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What to Say When Emailing a Resume (with Examples)

10 min read · Updated on June 12, 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)

Business Analyst Skills: Add to Improve Your Resume!

See how your resume stacks up.

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Nov 7, 2022

How to email a resume with 8 samples and templates

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

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 E-mail When Forwarding a Resume

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How to Respond to an RSVP Invite for an Interview

How to begin an interview essay, what to say when dropping off a resume to a future employer.

• How to Write a Cover Letter to a Company That Does Not Have a Job Opening
• How to Make Contact With an Old Boss for a New Job

During the course of your professional life, you may find yourself in the position of forwarding an emailed resume to a third party. Maybe you’re making a job referral, complying with a request for information or trying to help a friend or colleague obtain employment. In any case, it’s important to provide the context in your messaging to ensure the recipient understands the purpose of the forwarded resume.

Making a Recommendation

The most common reason to forward a resume by email is when a qualified friend, family member or colleague asks if you’ll introduce them to a decision maker in the hopes of getting a job interview. There are several different types of email messages that might accompany this act.

General interest:

I’m attaching the resume of Susan Smith, in the event, that there might be a place for her on your sales team. I worked with Susan several years ago at ABC Co. and she was a top performer. Open position:

I’m sending the resume of a good friend, Susan Smith. I’ve known Susan for years, and she’s an outstanding sales rep. I think she would be a great fit for the sales job you’ve been trying to fill. Sending a group message asking for leads:

Hi everyone - I’m attaching Susan Smith’s resume, in the event, that anyone knows of an open sales role she might be a good fit for. I can personally vouch for Susan’s exceptional salesmanship and character. She would make a great addition to the right team.

Providing Background Information

You may have occasion to forward a resume by email that’s not related to an employment opportunity. For example, you might be providing general background on someone prior to a meeting or speaking engagement.

As requested, I’m forwarding the resume of Susan Smith. You should be able to pull relevant information about her background to craft a short bio sketch for your speaker’s bureau program.

Attached, please find the award nomination package I’m submitting for Susan Smith. In addition to the nomination form, I’m including a copy of her most recent resume for your reference.

Making a Non-Recommendation

What do you do when someone asks you to forward their resume, but you really aren’t comfortable making a recommendation for them? You could suggest that someone else might be better suited to help them, or you could comply with the request while letting the verbiage of your accompanying email allow you to remain indifferent.

Attached, please find the resume of Susan Smith, a friend of the family, who asked that I forward this to you for consideration. I’m not confident that she’s a good fit for your organization, but I wanted to pass the information along nevertheless.

My colleague Susan Smith has asked for a personal introduction to you and requested that I forward a copy of her resume, which is attached.

When forwarding resumes, you may opt to copy, or blind copy, the person whose resume you’re sending. You may also prefer to make an e-introduction as part of the email, such as, “Bob, I’d like to introduce you to Susan Smith, copied here. She's a fantastic salesperson, and I think you two should meet. A copy of her resume is attached.”

• The Ladders: Emailing a Resume | How to Email a Resume Tips and Advice
• Fast Company: Should You Refer Your Friend For A Job At Your Company? Here’s How To Tell
• CAlawjobs.com: Email Cover Letter Samples

Lisa McQuerrey has been an award-winning writer and author for more than 25 years. She specializes in business, finance, workplace/career and education. Publications she’s written for include Southwest Exchange and InBusiness Las Vegas.

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How to Email a Resume to Your Employer With 7 Templates

• Last Updated June 26, 2024

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. 

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

Dear [hiring manager’s name], 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? Sincerely, [your full name] [your signature]

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

Dear [hiring manager’s name], 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, [your full name] [your signature]

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]

Dear [hiring manager’s 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, [your full name] [your signature]

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. Best, [your full name] [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]

Dear [hiring manager’s name], 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. Warm regards, [your full name] [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, [your full name] [your signature]

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

In today’s highly competitive job market, it has become increasingly important to carefully craft and strategically send your resume to prospective employers. One of the most common methods for submitting your resume is via email.

The purpose of this guide is to provide a comprehensive overview of how to effectively email your resume for job applications. From crafting the perfect subject line to attaching your resume correctly, this guide covers all of the necessary steps for submitting a successful job application via email.

Emailing your resume is an important step in the job application process as it is often the first point of contact with a potential employer. A well-crafted email can make all the difference in whether your resume is even considered for the position.

Furthermore, email is a convenient and fast way to submit your job application. It allows you to tailor your message to the specific company and job posting and can be done quickly and easily from anywhere.

This guide will provide you with the knowledge and tools to confidently email your resume for job applications and increase your chances of landing your dream job.

Preparing Your Resume for Emailing

Tailoring your resume to match job description.

When searching for a job, it is essential to tailor your resume according to the job description of the position you’re interested in. Before sending out your resume, make sure it matches the requirements listed in the job description.

The hiring manager will receive a lot of resumes, and you want yours to stand out. If your resume is showing that you’re a perfect fit for the job, it will attract the attention of the recruiter.

To match your resume with the job description, carefully read through the requirements and skills in the job description to highlight relevant skills and experiences. For example, if the potential job requires someone with project management skills, describe specific experience when managing a project.

Highlighting your qualifications and achievements relevant to the job will give you a greater chance at getting the job.

Formatting Your Resume for Email Attachment

Before attaching your resume via email, consider the formatting of your document. The aim is to make sure that the person receiving your email can quickly read your resume on their device.

Use a basic style and font to keep your resume clear and easy to read, enusre it is error-free and that it doesn’t have any weird formatting, as it can become distorted when transmitted through email.

keep the design professional and as clean as possible, to ensure that the recruiter can absorb your content quickly and keep their focus on your qualifications.

Saving Your Resume in Different Formats (PDF, Word, etc.)

After formatting your resume, make sure to save it in different formats. This enables you to provide the document in a format that suits the recruiter. Before saving the file, double-check the file name and ensure that it is labelled correctly with your name and job title.

In most cases, PDF and Word formats are the common formats, but it’s important to be aware of the specific format that the company requires to ensure your resume is properly received.

Tailoring your resume to match the job description, formatting it for email attachment, and saving it in different formats are essential techniques to get your resume into the right hands. With these tips, you’ll be one step closer to landing your dream job.

Preparing Your Email

When it comes to emailing your resume, the preparation of your email can be just as important as the content of your resume. Here are some tips on how to prepare your email effectively:

Subject Line

The subject line of your email can make or break your chances of getting noticed in the recruiter’s inbox. Make sure it’s concise and attention-grabbing. A good subject line should include your name, the position you’re applying for, and any relevant keywords. For example, “John Smith – Marketing Manager Application” would be a great subject line to use.

Recipient Information

Make sure you address your recipient appropriately. If you have the name of the recruiter, use it. If not, address the email to the relevant department, i.e. “To the Hiring Manager”. Also, ensure that the email addresses of both the recipient and yourself are accurate and professional-looking.

Message Format

When it comes to formatting the actual email, it’s important to keep things simple and professional. Use a standard font, such as Times New Roman or Arial, and stick to a 10 or 12 pt. size. Avoid using fancy colors or fonts, as they can distract from the actual message. Also, make sure your email is easy to read by breaking it up into short paragraphs and using bullet points where necessary.

