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What to Say When Emailing a Resume (with Examples)

10 min read · Updated on January 11, 2024

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:

Guide to Writing a Great Resume with No Work Experience

How To Write a Sick Leave Letter (with Template and Example)

How to Write a Letter of Recommendation

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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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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.

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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Emailing Your Resume: The Guide with Sample Emails for a Job

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.

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.

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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Emailing a Resume - 7 Vital Tips to Consider

One of the easiest blunders to commit when applying for a job happens while emailing a resume, as simple as it does actually seem.

Its relative simplicity and ability to get looked down upon is why it’s one of the costliest mistakes you can make while sending your resume to an employer.

How to Email a Resume to An Employer

Every job listing today does come with instructions and the employers expect you to follow all the instructions to the letter.

In fact, some hold the belief that the recruiters start judging your personality and resume based on your ability to keep to all the instructions included in the job listing.

Therefore, no matter how excited you are to be sending out your resume, patiently watch out for the instructions and follow them to the letter. You should also be very mindful of what to say while emailing your resume.

A lot of people practically accompany their resume submission with totally wrong information and as a consequence, their resume does not get opened at all and gets dumped in the trash.

Like every other random email you send daily, you should have an email resume subject as it’ll increase your chances of being read by over fifty percent according to a recent study.

Your email subject should be appropriate for the occasion and should look something like this: “Proficient Content Writer seeks a Content Executive position.”  

A title such as this: “Content Writing resume for application” on the other hand looks like something cooked up by an unserious fellow, sounds generic and therefore the recruiter will most definitely not open the email not to talk of looking at it twice.

Tips for Emailing a Resume

• Use of an appropriate email subject.
• Address the recruiter by his first name (it gives a human touch to it). 
• Tell the recruiter who you are and the reason you’re contacting them. 
• Relay how much value you’d be bringing to the company. 
• End your email body with how eager you are to meet in person. 
• Add your contact details, apart from the email address of course. 
• Attach your Resume and Cover Letter saved in a PDF format to the email. 

Email Body for Sending a Resume

We’re going to be very practical with this, as I’m definitely going to show you a sample email for a job application with resume. But before that, let’s take a look at the perfect email body for sending a resume .

The perfect email body for sending resume is a well-structured sneak peek of your entire job application.

While reading through it, the recruiter should be impressed and left hungry for more thereby leading to the ultimate reaction of wanting to read through the rest of the package with immediate effect.

Lots of people make the mistake of simply pasting their cover letter as the body of their email, but this is actually very wrong because in most cases, recruiters do not go through the entire cover letter, so imagine that same cover letter in the body of your email, would you read through it if you were your own recruiter?

Most definitely not I think. Your email resume body is a lot better if left short and interesting.

1.  Proficient Content Writer seeks a Content Executive position with ABC Airways.

2.  Dear (Recruiter),

3.  Please find attached to this email, a copy of my resume and cover letter for the Content Executive Position at ABC Airways.

4.  As the 2019 winner of the Common Wealth Writers Prize for Content Writing, with a rich work experience spanning three continents and a 98% success rate in previous projects, I am poised to bring my 5+ years of experience to play in driving your marketing content success rate up to 85% in no time.

5.  I look forward to a face-to-face meeting in order to be able to share my thoughts and ideas on the recently completed German Marketing Campaign and how a higher success rate can be achieved.

6.  Sincerely, (Name and Contact of Sender).

7.  Attachments.

While all this is said and done, it is still incredibly easy to flunk while sending a resume email to a recruiter as surprising as that might sound.

But, another relatively easier error to commit while sending the email is doing it from a very unprofessional email address such as “[email protected]” or “[email protected]”, believe me, if you do this, your email will never be opened and your resume will definitely not live to see the light of the day.

In order to cross this dangerous border, you’d be better off with a much more mature and professional email address like the one which combines your first and last name.

If it’s already taken then simply combine it with a couple of figures such as “[email protected]” or “[email protected]” and you’d be good to go.  

One of the most important things about writing a resume and emailing it to a recruiter is to ensure that is it tailored perfectly to fit the job in question .

Suggested Reading:

• 43+ Resume Tips and Tricks to Land Your Next Job in 2024
• Resume Examples for Your Job
• Professional Cover Letter Examples
• How to Optimize your LinkedIn Profile to Complement Your Resume

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5+ Sample Emails When Sending a Resume to an Employer [Mail Templates]

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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What to write in an email when sending a resume

When sending your resume 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 resume?

