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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

See how your resume stacks up.

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Nov 7, 2022

How to email a resume with 8 samples and templates

At some point during your career you’ll need to send your resume by email. Here's how you do it.

Lawrie Jones

Table of contents

Are you searching for a job? Thinking of applying?

Either way, at some point, you’ll need to send your resume by email.

When sending an email with a resume attached, you’ll need to ensure your message is targeted at the right person, provides all the information you need and hits the right tone of voice. 

How to email a resume

You might be wondering, what should I write in an email when sending a resume? That's what we show you in this guide on how to email a resume.

After going over the basic principles and essential things to note about emailing a resume, you can see 8 examples of resume emails.

What to write in an email when sending a resume

For each job, US employers can expect to receive around 250 resumes . Naturally, they’re looking for reasons to discard them. Informal emails, spelling mistakes, and grammar slip-ups will see your email filed under “Junk”.

Great resume emails are simple, straightforward and easy to understand. They’re not overly funny or attempt to be friendly. But they are professional and provide a little glimpse into your personality. 

The purpose of your email is simply to give the recruiter enough information so that they are encouraged to open your resume. This isn’t a cover letter, so you don’t need to go into vast levels of detail about who you are and why you’re applying, but a short “elevator pitch” is appropriate. 

10 things to include in every resume email 

Here’s a checklist of 10 things you should write in an email when sending a resume:

• Short introduction of yourself
• Statement about the position you are applying for (to avoid any misunderstanding!)
• Brief “elevator pitch” about why you should be considered for the position
• Previous experience with similar roles or relevant results of similar jobs
• Relevant personal information (more on this in the email format section)
• Contact details (including preference)
• Helpful information (such as if you’re going on holiday in the next few days, for example)
• Offer to answer any questions that the recruiter might have (about interview dates, for example)
• Request for information on the next steps
• And remember to attach your cover letter and resume!

Should you send a resume by email?

The answer is 100% yes. Sure, in many cases, you can submit your resume through an online form, so why should you send your resume by email?

Firstly, it creates a personal connection between you and the recruiter. You’ve taken the initiative to email them, and that’s more effective than the anonymity of a web form. 

Secondly, you’re not constrained by character counts. That means you can go into as much detail as you wish (as we explain below, don’t overload the recruiter with too much information). 

Thirdly, establishing a dialogue through email enables you to send follow-up emails if you need to – and in many cases, you will need to. Even the best-planned recruitment processes can be hit by delays , so be prepared to send a follow-up (and use our guide to help!).

Use a professional email address for your resume

Like it or not, your email address is an integral part of your first impression and silly email addresses can harm your chances of getting a job, say the experts. It takes seconds to set up a new online email account, so why put your job search success at risk? 

Some people use their work email accounts to send out resume emails. While it’s not a no-no, it’s risky. Someone may inadvertently see the message, or 

Sending resume email format

Hiring managers and executives are busy people, so you want to keep your email short and sweet. By stripping your messages back to the basics, they’re quicker and easier to write – which means you can spend more time searching for jobs!

When sending a resume email, use a professional format like this:

• Resume email subject line
• Email body (following our top 10 tips for effective resume emails)

Let’s look at the critical aspects of every resume email in more detail.

1. Subject line for resume email

Your resume email is a critical part of the process. Some online guides suggest you try to be friendly or funny, but don’t. Instead, please stick to the basics, keep things simple and make it easy for anyone to understand what your email is about. 

Here are some principles for effective resume email subject lines:

• Label your email “Job application” or “Application for”
• Include the job title in the subject line
• Add a reference number

Here’s how this can work in practice:

• Job application – Marketing Director – REF000111
• Application for Marketing Director – REF000111
• Resume attached – Marketing Director position – REF000111

Of course, you can experiment and develop your own resume email subject lines. In some industries, the creative sector, you may be bolder. 

2. Email body for sending resume

The email body is where you go into details about who you are, what job you’re applying for, and why. We’ve detailed the critical parts in include in your email body above, but as a brief recap, every resume email should include the following:

• Introduction to you
• Details of the job you’re applying for (including a reference number)
• A short explanation of why you’re applying
• Any other information 

It sounds like a lot, but you can cover it in a few short sentences. See our resume email examples below to see how we’ve achieved this. 

3. How to end a resume email

The end of your resume email is your opportunity to offer to answer any questions and ask about the next stage in the process. 

As well as a closing statement, you should provide the essential information the recruiter might need. Always end your resume email with the following:

• Phone number
• Relevant social media links, like LinkedIn and Twitter
• Attach your cover letter and resume

4. Best resume email closings and sign-offs

Resume emails aren’t about being cool but clear, polite, and professional. Go with a classic email sign-off such as “look forward to hearing from you” or “kind regards”, and avoid exciting endings and exclamation marks (“Thanks!!!”).

8 resume email samples

We’ve unpacked the basics of a great resume email. Now it’s our chance to show you how to put everything into practice with 8 resume email samples.

We’ve tried to provide sample resume emails that cover several common situations. These templates include the essential hints and tips we’ve developed. 

Templates are great ways to learn how to format messages, but be sure to adapt and update these resume emails before sending them.

1. Sample email to send resume for job

This is a standard sample email for sending a resume for a job. This is a classic template that suits all circumstances, services, and sectors.

It’s not the most exciting, but it’s quick and easy to adapt, meaning you can send more applications faster. More applications mean more chances to secure a new job.

2. Sample email to send resume to recruiter

Recruiters can include those working in job agencies, internal recruiters and HR partners.

The flow of information is the same as the standard template above, but we add more detail about essentials that recruiters will need, including start dates, notice periods, and leave.

3. Simple sample email to send resume for job

If you have already had an interview with the company and you were asked to send a resume, keep it brief and simple. Sending a resume before an interview provides some vital background information and context for the company, so it’s worth doing if you can. 

4. Sample follow-up email after sending resume

As we’ve explained, you’ll likely have to send many resumes before securing a response or an interview.

If you’re excited about a position or want to understand the next steps in the process, here’s a sample follow-up email after sending a resume that you can use.

5. Sample email cover letter with attached resume

Some recruiters and some companies will request a cover letter alongside a resume. When this is the case, you can assume the recruiter will read your cover letter, which means your email can be much shorter and more precise.

There’s no need to go into much detail about why you’re passionate about the position. See what we mean in this sample email cover letter with the attached resume.

6. Thank you for considering my resume email sample

Some job seekers stop contact when they receive a no. Others will send a thank you email for considering a resume, which can establish a relationship. Here’s a classic “thank you for considering my resume” email sample.

7. Asking someone to review your resume email sample

Writing a resume isn’t easy, and after spending days poring over the details, it’s often a good idea to get someone else to check it before you send it. So here’s a sample email asking for someone to review your resume.

8. Sample how to respond to a resume received email

If you’re a manager or recruiter, you’ll probably have to send hundreds of emails responding to resumes. Here’s a standard professional sample response that you can cut and paste.

Best email template for sending resume

You’ve read our 8 sample resume samples, but we’ve saved the ultimate email for last. Here’s the best email template for sending a resume by email. 

Final words on sending your resume via email

If you’re searching for a job, you’ll spend lots of time sending out your resume. By breaking things down into chunks, it’s easier to apply them in practice.

When you come to write your resume emails, remember to follow our top tips, be professional and provide some insight into your personality.

You’ll likely experience rejection when sending out your resume, but don’t be disheartened. Your perfect job could be an email away!

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What To Write in an Email When Sending a Resume to an Employer? (+3 Email Templates)

• Klara Cervenanska , 
• Updated January 12, 2024 7 min read

Have you found a job posting that asks you to submit your resume via email? Or maybe you’ve decided to approach your dream company directly. If so, you’re probably asking yourself right now — what to write in an email when sending my resume so I will stand out?

Sometimes employers provide clear instructions on what the email format should include. If that’s the case, follow the employer’s directions closely. 

But if you can’t find any instructions, don’t worry — you can follow the best practices described in this article!

Additionally, there are also 3 email templates for what to write in an email when sending a resume to an employer that you can download and edit to your liking.

Table of Contents

Click on a section to skip

3 sample emails for sending your resume to recruiters:

How to email a resume: a few tips to keep in mind before sending the email.

• Write an effective subject line. It's the first thing they're going to see

Email body for sending a resume: Keep it crisp, yet formal

Attaching files — resume and cover letter, what should you do before sending your email, what to write in your resume email key takeaways.

Feel free to use any of these templates as your first draft.

#1 Template of an email to send with your resume

#2 template of an email to send with your resume, #3 template of an email to send with your resume.

Additionally, these 10 more job application email templates will give you the help you need at any stage of the hiring process.

Finally, if you already have a fantastic LinkedIn profile but no resume, there's no need to write your CV from scratch. You can  convert your LinkedIn profile into resume  in seconds.

Before you start writing, ask yourself this:   Who is the person you're writing to?

Try to find the hiring manager's contact details so you can address them by name. A slightly more personal approach can decrease the chance of your resume being forgotten or disposed of.

Remember that   your email address needs to be professional . Emails like julezizcoolz@yahoo may have been cool in 2005, but not anymore. Instead, create a professional email address that consists of your first and last name.

You should also consider when to email your resume. In general, you want your email to be among the first ones they receive that day. This means you should send it very early — ideally before 8am.

The same applies for days of week. The later in the week you send your email, the lower the probability that someone reviews it. This is why you should send it very early on a Monday morning.

Naturally, do not put off applying if it's a first come first serve kind of job application. 

Key takeaways:

• Look up the hiring manager's contact details;
• Your email address needs to be professional;
• Send it on a Monday, ideally well before 8am;

Write an effective subject line. It's the first thing they're going to see

Sure, the subject line is just a tiny part of the whole email. However, it's also the very first thing the recruiter is going to see. That's why you want the subject line of your resume email to be absolutely spot on.

First of all, check the job posting for instructions regarding the submission. There may be a preferred subject format the company uses. If that's the case, then you need to stick to it.

However, if there are no instructions, you should stick to the standard format for subject lines :

• Subject: ‘Job application’ – Job title, Job ID (if applicable) — Your Name
• Example: Job application – Office Manager, Job ID #1553 — Ian Lumberjack
• Example (with referral): Referral from John Wick: Job application – Graphic Designer, Job ID #1554  — Nina Hughes

If someone recommended you for the job, definitely make this clear in the subject line. You can add your title or qualification if you wish — but remember, keep the subject line succinct.

Start off with a formal greeting and address the hiring manager by name (preferably last name).

In the first short paragraph you should state who you are, why you are sending this email and what the email contains.

Continue the next paragraph with a short but effective introduction of your best and proudest achievements. Of course, only mention those achievements that are relevant for the job. Close this paragraph by saying what value you would bring to the company and which skills you will use to accomplish this.

In the closing paragraph you need to say that you're looking forward to hearing back from them and meeting in person. You may add a captivating call for action   but be careful not to sound rude or overly keen.

Yours faithfully (US English) or Yours sincerely  (British English).

And finally, a professional signature is a must! Remember to include your contact details.

[Your name]

[Your job title]

[Email address]

[Phone number]

[LinkedIn profile] -  optional 

Remember, you want to keep the body of the email short and succinct. Don't go in too much detail otherwise you might loose the hiring manager's attention. 

Keep in mind that you simply cannot elaborate on every accomplishment and every work experience due to limited space. The email needs to be informative and concise.

This should go without saying but, don't forget to attach your resume to the email! 

Consider whether it's relevant to also attach your cover letter . When you apply for a job in bigger companies you may actually benefit from sending your cover letter as well as your resume. Just remember not to repeat yourself too much in your email body and your cover letter.

Avoid naming the attachments generically or randomly. Names like fghjvh.pdf or resume2.pdf can make it hard for the hiring manager to find these documents later. Name your a ttachments in a way that makes them easy to find   — Name_Surname_Resume.pdf and Name_Surname_Cover_Letter.pdf

The best format for sending your resume and cover letter is .pdf or .doc. We suggest saving your documents as  PDFs , since it's a universally accepted file format, it's easy to open and will not distort the formatting of your documents.

If you’re considering sending a video resume, you should know  how to convert video to MP4 , as it’s the most common format supported across different browsers and devices.