Message Content

The content of your email should be brief, yet engaging. Start with a polite greeting and an opening sentence that sets the tone for the rest of the email. Introduce yourself, state the position you’re applying for, and briefly explain why you’re a good fit for the role. Use your research about the company to highlight any relevant skills or experiences you have that are particularly applicable to the position.

In addition, you should attach a copy of your resume to the email for the recruiter’s convenience. Be sure to mention in the email that you have attached your resume for their reference.

Finally, make sure to thank the recruiter for taking the time to consider your application and provide your contact information in case they need to follow up with you.

The preparation of your email is a crucial part of the job application process. A well-written message that is concise, engaging, and professional-looking, will definitely get you noticed in the recruiter’s inbox.

The Do’s and Don’ts of Emailing Your Resume

After learning how to properly format and tailor your resume for a job, it’s important to understand the do’s and don’ts of emailing your resume to a potential employer. Here are some tips that can help you make a good impression and increase your chances of getting called in for an interview:

Use a clear and professional email address.  Your email address should be straightforward and easy to read. Avoid using any personal or silly email addresses that may not portray you in a professional light.

Write a clear and concise subject line.  Your subject line should be brief and to the point, mentioning the position you’re applying for and your name. This can help your email stand out in the employer’s inbox and make their job easier when sorting through applications.

Personalize your email.  Address the recipient by name and mention in your opening statement the source of the job posting or any previous interactions you’ve had with the recipient or the company.

Attach your resume using an appropriate file name.  Name your resume file with something specific (like “JohnJohnson_Resume.pdf”), rather than something vague (like “Resume.pdf”). This makes it easier for the employer to find your application and also shows attention to detail.

Write a strong and concise email message.  Keep your email message clear and concise, highlighting your qualifications, experience, and enthusiasm for the role. Avoid any irrelevant information that may distract the employer from your main focus.

The Don’ts:

Send a generic or impersonal email.  Don’t rely on a template or send a generic email that doesn’t specifically address the employer or the job posting. This shows a lack of effort and interest in the role.

Send your resume as the body of an email.  Attach your resume as a separate file rather than pasting it into the body of an email. This can make it difficult for the employer to review and can also distort the formatting and layout of your resume.

Use slang or informal language.  Keep your email professional and avoid any slang, abbreviations, or informal language. This can make you come across as unprofessional and unprepared.

Forget to proofread your email.  Always proofread your email for any errors in grammar, spelling, or punctuation. A sloppy and careless email can leave a negative impression on the employer.

Send your email without a closing statement or action.  Always end your email with a professional closing statement, such as “Thank you for considering my application” or “I look forward to your reply.” This shows your interest and enthusiasm for the role and leaves a positive impression on the employer.

Writing a Cover Letter for an Email

When it comes to applying for a job via email, writing a cover letter is just as important as crafting a professional resume. A well-written cover letter explains your qualifications, work experience, and accomplishments, giving the hiring manager a good reason to look at your attached resume.

Purpose of a Cover Letter

The purpose of a cover letter is to introduce yourself and highlight why you are the best candidate for the job. It serves as an additional opportunity to sell yourself above and beyond the resume. Your cover letter should be concise and focus on the key points of your job history that match the job requirements.

The Importance of Customizing Your Cover Letter

Customizing your cover letter is critical to your success. Hiring managers don’t want to read a generic cover letter that could be sent to any job listing. The more personalized your cover letter is, the better. Do your research and tailor your letter by addressing key points in the job listing, such as the company’s values, work culture, and specific requirements for the job.

Writing Tips for a Cover Letter

When writing your cover letter for an email, keep the following tips in mind:

• Keep it concise and to the point. Your cover letter should be no longer than one page.
• Address the hiring manager by name. If you can’t find their name, use their job title.
• Explain why you’re interested in the position and what you can bring to the table.
• Highlight your achievements and how they relate to the company’s needs.
• Use keywords from the job listing in your cover letter to show your understanding of the specific job requirements.
• Proofread your cover letter to avoid any typos or grammatical errors.

By following these tips, you can write a compelling cover letter that will help you stand out from the crowd and increase your chances of landing your dream job.

Example of a Cover Letter for Your Resume

When submitting your resume to a potential employer, a well-written cover letter can make all the difference. Whether you are an entry-level candidate or an experienced professional, a cover letter is your opportunity to showcase your skills, qualifications, and enthusiasm for the job. Here are two sample cover letters to help you get started:

Sample Cover Letter for Entry-level Position

Dear [Hiring Manager’s Name],

I am excited to submit my resume for the [Position Name] opening at [Company Name]. As a recent graduate of [University Name] with a degree in [Field of Study], I am eager to begin my career in [Industry Name] and believe that [Company Name] would be the perfect place to do so.

During my time at [University Name], I gained valuable experience in [Specific Skill or Task], [Specific Skill or Task], and [Specific Skill or Task]. Additionally, I was involved in [Extracurricular Activity or Volunteer Work] which helped me develop my [Soft Skill or Trait].

I am confident that my skills and qualifications, combined with my passion for [Industry Name], make me an excellent candidate for the [Position Name] role. Thank you for considering my application. I look forward to hearing from you.

[Your Name]

Sample Cover Letter for Experienced Professionals

I am writing to apply for the [Position Name] opening at [Company Name]. With [Number of Years] years of experience in [Industry Name], I am confident in my ability to excel in this role and contribute to the success of [Company Name].

Throughout my career, I have developed a strong background in [Specific Skill or Task], [Specific Skill or Task], and [Specific Skill or Task]. My experience working at [Previous Company Name] and [Previous Company Name] has helped me develop strong communication, leadership, and problem-solving skills, which I believe would be valuable assets to your team.

In addition to my skills and experience, I am also highly motivated and passionate about [Industry Name]. I am excited about the opportunity to join [Company Name] and contribute to the company’s continued success.

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

A well-written cover letter can be an effective tool in landing your dream job. Use these sample cover letters as a guide to craft your own compelling letter that highlights your skills, experience, and enthusiasm for the position. Good luck!

Sample Emails for Job Application

When it comes to job applications, sending the right email can make all the difference. Here are two sample emails that you can use as a guide when reaching out to prospective employers.

Email Example for Job Application

Subject: Application for [Job Title] Position

Dear Hiring Manager,

I am writing to express my interest in the [Job Title] position at [Company Name]. With my [Number] years of experience in [Industry], I am confident that I would be a valuable addition to your team.

In my previous role at [Previous Company], I was responsible for [Brief Description of Responsibilities]. I also have experience in [Related Skills or Qualifications], which make me a strong candidate for this position.

Please find attached my resume and cover letter for your consideration. If you require any further information, please do not hesitate to contact me.

Thank you for considering my application.

Sincerely, [Your Name]

Follow up Email Example

Subject: Following Up on [Job Title] Application

I hope this email finds you well. I wanted to follow up on the [Job Title] position that I applied for at [Company Name].