This guide will explain everything you need to write, and even has some example emails to copy.

Resume templates 

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.

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.

Resume filename

Resumes titled “resume”, “new resume” or, worse, a random constellation of letters (resume_778778.pdf) will simply look messy and get lost amongst the other hundreds of resumes that a recruiter receives daily.

At the minimum, you want to include your first and last name when naming your resume file, and if you wish, you can also add a short word or phrase to add some further recognition. For example:

“[Full Name] resume”

“[Full Name] resume 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 resume , it’s a good idea to appear friendly with a warm opening – the recruiter will probably open hundreds of resume 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 resume 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 resume.

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 resume 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 resume.

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 resume. For example:

“ Please find attached a copy of my resume . I am available for an interview at your earliest convenience.”

“I have attached my resume for your consideration, and I am free for an interview at short notice.”

Professional signature

Now that you’ve completed your resume 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:

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 resume emails

Check out some examples of effective emails below for inspiration and guidance:

Customer service

Applying for customer service roles.

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

Applying for finance and accounting roles.

This cover letter outlines the candidate’s finance knowledge, and how they could apply it in the workplace

Applying for graduate/student roles.

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.

Applying for sales roles.

This cover letter boasts the candidate’s ability to make sales and drive revenue.

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Updated TOP 20 Examples of Subject Lines for Sending Resume + 20 Additional

• Career Advice

Posted On 09 Aug 2021

Updated on 15 jun 2022.

When sending your resume via email, you need to pay serious attention to your email subject line just as you would the content of your email. Why so? It’s because your email is the first thing that recruiters and hiring managers see. But more than just tell them they are receiving your resume, your email subject line provides a glimpse of the value that you potentially offer to their organization. Thus, it pays to learn how to write your subject for sending resume the right way.

The importance of email subject lines

In today’s rapidly moving business world, even an average employee can experience email overload, otherwise known as the piling of unsolicited messages in one’s inbox. If you can relate to the problem of email overload than perhaps you can imagine the abundance of email communications that a point-of-contact person such as a recruiter or human resources manager is bombarded with. Faced with a barrage of new emails, you’ve probably skimmed at email titles, ignoring and even deleting those that don’t catch your attention. Recruiters and hiring managers are the same way.

What to mention in the subject while sending resume

Think of your email subject for sending resume like the title of an article or a book. You have to make an effort to make your title catchy and compelling to encourage your reader to read the rest of your text. Otherwise, you risk your email resume getting sent to the trash bin, or worse, marked as spam. As for what to mention in subject while sending resume, here are four of the most important tips for making your subject for sending resume to HR as effective as can be.

1. Make it obvious you’re applying for work

One of the biggest mistakes you can do (which a lot of applicants commit) is not clearly stating your intention, which is to apply for a job. Failing to do so can end up confusing and even infuriating recruiters and hiring managers, especially if your email subject line for job application is shoddily written and the messaging vague. Here are some solid examples of how to be direct-to-the-point with your email subject line when sending your resume.

• Resume, John Doe, Applying for Sales Position, Miami
• Job Application, Jane Smith, Applying for IT Specialist, Salt Lake City

2. Your qualifications

If the job listing has very specific requirements, such as knowledge of specific computer languages or a master’s degree, it can help to use these qualifications in your email subject for sending resume. Check out these examples:

• Experienced Content Writer – Over 100 Real Estate Articles Written
• Forklift Driver with 2 Years’ Experience Applying for Vacant Position

3. If referred, include referring person’s name

If you were referred by someone from the company, including that person’s name in your subject line for job application. By adding your referrer’s name, you can make your email stand out, especially if it’s someone who is in good standing with the company. In this case, you are already making a good impression even before the recipient even looks at your resume.

• Referral from Steve Smith: Joe Johnson, Resume for SEO Specialist Position
• Referral from Mary Winston: George Abrams, Resume for Senior Marketing Position

4. Formal words and phrases

Never use informal words or phrases that you would use in casual conversations with your friends—even if the recipient is someone you personally know. Some examples of terms not to use include “Hi,” “Howdy.” or “What’s up?” Practice professionalism at all times in your correspondence when applying for work. Likewise, avoid using abbreviations or shortened terms unless that’s how they were used in the job listing or submission instructions.