Keep in mind that files should not be larger than 10MB. Otherwise  they might be considered suspicious.

Last but not least, before sending it out, get your resume analyzed to make sure it contains everything it should.

• Resume and cover letter need to be sent as attachments;
• Name your attachments in a way that makes them easy to find;
• Save documents in the PDF format;
• Files should not be larger than 10MB.

Before you send the email with your resume and cover letter, you should check it for any spelling or grammatical mistakes.

Having bad grammar is definitely not something you want to be remembered for. Ask a friend to proofread all your documents. It can make a big difference. 

Additionally, it may be a good idea to send yourself a test email to see whether the formatting and layout of the email is up to the expected standard.

Don't forget to test download and open your files. Check whether you've attached the right file(s).

Also, avoid using any colorful fonts, pictures or emoticons. 

We can check your resume for you.

Scan your resume for issues and see how it compares against other resumes in our database.

Sending your resume attached to a well-written email can be a very effective strategy. It can help you find a way around ATS algorithms that filter out unsuitable resumes before they can even get to an HR employee for evaluation.

So how do you write one?

• Before you start writing the email, make sure you know who to address. Knowing the hiring manager's name will make the email feel more personal and decrease the chance of it being forgotten.
• Your resume address should sound professional. Send your resume email early on a Monday morning for maximum effectiveness.
• We have provided you with email templates. No matter which one you choose, remember — keep the email short, informative and professional.
• Attach your resume and cover letter in the PDF format and name them in a way that makes them easy to find, for example  Name_Surname_Resume.pdf and Name_Surname_Cover_Letter.pdf
• After you have written the email and attached the documents, ask someone to proofread it for you to avoid any grammar errors and typos. Lastly, send yourself a test email to check the formatting and test download the files. 

After you send in your resume, cover letter and your job application, wait for a couple of days before sending a follow up email .

Christy's word of advice

For bigger companies, your application will probably be forwarded straight to the ATS, so just a short email referencing the attached cover letter/resume is fine. An exception is if you’ve been referred to them directly, in which case, keep it formal but mention the referee’s name. For smaller companies where your application is more likely to be manually reviewed, showing a bit of personality will help you to stand out.

Christy Morgan, Resident HR Expert

Concluding thought — even if you construct the perfect email to send with your resume, you still need to make sure you have an impressive resume and cover letter.  

We've got you covered. Check out these articles to help you create the perfect resume and cover letter:

• How to Write a Resume: The Only Resume Guide You’ll Need in 2024
• The Only Cover Letter Guide You’ll Need in 2024 (+Examples)

When emailing your resume to a hiring manager, start with a formal greeting using their last name. In the first paragraph, briefly introduce yourself and explain the purpose of your email. Next, highlight your most relevant and proud achievements, linking them to the value you can bring to the company and the skills you'll use to achieve this. Conclude by expressing your eagerness to hear back and the hope of meeting them in person. Sign off with "Yours faithfully" (US English) or "Yours sincerely" (British English), and include a professional signature with your contact details.

When sending your resume to a hiring manager via email, the subject should always include your name and purpose, e.g. Job application – Job title — Your Name .

In your email when sending a resume with a reference, briefly introduce yourself, mention the position you're applying for, and how you came to know about it. Specifically mention your reference's name and your relationship with them . Then continue by highlighting your most relevant and proud achievements, linking them to the value you can bring to the company. Conclude by expressing your eagerness to hear back and meeting them in person. Sign off.

Klara graduated from the University of St Andrews in Scotland. After having written resumes for many of her fellow students, she began writing full-time for Kickresume. Klara is our go-to person for all things related to student or 'no experience resumes'. At the same time, she has written some of the most popular resume advice articles on this blog. Her pieces were featured in multiple CNBC articles. When she's not writing, you'll probably find her chasing dogs or people-watching while sipping on a cup of coffee.

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How to Email a Resume with Subject Line Examples

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What is a subject line?

How to email a resume, email resume with subject line template, email resume with subject line examples, tips for creating a resume subject line.

As a lot of organizations have moved the hiring process entirely to the internet, job applications and resumes are often requested via email. A potential employer may also request that you submit your cover letter and any additional documents by email. The subject line is an important part of the online application process as it is the first thing that the potential employer will view. This article discusses the necessary parts of the subject line and provides a few examples that you can use when drafting your own.

The subject line is the identifier portion of your email. The subject line should be short and concise so employers can read it while scanning through their inbox. The purpose of the subject line is to notify the reader what they can expect if they open the email. The contents of the subject line can either encourage the reader to open or delete the email. You might find that some employers request a specific subject line when submitting a resume via email. However, if they don’t, then it is up to you to create one that accurately describes the contents of your application while also encouraging the hiring manager to review your cover letter and resume.

During your career search, it is possible that you will come across employers who request that you email them your resume. 

You can email a resume with the following steps:

1. First, read the requirements of the application process

Some employers will list specific instructions. They might request that you submit your resume to a specific email address. They might also have other requests depending on the position, like including writing samples, stating your expected pay or addressing the email to a certain hiring manager. Evaluating these requirements before drafting your email will ensure that you meet all requests while also demonstrating your ability to follow directions.

2. Next, attach your resume

Most employers will request that you attach your resume to the email rather than include it in the body of the email. It is a good idea to save your resume on your computer in a way that is easy to identify. Include your last name and the name of the position. This will also help the hiring manager keep track of your resume. Make sure you save it in a recognizable format that can be opened on most computer programs, such as a PDF.

3. Then, write a cover letter

A cover letter is an important part of the application process, even when applying via email. The body portion of the email is the perfect place to draft your cover letter. Draft a new cover letter with each position and include the experience and skills that best relate to the position for which you’re applying.

4. Last, write your subject line

Before sending the email, you will want to draft your subject line. This is your chance to stand out from other applicants. Consider highlighting your intent in a concise and professional manner. Use words and titles that were also in the job description and call attention to any skills or achievements that will make you stand out.

You can draft your own subject line using the following template as a guide:

Subject: (Descriptive verb) (career) (actions) (position) (company)

• Descriptive verb.  In this template, you are using a powerful verb to call out a specific skill or achievement. You might use descriptive words like award-winning, certified, experienced or dedicated.
• Career.  Following the description, include information about the industry in which you want to work. You might include titles like nurse, teaching professional, receptionist or sales representative. Paired with the descriptive verb, you can highlight this position.
• Action.  An actionable verb will connect your career title with your intended position. Here, you might use words like seeks, pursues, looking for, or inquiring about.
• Position.  This is the formal name of the position that you are applying for. You can refer to the position in the same way that the job description does. This is also where you might include the job listing number, if there is one. This assists the hiring manager in keeping multiple job listings organized.
• Company.  It can be useful to include the name of the company.

Here are a few examples of email subject lines using the above template:

• Award-winning author seeks editor position with Delta Publishing
• Registered nurse looking for emergency room employment with Jackson Hospital – ID #1234
• Certified physical therapist seeking rehabilitation position with Beckton Therapy
• Multilingual teacher pursuing language position with Dallas Institute

Keep these tips in mind as you draft your own email resume subject line:

• Always include a subject line.  Employers can easily ignore emails without subject lines. The hiring manager may not notice the email in their inbox or they might assume that it is spam and delete it.
• Keep it professional.  Similar to the cover letter, the subject line should always be professional. Use professional and formal language when drafting your subject line.
• Be concise.  You only get so many characters until the subject line will appear cut off. Additionally, subject lines that are too long may be considered spam. It is best to keep it at 60 characters or less. It is important to be as descriptive as possible, while keeping the subject line concise. Include relevant details like the job title, as well as a few details that highlight your purpose.
• Proofread.  The hiring manager’s first impression of you will be the subject line. Always proofread and edit your subject line until it is free of errors.
• Use a professional email address.  You will also want to make sure that you are sending your resume from your professional email address. Hiring managers may not open emails from email addresses that do not appear professional.

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.

How to Email a Resume to Your Employer With 7 Templates

Roberto Martinez

Last updated December 11, 2023

It’s a competitive job market across every industry. Spending hours to create an impressive resume is only half the battle. The other half is ensuring it lands in the hands of your potential employer in the most effective and professional manner. 

Imagine spending countless hours perfecting your resume, only for it to be overlooked due to a poorly crafted email. Heartbreaking, isn’t it? The initial email acts as a first impression, and just like an in-person meeting, you only get one shot at it. 

Even more importantly, employers value communication skills. The way you structure your email, your choice of words, and your overall tone give the employer a sneak peek into how you communicate. So, how do you nail it?

In this article, we will teach you how to write an email for sending your resume and ensure your resume gets the attention it truly deserves. We’ve also included 7 email samples and templates pertaining to ways and scenarios for emailing your resume.

So, let’s get started. 

Note: Struggling to get replies or book meetings with prospects that fit in your ICP? We’ll help you get 6 SQLs or book 6 meetings with prospects that are ready to buy for only $999/month. Book a 15-minute consultation now .

How to email a resume: What to include in your resume email and how to format it

Emailing a resume isn’t as straightforward as simply introducing yourself in an email , attaching a file, and hitting the ‘send’ button. You need to give it the same attention and ensure it is impeccable as you did with your resume. 

There’s a strategy involved to ensure your email isn’t just seen but also resonates with the hiring manager or recruiter . So, we will start by discussing the essentials of what you should include in your resume email and show you how to format it.

What to write in an email when sending a resume

Here is what you need to include in your email as you send the resume. 

1. Express interest with a statement about the target position

Begin by stating which position you’re applying for. This immediately tells the recruiter or hiring manager what to expect from the email and sets a clear context. And while you’re at it, don’t just tell, express interest. Show that you want the job and that you care. 

Example: “I am writing to express interest in the Marketing Manager position at XYZ Company…”

2. Write an elevator pitch

It is a short, 30-second snippet about yourself, your qualifications, and what makes you the right fit for the job. It's your chance to grab their attention right from the start and establish a difference with the competition. Think of this as selling yourself to the recruiter , your sales pitch, if you will.

Example: “I have over five years of experience  in digital marketing, and having successfully increased online conversions by 30% at my last role, I am excited about bringing my innovative strategies to a forward-thinking company like XYZ.”

3. Highlight relevant experience with similar roles or relevant results of similar jobs

Draw parallels between your past experiences and the role you’re applying for. Describe how your past has prepared you to handle the job with excellence. This section makes it easier for the recruiter to visualize you in the role, and they can immediately tell whether you’re fit for it. 

Example: “In my previous role as an Assistant Marketing Manager at ABC Corp, I spearheaded several social media outreach campaigns that led to a 20% rise in social media engagement and 50% brand recall.”

4. Point out that you’ve attached your resume (and cover letter, if applicable)

This might seem obvious, but it’s a courteous reminder that directs the employer to look for the attached documents. It is the main reason you are reaching out to them, and you want to make sure they don’t miss it. 

Example: “I have attached my resume and a cover letter for your perusal.”

Here are a few things you need to keep in mind for this:

File names to send resume: Rename your files to be clear and professional (e.g., "JohnDoe_Resume.pdf" or "JaneSmith_CoverLetter.docx").

File formats: PDF is often preferred because it preserves formatting. Ensure the employer has not specified a different format.

Cover letter: If the job description asks for a cover letter, or if you believe it will enhance your application, attach one. Some candidates even choose to paste their cover letter into the body of the email.

5. Offer to answer any questions that the recruiter might have (about interview dates, for example)

The idea here is for you to show your openness and indicate that you’re available for any follow-up or clarification as you email your resume to an employer. 

Example: “Should you have any questions or require further details, please don’t hesitate to contact me. I am also flexible for an interview at a time that’s convenient for you.”

6. Add your contact details and other relevant or helpful information

While your resume will have your contact details, writing them in the email ensures they’re easily accessible. This could include your phone number, your professional email address, your LinkedIn profile, or even a personal website if relevant.

Example: “You can reach me directly at (555) 123-4567 or via LinkedIn at linkedin.com/in/yourname.”

7. Request information on the next steps

Show eagerness and interest in moving forward in the recruitment process. You can make this your call to action, and it’ll entice them to give you a response as you wait — paving the way for further communication. 