I am still very interested in the position and wanted to reiterate my qualifications and experience in [Industry or relevant field]. I am enthusiastic about the opportunity to join [Company Name] and believe I could make a significant contribution to your team.

I understand that you are likely receiving many applications, and I appreciate any consideration given to my application. If there is any further information I can provide to assist in the decision-making process, please let me know.

Thank you for your time and consideration.

Remember that following up can often be the key to landing a job. If a few days or a week have passed since your initial application, don’t hesitate to reach out and remind the employer of your interest in the position. Always be polite and professional, and avoid crossing the line into pushiness or impatience.

Using these sample emails as a guide, you can craft effective emails that showcase your qualifications and enthusiasm for the position. Good luck with your job search!

How to Follow Up After Sending Your Resume?

As crucial as it is to submit an impressive resume for a job position, following up on its status is just as important. Many job seekers often overlook this aspect, assuming that the company will get back to them if they are shortlisted. However, following up after sending your resume increases your chances of standing out among other applicants and getting hired.

Importance of Follow-up

Following up after sending your resume shows your enthusiasm for the position and the company. It also demonstrates that you are proactive, have attention to detail, and are genuinely interested in the job. Moreover, it helps you create a positive impression and relationship with your potential employer.

Timing Your Follow-up Emails

The timing of your follow-up emails can make or break your chances for a job. It’s critical to find the right balance between not appearing pushy and not missing out on an opportunity. Generally, it’s a good idea to wait for a week or two before following up on your application. However, if you were given a specific timeline by the company or have a personal connection with someone in the organization, consider customizing your follow-up tactics accordingly.

Moreover, it’s recommended to send follow-up emails during the middle of the week, mostly on Tuesday or Wednesday. Avoid sending them on weekends or Mondays when potential employers are busy catching up on pending work from the previous week.

Sample Follow-up Emails

Here are some sample follow-up emails you can use after sending your resume:

I hope this email finds you in good health and high spirits. I recently submitted my job application for the opening at [Company Name], and I wanted to follow up on its status.

I’m excited about the opportunity to contribute my skills and experience to [Company Name] and join the team. Please let me know if there’s any additional information I can provide or if you need more time to review my application.

Best regards,

I hope you’re doing well. I wanted to follow up on my job application for the [Position] role at [Company Name]. It’s been a week since I applied, and I’m enthusiastic about the chance to join the team at [Company Name].

Please let me know if there’s any additional information I can provide, or if you require further clarification to move forward with the process.

Following up after sending your resume can help you stand out among other applicants and increase your chances of getting hired. By timing your follow-up emails appropriately and using sample emails as a reference, you can impress potential employers and set yourself up for success in your job search.

Email Scams Targeting Job Seekers

As a job seeker, you need to be aware of email scams that could cause damage to your personal and financial well-being. Scammers are constantly coming up with new tactics to lure unsuspecting victims, and you need to be on the lookout for the red flags that indicate an email may be fraudulent.

Red Flags to Watch Out For

Unsolicited Emails: If you receive an email from a company or recruiter you’ve never heard of, be cautious. Legitimate companies usually do not send unsolicited emails to job seekers.

Suspicious Email Addresses: Scammers often use email addresses that look like real companies’ email addresses but contain slight variations or misspellings. Always verify that the email address is legitimate by checking the company’s website or contacting them directly.

Poor Grammar and Spelling: Many fraudulent emails contain poor grammar and spelling errors. Legitimate companies usually take the time to proofread their emails to ensure that they are professional and polished.

Request for Personal Information: If an email requests personal information like your social security number or bank account information, be suspicious. Legitimate companies do not request this information via email.

How to Avoid Email Scams

Use a Professional Email Address: Create a professional email address that includes your name. Avoid using email addresses with nicknames or inappropriate words.

Research before Responding: Before responding to an email, research the company and recruiter to verify their legitimacy. Check the company’s website, social media presence, and LinkedIn profiles to ensure that they are legitimate.

Verify Email Addresses: Always verify the email address by checking the sender’s name, domain, and suffix. Fraudulent emails often contain email addresses that look like the real thing but contain small variations or misspellings.

Never Pay for Job Opportunities: Legitimate companies do not require job seekers to pay for job opportunities, training, or certifications. If a recruiter requests payment, it’s likely a scam.

Trust Your Instincts: If an email seems too good to be true or makes you uncomfortable, trust your instincts and delete it. Never provide personal information or respond to an email that seems suspicious.

Email scams targeting job seekers are a real threat, but they can be easily avoided by staying vigilant and following these simple guidelines. Always remember that a legitimate employer or recruiter will not ask for personal information, require payment, or send emails from suspicious email addresses. With these tips, you can protect yourself from email scams and focus on finding the job of your dreams.

Email Etiquette

Email communication is an essential tool in today’s workplace, and knowing how to communicate professionally through email is crucial, especially when sending job applications. In this section, we will provide you with tips on professional email etiquette and common email etiquette mistakes to avoid.

Tips for Professional Email Etiquette

When sending a job application or any professional email, keep in mind the following tips to ensure you portray yourself as a professional and increase your chances of success:

1. Use a Professional Email Address

Your email address should sound professional, preferably your name or your name and surname. Do not use email addresses such as partygirl.

2. Use a Clear and Concise Subject Line

Make sure your subject line clearly indicates the purpose of your email. Use keywords that are relevant to the topic or job application, such as “Job Application: [Position Title]” or “Meeting Request: [Date and Time].”

3. Begin with a Polite Greeting

Start your email with a professional greeting, such as “Dear [Hiring Manager’s Name]” or “Hello [Recipient’s Name].” Avoid informal greetings like “Hey” or “Hiya.”

4. Use a Professional Tone and Language

Maintain a professional tone throughout your email. Use proper grammar, punctuation, and complete sentences. Avoid using slang, abbreviations, or excessive exclamation points, as they can come across as unprofessional.

5. Keep the Email Short and to the Point

Be concise in your email’s body and get straight to the point. Avoid lengthy paragraphs and unnecessary details. Use bullet points or numbered lists for clarity if necessary.

6. Use Proper Email Formatting

Ensure your email is well-formatted and easy to read. Use proper spacing between paragraphs, keep the font size legible, and use a professional font type like Arial, Calibri, or Times New Roman. Avoid using fancy fonts or colorful backgrounds that may distract the reader.

7. Double-Check for Errors

Before hitting the send button, proofread your email for any spelling or grammatical errors. Typos can create a negative impression, so take the time to review your email carefully.

8. Use a Professional Email Signature

Include a professional email signature at the end of your email. It should include your full name, contact information, and any relevant links, such as your LinkedIn profile or personal website. This adds a touch of professionalism and makes it easier for the recipient to contact you.

Common Email Etiquette Mistakes to Avoid

While following the above tips, it’s also important to be aware of common email etiquette mistakes to avoid:

1. Sending Emails with Typos or Grammatical Errors

Poorly written emails can give the impression of carelessness or lack of attention to detail. Always proofread your emails before sending them.

2. Using Informal Language or Abbreviations

Using informal language, slang, or abbreviations can make your email appear unprofessional. Stick to proper language and avoid shortcuts or acronyms.