Email subject line good practices

More than just using the right words and terms, it also helps to keep some good practices in mind when writing your email subject for sending resume.

1. Keep it short

Recruiters and hiring managers reportedly take only six seconds to skim through an entire resume. How much time do you think they’ll spend on your subject for sending resume to HR? Grab their attention immediately by keeping your email subject line concise and direct to the point. Use too many characters, and your subject line can get cut off abruptly, especially on smart devices and mobile phones. You risk losing your recipient’s interest this way.

It is highly recommended that you limit your email subject line to 80 characters or less. That should be enough to let your reader know that you’re applying for a job. If you have a lengthy name, there’s no need to write it entirely—including only your first and last name in your email subject line will suffice.

• Job Application, Tony Parks for Accountant Position, Dallas, TX
• Resume, Norman Brown for Coaching Staff, Pembroke, NC

2. Review, and review again

Due to the limited space available, any typographical or grammatical error in your email subject line will be immediately obvious. These errors leave a negative impression on any reader, telling them that you’re lazy and can’t be bothered to check your work. For your application’s sake, proofread your subject line along with the rest of your resume before sending it out. By ensuring your subject line is free of spelling or grammatical errors, you preserve your credibility in the eyes of the reading recruiter or hiring manager.

In addition, make sure you’re sending your email resume to the right person—you certainly don’t want the hiring manager to find another supposed recipient of your email resume.

3. Keywords, keywords, keywords

A lot of the resume applicant screenings done by companies these days rely heavily on keywords. Many modern recruiters use filters to separate job applicants from the rest of their emails, so you need to make your email subject line for sending resume to HR ‘filter-friendly’ by incorporating keywords relevant to the job position.

Phrases like ‘job applicant’ or ‘job candidate’—along with the position you’re applying for—will make your email subject line for sending resume to HR stand out from those coming from other candidates. Here are some examples of subject for sending resume:

• Job Applicant – Roger Meeks – Communications Assistant

• Job Candidate – Nigel Tufnel – Available Immediately

• Applicant for Vacant Manufacturing Position – Bob Menkin

• Applying for Telemarketing Job – Leo Gibson

4. Variations of what to write in subject while sending resume

Although the standard mail subject for sending resume (consisting of simply of the job title and your name) won’t do any harm, it can help to deviate from the norm if you truly want to catch a recruiter’s attention. Some of the smart variations to the traditional email subject line includes:

a. Accomplishments

You can use your most important credentials and experience to get straight to the point with your email subject for sending resume. Here’s a format that works: [Your credentials] with over X years of experience. Below are some examples of this subject for sending resume:

• Job Applicant—Hotel Manager with 20 Years of Experience

• Resume: Savvy HR Manager Looking for Next Role - 10 Years’ Experience

• Job Candidate—5-Year Sales Rep with Knack for Exceeding Targets

• Resume: Master Plumber Applying for Vacant Position

b. Acronyms

Attaching acronyms related to academics, job titles, and affiliations after your name in your subject line for sending resume offers a unique opportunity to capture a recruiter’s attention and immediately distinguish yourself from the competition. Here are some examples of subject for sending resume:

• Job application – William Tan, RN EMT, WSI

• Resume – Samantha Patton – Network Engineer, MBA, FSNE

• Job applicant – Jim Barnes, CPA

• Resume – Rick Rhodes - Film Producer, PGA

c. Gratitude

Beginning your email with ‘Thanks’ or ‘Thank You’ is a great way to immediately establish good rapport with the recruiter reading your email subject line. A little gratitude goes a long way, and can be especially helpful if you’ve been in contact with the recruiter before. Here are some samples of what to write in subject line while sending resume:

• Thank You – Len Fields, Marketing Applicant

• Thank You – Warehouse Manager

• Thank You for Your Time – Liam Hinds, Job Interviewee

• Thanks – Mike Epps – Job Applicant, Graphic Artist

d. Maximum Characters

Though it’s ideal to keep the number of characters of your email subject line at a minimum, there are times when an expanded email subject line can work, especially if you choose your words wisely. Here are some examples of subject for sending resume:

• Senior Accountant Position –Worked 5 Years at A&L Law Firm with background in AML and Compliance

• Public Health Associate Seeking New Opportunity – Jared Shears – MPH

• Job Interview Request – 7 Years Marketing Director – Ivor Dempsey

• IT Applicant Looking to Help – In-Depth Training and Knowledge in Internet Security

5. Do you have a professional email address?

Returning to the topic of professionalism, you simply can’t have an email address that doesn’t make you appear like a responsible and mature adult. So that email with your funny nickname simply won’t cut it—that is, if you want recruiters to take you seriously.