Example: “I would appreciate the opportunity to learn more about the selection process and any next steps that might be coming up.”

Resume email format

We've covered the information your email must contain to be effective. Now, you need to know how to structure it in an email. As you can tell, the email you send here needs to be professional and use a formal tone. So, the format needs to be that of a formal email with:

A clear subject line

An email body

A professional email closing

1. Subject line: How to write the subject line of an email when sending a resume 

Your subject line is the first thing the recruiter sees. You are emailing them for a clear and simple reason. So make sure the subject line tells them what that reason is. It should be clear, to the point, and relevant to the job application. Here are some tips:

Mention the job title.

If there’s a job reference number, include it.

Personalize it if you know the recruiter’s name.

“Application for content writer position - [your full name]”

“Job application (#12345): [your full name] for sales manager role”

“Referral from [referrer’s name]: [your full name]’s application for project manager”

2. Email body: How to write the body of a resume email

Your email body is where you give a brief introduction about yourself and explain why you’re a good fit for the job. This is where all the resume email essentials we discussed earlier go. It’s a more concise version of your cover letter. Here is how you write it with perfection:

Start with a professional email greeting . If you know the hiring manager's name, use it. If not, “Dear Hiring Manager” is a safe bet.

Briefly introduce yourself and express interest with a statement about the target position in the email opening line .

Show you’re a fit and sell yourself with an elevator pitch.

Highlight relevant experience with similar roles or relevant results of similar jobs

Mention that you’ve attached your resume (and cover letter, if applicable)

Show your openness by offering to answer any questions the recruiter might have (about interview dates, for example)

Add your contact details and other relevant or helpful information

Request for information on the next steps

3. Email closing: How to end an email sending a resume

The closing of your email should be professional and courteous. It’s also an opportunity to express gratitude and show enthusiasm for the next steps. Here are the components of an effective email closing when sending a resume:

Gratitude-driven closing line

Professional sign-off: Use professional sign-offs like “Sincerely”, “Best regards”, or “Kindly”.

Professional signature: Create an email signature that encompasses your full name and ways to get in contact with you. 

7 email sample for sending your resume for a job

Let’s explore three types of emails you might send during the job application process, each serving a unique purpose.

1. Sample email for sending a resume

This is basically an initial email to a prospective employer, and it serves as your digital handshake, setting you up for all further interactions. This introductory outreach email must strike a balance between showcasing your qualifications and expressing genuine interest in the role. 

Research the company and the role you’re applying for. By understanding the organization’s overarching goals and needs and how you fit in, you can tailor your email content to resonate more effectively with the hiring manager. Here is a resume email sample you can use:

Subject line: Graphic designer application - [your full name]

Dear [hiring manager’s name],

My name is [your full name]. I am writing to express interest in the Graphic Designer position at [company name] that was advertised on [job board/company website]. My [x years] of experience in design positions me as an ideal candidate for this role.

In my previous job at [previous company], I was responsible for [brief elevator pitch of accomplishments, skills, or duties that align with the new role]. I invite you to review my attached resume for more detailed information on my background and skill set.

If you have any questions about my application or would like to discuss the role further, please feel free to contact me.

Thank you for considering my application. Could you kindly provide information on the next steps in the hiring process?

Best regards,

[your full name]

[your signature]

2. Sample email for sending your resume for a position you’ve been referred to

Referral emails harness the power of professional relationships. When someone vouches for your skills, it adds a layer of trust to your application. When writing this email, make sure to acknowledge the referring individual early on, as this connection may impact the hiring manager’s decision. 

Display gratitude for the referral and ensure that your message underscores the synergies between your experience and the role’s requirements. Here is an email sample you can emulate:

Subject line: Referral from [referrer’s name]: sales executive position

Greetings! I am reaching out to apply for the Sales Executive role at [company name], a position I learned of through a referral from [referrer’s name].

I have a proven track record of increasing sales by [x%] in my last role at [previous company]. My experiences make me an excellent fit for this opportunity, as illustrated further in my attached resume.

I am open to any questions you might have and would be happy to discuss the role and my qualifications further. 

Thank you for your time and consideration. What would be the next steps in the selection process?

3. Sample follow-up email after sending your resume

See this email as a gentle nudge, a reminder of your enthusiasm for the role. That means your email shouldn’t come across as impatient but rather as a testament to your eagerness. 

The email should reiterate key points from your initial email and highlight your continuous interest in the position. 

Also, understand that timing is crucial—too soon, and you might appear desperate; too late, and the opportunity might have passed. Here is an email sample for this:

Subject line: Follow-up: [your full name]’s application for data analyst position

I wanted to follow up on my application for the Data Analyst position at [company name], which I submitted on [Date].

As previously mentioned, I have a deep interest in joining your team and contributing my analytical skills to your esteemed projects. I invite you to review my resume for additional details on my qualifications.

If you have any further questions or require more information, please don’t hesitate to reach out. 

Thank you again for your time and consideration. May I inquire about the next steps in the application process?

Kind regards,

4. Sample email cover letter with attached resume

An email cover letter with an attached resume is a concise version of a traditional cover letter. When you’re sending your resume via email , the cover letter content can be inserted in the body of the email itself, serving as an introduction to the attached resume. 

It should capture your qualifications and enthusiasm for the job while prompting the recruiter to view the attached document. Here is a sample email template you can use for this:

Subject line: Marketing specialist application - [your full name]

I am writing to apply for the Marketing Specialist position at [company name]. With over [x years] of experience in [specific skill], I believe I am a perfect fit for this role. My attached resume provides detailed insights into my achievements and skills.

Thank you for considering my application. I look forward to the possibility of contributing to your team.

Warm regards,

5. Sample email for sending your resume for internship applications

When sending an email for an internship application, what will make you succeed is your passion for the field, your eagerness to learn, and how the internship aligns with your educational journey. This initial outreach sets the tone for your potential internship experience.

Here is an email sample you can use to write this effectively: 

Subject line: Internship Application for [department/role]

Dear [hiring manager’s Name],

I am [your full name]. I am reaching out to express my interest in the [specific internship role] at [company name]. I am a [your major] major at [your university], and I believe this internship will provide experience aligning with my academic pursuits. Please find my resume attached.

Thank you for considering my application. I am enthusiastic about learning and contributing to your team.

[your university email address]

6. Sample email for expressing gratitude after sending resume

An email expressing gratitude after sending a resume can be a courteous way to reinforce your interest in the position and appreciate the recruiter’s time. This email should be succinct, showing gratitude while subtly reminding them of your application.

Here is a sample you can use:

Subject line: [your full name]’s application for [job role]

I wanted to extend my gratitude for considering my application for the [specific role] at [company name]. I genuinely appreciate the time you invest in the hiring process and remain enthusiastic about the opportunity to join your team.

[your phone number]

7. Sample email for asking someone to review your resume

When seeking feedback on your resume, approach the person politely, stating why you value their perspective. This email should convey respect for the individual’s time and expertise, making it more likely they’ll assist. Here is an email template for this:

Subject line: Resume review request 

Hello [person’s name],

I hope this finds you well. As I embark on my job search, I am hoping to refine my resume and would immensely value your expertise and feedback. 

Given your experience in [specific field or role], your insights would be invaluable. If you have some time, would you mind reviewing my attached resume?

Thank you so much for considering my request. I genuinely appreciate your time and guidance.

Best wishes,

Key takeaways

When it comes to emailing your resume, always consider the email the email body a concise version of a cover letter. Start with a professional greeting, introduce yourself briefly, express your interest in the position, highlight relevant experiences, and always mention any attached documents like your resume or cover letter.

Ensure that your resume (and cover letter, if applicable per the job posting) is attached to the email. It's recommended to send them as PDFs to preserve formatting. Also, name your files professionally, ideally using your name and the document type (e.g., "JohnDoe_Resume.pdf").

Your email address , tone, and content should all exude professionalism. It's best to use an email address that incorporates your name rather than nicknames or unrelated phrases. Your tone should be respectful and formal, avoiding slang or overly casual expressions.

Need help with email marketing and lead generation ? We are ready to help. Nerdy Joe can help you get stellar results from our sophisticated email marketing efforts. Talk with us today. 

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How to Email a Resume to Get a Job

The email is your resume’s vehicle. So even if you know how to write the perfect resume , it’s never getting opened if the email is weak. 

If you arrive at a red carpet in an old rusty car, it doesn’t matter if your attire is astounding, the press will only notice the car. That’s why the email has to be just as refined as the resume itself.

So let’s unpack all you need to know about emailing your resume to an employer in a way that won’t harm your chances of getting the job (and, in fact, might even boost them). If you are wondering what to say in an email with your resume attached, you are in the right place.

This article includes:

In this ResumeGiants article, we’ll delve into how to email a resume to get a job . With a real sample! Sending your resume via an email doesn’t have to interfere with your chances of getting your dream job. In fact, when done well, it can even boost them.

Sample of a Resume Email

When you’re interested in a job, sending a resume via email is an A+ idea . Although, it can be nerve-wracking to know what to say in an email with your resume, as you’re eager to make a good first impression on the employer. 

To do that, you’ll want to make sure that your subject line clearly indicates the purpose of the email . Then you can state your interest. However, knowing exactly what to write in an email when sending a resume can be tricky. 

That’s why it’s wise to review examples before creating your resume or email to help you understand what you need to write . Have a look at this professional email sample for a resume below for inspiration.

Tips for Mailing a Resume via the Web

As digital communication increasingly takes over our lives and our careers, it’s important to be aware of some unspoken resume email rules employers and hiring staff expect.

1. Pay Attention to Instructions and Follow Them

Most of the time, prospective employers include specific details about how to upload application materials (or send them in) within the job posting itself. 

If that’s the case, make sure you take a note of how you’ve been instructed to handle your resume. Employers are highly unlikely to consider candidates who haven’t followed these steps–after all, failing to notice such important information doesn’t reflect well on your potential as a member of the team.

Consider a few questions , including:

• Does the employer expect a cover letter in addition to your resume?
• Are there any other materials the employer needs to see?
• Is there additional information you need to share with your employer?

If you can’t find any specific instructions, follow the tips below to create a professional, effective email.

2. Keep Things Concise and Clear

Just like you do with your resume, you’ll want to focus on keeping the text in your email short , clear, and to the point. 

Let your resume and cover letter, if you’re using one, do the bulk of the talking for you. If you leave them wanting more in the email, they’re more likely to open the attachment out of curiosity.

3. Use an Appropriate Subject Line

When you send a resume by email, the subject line matters . An effective subject line makes it clear to the hiring staff that what you’ve sent is important and conveys what’s inside.

Make sure your subject line clearly states the contents of your email. The last thing you want is an employer to mistake your resume for spam or junk.

Likewise, remember that your subject line is the first part of your email that a hiring team will see. As a result, it’s important that it’s clear what position you’re interested in and who you are.

A good rule of thumb to follow to write the best subject line when submitting a resume is to simply make your subject line the name of the position you’re interested in, followed by your first and last name.

• Job Position or Title – FirstName LastName
• Customer Service Representative Position – Jane Doe
• Customer Service Representative Resume – John Doe

4. Attach or Upload your Materials as Instructed

Once you’ve written the body of your email–which should include a brief introduction, an expression of your interest, and any additional information you need–you can focus your attention on getting your resume in the picture.

The best format to send a resume is whatever your potential employer has outlined.

If you don’t have specific orders to follow, it’s usually best to opt for including your resume as an attachment rather than pasting it into the body of your email. 

It is also typically best to include your resume as a PDF, unless you have been specifically asked not to. This is for a few reasons:

• If they have a lot of applicants, it can be troublesome to download and open hundreds or thousands of Word Documents, especially if they don’t have Microsoft Word.
• When you open a resume on a Google Doc or Word Doc , many proper nouns, such as your name, certification names, or abbreviations will come up underlined as spelling errors. The resume format may also be underlined with grammatical errors, such as sentence fragments. This can make the resume look messy and unprofessional, even if you haven’t included any errors.
• Using a PDF gives you more chances to play around with eye-catching formatting and images. 

5. Include Contact and Other Important Info

Close your email with any important information you need to share with your employer, including contact information like your email, phone number, etc.