3. Writing Lengthy and Rambling Emails

Keep your emails concise and focused. Long, rambling emails can be overwhelming and may not receive the attention they deserve. Stick to the main points and be respectful of the recipient’s time.

4. Not Responding in a Timely Manner

Promptly respond to emails, especially when it comes to job applications or professional inquiries. Delayed responses can give the impression of disinterest or lack of professionalism.

5. Forgetting to Attach Relevant Documents

If you mention attachments in your email, double-check that you have actually attached them before sending. Forgetting to attach important documents can be seen as careless or unprepared.

Remember, your email communication reflects your professionalism and attention to detail. By following these email etiquette tips and avoiding common mistakes, you can make a positive impression and enhance your chances of success in the professional world.

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7 Examples: How to Email a Resume to an Employer

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.

Example 1 I’m excited to apply for the Marketing Manager position at (…) 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.

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.

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.

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]   Example 6 Dear Mr. Johnson, I hope this email finds you well. My name is Jane Smith, and I am very interested in the Project Manager position at (…) 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, [Name]

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.

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,

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)”.

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.

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.”

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.

• 3 Examples: Job Application Email (with Tips)
• 3 Detailed Examples: Job Interview Request Email Responses
• 9 Examples - How to Write a Formal Email (and Formatting Tips)
• Interview Follow-up Email Examples (1-2-3 weeks)
• How to Accept a Job Offer [Example Email]
• 7 Graceful Email Examples: How to Cancel an Interview

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.

• Search Search Please fill out this field.
• Career Planning
• Finding a Job

How to Email a Resume to an Employer

How to Send a Resume to an Employer

How to send an email cover letter, include an introduction in your email, review a sample email message, tips for emailing a resume, frequently asked questions (faqs).

Emily Roberts / The Balance

Do you need to email a resume to apply for a job? If so, you might find yourself confused about the best way to do it. Should you send your cover letter and resume as attachments or include them in the body of the email?

Most importantly, always follow the employer’s instructions on how to submit your job materials. The job posting should give you detailed information on how you are expected to apply. You may be asked to upload your resume online or to email it. 

Here are step-by-step instructions for emailing your resume to apply for a job, including creating and formatting plain text resumes and sending PDF files or Word documents as attachments.

Key Takeaways

• Always follow the employer’s instructions. They should indicate whether to paste your resume into the body of the email or send it as an attachment (and what file type to use in that case, e.g., a Word document or PDF).
• Choose the right file name. The best file names include your name and do not include version numbers, which might make it seem as if you’re not invested in this particular job.
• Proofread and test before sending. Make sure your email is professionally formatted and typo-free before you hit send.

If you’re asked to send your resume via email, you may be advised on what format you should use for it, what to include in the subject line of the email, and the deadline by which the employer needs to receive it.

For example, the employer may request that you upload or email your document(s) as a PDF file or a Microsoft Word document. When you email a resume or cover letter, you will typically be asked to add them to the message as attachments.

The first rule of thumb when emailing a resume is to do exactly what the job listing states. If the listing asks you to send your resume in a particular format or asks you to save your resume under a specific name, be sure to do so. 

Employers are less likely to consider job applications that do not follow submission instructions exactly.

Use a Clear Subject Line

The  subject line  is the first thing the employer will see when deciding whether or not to open your message. Make sure your subject line clearly states the purpose of the message so that the employer does not mistake it for spam or otherwise overlook it. The subject line should include the job title and your name and should be edited for spelling errors. Here are some examples:

• Customer Service Representative – Your Name
• Administrative Assistant Resume – Your Name
• Communications Director Position – Your Name

Keep It Simple

Whether you paste your resume into the body of the email message or send it as an attachment,  keep the font and style simple . Use an easy-to-read font and remove any fancy formatting. 

Don't use HTML, emoticons, colored fonts, or images. You don't know what email client the employer is using, so simple is best. Otherwise, the employer may not see a formatted message the same way you do.

Attachments vs. Pasting Plain Text

Keep in mind that some employers do not accept attachments. In such cases, paste your resume into your email message as plain text. However, when there are no instructions, the easiest way to send your resume is as an attachment. That will preserve your resume content and format. Your cover letter can also be  sent as an attachment or it can be written  in the body of the email message .

How to Create a Plain Text Resume

Here's how to paste a formatted resume to create a plain text version:

• Copy your resume into a plain text editor such as Notepad (which should be available as an app on your computer) or into a Word document or a Google Docs document. In Google Docs, right-click and select “Paste Without Formatting.” In Word, depending on your version, select “Paste Options: Keep Text Only” or “Paste Special: Unformatted Text.” 
• Align the text to the left.
• Replace bullets with dashes or asterisks. 
• Use capital letters for section titles, for example, Work Experience, Education, etc.
• Add spacing between sections so your resume is easy to read.

Choose a Resume File Format

If you're uploading your resume online or sending it as an email attachment, be sure to read the job listing carefully for any directions on what format the employer would prefer for your resume. If there are no directions, submit the resume as either a Microsoft Word document (.doc or .docx) or as a PDF file. These are the formats most commonly preferred by employers.  

If you have saved your  resume in Google Docs  or with word processing software other than Microsoft Word, convert it to the desired format. You should be able to click “File” and then "Download" and save it as a Word document or PDF.

Depending on your word processing software, you may be able to save your document as a PDF by selecting the “File” menu and then the submenu “Save As” (or “Save a Copy”) and then selecting "PDF" as the desired file format. If not, there are free programs you can use to convert a file to a PDF.

Name Your Attachment

If you attach your resume to your email, remember that your employer can see the title of your document. Include your name in the title so that the employer will know, at a glance, who you are. For example, you could name your resume “Firstname_Lastname_Resume.”

Don’t use a generic title such as “Resume” or, even worse, “Resume 1” or “Resume 2.” This might make the employer think you don’t care enough about the job to  tailor your materials  specifically to the position. It also doesn’t help the employer remember who you are.

Include Your Signature

At the bottom of the email message, include an email signature with your contact information so it's easy for the hiring manager to get in touch with you. In your signature, include your name, email address, phone number, and the URL of your LinkedIn profile, if you have one.

Sample Email Signature

Kyle McMahon kmcmahon@email.com 615-432-1111 linkedin.com/in/kylemcmahon

When applying for a job via email, you may be asked to send your cover letter in the body of your email message. If so, you can write your letter directly into the email or copy and paste an existing letter.

If the job posting doesn't specify how to send it, you can also choose to include your cover letter as an attachment. If you do so, use the same format you used for your resume (for example, if your resume is a PDF, your cover letter should be too). Also, use the same naming convention as you did for your resume, e.g., janedoecoverletter.doc.

Be sure to read the directions on the job application carefully: sometimes companies want all your materials sent as one PDF or Word document, and other times they want each document as a separate attachment.

If you do send both your resume and letter as attachments, include a brief introduction in your email message. In it, mention the job you are applying for, and note that your resume and cover letter (and any other requested materials) are attached.

Here's an example of an email message sent to apply for a job. It mentions that the candidate's resume and cover letter are attached.