As a starting point, your email should have both your first and last name. Having a few non-alphabetical characters in your email address is fine, as long as you limit them to four or five. It can also help to add your profession to your email address, as it can make your name stand out more (for example, [email protected] ).

When including numbers, try to avoid those that reveal your age (birth year) or location (zip code), because these can be used to discriminate, whether intentional or not. And don’t hesitate to make an entirely new email from scratch if you have to. Emails are fairly easy to create, and you can even make one specifically for application purposes.

20 additional well-written email subject lines for submitting resume

Here are 20 different email subject lines. Feel free to draw inspiration from them. Notice how they are written concisely and direct to the point.

• Administrative Staff Assistant Job – Jane Denz
• Job Inquiry – William Lee
• Job Inquiry – Auto Mechanic – Desmond Young
• Applicant Managing Director Position
• Job Posting on Indeed.com for Warehouse Manager
• Managing Director Position – Bobby Dahl
• Application for Sales Associate
• Applicant for Telemarketer – Justin Blake
• Accountant for Multi-National Company Seeking New Opportunity
• Job Listing #341 on Jooble
• Experienced SEO Marketer Looking for Next Role - 10 years’ experience
• 5-year ACAD Designer Applying for Vacant Position
• Research Assistant Resume
• Referral – Mike Green, Referred by Danny Watson
• Resume, Robert Fernandez for Teaching Position
• Referred by Michelle Cohen for Sales Assistant Job
• Resume – Danny Gatton – Applying for Organization Staffer
• Jonathan Glazer – Resume – Floor Manager Position
• Job Application – Megan Yoo for Secretarial Job
• Job Applicant, Billy Stevens for Admin Staff Position, New York, NY

Work with Resumeble for your resume

Your email subject for sending resume is just one of the many ingredients to help you get one foot in the door. Make sure your resume is just as robust by having one of our experienced resume writers work with you to develop your application document.

More than just simply writing resumes for our clients, we at Resumeble take it one step further by providing an interview guarantee—we can ensure that you receive an interview call within 60 days of finalizing your resume. Other job hunting services are also offered, such as cover letter writing, LinkedIn write-up, and more. Send us your current resume for a free, no-obligation evaluation, and let’s start working on giving your career the great start that it deserves.

• 7 seconds: this is how long your resume has either to impress or be ignored by the recruiter 
• 300+: average number of applications one corporate job opening posted online receives 
• 3%: number of sent resumes that result in interviews 

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What to Write in an Email When Sending Your Resume (with Examples)

Emailing has been the preferred form of business-related communication since the early 2000s, and it’s only grown in popularity over the last few years with the rise of remote work. It’s estimated that the average person receives 121 business-related emails every day.

This means as a job seeker sending out resumes, you’ll likely be competing for space in many overly crowded inboxes. Not only that, but your message may end up in the pile of someone already suffering from what’s called ‘email fatigue’.

All this is to say, if you’re going to send an email to a potential employer, you need to make sure you’re following the proper etiquette and getting your point across in the most efficient manner.

How to Format Your Email 

Here are five important rules to follow when setting up an email correspondence with a future employer.

1. Make sure your email address sounds professional. 

Did you know that 35% of recruiters consider an unprofessional email address to be a

deal breaker? Having a silly or illegible email address could result in your resume being thrown in the trash or sent to a SPAM folder.

It’s time to ditch the Hotmail account you made in middle school and go for something a little more streamlined. Try for an email address that includes the first letter of your first name and your full last name, like this:

[email protected]

2. You must include a subject line. 

Subject lines are a great way to let the other person know what your email is pertaining to, and give them an idea of when and how they should respond. Without a subject line, not only is your email more likely to get lost in the chaos, but it also results in more busy work for the receiver. That’s not the way to start off a professional relationship.