Choose contact information that you know you check often. You don’t want to miss a phone call or email back, and prompt responses can help you demonstrate your excitement for the position!

6. Set Yourself Apart

Below are a few things to keep in mind as you wrap up your email to ensure it’s as polished and amazing as it can be:

• Use Your Resources: Looking at other resume examples or email examples makes it easier to judge your own. ​​If you feel your resume itself needs some work, don’t be afraid to turn to tools like an online resume builder or any of our helpful free resume templates for support.
• Bring up Connections: Don’t be shy! If you know someone at the business, ask for their permission to mention them in your email and go ahead and include it. For example, you may say, “Angela Dabrowski recommended I get in touch with you.” If you went to the same school as the hiring manager, you should say so. For example, “I was excited to see on LinkedIn that you attended Ohio State University. That’s where I got my masters in 2019.”
• Maybe Mention Where you Heard of Them: If it’s not clear where you heard of them, maybe include a line saying, “I got your contact information from the agency’s Contact Us page,” or, “I came across your job posting on LinkedIn.” That can be valuable information for the employer, and it may make them feel a little more comfortable and familiar.
• Make Yourself Professional: Though your language need not be extremely formal, it should be clean and professional. Be sure your files are named in a sensible way, your email’s format makes sense, and you use a professional email address to send your materials.
• Look into Who Will be Reading This: To whom is your email? A specific name of the hiring manager will get much more attention than a general “Dear Hiring Manager,” or “To Whom it May Concern.” You may even include a personal question to show you did your research. Just make sure you properly spell their name!
• Double-Check or Test Your Email: Always proofread your email before sending it out. It’s also a good idea to send yourself a test version of your email to make sure everything looks and sends the way you want it to before you push out the final product.
• Send a follow up: It’s important to verify that your application got to the right inbox. Send a follow up email after two or three days to check they’ve received your resume.

That’s all for now, remember all these tips before sending your resume by mail. Good luck!

Email to Send Resume: How to Build Yours [+ Template]

In This Guide:

Emailing resume to an employer, follow the directions, use a clear subject line, keep it simple, include an introduction in your email, attachments vs. pasting plain text, finish off with a clear call to action, include your signature, use a professional email address, use the name of the person you’re emailing, name your attachments properly, mention your attached files, proofread your documents, send a test email message.

You have created a resume that stands out and is ready to get you your big interview.

That’s great, but now how do you get in touch with a hiring manager?

You always have the option of applying to specialized websites for job applications, or use the company’s website.

But there is a better and much more effective way.

It may seem a little old-fashioned, but getting in touch with the hiring manager through email definitely has its charm.

As most applications are usually sent through automated systems or websites, the personal touch is almost missing.

But sending your resume through email shows your personal interest in the company, and this would always work in your favor.

In this article, we will go through all the basics you need to cover in your email:

• Finding contact information of the hiring manager
• Formatting your email right
• Attachments and the right format for them

As well as:

• Some tips and tricks you need to consider
• Sending your cover letter (if required)

And we will top it all off with some great examples.

If you still have some hesitations about your resume, you should check out our Resume tips before sending out your resume.

But if you think your resume is good to go, we’re diving right into the topic.

Upload & Check Your Resume

Drop your resume here or choose a file . PDF & DOCX only. Max 2MB file size.

There are quite a few steps that you need to do in order to play your cards right.

But don’t worry, we’ve got you covered.

We are going to go through every step of the email and get you good and ready.

Find the hiring manager’s contact details

The first step you might want to try is just googling what you need.

Make sure you use the right format for that - “[Company Name] [Team Name] Manager”, for example, “Google IT Manager”.

If that does not work, you can try a little more direct method - call the company and ask for the hiring manager’s contact details.

As a final resort, you can try LinkedIn. Most companies and their employees have well-developed accounts there. Consider upgrading your LinkedIn profile as well.

Try finding your hiring manager and send an invitation to the hiring manager, saying that you would like to apply for an open position.

Most likely they will be happy to share their email address, but even if they are not, at least you are no longer anonymous.

You are very likely to get to the desired email that way, so don’t waste your chance.

The most important part of sending your resume is to follow the instructions.

Make sure you do exactly what the job listing states.

If the listing asks you to save your resume under a specific name, be sure to do so.

If the job ad states that it requires a resume in a particular format, you have to make it in that exact format.

Just to remind you, these are the basic resume formats:

• Reverse Chronological Resume Format
• Functional Resume Format
• Hybrid Resume Format

And why this is crucial - because employers are less likely to consider your application if you did not follow the instructions exactly.

So make sure you do so.

The subject of an email is the first thing your potential employer is going to see.

So make sure you format it correctly or your email might never be opened.

You have to make the subject line state clearly what is the purpose of the email, so that it does not get mistaken for spam.

Your subject line should include exactly three items, and not a letter more:

• The term “job application”

For example:

IT Specialist - job application - John Doe

You don’t want to make the body of your email too fancy.

Use a font that is easy on the eyes, don’t make it colored and stay away from emoticons.

You don’t know what email client your email will be opened on, so make it as simple as possible.

If you don’t, there is a great chance that you and your potential employer would see a very different email.

As it comes to your narrative in the email, again - keep it simple.

You need to introduce yourself, explain the purpose of the email and outline the documents you have attached.

Don’t use any fancy narrative, and absolutely stay away from attempts at jokes.

You need to consider that the hiring manager might be overwhelmed with work when they receive your email.

So you need to make sure your email’s point is clear from the beginning.

You can think of your email introduction like a Cover Letter .

But a cover letter that is much shorter and focused exactly on one point - getting the hiring manager’s attention.

Don’t copy sections from your cover letter, if you have one.

Instead, just summarize your career highlights in a few short sentences.

There are two options for sending your resume through email:

• Paste your resume as plain text in the body of your email
• Attach the file to the email

The first option should be used only when the employer does not accept attached files.

If that’s the case, remember - keep it simple. No fancy formatting, only plain text.

The better option, if it is available, is to attach your resume.

What you need to know here is that you absolutely should make it in PDF format.

That way, you can be sure that no matter what formatting you have, it will be preserved.

Another thing you need to look out for is the size of your document.

Anything larger than 10 MB is too big, and you need to consider compressing the file.

If you want to grab the hiring manager’s attention even more, you can try to finish off with a clear call to action.

You might wonder what that means.

Think of your email as making a sales pitch.

You are selling the company something of value, and that thing is you.

People don’t mind being sold to, as long as it is done right.

So take advantage of that.

You can finish off your resume with a call to action, which can be as simple as:

Can we schedule a meeting next week to discuss my ideas of your company’s growth?

And you are automatically one step ahead.

And finally, top it all off with your signature, so that it would be easy for the hiring manager to get in touch with you.

What should the signature include?

A few basics are more than enough:

• Start it off with “Sincerely”, or a synonym
• Your full name
• Email address
• Phone number

You can also add:

• LinkedIn profile
• Personal or professional website

Tips for emailing a resume

Okay, now you have the basics for your email.

But there are still some details that we should cover to ensure your success.

One of the first things that the hiring manager sees when receiving an email is the email address it comes from.

If they see an unprofessional email address, your message is in danger of forever remaining unnoticed.

If you don’t have a professional email address, consider creating a new one, dedicated for job applications.

When creating a professional email address, make sure it contains your name or part of your name.

The most common formats for this purpose are:

• [email protected]
• [email protected]
• first [email protected]
• [email protected]
• [email protected]

(first or f being your first name, and last or l being your last)

That’s a detail you might want to spend some time on.

Addressing the hiring manager by name in your email shows that you took the initiative to research the company.

And that is absolutely a great plus for you.

You would want to start off with a standard greeting, like “Dear Mr. Doe”.

Stay away from informal greetings, like “Hi, John” or “Hey, Mrs. Doe”. These don’t work in your favor and cancel out all the work you put in finding their name.

If you can’t find the name of the hiring manager, the next best thing is to address your email to the human resources manager, or the department you want to work for.

If you are sending your resume as an attached file in an email, you need to think about the name you give to that document.

Don’t forget that your potential employer can see the name you have given to your document.

What you would want the name of the file to include is your name and the word “resume”. For example: John Doe_Resume. pdf .

Don’t miss out on writing your name in the file.

You lose every chance of having your resume checked out if you send it with a name like “Resume”, or even worse - “Resume1” or “Resume2”.

That kind of name can only show your potential employer that you are not really interested in the position.

The main goal of your email is to lead the hiring manager to your attached resume.

So mentioning once again your attached files might not be overdoing it.

Actually writing out “please find attached my resume” or something in this sense, reminds the hiring manager not to overlook your resume.

But forgetting to attach your files is probably the worst thing you can do to your chances of getting the job.

That makes you seem unorganized and most hiring managers would not consider you an option, as they are actively looking for great organizational skills for every position.

Before sending anything, you would want to double- , even triple-check your email and documents.

Employers expect the same level of professionalism in emails, as they would expect if you start working for their company.

Make sure you use spell-check and check your grammar and capitalization.

It’s important to proofread your subject, body and attachments before sending your email..

Some of the email providers have built-in spell-checkers that you can use.

But no matter the spell-checker, don’t ever rely solely on it.

Spell-checkers can miss many grammar and spelling mistakes.

Make sure you re-read your email yourself and ask a friend to look it over as well.

The last thing you might want to do is send yourself a test email.

By doing so, you can see any mistakes in your formatting or attached documents .

And it’s better for you to see them, rather than the hiring manager.

What you want to be on the lookout for when sending a test message:

• Are there any typos or grammatical mistakes in your email
• Are all the attached files present in the email
• Do all attached files open up correctly

If you are good on all three points, you are ready to send your email off to the employer.

Email to send Resume - Template

And now, as we promised, we are going to give you an example of everything we covered above.

Follow it, and you will have your email ready in no time.

Subject: [ Job position ] - job application - [ Your name ]

Body: Dear, [ Hiring manager’s name ],

Please find attached a copy of my resume for the [ Job position ] with [ Company name] .

With [ X ] years’ experience in [ areas of expertise and skills ] and a proven record of [ list a few key achievements ], my goal is to leverage my expertise to help [ Company name ] succeed in achieving [ company vision / team goals ] .

[ Your Name ]

[ LinkedIn ] - optional

[ Portfolio ] - optional

[ Personal or professional website ] - optional

Takeaways: Email to send resume

We are all done.

Now you know how to structure your email for job applications.

You are now ready to build your email and grab the hiring manager’s attention with it.

Don’t forget our tips and tricks, and make your email the best it can be.

Check out our example once again and make your email get you your next interview in no time.

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Resume Email Sample [How to Email a Resume]

Effective job inquiry emails samples

In this article, we discuss the appropriate email format for sending a resume and why it's important to consider.

We also provide job application email templates you can use in your search.

Many roles you apply for will only require you to submit your resume online, especially if your search is primarily through LinkedIn and other job boards.

However, research based on over 13 million applications shows that while most job applications come through company career sites and job boards, only 1.4% and 0.7% of these applicants, respectively, were actually hired.

You're much more likely to be successful in landing an offer if you go through a hiring manager (32.5% applicants hired), recruiter (14.1%), or a referral (7.8%).

As you realign your job search strategy toward these more effective methods, you'll find that the process entails significantly more direct human contact.

Instead of passively submitting your resume through a portal and hoping for a response, you'll likely email it to someone who works at the company, a recruiter, or a hiring manager.

Even if your internal contact is a close friend, we encourage you to pay special attention to any job-related communication.

Whenever you email your resume, keep the following general guidelines in mind:

• To be on the safe side, always assume that any email you send will get forwarded to the appropriate decision-makers.
• Remember that anything that you put in writing can help demonstrate your professionalism and further make your case - or it can work against you!
• Assume that any written communication until you have an offer in hand will be used as part of the evaluation process.
• Always attach your resume in PDF format. A PDF file will ensure that your formatting remains consistent and that your content isn't accidentally modified.
• Keep your emails short and to the point. While you want to provide a brief overview of why you are a good fit, an email is not the appropriate outlet for a full-fledged cover letter.

If you are responding to a job posting that requires you to submit your resume via email

Subject Line : [ Position Title] - [Company Name]

Dear [Recipient Name],

I am writing to express my interest in the [Position Title] with [Company Name], which I learned about through [source name].