Subject:  Customer Service Manager Position - Your Name

Dear Hiring Manager,

I am very interested in applying for the Customer Service Manager position that is listed on Monster.com.

I've attached my resume and cover letter. If there's any additional information you need, please let me know.

Thank you very much for your consideration.

FirstName LastName Email Phone LinkedIn

Before you send your resume to an employer, be sure the final version is perfect.

Carefully Edit and Proofread Your Documents

Make sure you use spellcheck and check your grammar and capitalization. Employers expect the same level of professionalism in emails as they do in paper correspondence. Be sure to proofread your subject line, the body of your email, and any attachments.

Many email programs have built-in spellcheckers you can use. Alternatively, write your message using a word processing program, spell- and grammar-check it, and paste it into the email. 

There are free online proofreading programs, such as Grammarly, that you can use to check your documents.

No matter how you write it, be sure not to rely solely on spellcheckers, which can miss many grammar and spelling mistakes. Reread your message yourself and consider having a friend look at it as well.

Use a Professional Email Address

Make sure to use a professional email address that includes your first and last name or at least part of your name. If you don’t have one yet, create a new professional email address, if possible.

Send a Test Email Message

Before you click “Send,” be sure your application is good to go:

• Attach your resume to an email, then send the message to yourself to test that the formatting works. 
• Open the attachment so you are sure you attached the right file in the correct format and that it opens correctly. 
• If there are issues, update your materials and send another test message to yourself. Once everything looks good, send it to the employer.

Is it better to send a resume as a Word document or a PDF?

Most employers accept both Word documents and PDFs. In some cases, they will specify in the job posting which type of resume format they want to receive. A PDF preserves your original formatting, so it will be viewed the same way on all computers. A Word document can be easily read by many different programs. Some surveys report that employers prefer Microsoft Word documents.  

What should be included in an email message when a resume is sent as an attachment?

When you send a resume as an attachment, there are two options for writing an email to accompany it. You can either write an introductory email message and send your resume and cover letter as attachments, or you can write your cover letter in the body of the email. If the job posting specifies how to send your application materials, follow those instructions.

CareerOneStop. “ Design for Easy Reading .”

ZipJob. “ Should You Send Your Resume as a PDF or Word Doc? "

Google Docs Editors Help. “ Create, View, or Download a File .”

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

Are you applying for a job via Email?

If yes, then this guide will help you understand the fundamentals of sending a resume to an employer via email. 

In this digital age, sending your resume via email has become the norm. However, it's not just about attaching your CV and hitting 'send.' The email you craft to accompany your resume can be the game-changer that sets you apart from the crowd.

The answers to these questions will help you understand the professional approach of sending your resume via email:

• How to Email a resume in 2023?
• What should you avoid while sending a resume to employers?

Before sending your resume, we recommend proofreading it twice to remove unwanted errors. For instance you can also use the resume scoring facility of HyreSnap Online Resume Builder to check your resume’s compatibility with the opportunity.

We highly recommend sending your resume only after you are completely satisfied that you have a perfect resume. For now, let’s move ahead and check the guidelines that you must follow while sending your resume to employers via email:

How to Email a Resume in 2023?

Emailing a resume in 2023 follows many of the same principles as in previous years, but it's important to ensure your email and resume are well-formatted, professional, and tailored to the specific job application. Here's a step-by-step guide on how to email a resume effectively:

• Create a Professional Email Address: Use a professional and straightforward email address for sending your resume. If your current email address is unprofessional, consider creating a new one with your full name or initials.
• Craft a Clear and Concise Subject Line: Your email subject line should be clear and relevant. Include your name and the purpose of the email, such as "John Smith Resume for [Job Title]."
• Address the Recipient: Use a polite and appropriate salutation, such as "Dear [Hiring Manager's Name]" if you have that information. If not, you can use "Dear Hiring Manager" or a similar generic greeting.
• Write a Professional Email: Compose a well-written and professional email. Start with a brief introduction of yourself and the position you are applying for. Mention where you found the job listing.
• Attach Your Resume: Attach your resume as a PDF or Word document. Most employers prefer these formats. Make sure the file name is clear and includes your name, such as "JohnSmith_Resume.pdf."
• Cover Letter (Optional): If you are sending a cover letter, include it as a separate attachment. Mention in the email that the cover letter is attached.
• Signature: Include a professional email signature with your full name, phone number, and LinkedIn profile (if applicable).
• Proofread: Carefully proofread your email for spelling and grammar errors. Mistakes can create a negative impression.
• Send a Test Email: Before sending the email, send a test email to yourself or a friend to ensure everything appears as intended, including attachments.
• Follow Up: If you don't receive a response after a reasonable time, it's acceptable to send a polite follow-up email to express your continued interest.
• Respect Privacy: Ensure the recipient's privacy. Don't share personal or sensitive information in your email.
• Save the Sent Email: After sending the email, save a copy in your "Sent" folder for your records.
• Mobile Optimization: If you are sending the email from a mobile device, make sure the email and attachments are properly formatted.

Remember that every job application is unique, so customize your email and resume for each application. Tailor your email to express your interest in the specific position and company.

Things to Remember & Avoid While Writing an Email to Employers

When writing an email to employers for job applications or professional communication, there are certain things to remember and specific pitfalls to avoid. Here's a comprehensive guide on what to keep in mind and what to steer clear of:

Things to Remember:

• Professional Email Address: Use a professional email address that includes your name, such as " [email protected] ."
• Clear Subject Line: Craft a clear and specific subject line that conveys the purpose of your email.
• Polite Salutation: Use a polite and formal salutation, e.g., "Dear Mr. Smith" or "Hello [Hiring Manager's Name]."
• Professional Tone: Maintain a professional and courteous tone throughout your email. Avoid casual language and slang.
• Concise and Organized: Keep your email concise and well-structured. Use short paragraphs and bullet points for clarity.
• Personalization: Tailor your email for each employer and job application. Mention specific details about the company or job to show genuine interest.
• Grammar and Spelling: Proofread your email for grammar and spelling errors. Mistakes can create a negative impression.
• Attachments: Clearly state if you have attached documents, such as your resume or cover letter. Ensure they are properly named and formatted.
• Respect Their Time: Keep your email concise and to the point. Avoid lengthy emails and respect the employer's time.
• Highlight Your Value: In job application emails, briefly highlight your qualifications and why you're a strong fit for the position.
• Express Gratitude: Express appreciation for the employer's consideration, e.g., "Thank you for taking the time to review my application."
• Professional Signature: End your email with a professional signature that includes your full name, phone number, and LinkedIn profile (if applicable).
• Follow Application Instructions: Ensure you follow any specific application requirements or instructions provided in the job posting.
• Prompt Response: If the employer responds to your email, respond promptly, as it demonstrates your professionalism and interest.