If you’re “cold emailing” a potential employer, make your subject line eye-catching but to the point. Here are examples:

" Very Interested in Your Open Position”  

“Eager to Learn More About Your Company!” 

“Referred to you by: (Referral name)”  

3. Check that you know who you’re talking to. 

Before sending your resume, make sure you know exactly who’s receiving it. This

information may not always be available, but when possible, you should be doing research on the company website to find contact information for the person in charge of hiring. Once you have that information, make sure you are addressing them politely and professionally.

Do not start your email off with anything too casual like “Hey!” or “What’s up?”Instead, the beginning of your email should look something like this:

Dear Ms. James, 

Thank you in advance for your time and consideration. I am emailing you in regard to the open position in the marketing department of (company name)... 

4. I nclude a brief write-up about yourself.

And we mean brief ! Remember, the people receiving your resume have to sift through dozens of emails every day. They don’t have time to read the same information twice.

In the bulk of your email, include a few bullet points regarding your skills and expertise, perhaps a sentence or two about why you think you’d make a good fit, and then close it out.

Do not simply repeat what’s already written in your resume/cover letter, and definitely do not copy and paste any information from those documents into this email.

Here’s an example of what you could write:

“ My name is John Smith, and I have been working in marketing for five years. I have a degree from the University of Tennessee and am looking to expand my horizons and find new opportunities outside of the state. Based on my research, your company seems to be exactly what I’m looking for, and I’m especially impressed by your previous marketing campaign that ran during the Super Bowl. I would love to be involved in future projects like this, and I think I would make a great addition to your team. 

Please refer to my resume and cover letter for more information, and feel free to reach out if you have any questions.” 

5. Attach Resume and Sign Off 

Lastly, don’t forget to actually attach your resume and cover letter, and sign off using a

professional, yet friendly tone, like this:

“Thanks for your time and I look forward to hearing from you.”

Then sign your name and send the email. You should wait at least a week before reaching out to a potential employer again but don’t wait too long, otherwise, you and your resume may end up slipping through the cracks.

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• Email Writing
• How to Write an Email when Sending a Resume

How to Write an Email When Sending a Resume?

Have a good resume with all your achievements, curricular, co-curricular activities and previous work experiences explained but do not know the email format for sending a resume? This article is your key to drafting the perfect email to send your resume.

Table of Contents

Your resume – the first impression you give your employer, sample email 1 – format for sending a resume, sample email 2 – format for sending a resume.

• FAQ on Email Format for Sending a Resume

Those who have completed their undergraduate or postgraduate degree and some who are looking forward to shifting to a better career are the ones who normally have the need to prepare themselves to be eligible for the job they want to apply for. They often take so much care and effort in preparing their resumes, as those two or three pages of the resume are what would be analysed intensely by the recruiter. If you are applying for jobs online, there is one other factor that you should be concerned with. The email in which you attach your resume is as important as your resume. Of course, this is the first thing the recruiter would see even before they look into your resume. So, you are meant to put a lot of thought and effort into drafting the email.

Writing an email with your resume attached to your prospective employer will surely get their attention. Here are some pointers to help you write your email.

• Before you start writing the email, go through the job posting and requirements to make sure you are the right fit for the job.
• Type in the right mail address of the employer.
• Use a short, clear and effective subject line. Your subject line should state why you are sending the email and also include the job title and your name. E.g., Job Application for the Post of Senior Consultant, English Teacher Position – Sandra Maria.
• If the recruiters have provided you with an instruction manual, follow the instructions precisely. If not, try to keep your mail professional and simple.
• Address your recruiter or whoever is in charge of the recruitment process or the person you should be reporting to by name.
• The body of the email is equally important. Introduce yourself and state your intentions of writing the email and applying for the job in the first paragraph.
• In the second paragraph, emphasise the reasons why you would be the right fit for the position and the kind of value you would bring to the company or institution.
• Indicate that you have attached your resume.
• Close the email by expressing your keen interest in meeting them in person and discussing this further.
• Sign off with a professional signature and your full name.
• Provide your contact details that they could use for a callback.
• Send a test mail to yourself.
• Proofread it to check for any spelling errors or typos.
• Do not forget to attach your resume. Label your resume properly with your name instead of ‘newdoc’, ‘download’ and the like. Also, make sure you send a pdf version.

