you need to attach your resume and cover letter to your message: Click on Insert > Attach File. Your email client will display a list of files in the default file folder of your computer. If your resume and cover letter are stored in a different folder, click on the appropriate folder.
I have attached my resume and a cover letter for the Account Executive position at Tethos, as advertised on your company's website. 4. Say What Value You'd Bring to the Company. Grab the attention of the hiring manager by highlighting the unique qualities that make you the perfect candidate.
The first step you might want to try is just googling what you need. Make sure you use the right format for that - " [Company Name] [Team Name] Manager", for example, "Google IT Manager". If that does not work, you can try a little more direct method - call the company and ask for the hiring manager's contact details.
5. Include a professional sign-off and don't forget your attachment (s) Let's go through key steps: Write "Sincerely," or use a synonym. Sign the resume email with your full name. If you don't have a pre-set footer, below the sign-off, include your contact details and, if necessary, basic social media handles.
Write a Professional Email: Compose a well-written and professional email. Start with a brief introduction of yourself and the position you are applying for. Mention where you found the job listing. Attach Your Resume: Attach your resume as a PDF or Word document. Most employers prefer these formats.
Here are the basic steps for emailing a resume: Update your resume for the new job. Use a professional email address. Include your name and desired job in the email's subject line. Draft a brief introduction paragraph providing more information about yourself. Attach the resume, preferably in a PDF file format.
Always follow the employer's instructions. They should indicate whether to paste your resume into the body of the email or send it as an attachment (and what file type to use in that case, e.g., a Word document or PDF). Choose the right file name.
You can also add a call to action here, directing the recruiter towards your CV. For example: " Please find attached a copy of my CV. I am available for an interview at your earliest convenience.". "I have attached my CV for your consideration, and I am free for an interview at short notice.".
There are two email formats which you can use to include your cover letter. You can either copy and paste it into the main body of the email, or include it as a PDF or Word document. If you send the resume cover email as an attachment, you still need to write an email for attaching the resume. Write a formal email stating why you are applying ...
Compose a new email by clicking the "Compose" or "New" button in your email client. Look for the "Attach Files" option. You'll usually find it as a paperclip icon. Click the "Attach Files" option, which will then open a file browsing window. Select the file (s) you want to attach and click "Open" or "Attach.".
Stick to a simple format with plain fonts to help keep your file size small. Ensure it's named appropriately and attach your file to the email. If the employer asks you to paste your resume into the body of the email using plain text, be sure to follow the instructions carefully. 4. Consider if you need a cover letter.
It's important to understand the proper way to send an email. Follow the steps below to email your resume correctly for a job opening. 1. Follow instructions. Most of the time, prospective employers include specific details about how to upload application materials (or send them in) within the job posting itself.
Here are a few examples of how to mention email attachments: I've attached my resume here. Please see the attached budget report. Here's the PDF file you asked for. Please find attached the cost breakdown. You'll find the attachment below. The requested document is attached to this email.