Things to Avoid:

• Unprofessional Email Address: Avoid using unprofessional or inappropriate email addresses for job-related communication.
• Vague Subject Lines: Don't use vague or generic subject lines that don't indicate the purpose of your email.
• Casual Language: Avoid using overly casual or informal language in your email. Maintain professionalism.
• Lengthy Emails: Don't send overly long emails. Keep your email concise and to the point.
• Ignoring Instructions: If the job posting provides specific application instructions, do not ignore them.
• Ignoring Attachments: If the job posting requests specific documents, don't forget to attach them to your email.
• Neglecting Proofreading: Avoid sending emails with grammar and spelling errors. Always proofread your messages.
• Impersonal Communication: Don't send generic, one-size-fits-all emails. Personalize your messages for each application.
• Lack of Follow-Up: If the employer responds to your email, don't forget to follow up and continue the conversation.
• Inconsistent Tone: Maintain a consistent professional tone throughout the email. Avoid switching between formal and informal language.
• Ambiguity: Be clear and specific in your email's content. Avoid ambiguity or unclear language.

By remembering these best practices and avoiding common pitfalls, you can create professional and effective emails when communicating with employers, ultimately increasing your chances of success in your job search.

5+ Email Samples When Sending a Resume to an Employer

Here are five professional email samples that you can use as templates when sending your resume to potential employers for different purposes, such as job applications, follow-ups, and networking:

Job Application Email

You can refer to the below listed job application email sample while sending your resume for the first time to any employer via email:

Subject Line: Application for [Job Title] - [Your Name]

Email Content:

Dear [Hiring Manager's Name],

I hope this email finds you well. I am writing to express my strong interest in the [Job Title] position at [Company Name], as advertised on [Job Board/Company Website].

I have attached my resume and cover letter for your consideration. I believe my [mention a relevant skill or experience] makes me a strong candidate for this role.

Thank you for considering my application. I look forward to the opportunity to discuss how my qualifications align with the needs of your team.

[Your Full Name]

[Your Phone Number]

[LinkedIn Profile (Optional)]

Follow-Up Email After Application

You can use the below given email example to follow-up with your employer after some days of sending your resume via email:

Subject Line: Follow-Up on My Job Application

I hope this email finds you well. I recently applied for the [Job Title] position at [Company Name] and wanted to follow up on my application.

I am enthusiastic about the opportunity to join your team and believe that my qualifications align with the requirements of the role. If you need any additional information or would like to schedule an interview, please feel free to reach out.

Thank you for your time and consideration.

Networking and Introduction Email

You can refer to the following email sample to expand your professional network and make new connections in your service niche:

Subject Line: Introduction and Networking Opportunity

Dear [Recipient's Name],

I hope this email finds you well. I recently came across your profile on LinkedIn and was impressed by your experience and expertise in the [Industry/Field].

I am passionate about [mention your career interests or goals] and am always eager to connect with professionals in the field. I have attached my resume for your reference and would welcome the opportunity to connect and learn from your insights.

Thank you for your time, and I look forward to the possibility of networking with you.

Best regards,

Thank You Email After Interview

You can use this email sample to thank your employer after attending a personal interview session:

Subject Line: Thank You for the Interview - [Job Title] Position

Dear [Interviewer's Name],

I wanted to express my sincere gratitude for the opportunity to interview for the [Job Title] position at [Company Name]. I enjoyed our conversation and am even more excited about the possibility of joining your team.

I appreciate your time and consideration and look forward to the next steps in the process. Please feel free to reach out if you need any additional information from my end.

Thank you once again for the opportunity.

Response to a Networking Contact

You must refer to this email sample before responding to any connection request by any other professional in your service area:

Subject Line: Re: Our Recent Conversation

Dear [Contact's Name],

Thank you for reaching out and for our recent conversation. It was a pleasure to connect and learn more about your experiences in the [Industry/Field].

I have attached my resume for your reference. I would welcome the opportunity to explore potential collaboration or any insights you can share regarding [mention a relevant topic or interest].

Thank you once again for connecting, and I look forward to the possibility of future discussions.

These email samples can serve as templates that you can adapt and customize for your specific circumstances and job applications.

HyreSnap Online Resume Builder

These email guidelines and samples will help you interact with your respective employers effectively and professionally. However, we recommend checking your resume before sending it to the employer. For that, you can use HyreSnap Online Resume Builder that offers a resume scoring facility.

Apart from this, you can use this marvelous resume building to craft a technically strong resume for your next job search. Below are some highlighting offerings of this 21st century resume-making platform:

Key Takeaways

We have listed every important step to craft a professional email for interacting with employers and sending them resumes professionally in 2023. However, if you missed anything, please check the key takeaways mentioned below:

• Use a professional email address like [email protected]
• Write a catchy subject line to help the employer understand your motive
• Use easy-to-read English language for better readability
• Attach your updated resume to the email
• Proofread your email twice before sending it to your respective employer

Apart from this, if you have any confusion, please tell us your queries at [email protected] . Our experts will be more than happy to solve all your career issues and help you build a bright career in this highly competitive era.

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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:

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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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Resume Worded   |  Career Strategy

How to send networking emails with your resume (templates included).

• Introduction and Key Insights
• Email Template #1: Sending your resume by email
• Email Template #2: Emailing your resume to a recruiter
• Email Template #3: Applying to a job via email
• Email Template #4: Following up on an application over email + attaching your resume
• Email Template #5: Sending your resume via Linkedin
• Email Template #6: How to email your resume to an external recruiter
• Email Template #7: Emailing your resume if you were referred by a mutual contact

Email Subject Lines

• Additional email and LinkedIn templates
• Get more insights and strategies

Who enjoys sending cold emails? Right, obviously nobody does. But like a lot of stages in the job search process, they’re a necessary evil. Emailing out your resume doesn’t have to be a chore — especially with these handy tips and templates.

How to send your resume via email

Here’s how to craft the perfect email to go along with your resume:

• Find a direct email address for the person you’re trying to contact. Don’t just email a generic contact address for the company — chances are it will never be seen by the intended recipient.
• Address the recruiter or hiring manager by name.
• Use a clear and attention-grabbing subject line. Ideally, this should include your name, the position you’re applying for, and other important information (like a referral or standout qualification).
• Include 1-3 short paragraphs summarizing who you are, why you’re interested in the position, and your key skills and experience.
• End with a simple call to action.

Why send your resume via email?

These days, most job applications go directly through online portals like LinkedIn or Indeed. But these aren’t the be-all and end-all of job applications — there are times when it makes more sense to email your resume directly. Sending an inquiry letter Most job openings are never publicly advertised, which means it pays to be proactive. Emailing an inquiry letter to a recruiter is a great way of finding out about any open positions before they’re advertised and giving yourself a significant advantage. Following up with contacts Not all networking is cold emails. If you’ve connected with a recruiter or hiring manager at an event or on LinkedIn, it makes sense to follow that up by sending through your resume. Even if they don’t have any open positions that are a good fit, it establishes a relationship and keeps you on their radar for future openings. Establishing a relationship If you don’t currently have a relationship with the hiring manager, why not initiate one? Even if you’ve applied to a position online, it can be a good idea to follow that up by emailing the hiring manager directly. When there’s no online portal Online job applications are fairly standard these days, but not every company is on board. Some companies — especially smaller businesses — may not have advertised a position on one of the major job sites or have their own online application system. In that case, emailing your email directly to the hiring manager is the best way to apply.