Recipients Email Address

Subject: Application for the Post of Customer Service Support – Carol Susan

Dear Mr Ravindran,

I would like to let you know of my interest in taking up the job of Customer Service Support at your firm that I came across in the newspaper dated 18/12/21.

As part of my graduate studies in Social Services, I have had the experience of providing support to people of different age groups and social backgrounds. I feel that I would be able to do justice to the role and perform my duties with integrity and hospitality.

I would like to meet with you in person to discuss more about this position. Looking forward to hearing from you.

• I have attached my resume herewith for your kind perusal.

Carol Susan

Linkedin profile link: https://www.linkedin.com/in/carolsusan

Contact number: 99999999

Carol Susan Resume.pdf

Recipient’s Email Address

Subject: Application for the Post of English Trainer

Dear Mrs Anuradha,

I am Sasha Leon, an MA English graduate from Meghalaya. Please find an attached copy of my resume and cover letter for the English Trainer position at Elly’s Academy, as advertised on Linkedin.

With an experience of 3 years in the field of teaching, I have developed a fondness for the English language and for the teaching profession. I would like to use my skills and experience to train students who experience difficulties in learning to speak English. I also have experience in curriculum development.

It would be great if we could meet in person to discuss this further. Kindly let me know when it would be convenient for you so that we can schedule a meeting. You can contact me on this number (contact number) in case you need any further information.

Thank you for your time and consideration.

Yours sincerely,

Sashaleon Resume.pdf

Frequently Asked Questions on Email Format for Sending a Resume

What should i write in an email when sending a resume.

When sending a resume, use an effective subject line to let your employer know what exactly the email would convey, address the hiring officer by name, carefully draft the body of the email with the intent and reasons why you think you would be good for the job. Finally, end on a positive note and by showing your eagerness to meet the hiring team in person to discuss further. Provide contact details and attach your resume without fail.

How do you say that your resume is attached in the mail?

Some ways to let your recruiter know that you have attached your resume are:

• I have attached my resume for your reference.
• My resume has been attached for your review.
• Kindly find the attached resume.

What should I name my resume?

It is best to label your resume with your name because employers usually receive a lot of applicant emails and resumes, and labelling your resume with your name would make it easy for the employer or hiring manager to locate your resume.

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This Is One Of The Rudest Email Habits. Are You Guilty Of It?

Senior Reporter, Work/Life

To get ahead in your career, you need a strong network. And part of that means learning how to email people for their time and connections. One of the simple yet critical requests you’ll encounter in your life is being asked to introduce someone else over email, or needing an introduction yourself.

Introducing two people over email is a social and professional skill everyone needs to learn, but so many of us get it wrong. It takes emotional intelligence and delicate phrasing to make it as easy as possible for everyone to get the outcome they want. If you do not want to confuse and irritate your connections, you need to be thoughtful about how you broker an introduction between two people over email ― and how you reply.

We asked email and etiquette experts exactly where we go wrong and tips for how to be as courteous and as clear as possible in these requests. Here’s their advice:

The rudest thing you can do? Assume everyone is OK with being contacted for help.

If you are the connection “broker” who is writing the email, you are the one who needs to be mindful of everyone’s time and capacity.

“The first thing is, you have to ask yourself, ‘Who wants what from whom?’” said William Schwalbe, co-author of “Send: Why People Email So Badly And How To Do It Better.”

If you know both people equally well, and this is a casual request to make new friends or a professional connection, you don’t have to be as formal, because the stakes are lower.

“Delighted to make this introduction, I thought you would enjoy getting to know each other. I’ll leave it to the two of you to take it from here” is how Schwalbe said you can phrase these requests.

But often an introduction email is about asking one party to do something on behalf of another. If the email is to help someone else’s career with an informational interview, for example, you need to confirm if the person who will be fulfilling this request is OK with being contacted for help.

“The biggest mistake I see when making an email introduction is not getting the consent of the person being introduced and giving them an opportunity to decline,” said Pattie Ehsaei , a senior vice president of mergers and acquisitions lending at a major bank who also runs the TikTok account Duchess of Decorum , where she teaches workplace etiquette.

“Ask both parties in a private email if they welcome an introduction to the other party, and if both consent, then and only then do you proceed with the introduction,” Ehsaei suggested.

People are busy or unavailable for many reasons you may not know. In this preliminary email, you should explain the favor and give the person who is going to be asked to do something in return an easy way to decline.