Based on my experience as [insert relevant experience(s) here], I believe that I would be a strong contributor to your team.

In particular, I am interested in joining [Company Name] because [insert reason related to role responsibilities, transferable skills, growth opportunity, etc.].

Please see my attached resume for more detail regarding my background and let me know if you have any questions.

Thank you for your consideration, and I look forward to hearing from you regarding potential next steps.

Best regards,

If you are sending your resume to a recruiter who contacted you on LinkedIn, someone you met at a networking event, or a personal contact

Subject Line: Resume - [ Position Title] - [ Company Name]

It was nice speaking with you [yesterday / at the networking event / etc.] !

As we discussed, I am interested in being considered for the  [Position Title] position with [Company Name].

I attached my resume for your review, and feel free to forward it along as needed.

Please let me know if you have any additional questions regarding my background, and I look forward to hearing from you soon.

If you are sending a cold email to inquire about potential openings

Subject Line: [ Company Name] – Opportunity Inquiry

I am a [Position Name] with experience in [describe experience areas].

I am interested in pursuing a [Position Title] position with [Company Name] and am reaching out to ask whether there are currently any open opportunities that I might be a good fit for.

I am particularly interested in joining [Company Name] because [insert specific reason(s) here].

I attached my resume for your review. Please let me know if you have any questions regarding my background.

Thank you for your consideration, and I look forward to hearing from you soon.

About Resume Pilots

Resume Pilots is an award-winning executive resume writing firm and a proud member of the Professional Association of Resume Writers and Career Coaches. Our previous clients include CEOs and senior executives at the world's leading companies.

As a professional services firm, we take your reputation seriously. We are committed to delivering writing excellence and superior service while operating with integrity and discretion. Recruitment firms we partner with also trust us to consistently deliver quality documents for their clients.

Our writers have studied in the Ivy League and other top-tier universities and have strong writing backgrounds coupled with industry experience.

Here's how we can help you:

Resume, Cover Letter, and LinkedIn Writing Services : If you are looking for end-to-end support, hire one of our professional resume writers to rewrite your documents from the ground up.

Executive Resume Template Downloads : If you plan to prepare your own resume, consider using one of our classic, ATS-friendly resume templates for Microsoft Word.

To learn more about our services, book an introductory call with our founder here or email [email protected] .

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About the Author Matt Glodz

Matt Glodz is the Founder and Managing Partner of Resume Pilots and a Certified Professional Resume Writer. After studying business communication at Cornell University, Matt worked within Fortune 500 companies, where he noted that qualified candidates were frequently denied interview opportunities due to poorly written documents. At Resume Pilots, Matt combines his business and writing background - which includes prior work for a Chicago Tribune publication - to craft resumes that give his clients the best chance of landing interviews. He works with clients ranging from CEOs to recent graduates and has been writing resumes for over 10 years. He has been quoted on numerous business and career-related topics in outlets including Business Insider, CNBC, Fortune, Glassdoor, The Ladders, and Thrive Global.

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How to Email a Resume to an Employer (Examples)

By Status.net Editorial Team on November 9, 2023 — 11 minutes to read

Understanding the Resume Email Process

First, let’s go over the basics to ensure that your email gets the attention it deserves.

Subject Line

A clear and concise subject line is vital. It’s the first thing the recipient will see, so make it count. Include your full name and the position you’re applying for. For example: Marketing Manager Application – Jane Smith

Email Address

Double-check that you have the correct email address for the potential employer. Little mistakes like this can make a big difference. If you’re unsure, give the company a call and ask for the correct contact information.

Start your email with a professional greeting. If you know the recipient’s name, use it. If not, a simple “Dear Hiring Manager” will suffice.

The body of your email should be concise and to the point. In just a few sentences, mention the position you’re applying for and explain why you’d be a good fit for the role. List a few key skills or achievements that make you stand out from other candidates. For example: I’m excited to apply for the Marketing Manager position at XYZ Company. With over five years of experience in digital marketing and a proven track record of increasing sales, I’m confident that my skills and passion for creating engaging content make me the right candidate for this position.

Attachments

Before sending, double-check that you have attached both your resume and any other required documents (e.g., cover letter, portfolio, etc.). Make sure to send them in a format that is compatible with the recipient’s software (usually PDF or Word).

End your email with a polite closing and your full name. You can also include your phone number and email address, making it easier for the employer to contact you. For example: Thank you for considering my application. I look forward to the opportunity to further discuss my candidacy. Please don’t hesitate to reach out if you have any questions.

Best regards, (Name)

Creating a Strong Subject Line

• When you’re sending a resume to an employer, the subject line of your email plays a vital role in capturing their attention. Pick a clear and concise subject line that introduces your purpose, highlights your qualifications, or refers to the specific job opening.
• For instance, you can combine your name and job title along with the job position you’re applying for, like this: “Jane Doe – Marketing Specialist Applying for Marketing Manager Position” . Another alternative is to mention your most impressive skills or accomplishments, such as “Certified Project Manager Seeking a New Opportunity” .
• Avoid generic phrases such as “Applying for Job” or “Resume Submission” . These may get lost amid the employer’s numerous emails or convey a lack of effort on your part. Also, steer clear of all-uppercase subject lines as those might appear unprofessional and could be mistaken for spam.
• Tailor your subject line to the company and position you’re targeting. If the job posting includes a specific reference number or job code, make sure to include that in your subject line. This will help your email get noticed and sorted correctly by the hiring team or applicant tracking system. For example, “John Smith – Graphic Designer – Job Code #12345” .

Introduction

When sending your resume via email, it’s important to make the email body stand out. This is the first thing the employer will read, so be sure to create a lasting impression. Use a friendly and professional tone to engage the reader, while maintaining clarity and conciseness.

Begin with a clear and well-structured subject line. Include the job title you are applying for and your name, for example: “Marketing Specialist – Jane Doe.” This will help the employer quickly identify your email’s purpose.

In the email body, start by addressing the recipient by their name, if known, or use a polite and respectful greeting, such as “Dear Hiring Manager.” Next, introduce yourself and briefly explain your intention in applying for the position. Connect your skills and experiences to the job requirements to show how you are a great fit for the role. Don’t forget to mention where you found the job posting, especially if it was a referral from a mutual connection.

Example: Dear [Name],

I hope this finds you well. My name is [Your Name], and I am writing to apply for the Marketing Specialist position advertised on your company’s career page. With over 5 years of experience in digital marketing and a proven track record in increasing brand visibility, I am excited about the opportunity to bring my expertise to your team. I was referred to this position by John Brown, a current Marketing Specialist at your company, who recommended that I submit my resume.

Closing Remarks

To wrap up your email, express your enthusiasm for the potential opportunity and thank the recipient for considering your application. Let the employer know that you have attached your resume and any other requested documents to the email. Provide your contact information and invite them to reach out if they have any questions or require more information.

End your email with a professional closing, followed by your full name and email signature.

Example: Thank you for taking the time to review my application. I am confident that my skills and experiences make me a strong candidate for the Marketing Specialist position. I have attached my resume for your review and am available to discuss my qualifications further at your convenience. Please don’t hesitate to reach me by phone at (555) 123-4567 or by email at [email protected].

Sincerely, [Your Name]

Attaching the Resume Right

Before hitting the send button, ensure that you attach your resume. There are a few things you should keep in mind when sending your resume to a potential employer.

• Choose the Right Format: Save your resume in either a PDF or Word document format. PDF is preferred as it preserves the formatting and can be opened on any device without compatibility issues.

Example: FirstName_LastName_Resume.pdf

• Properly Name the File: Use your full name and the word “Resume” for easy identification. Adding the targeted job title can also help make your email stand out to the hiring manager.

Example: Jane_Doe_Marketing_Resume.pdf

When composing the email, the subject line and content are essential for making a good impression. Here’s how you can approach it:

• Subject Line: A clear and professional subject line is vital. Mention relevant context such as the job title, any reference or job number mentioned in the job posting, and your full name.

Example: Application for Marketing Specialist – Jane Doe (Job ID# 12345)

• Email Content: Start with a friendly greeting addressing the recipient by name (e.g., “Dear Mr. Smith” or “Hi Sandra”). If you don’t know their name, a simple “Hello” can suffice. In the message body, briefly introduce yourself and mention the position you are applying for. Include how you found the job posting and why you feel you are an excellent candidate for the position.

Example: Hello Steve,

My name is (…), and I am applying for the Marketing Specialist position I found on LinkedIn. With my five years of experience in digital marketing and proven track record in driving engagement and sales, I believe I would be a great fit for the role.

Please find my resume attached for your review. I am excited about the prospect of working for X Company and contributing to its growth.

I look forward to discussing my qualifications with you further. Thank you for considering my application.

Best regards,

[Name] [email protected] (123) 456-7890

Reviewing Before Sending

Before sending your email with the resume attached, double-check everything. Make sure your email address looks professional, ideally using your first and last name.

When writing the subject line , mention the job title and your name. For example: “Marketing Manager – John Doe”. The subject line will help your potential employer instantly recognize the purpose of your email.

Now, let’s focus on the email body . Start with a polite salutation, addressing the recipient by their name, if possible. For example: “Dear Mr. Smith,”. If you’re unsure of their name, you may use: “Dear Hiring Manager,”.

In the email body, briefly introduce yourself and express your interest in the position. Mention the job title, how you found it, and why you would be a great fit. Here’s an example:

“My name is (…), and I am reaching out to apply for the Marketing Manager position I found on LinkedIn. With over 5 years of experience in digital marketing, and a proven track record of campaign success, I believe I am a strong candidate for this role.”

Remember to attach your resume to the email, and briefly describe it in the email body. For example:

“Please find attached my resume, which highlights my relevant qualifications and work history.”

A compelling closing statement can leave a lasting impression. Express your appreciation for their time and consideration, and provide your contact information. For example:

“Thank you for considering my application. I’m excited about the opportunity to contribute to your team. Please feel free to contact me at [email protected] or (555) 123-4567 to discuss further. I look forward to hearing from you.”

Lastly, use a professional closing, such as “Sincerely,” “Best regards,” or “Kind regards,” followed by your full name. Ensure your email is free of typos, grammatical errors, and maintain a polite tone throughout. Double-check everything before hitting send, as it can significantly impact your chances of landing an interview.

Example of a Well-Written Resume Email

When you’re ready to email your resume to a potential employer, it’s important to craft an impactful message that highlights your strengths and conveys your professionalism. Below is a simple yet effective example of a well-written resume email:

Subject: Marketing Coordinator Application – [Your Name] Dear [Hiring Manager’s Name], I hope this email finds you well. I came across the Marketing Coordinator position at X Company listed on [Job Posting Website], and I believe my background in digital marketing and project management makes me an ideal candidate for this role. I have attached my resume for your review. In my previous role as a Digital Marketing Specialist at ABC Company, I achieved a 20% increase in website traffic and 15% growth in social media engagement over 12 months. I’m confident that my experience and skills can contribute significantly to the growth of X Company’s online presence. I am excited about the opportunity to join your team and collaborate on innovative marketing strategies. I would appreciate the chance to discuss my qualifications further and learn more about the Marketing Coordinator position. Please let me know if there is any additional information I can provide or if we could schedule a time to connect. Thank you for considering my application, and I look forward to the possibility of working together. Best regards, [Name] [Phone Number] [Email Address] [LinkedIn Profile URL]

This example demonstrates a clear, concise message that clearly conveys the candidate’s enthusiasm and qualifications for the role.

Frequently Asked Questions

What’s a good subject line for sending a resume.

A good subject line is clear, concise, and professional. Include the job title, your name, and any relevant information like a job reference number. For example: “Marketing Manager – Jane Doe (Job Ref #12345)”.

How do I politely submit my resume via email?

To politely submit your resume, start by writing a professional and courteous email. Address the recipient by their name, if possible. In the email, briefly introduce yourself, explain the purpose of the email, and mention the attached resume. For example: “Dear Mr. Smith, I hope this email finds you well. I am writing to express my interest in the Sales Associate position at ABC Company. Please find my resume attached for your review. Thank you for considering my application.”

What should the body of an email include when sending a resume?