How to write a networking email

Make it personal Always start with an introduction — this is a professional email, not a sales pitch. Do your research on the company or recruiter first so you can customize it. Your email is essentially a mini cover letter, so treat it like one. Send it to the right person It’s worth taking the time to find a direct email address for the recruiter or hiring manager you’re trying to contact. Don’t just email a generic contact address for the company — chances are it will never be seen by the intended recipient. Polish it up

• Email your resume as a PDF to preserve the formatting
• Use Score My Resume to make sure you’re sending out the best possible version of your resume
• Use a professional-looking email address

Ready to begin? Scroll down for some word-for-word email templates you can use to email your resume in any situation.

Sample email templates

Here are exact word-for-word email samples you can start using right away. use them in your emails, linkedin messages or whichever platform you use to network., template #1, email subject : [your name] — following up.

Hi [Name], I had a great time meeting you at [event] on [date]. [A brief sentence recalling something from your conversation.] I’m currently looking for positions [describe the role you’re seeking]. I know [Company] is doing great work in the field. Do you know of any open positions that might be a good fit? I’ve attached my resume for reference and I’m also on LinkedIn [link]. Please let me know if you have any suggestions for people I should be reaching out to. Thanks for all your help, and I look forward to seeing you at [future event]. Best, [Your Name]

Connecting with someone in your network. This takes a less formal approach than a standard cold email, since this is someone you’ve met before. By starting and ending with a friendly touch, you’re emphasizing that personal connection without losing sight of the main reason for your email.

Found this template useful? Bookmark it and you'll never get stuck on an email again. Also, please share it with your network! It helps us keep these templates free.

Before we get to the next template

Before we continue..., did you know that 75% of professionals make a decision about someone based on their linkedin profile.

Networking is a crucial part of building a successful career, but let's be honest - it's not always easy. Especially if your LinkedIn profile isn't working as hard as it could be. You see, your LinkedIn profile is often the first thing people see when you're trying to make new connections. And if it's not optimized, you could be missing out on valuable networking opportunities without even realizing it. But what if I told you there was a way to grow your network without all the extra effort? Our LinkedIn optimization tool analyzes your entire profile and gives you personalized suggestions on how to make it more attractive to potential connections. And the best part? It's completely free to try. So why not take a few minutes to see how you can start building a stronger, more valuable network on LinkedIn? Your future connections (and career opportunities) will thank you. Optimize My Profile

Here's what the free LinkedIn optimization tool looks like:

Template #2

Emailing your resume to a recruiter, email subject : open positions at [company].

Hi [Name], My name is [Your Name] and I’ve been following the work [Company] has been doing in [your industry] for some time. Congratulations on [recent development]! I’ve had great success as [role title] at [Your Company] in the past [x] years. [Briefly describe 1-2 of your top accomplishments.] I’m currently looking for an opportunity to branch out and grow [skill or career path you’re hoping to develop] and [Company] is on my radar. I’d love to chat about any open positions you think might be a good fit. I’ve attached my resume and you can find me on LinkedIn at [link]. Feel free to email or call me on [phone number]. Best, [Your Name]

If you’re reaching out to a recruiter or hiring manager you don’t have an existing relationship with, this template allows you to explain a bit about yourself and why you’re interested in that specific company.

Template #3

Applying to a job via email, email subject : [your name — job title].

Dear [Name], My interest was piqued when I came across the opening for [job title and reference number] on your website. I love the work [Company] does in [industry], especially [details of a recent development you’ve followed or something that appeals to you about the company]. [1-2 sentences linking that to your experience and skill set and outlining a specific benefit you could bring to the company.] I have [x] years of experience as a [job title] at [Your Company]. [1-2 sentences describing your top skills and achievements.] I’m currently looking for an opportunity to [briefly describe what you’re looking for] and think [Company] could be a great fit. I’ve attached my resume for your consideration. Please let me know if you’d like any further information. I look forward to hearing from you! Sincerely, [Your Name] [Phone number, email, and LinkedIn link]

An email accompanying a formal job application (as opposed to a more general networking email) is essentially a cover letter, and should be written like one. This template gives you space to describe your experience and interest in the company in a little more details. Since it’s in an official context, it also uses a more formal greeting and sign off and includes your contact details at the end.

Template #4

Following up on an application over email + attaching your resume, email subject : [role] at [company].

Hi [Name], I recently applied for the [role title] position at [Company]. I know you’re busy, but I would love to briefly touch base on your decision timeline. I’m excited about the opportunity to join your team and [briefly describe something concrete you can bring to the role]. I've attached my application materials for your convenience and would love to chat about how my experience in [briefly describe your most relevant skills or experience] can help [Company] [achieve a goal they’re working toward]. Please let me know if I can provide you with any additional details as you move to the next stage of the hiring process. Best, [Your Name]

Reminding the hiring manager of your most relevant skills or experience can help spark their memory of your application. This kind of follow-up makes sense to send if you’re further along in the application process or are a particularly strong candidate, but you don’t need to send an email like this after every online application you complete.

Template #5

Sending your resume via linkedin, email subject : linkedin message.

Hi Lauren, My name is Cameron and I came across an opening for a Product Designer at ABC Company. [Include a short note about why you’re interested in the role or company]. [Briefly describe 1-2 of your standout accomplishments or key skills in your current or previous position.] I’m currently looking for a role that allows me to take a leading role in designing products with sustainability in mind, and it sounds like the Product Designer role aligns perfectly with my experience. I’ve attached my resume for your convenience and you can see samples of my work on my profile. I’d love to connect and ask you a couple of questions about the company and what the hiring process is like. Thank you!

You can attach files to LinkedIn messages, so don’t be shy about sending your resume to hiring managers you find on LinkedIn. This is also a great alternative if you can’t find a recruiter’s direct email address, as a LinkedIn message is more likely to land than an email sent to a generic company account.

Template #6

How to email your resume to an external recruiter, email subject : follow up on [role] at [company].

Hi Petra, I read from your profile that you recruit for [roles] in [location]. I'm currently a [job title] at [Your Company] and wanted to connect with you in case you think my profile might be a good fit for current or future roles you seek to fill. I’m currently looking for a new role [briefly describe what you’re looking for and your key skills and experience]. I’ve attached my resume for your convenience. Please don’t hesitate to reach out if you need any more information. Thanks, Jane

If you’ve found a recruiter for your industry and location — whether on LinkedIn or via referral — it’s okay to make the first move. Your initial email should include enough information for them to know whether you’re a potential match for any roles they’re currently recruiting for. Attaching your resume also allows them to keep you on file in case they come across any suitable roles in the future.

Template #7

Emailing your resume if you were referred by a mutual contact, email subject : openings at [company name].