“The last sentence should be ‘I totally understand if you can’t do it at this time,’ or, ‘I’ll take no reply as indication that this isn’t a good time for the introduction,’ ‘‘I’ll assume that you can’t unless I hear otherwise,’” Schwalbe said.

No one likes being surprised with a task they did not agree to do. In this way, you preserve your relationship with your connection by letting them know that their time is important to you.

And it can be polite to ask upfront about their preferred method of communication ― especially if this person’s contact information is usually private. You can end this email with a line like: “P.S. If you are willing to talk to them, do you prefer your home email, your work, email, or a text?” Schwalbe suggested.

In the actual email, don’t be vague. Explain who everyone is and outline the next steps.

Even if you explained the request in a previous email or text, you should still summarize who everyone is in your official email to the two people being connected.

“Don’t presume that the person you asked is going to remember, even if only a couple of days have gone by,” Schwalbe said.

Here is a basic fictional template of how this could go:

Subject line: Mark <> Julia Hey Mark and Julia, As I mentioned earlier, I’m delighted to make this introduction. Mark is a recent college grad who is hoping to learn more about breaking into marine biology research. He’s a sharp writer who just did an internship at X. Julia is my dear friend who is a leader in X. I will let Mark take it from here to set up a time to chat.

A good broker makes it easy for everyone to understand what the next steps are.

To avoid being included in reply-all emails, Schwalbe said you should make it clear that you want to be dropped from the email thread. Schwalbe said you can phrase this request as “You can drop me from correspondence going forward, but I look forward to hearing how it all goes.”

If you’re the person seeking the introduction, don’t dilly-dally on a reply.

If you ask your connection with help brokering an introduction, you need to follow through on your request right away. It shows your enthusiasm, interest and that you don’t take this opportunity for granted, Schwalbe said.

In our fictional example, this reply could look like:

Hey Julia, I would love to talk to you about how to get into marine biology research. I really admire your career and would be happy to learn more about your journey over coffee or a phone call. That said, I completely understand if time doesn’t allow for this kind of conversation. If you are available, please let me know what times would be best in your schedule.

Schwalbe said as the person requesting help, it is courteous to give the person helping you an additional opportunity to decline if they are busy.

If the request is job-related, you could include a sentence like: “I would love to send you my resume, if you’d be willing to receive a copy,” Schwalbe said. Don’t send attachments or PDFs of your portfolio until you hear back because it can come off as presumptuous in a first email, Schwalbe said.

If you don’t hear back, do not immediately follow up. Wait two weeks before bumping the email thread again and circling back with your connection broker after another two weeks of silence, as a general rule, Schwalbe said. This way, you give people enough time to respond if they are on vacation or busy.

It’s polite to keep your broker posted, regardless of the outcome. “If something comes of it, the asker really should loop back,” Schwalbe said. “If somebody wants me to speak to somebody, and I speak to them, and I never hear back, it is slightly irritating.”

And even if you hear radio silence from your email recipient, you should tell your connector that you’re still thankful for the time they took to help you. You can say something like, “As it happened I didn’t hear back but I know how busy they are, and wanted you to know that even though nothing came of it, I really appreciate your desire to help me,” Schwalbe said.

When you’re seeking help, be sensitive to how often you ask your broker for help. Unless they have given you permission to see their contact list as yours, “I think of it as kind of one-and-done,” Schwalbe said. In other words, you cannot ask your connector for help with an introduction and ask for their help again with a different contact two weeks later.

Recognize that not everything needs to be an email.

Emails are great for coordinating schedules and making introductions, but they are ultimately words in an inbox. Showing sincere appreciation for someone’s help means going one step further.

“An email thank-you, no matter how extravagantly phrased, is still just an email,” Schwalbe said.

Schwalbe gave the example of someone’s connection being the reason you land a job. Whether you are the asker, helper or broker, if somebody “really helps out somebody else in the chain, it’s really nice to send a handwritten note, flowers, chocolate,” he said.

That’s why, in Schwalbe’s view, the biggest mistake we make with these kinds of emails is not understanding the value of someone giving you their undivided time and attention. “It is a big favor to ask someone to take the time, and it’s a favor a lot of people are genuinely delighted to do, but it’s still a big favor,” Schwalbe said.

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Top Things To Keep In Mind While Sending Resume

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