The body of the email should include a brief introduction, the purpose of the email, a mention of the attached resume, and a closing statement. Start by greeting the recipient professionally, then introduce yourself and express your interest in the job. Explain that you are attaching your resume and any other required documents. Finally, thank the recipient for their time and consideration.

For example: Dear Mr. Johnson,

I hope this email finds you well. My name is Jane Doe, and I am very interested in the Project Manager position at XYZ Company.

Please find attached my resume and cover letter for your review. I believe my experience and skills make me a strong candidate for this role, and I would be thrilled to contribute to your team’s success.

Thank you for taking the time to review my application. I look forward to the opportunity to discuss my qualifications further.

Warm regards,

Can I send my resume using Gmail or other email providers?

Yes, you can send your resume using Gmail, Yahoo, Outlook, or any other email provider that allows you to attach files. Ensure you are using a professional email address, preferably one with your first and last name.

How do I send a resume through my phone?

To send a resume through your phone, you can use your email app to compose a new email, attach your resume file, and send it to the recipient. Some email apps also allow you to save email drafts, so you can compose the email on your phone and send it from a computer later.

What is an example of an email when sending a resume with a reference?

When sending a resume with a reference, mention the reference in the body of the email and include their name, title, and your relationship. For example: Dear Ms. Thompson,

I hope this email finds you well. My name is [Name], and I am writing to express my interest in the Senior Accountant position at your company. Your colleague, Jane Smith, suggested that I apply for this position, as she believes my skills and experience would be a good fit for your team.

Please find attached my resume and cover letter for your review. I am excited about the opportunity to work at X Company, and I am confident that my background in accounting will make me a valuable asset to your team.

Thank you for considering my application. I look forward to the possibility of discussing my qualifications further.

Kind regards,

• Job Application Email (Templates, Examples)
• Job Interview Request Email Responses (Detailed Examples)
• How To Write a Formal Email (Format, Examples)
• Interview Follow-up Email Examples (1-2-3 weeks)
• How to Accept a Job Offer [Example Email]
• How to Cancel an Interview (Graceful Email Examples)

Resume builder

How To Write a Professional Email?

There are lots of instances where you might need to send a professional email. You may need to contact a business partner, send in a job application, ask for references — and much more.

In fact, according to Statista , a staggering ten billion emails were sent and received every day globally in 2021.

Today, we are looking into how to write a professional email:

• How to get started
• What structure to use
• What to check for before hitting the send button and more

There is also a professional email example you can use as base at the end of this article.

Table of Contents

How to write a professional email: in five quick steps

Here are five quick steps to get you started with professional correspondence:

Before you start writing an email, ask yourself one question: what do you want the reader to do after reading your email. This is the purpose of your email and everything you write next should work towards accomplishing it.

For instance, if you are sending a project for review, make sure to explain what the project is, what kind if feedback you are looking for and how you will use it.

Know your audience

Another thing to keep in mind when writing your email is who you are writing it for. This will determine the tone of your email.

For instance, if you are writing a business email to someone you’ve never interacted with before, it’s best to keep it formal and polished. Avoid including jokes and other informalities in such emails and keep them short and to the point. On the other hand, if you are writing an email to a colleague, your tone may be lighter and more relaxed.

Keep it short

The one very important thing to know when writing any email is that people now have very little time. If your email is too long, there is a good chance that the reader will simply scan through it. As a result, they might miss out on key information or the message of your email may get diluted.

To avoid all of the above, keep your email short and set a clear structure. Do not include too many messages or questions at once.

Once you are done writing your email, go over it one more time. Watch out for

• Irrelevant information
• Lengthy sentences
• Filler words
• Superfluous details — and the like

Run the email through a spell checker

Before you send out your email, make sure it’s error-free. Even a small typo can make a bad first impression. You can check your email manually, just carefully going through each word and paying attention to punctuation. You can also rely on the built-in spell check that is available in most email clients. Alternatively, download a professional spell checker online. Some of these may require a subscription or a small fee, but they come with extra features. Professional editing tools can help you make your email more concise and deliver your message more efficiently.

Be mindful of the recipient’s time

When sending the email, make sure to do so at an appropriate time. If the recipient of your email lives in a different time zone, check what time it is in their part of the globe before hitting “send”. True, most people will only check their email box when they are available. However, if someone is expecting an urgent email, they may have their email notifications on beyond work hours. If what you are sending is not urgent, make sure to wait till the official working hours.

How to format and structure a formal email

There are several key structural components you should include in a professional email:

Your email should start with a subject. If you don’t include one, your message may not be opened. Or, it may go directly to Spam.

The subject of your email should tell the reader what the email is about. It should be short and to the point — no longer than nine words.

Here are some examples of effective subject lines:

Applying for Head Developer – Rebecca Jones Thank You – Head Developer Interview Referred for Head Developer – Rebecca Jones

Start your letter with a greeting. If possible, find out the name of the person who will be reading your email. This will help make your greeting more personal. You can often find this information on the company’s website or their LinkedIn page. If you can’t find the information online, you could also reach out to the company directly and ask the receptionist if they can provide the information you need.

Example greeting: Dear Mrs. Jones,

Make sure to give your email body a clear structure. This will make your email easy to read and scan through:

• Why you are writing this email (purpose)
• Thank you (for the person’s time, considering your request, etc.)

If you are applying for a new job, you can put your cover letter in the email body (unless the job description asks you to send it as a separate document).

If you are inquiring about potential job opportunities, specify why you are interested in working for this specific company.

End your email with a formal closing. These include phrases like:

• All the best
• Best regards
• Cordially yours
• Sincerely yours
• With appreciation
• With gratitude

Email signature

At the very end of your email, add a signature. Your email signature should include your full name, title (if applicable), a link to your professional website/portfolio/Linkedin page and phone number (if this is how you want to be contacted).

Attachments

If there are attachments that go with your email (resume, portfolio, sample work, etc.), don’t forget to send them. Fortunately, a lot of email clients will now give you a reminder to attach files if you mention the word “attachments” in the body of the email.

Sending a job search email often involves attaching files, a resume, portfolio, or other sample work. Make sure to double-check that you have attached all the files mentioned in your email before hitting the “send” button.

Learn how to write a resume .

Your email checklist before hitting “send”

Here’s a good practice to have. Every time before you hit “send” on an important email, go over it one more time and check for the following:

• Does your email have a subject line?
• Is the email and name of the recipient correct?
• Have you attached all the documents you’ve mentioned in the email?
• Make sure your attachments are properly titled and it is clear to the recipient what these files are.
• Remove any unnecessary information to keep your email as short as possible.
• Check your grammar and spelling or run your email through a spell checker.
• Make sure you are using a professional font and your email has a uniform style.

Examples of professional emails

Professional email example #1: job application.

Dear Mr. Kemp, I am writing to inquire about the Marketing Copywriter opening at your company. I was referred to you by a former colleague — Mr.Thompson — who suggested that I might be a good fit for this position. Here’s a bit about me. For the past three years, I’ve worked freelance for a number of marketing agencies specializing in sales and advertorial content. I am well-versed in social media and have a portfolio of projects that I have attached to this email together with my resume. I believe that my experience in marketing and a strong passion for writing make me a good candidate for the Marketing Copywriter position in your company. I would be happy to do a trial write-up upon your request. Thank you for your time and considering my application. If there is any more information you need, please let me know. I am looking forward to your feedback. Best Regards, Jeana Thompson _________________ Jeana Thompson [email protected] 555-123-3245 linkedin.com/in/jeanathompson

Professional Email Example # 2: asking someone to be your reference on a resume

Dear Ted, This is Michael, your former colleague at XYZ Company. I hope you are doing well. Last time we talked, you mentioned you were planning to go on vacation. How did it go? I am reaching out to ask you to be a reference on my resume. I am now applying for a job at ABC company. If you remember our conversations, this has been a long-term ambition of mine.  I am currently going through interviews and there is a chance I may be asked to provide references — which has made me think of you. I feel that as my supervisor of almost five years, you’ve come to know me quite well professionally. And I was hoping you could talk to my potential new employer about my performance as your head developer. I’ve attached my resume and the job description to this email so that you have an idea of what providing a reference may involve. Let me know if you need any more information. Please feel free to tell me honestly how you feel about it. I will completely understand if being a reference to someone is not in your current plans. Thank you for considering this. Hope we can talk soon. Best wishes, Brian (646) 980-3841 [email protected]

Learn more about how to ask someone to be a reference on a resume and how to list references on a resume .

Professional Email Example #3: vacation request

Subject: vacation request for July 15-20 ___________ Dear Ms.Jones, I am writing to request a vacation from Wednesday, July 15th to Monday, July 20th. Needless to say, all my current projects and pending tasks will be completed well in advance before these dates. Looking forward to your approval. Sincerely, Jessica Martin Sales Manager

We hope you’ve found some useful tips on styling and structuring a professional email in this post. You can also use the examples we’ve provided here as base when composing your own email. However, it’s essential that you fully customize what you are writing to your own situation.

Always keep these three things in mind:

• Why you are writing
• Who you are writing to
• What you want them to do after reading the email

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How To Email A Resume

• Introduce Yourself In An Email
• How To End An Email
• Email Etiquette
• Emailing A Resume
• How To Cold Email
• Warm Regards
• How To Write A Letter Of Inquiry

Find a Job You Really Want In

Emailing a resume is a common task for job seekers, but it can be surprisingly tricky. You need to make a good impression on the recruiter, but at the same time, how much do you actually need to say in an email meant to deliver your resume?

Whether you’re applying for a job that asks you to email your resume or you’re cold-emailing your dream job, here you will find some tips and tricks on emailing a resume that will have a recruiter looking your way.

Key Takeaways:

Use a professional-sounding personal email address to send your resume .

Respond within 12 to 24 hours of a potential employer emailing you.

Tailor your resume for the specific job and include keywords from the job description.

How to send your resume via email

Examples of how to send your resume to a prospective employer, tips for emailing your resume to a prospective employer, how to email a resume faq, final thoughts.

• Sign Up For More Advice and Jobs

To send your resume to any future employer , keep it simple. Greet them professionally, state the purpose of your email, and close with a note of thanks and your contact information.

Read the instructions carefully. Before you begin, remember to read the job post carefully. Sometimes, when people are using a job search board, they will quickly opt to click on the apply now button instead of reading the company’s instructions.

Use a clear subject for your email. When you are choosing what to put on your subject line, make it clear and concise. Keep in mind that recruiters have to comb through hundreds of applicants, try to keep it simple by writing your name and the position you are applying to. Here are several examples of subject lines:

Jane Smith– Junior Web Content Creator Position– Resume Jane Smith Resume — Junior Web Content Creator Position Resume of Jane Smith for the Junior Web Content Creator Position

Greet the recipient. Avoid using the phrase “To Whom It May Concern,” as this is an outdated way to begin an email.

The hiring manager can also interpret it as a sign of laziness. Before writing, search for the recipient’s name. This will go a long way to show that you are willing to put in the work. If you can’t find their name anywhere, try addressing them by their title or skipping a name altogether, as shown below:

Dear Hiring Manager, Dear Recruiter, Good morning, Good afternoon,

Write your opening paragraph. Your first paragraph should be used to introduce yourself and express your interest to your prospective employer about the current job opening. Remember to include the name of the position. It should also state where you found the job posting.

I am very interested in applying for the Junior Web Content Creator position listed on Zippia .com.

Write your body paragraph. The following paragraph should include a brief example of experiences that will highlight your abilities and make you more appealing to the hiring managers. However, you can also keep this paragraph brief and simply notify the recruiter that they may find your resume and cover letter in the attachments.

I have two years of experience writing copy, marketing emails, and blog posts, as well as SEO. During this time, I helped increase my employer’s website traffic by 25% over four months. I believe that this experience makes me a great fit for this role and would allow me to contribute in a meaningful way to your team. I’ve attached my resume for your consideration.

Closing the email. Thank the hiring manager for taking the time to look over your resume, and offer them the opportunity to contact you should they have any questions or need any additional information.

If you have any additional questions, please feel free to contact me. Thank you again for your time, and I look forward to hearing from you soon.

Sign off. Moving forward, your emails should include a professional signature. This signature should include your name and contact information, such as your email and the best number to reach you at. You can also include a link to your LinkedIn profile — this will give them a better sense of who you are.

Sincerely, Jane Smith linkedin.com/in/janesmith [email protected] 781-555-3214

Attach your properly formatted resume file. It is essential that you do not copy and paste your resume onto the email directly. Instead, save it as a PDF or Microsoft Word document. Remember that you use a professional name when creating the document, such as:

John Smith Resume John Smith Cover Letter

Here are some example emails that you might send along with your resume to a potential employer.

Example resume email #1

Dear Hiring Manager, I am very interested in applying for the [Name of Position] position listed on [Name of the Website Where You Found the Job Posting]. Attached you’ll find my resume and cover letter. If you have any additional questions, please feel free to contact me. Thank you again for your time, and I look forward to hearing from you soon. Sincerely, [Your Name] [You LinkedIn Profile] [Your Email Address] [Your Number]

Example resume email #2:

Dear Mr./Ms. [ Surname] , My name is [Your Name] , and I would like to express my interest in the [Name of Position] position listed on your company’s website. For years I have been a huge fan of everything your company stands for and all the great work that it has done. I am very excited about the prospect of working at [Name of Company] and the chance to work with such a talented group of people. I have attached my resume and cover letter, as you requested. I would love to be considered for this position and the opportunity to work closely with you. Please let me know if you have any questions or need me to provide any additional information. Thank you for your time and consideration. Regards, [Your Name] [You LinkedIn Profile] [Your Email Address] [Your Number]

Example resume email #3:

Dear Recruiter, I would like to express my interest in the position of [Name of Positions] in the [Name of Department] Department that was posted last week on your company’s webpage. I have attached both my resume and cover letter. If you need any additional information, please do not hesitate to contact me. Thank you so much for your time. Sincerely, [Your Name] [You LinkedIn Profile] [Your Email Address] [Your Number]

Example resume email #4:

Good morning, I came across your posting for the [Name of Position] position listed on [Name of the Website Where You Found the Job Posting] . This seems like a fantastic opportunity! I believe that my background in [mention strengths and qualifications] would make me an ideal candidate for this position and your company. I have attached my resume and cover letter, and I would be thrilled if I could be considered for the job. If you have any additional questions, please feel free to contact me. Thank you again for your time, and I look forward to hearing from you soon. Thank you for your time. Sincerely, [Your Name] [You LinkedIn Profile] [Your Email Address] [Your Number]

Example resume email #5:

Hello [First name, if you are on a first-name basis] I am very interested in applying for the [Name of Position] positions. I believe that my skills and qualifications would be a perfect match for your company. Please take a moment to review the attached documents. Here I have included my resume and a cover letter. I would love it if I could be considered for the position. Thank you for your time. Sincerely, [Your Name] [You LinkedIn Profile] [Your Email Address] [Your Number]

Example resume email #6:

Good afternoon, I am applying for the role of [Name of Position] and have attached my resume and cover letter. I believe that my experience in [relevant experience] has prepared me well for this role, and I’m excited about the possibility of contributing to your team. Thank you for your consideration. Please let me know if you have any questions. Sincerely, [Your Name] [You LinkedIn Profile] [Your Email Address] [Your Number]

Using a professional-sounding email address, double-checking for typos, and replying quickly will all help your email stand out to recruiters.

Use a professional email address. Try to avoid using your old high school or college email address. Though it may be tempting, using the email [email protected] is not very professional. Creating a professional email speaks volumes about the person you are and shows that you are someone to take seriously.

If you can, create an email that includes both your first name and your surname or your initial. Here are some examples:

[email protected] [email protected] [email protected]

Double-check everything. It is imperative that you make sure that everything in your document is in order. Proofread your email and your document and make sure that your document is attached.

Many times these small details slip through the cracks, and you might get passed over for not being thorough.

Respond in a timely manner. If at any point you receive an email from a recruiter, be sure that you respond to that email promptly. Ideally, you should be sending your response within the first 12 to 24 hours of the original message.

What should I write in the email when sending a resume?

When sending a resume, you should write the reason why you’re sending the email, a thank you, and your contact information in the email. You can also talk about what you’d contribute to the company if you were hired. Just make sure you keep it to one or two short paragraphs.

How do you say your resume is attached?

You say your resume is attached by saying, “I’ve attached my resume.” Other variations of this include “I’ve attached my resume for your reference,” and “I have attached my resume, as you requested.” However you say it, just make sure it flows with the rest of your message.

Remember to carefully check your email for any spelling and grammatical errors before sending it to prospective employers, and make sure you have attached the correct documents.

It is imperative to follow all of the steps listed above to ensure that you move quickly along in the hiring process.

Stanford Career Education – Resumes/Cover Letters

Harvard University – Resumes and Cover Letters

USAJOBS – What Should I Include in My Federal Resume?

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Chris Kolmar is a co-founder of Zippia and the editor-in-chief of the Zippia career advice blog. He has hired over 50 people in his career, been hired five times, and wants to help you land your next job. His research has been featured on the New York Times, Thrillist, VOX, The Atlantic, and a host of local news. More recently, he's been quoted on USA Today, BusinessInsider, and CNBC.

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• Email A Resume

How to Write an Email Asking for a Job Opportunity (With Examples)

F inding a job is no easy business, but it's easier when you know how to approach recruiters. In this guide, let's take a look at how to write an email asking for a job opportunity. We'll also walk you through the first few things you should do before sending out job inquiry emails.

4 Things to Do Before Writing a Job Inquiry Email

Before writing your job inquiry email, it's important to prepare. We'll guide you through the four essential steps you should take to ensure your email stands out.

1. Update Your Resume

The first thing an interested recruiter is going to ask you is your resume, so it's best to update it before you send out any job inquiry emails. You can add all the skills you learned, achievements you earned, and training you received since your last revision.

This is also a good time to revamp your resume entirely if the old one doesn't accurately represent your progress. Remember to quantify your skills and achievements , as numbers are easier to trust than vague, unquantifiable claims.

2. Refine Your Career Objectives

Your career objectives may have changed over the years, and you might be looking for a different role than the one you perform at your current job. In that case, you should consider writing down your new career objectives to get more clarity.

It's very likely this will be one of the questions your job interviewer will ask you if they liked your email and want to assess your goals and competence. Listing your career objectives helps you better understand why you want the new job.

3. List Down Your Non-Negotiables

Before sending out those emails, you need to decide how far you're willing to settle to get the job. Just like your career objectives, list your non-negotiables to better analyze whether a potential employer's offer is acceptable to you.

Choose your non-negotiables based on your household budget, your lifestyle, medical needs, the people dependent on you, and more. Alongside the base salary, remember to account for the benefits offered by each employer.

4. Research the Company

Instead of sending the same cookie-cutter email to every company, you can try making a better first impression by personalizing your emails by including something specific about the companies you apply to.

For instance, you can take a quick look at the company's blog, mission and vision statement, or About Us page. You can use the info you find from these sources to personalize your email and write about, say, how well the company's vision aligns with yours. Little things like this help ensure that you'll stand out from other job applicants .

Checklist for Writing Job Inquiry Emails

Now that you know what to do before sending out job inquiry emails, it's time to actually start writing those drafts. Refer to this 6-point checklist to make sure you don't miss anything out.

1. Write a Simple and Informative Subject Line

The subject line should be such that the intent of your email is immediately obvious; it shouldn't leave anything up for open interpretation. Something as simple as "Job Inquiry for Senior Designer | John Doe" works.

However, some experts say that this method is too old-fashioned and boring, and HRs can disregard your email simply because it doesn't spark any interest. In that case, you can take inspiration from one of these more captivating subject lines:

• "LinkedIn thinks I'm the best fit for your company."
• "Loved your Green Marketing campaign. Want to take it to the next level?"
• "If your website could talk, it would ask me to redesign it."

Be careful not to go overboard here. Your subject line should stay on topic without feeling too clickbait-y or immature. Also, if you're applying for a management position or similar, it's best not to risk it and just go with the safer, old-fashioned approach.

2. State Your Intention and How You Found the Company

Don't introduce yourself just yet. Instead, start by expressing why you're writing the email and mention how you found out about the company. This gives the reader more context and gives a better first impression. It also lets the reader know which recruitment channels are working for them.

3. Introduce Yourself and Ask for an Interview

Keep the introduction short and descriptive. The reader doesn't want to know everything about you, but only the bits necessary for them to know, such as your experience, where you graduated, and any notable achievements.

If the reader finds your profile interesting, they may call you up for an interview, where you can talk more about your career and relevant interests in greater depth. While you're at it, don't forget to request an interview with the reader to let them know when you're available to meet.

4. Inform About a Follow-Up and Share Your Contact Info

If you're planning to send a follow-up email to the reader later on, make sure you inform them of it now. Nobody likes receiving unsolicited emails, and if the reader knows you'll be sending another one soon if they don't reply, they may be more tempted to reply to you right away.

Make sure to include your contact details and LinkedIn handle, so the reader can easily get in touch with you in case they were persuaded by your email and want to talk more. While you're at it, remember to remove overused buzzwords from your LinkedIn profile to avoid seeming generic.

5. End the Email With Gratitude and a Formal Sign-Off

Thank the reader for their time and end the email with a formal sign-off. For example, you could end your email with "Thank you for your time and consideration. I look forward to hearing from you." and sign off with "Sincerely," or "Best regards," followed by your name.

6. Proofread and Edit Your Email

It's better to proofread your email and spot any errors now than to spot it later after already having sent it. You can unsend accidental emails in Gmail , but why take the chance when you can avoid yourself the trouble?

Job Inquiry Email Examples

Example #1:

Dear Sir/Madam,

I'm writing this email to inquire about a job opening at ABC Pvt. Ltd. for the position of Senior Designer. I got to know about your company via one of my LinkedIn connections Samantha Miller who recommended I talk to you. Please allow me to introduce myself.

I'm John Doe, and I've been working as a Graphic Designer and Digital Artist for more than five years. I've done my arts major from XYZ University, and I'm confident that my design expertise will be an asset to your company and contribute to its success.

I'd love to schedule a meeting with you in the following week and discuss this further. In case you didn't get this email, I'll send a follow-up email next Wednesday. Feel free to give me a call on [your phone number] or email me at this address. You can also find my LinkedIn profile here: [add a link to your LinkedIn profile].

Thank you for taking the time to read this email. I look forward to speaking with you.

Example #2:

Hi (hiring manager's name),

I recently came across an advert on your website about a vacancy for a project manager. I'm interested in the position and would like to apply for the same. I think I would be the perfect fit for the role given my five years of experience and extensive skill at managing time, money, and people.

In my time with (current company name), I have successfully delivered projects on time and within budget, while maintaining high quality standards and ensuring customer satisfaction. I'm proficient in using various project management tools and methodologies such as Agile, Gantt, Scrum, and Kanban.

I'm eager to join your company and contribute to its growth and success. I believe that I have the qualifications and the passion that you're looking for in a project manager. I'd love to discuss this opportunity further with you and learn more about your expectations and goals.

Please find attached my resume for your review. You can contact me at any time via email or phone. Thank you for your consideration and I look forward to hearing from you soon.

Find Your Dream Job With the Right Email

No one likes to read long emails, so try to make them as short as you can without taking up too much of the reader's time. Also, some people refrain from attaching their resume on the first cold email, while others recommend it. You can choose for yourself what you prefer to do.

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How to Craft a Winning Resume: Step-By-Step Guide

A standout resume showcases your fit for the role and reflects your professional narrative and brand, emphasizing your qualifications, experience and the unique value you bring to the position.

Quality Verified

Updated: April 5, 2024

On This Page:

• Why Your Resume Matters
• Step 1: Job Description
• Step 2: Format
• Step 3: Objective
• Step 4: Work Experience
• Step 5: Skills
• Step 6: Education & Credentials
• Step 7: Optional Sections
• Step 8: Proofread

Additional Resources

Advertising & Editorial Disclosure

An effective resume is much more than a simple list of skills and career history. Your resume often makes the first impression on potential employers and is vital to securing an interview during a job search . When crafted correctly, it's a tool that reflects your qualifications, experiences and compatibility with the position you're applying for.

Importance of a Well-Crafted Resume

A well-crafted resume does more than state your work history — it's a strategic way to present your professional narrative in the most compelling light. Here's why a resume is vital in your job application process:

Step 1: Carefully Read the Job Description

The first step in crafting a compelling resume is a thorough understanding of the job description. It sets the direction for how you'll customize your resume to meet the specific needs and requirements of the role. Here's how to approach it:

Read Attentively

Begin by reading the job description carefully. Pay attention to the language used and the listed responsibilities and requirements. This will give you a clear idea of what the employer values most.

Highlight Key Skills and Qualifications

As you read, underline or highlight the essential skills and qualifications mentioned. These are usually listed under sections titled "Requirements," "Qualifications," or "Skills."

Match Your Skills

Compare your experiences and skills to those in the job description. Identify where your background aligns with the job requirements. This step is crucial for tailoring your resume to show you're an ideal fit.

Incorporate Keywords

Integrate keywords and phrases found in the job description throughout your resume. Use them in your summary, work experience and skills sections. This shows that your qualifications match the role and helps your resume get past Applicant Tracking Systems (ATS), which screen resumes based on specific keywords.

Step 2: Choose the Best Resume Format

Choosing the right resume format ensures that your application captures the attention of hiring managers by presenting your background in the most effective and relevant way. Below are the three most commonly used resume formats, along with guidance on who should use each and why:

Chronological Resume

This format arranges your work experience in reverse chronological order, beginning with your most recent job at the top. It's ideal for individuals with a solid and steady work history. The chronological resume highlights career progression and is particularly effective for those looking to advance in the same field.

Best for: Seasoned professionals with consistent employment in their field.

Example: A marketing manager with 10 years of experience seeking to become a marketing director.

Functional Resume

This format emphasizes your skills and abilities rather than the chronological chronology of your professional experience. It's beneficial for those with career gaps in their employment, newcomers to the workforce or career changers, as it allows them to highlight how their skills transfer to the position they're applying for.

Best for: Career changers, individuals with employment gaps or those with diverse skill sets not tied to specific roles.

Example: A professional transitioning from a teaching career to a corporate training position, emphasizing skills in curriculum development, presentation and educational technology.

Combination Resume

A hybrid of the chronological and functional formats, this style allows you to showcase your relevant skills and work history. It's perfect for those with a solid employment record who also want to highlight specific skills that are particularly relevant to the job they're applying for.

Best for: Professionals with a robust work history and specific, transferable skills directly applicable to the job opening.

Example: A software developer with extensive experience in project management looking to focus on agile project management roles.

Step 3: Write a Compelling Resume Summary or Objective

Your summary or objective should introduce your resume and encapsulate your professional identity and value proposition, making a compelling case for why you're the ideal candidate for the position. Here's how to differentiate between the two and write them effectively:

Resume Summary

Ideal for experienced professionals, a summary provides a concise overview of your career achievements and key strengths. It highlights your experience, major accomplishments and the value you bring to a potential employer.

Example: "Customer Service Manager with over seven years of experience specializing in improving customer satisfaction and team performance. Achieved a 30% increase in customer satisfaction at XYZ Co., demonstrating proficiency in CRM software and effective team leadership."

Resume Objective

Best suited for those at the entry level, career changers or applicants with gaps in employment, an objective focuses on your career goals and how they align with the company's needs, emphasizing your enthusiasm and potential contributions.

Example: "Recent Computer Science graduate passionate about software development and problem-solving. Aiming to apply academic knowledge and innovative thinking in a Junior Developer role. Awarded university prize for excellence in project development, showcasing strong technical skills and creative solutions."

• Be Concise: Keep your summary or objective brief, targeting three to five lines.
• Showcase Your Value: Mention specific skills and experiences that align with the job description, indicating how you can solve problems or add value to the team.
• Use Active Language: Start sentences with action verbs and use the active voice to convey dynamism and proactivity.

Step 4: Detail Your Work Experience

The work experience section of your resume is where you showcase your professional journey and demonstrate your value to potential employers. Here's how you can effectively list your work experience:

Chronological Order

Begin with your most recent position and proceed backward in time. This format allows employers to quickly understand your current level of responsibility and track your career progression.

Dynamic Action Verbs

Initiate each bullet point with a strong action verb (e.g., led, developed, increased, optimized) to capture attention and actively convey your role in each achievement.

Quantify Achievements

Wherever possible, use numbers, percentages and specific outcomes to quantify your achievements. This approach provides tangible evidence of your contributions and impact on your roles.

Beyond Duties

Focus on your achievements in each position rather than simply listing job duties. Describe how you added value, solved problems or improved processes. This distinction helps employers gauge your potential impact on their organization.

Tailor to the Job

Select experiences and accomplishments most relevant to the position you're applying for. Tailoring this section to the job description ensures you highlight the skills and experiences that align closely with what the employer is seeking.

Step 5: Highlight Your Skills

The skills section can be an opportunity to respond directly to the job description's call for specific competencies. Follow these steps to make your skills section stand out:

Inventory Your Skills

Compile a comprehensive list of your skills, including technical skills and interpersonal skills. No skill is too small to consider.

Prioritize Relevant Skills

From your inventory, select the skills that most closely match the job description. These are the ones you should highlight in your resume.

Balancing Hard and Soft Skills

A well-rounded candidate possesses hard and soft skills . Hard skills demonstrate your specific qualifications for the job, while soft skills illustrate how you interact with others and approach your work.

Presenting Your Skills

When listing your skills, consider using bullet points for clarity and ease of reading. Provide brief examples of how you've applied each skill in a professional setting, either within the skills section itself or elsewhere in your resume.

Integrating Soft Skills Throughout

While it's important to list soft skills, you can also integrate them into your work experience and achievements.

Step 6: Include Your Education and Credentials

This section should highlight your academic achievements and underscore your commitment to professional development. Consider the following tips to showcase your education and credentials effectively:

List Your Highest Education First

Begin with the most advanced degree you've earned, followed by others in reverse chronological order. For each, include the degree type, your major, the name of the institution and your graduation year (or expected graduation year if you're currently enrolled).

Certifications and Licenses

List any professional certifications or licenses you hold, especially those directly relevant to the job. Include the name of the certification, the issuing organization and the date of attainment or expiration, if applicable.

Relevant Coursework, Honors and Awards

Mention any courses, honors or awards directly relevant to the job or that showcase exceptional achievement. Place these details under the appropriate educational entry, keeping the descriptions brief yet descriptive.

Formatting for Clarity

Use bullet points for each element to ensure the section is easily scannable. This helps potential employers quickly grasp your academic and professional learning achievements.

Prioritizing Information

Your educational background will be particularly important if you're starting your career or a recent graduate. In this case, consider placing your education section above your work experience. For those more advanced in their careers, education can follow the work experience section, focusing more on degrees and certifications than on coursework or honors.

• Master of Science in Data Analytics – XYZ University, 2023
• Specialization: Big Data Processing and Visualization Technique
• Honors: Received the Dean's Award for Outstanding Graduate Research

Certifications

• Certified Data Analyst – Data Science Institute, 2022

Step 7: Consider Optional Resume Sections

In addition to the essential components of your resume — such as your career summary, skills, work experience and education — consider including optional sections to further develop your brand, showcase a comprehensive skill set and stand out from other candidates. Select optional sections that add value and are relevant to the position you're applying for. Here are some possibilities:

Volunteer Work

Highlight significant volunteer roles and community service activities. These experiences can illustrate your commitment to social causes, leadership abilities and application of professional skills in a volunteer setting.

Detailing relevant certifications underscores your dedication to professional development and expertise in your field.

Share hobbies that reflect positively on your personality and offer insights into your soft skills, such as teamwork, creativity or leadership. Choose hobbies that are relevant or could contribute uniquely to the job.

Awards and Honors

Include professional or academic recognitions to emphasize your commitment to excellence and achievement in your career or field of study.

Listing language proficiencies can demonstrate your ability to communicate in diverse environments, an essential skill in many global or multicultural roles.

Professional Affiliations

Show your engagement with the professional community through memberships in associations, which can indicate a broader network and up-to-date industry knowledge

Step 8: Proofread and Format Your Resume

Errors, typos and inconsistencies in formatting can significantly detract from your professionalism and attention to detail. Here are some strategies to ensure your resume is polished and professional:

Be Consistent

Use a consistent format for headings, bullet points and fonts throughout your resume. This uniformity helps maintain a clean, professional look.

Choose a Professional Font

Use a professional, easy-to-read font such as Arial, Calibri or Times New Roman. Maintain a font size of 10 to 12 points for body text and slightly larger for headings.

Bullet Points

Use bullet points to list achievements and responsibilities, improving the document's readability and making it easier for employers to scan.

Margins and Spacing

Set your margins to 1" on all sides to create a balanced, uncluttered layout. Adequate spacing between sections further enhances readability.

Multiple Rounds of Proofreading

Go beyond a cursory spell check. Read your resume several times, each focusing on different elements — first for typos and grammar, then for consistency in formatting and finally for overall flow and persuasiveness.

Get a Second Opinion

Having someone else review your resume can provide valuable insights and catch errors you might have missed.

Use Digital Tools

Leverage grammar and spell-check tools like Grammarly or Microsoft Word's Review features for an additional layer of error checking.

Here's a list of valuable resources for crafting a standout resume that effectively navigates modern job application processes. Each offers unique insights and guidance tailored to different aspects of resume writing and job search strategies:

• GCFLearnFree.org : Features a wide range of guides, including formatting resumes for Applicant Tracking Systems and tailoring resumes to specific job applications​​.
• U.S. Department of Labor : Shares tips for writing a federal resume, including tailoring your resume to the job's requirements and selecting the right format​​.
• Workshops for Warriors : Provides targeted advice for veterans transitioning to civilian work, focusing on showcasing military training, certifications and soft skills​​.

About Nathan Paulus

Nathan Paulus is the Head of Content Marketing at MoneyGeek, with nearly 10 years of experience researching and creating content related to personal finance and financial literacy.

Paulus has a bachelor's degree in English from the University of St. Thomas, Houston. He enjoys helping people from all walks of life build stronger financial foundations.

12 Recruiting Email Examples I Love (For Your Inspiration)

Published: March 27, 2024

If you’re active on LinkedIn, you’ve probably received random messages from recruiters inquiring about putting you in their talent pipeline.

I’ve received countless generic recruiting messages that make it clear that no one paid attention to my account. Messages have arrived in languages that I don’t speak, or they’ve sent a copy-pasted recruiting email template to dozens of potential candidates that hasn’t been customized at all.

While cold recruiting messages can be highly effective, they often make the hiring process feel impersonal before you even formally get involved.

The recruiting process doesn’t have to feel that way. With the right recruiting email templates, recruiters and recruiting agencies can save time and effectively fuel their talent pipeline. Let’s dive into successful recruiting emails, why they work, and a template that you can use yourself.

Table of Contents

The Best Recruiting Emails

How to write a recruiting email, other types of recruiting emails.

A Beginner's Guide to Email Marketing

How to execute and measure successful email marketing campaigns

• Growing an email list.
• Remaining CAN-SPAM compliant.
• Using email automation.
• Segmenting your audience.

You're all set!

Click this link to access this resource at any time.

I’ve gathered 12 emails from professional recruiters, executive search firms, and headhunters.

Use these examples to create unique recruiting email templates that can be customized for your own outreach, whether you’re drafting cold recruiting email templates or nurturing existing relationships.

Many of these recruiting emails have been anonymized for privacy.

1. Director of Tax Email

This email example from the HubSpot marketing recruiting team has been anonymized to serve as a short recruiting email template for your own outreach.

While some emails will go into the interview process and shine a light further down the hiring road, this is short and sweet and focuses on getting a response from any interested candidates.

Recruiting email templates can call recipients to directly apply to a position, or they can offer to further the conversation.

The latter is the case in this HubSpot recruiting email template: The call-to-action (CTA) in this email makes the recipient feel like their time is respected. Further, the hiring manager isn’t trying to funnel anyone into the hiring process.

What I like : While many recruiting email templates include extensive company details, an email this direct can help have a higher response rate with passive candidates.

3. Physical Therapist Email

Don't forget to share this post!

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