Hi Veronica, My former coworker, Ted Crisp, suggested I ask you about potential openings for a Marketing Manager. I’ve been following Veridian Dynamics since the launch of Jabberwocky last year and I really admire the work you’ve been doing in robotics engineering. I’m currently a Marketing Copywriter at Digivation, where I recently led an online campaign that saw a 200% increase in sales in the first 3 months. I’m looking for a position that would allow me to put my skills in creating dynamic social media campaigns and guerilla marketing to use. I’ve attached my resume and you can view my LinkedIn profile [link]. I’d love to discuss how I can bring my expertise to your team. Please don’t hesitate to reach out with any questions. I look forward to connecting with you! Best, Linda

If you have a previous connection to a hiring manager, like an existing relationship or referral by a mutual contact, be sure to mention it upfront. Establishing a connection early can give a busy recruiter a reason to keep reading your email and may encourage them to look over your resume with a favorable eye.

These subject lines see the highest response rates. For details on other subject lines and why these work, read Email Subject Lines for Networking .

• Open positions at [Company]
• Follow up on our conversation
• [Your Name — Job Title]
• [Role] at [Company]

Other All Other Networking Templates

We've also found the following email templates that you should consider using., want more email templates choose a category..

• Follow up emails
• Informational interviews
• Thank you emails
• LinkedIn Messages

Thank you for the checklist! I realized I was making so many mistakes on my resume that I've now fixed. I'm much more confident in my resume now.

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

How to Write an Email When Sending a Resume?

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

Table of Contents

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

• FAQ on Email Format for Sending a Resume

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

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

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

Recipients Email Address

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

Dear Mr Ravindran,

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

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

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

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

Carol Susan

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

Contact number: 99999999

Carol Susan Resume.pdf

Recipient’s Email Address

Subject: Application for the Post of English Trainer

Dear Mrs Anuradha,

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

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

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

Thank you for your time and consideration.

Yours sincerely,

Sashaleon Resume.pdf

Frequently Asked Questions on Email Format for Sending a Resume

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

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

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

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

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

What should I name my resume?

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

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How to Accept a Job Offer Email (+5 Job Acceptance Email Templates)

• Julia Mlcuchova , 
• Updated July 29, 2024 12 min read

Congratulations! After fine-tuning your resume and going through all those job interview rounds , you finally made it! But now comes the big question: how to accept a job offer email?

Accepting a job offer might seem like the last and easiest step to landing your dream job. But it’s not the time to relax just yet.

Because there’s a right way to do it that can leave a great impression.

And plenty of ways to mess it up. 

But don't sweat it — we're here to walk you through every step from reading through the offer to hitting 'send' on your acceptance email. Plus, we'll even show you some practical tips and handy email templates to make it easier for you. 

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5 Job acceptance email templates to download

What you need to know about job offers, before you respond to a job acceptance email, how to accept a job offer email in 7 steps, more tips on how to properly accept a job offer email, key takeaways: how to accept a job offer email.

Let's start with 5 effective examples of how to accept a job offer via email. 

While the first two templates are perfect for accepting the job offer immediately, the other three address any minor complications that might arise. So, you could be prepared for anything. ;) 

Do you like any of them? In that case, feel free to click on the red button and download a version you can adjust to your liking.

#1 How to accept a job offer email template

#2 how to accept a job offer email template, #3 how to accept a job offer email template: asking for an employment contract, #4 how to accept a job offer email template: asking for a preferred date, #5 how to accept a job offer email template: if you find inconsistencies.

Now, let's talk about all the important details regarding job offers to make sure you don't do anything you might regret later.

Before we show you how to accept a job offer email, we need to make a few things clear: 

• It can take time to hear back from the hiring manager. Don't expect the job offer to land in your inbox as soon as you leave the job interview. Sometimes, it can take a week. Or two. Or even three. After all, employers also need the time to consider all their options. 
• Not all job offers arrive in the form of an email. It's not uncommon to receive a verbal offer through a phone call first. Employers like to do this because it adds extra personal touch to the whole process. And it's also much faster than typing out a formal email. 
• It's always better to have everything written down. But even if you receive an offer over the phone, make sure to ask the hiring manager to email you anyway. This way, you have a record of what was discussed and can refer back to it if needed. Plus, it helps keep everyone on the same page.
• Lastly, you don't have to accept right away. And when you get that offer, take your time. You don’t have to say yes right on the spot. It’s okay to ask for a day or two to think it over. And if an employer pressures you to make a final decision over the phone, consider it a red flag! 

These points are a solid introduction to job acceptance etiquette. While they might seem obvious to you, not everyone is familiar with them.

Whether you're starting your first job or making a significant career change , you should know what's acceptable and what's not.

Never accept a job offer over the phone without seeing your employment contract first! Because in countries like the USA, the UK, or Canada an employment contract can begin as soon as someone accepts a job offer, even if the acceptance is only verbal!

So, you've talked to the hiring manager on the phone. Now, you're sitting behind your computer, waiting for a formal job offer. And then, finally, it arrives! 

But what's next? 

Before you start typing your response, breeze through these 4 tips — they can save you from any potential headaches: 

• Read the offer thoroughly. Firstly, start by reading the offer carefully. Sometimes the job details are right there in the email itself, or they might be attached as a formal letter or an employment contract. In any case, you need to understand exactly what they're offering you — salary, benefits, start date , all that good stuff.
• Look for any discrepancies. Then, you'll have to double check if what they're offering matches what you talked about during your interviews. For example, the job description and responsibilities — look out for any surprises or differences. If something doesn't seem right or if you expected something else, now's the time to ask questions!
• Check for a preferred response date. Also, see if they've given you a deadline to respond. Some offers might say they need to hear from you by a certain date. But if there's no specific deadline, it's okay to reach out and ask when they'd like to get your decision. Plus, this shows you're serious and respectful of their time.
• Write your acceptance email. Finally, once you've reviewed everything and you're happy with the offer, it's time to write your job acceptance email. Keep it friendly but professional. Below, we've prepared a breakdown of elements that shouldn't be missing from your job acceptance response. 

If you’re scratching your head trying to figure out how to write an email to accept a job offer, perk up your ears! We'll be breaking it down step by step to make it real easy.

You can craft a professional job acceptance email in these 7 steps:

The recipient of your email should be able to tell what the email is about as soon as they see it in their inbox. So, you need to keep the subject line concise and to the point.

The best way to greet is by addressing the recipient of your letter directly by their name.

Regardless of whether you'll accept the job offer or not, you always need to communicate that you're grateful for the opportunity. Once again, in the professional world, politeness and respect are both highly valued.

Next, you need to express your position in a way that's clear and indisputable. So, instead of dancing around the subject, state your decision bluntly. Avoid any vagueness that could cause you problems down the line.

Another crucial element of your job acceptance email is the part where you agree (or disagree) with the terms and conditions stated in the job offer. Because once you formally agree to an employment contract without bringing up any issues you might have with it, there's little you can do afterwards.

How you end your email matters just as much as how you start it! Once you've accepted the job offer, you need to keep the conversation going. At this point, you should be the one keeping the discussion going ─ so, make sure you invite suggestions for scheduling a meeting or call to discuss your role and next steps.

Finally, close your email with yet another show of respect and politeness. No need to get experimental here ─ go for the classic: “Best regards/Sincerely [Your Name].” 

And now, let's take a closer look at each of them!

Step 1: Create a suitable subject line

Even though the subject line of your email represents only a small part of the message, it deserves your full attention.

Why? Well, it's the very first thing the hiring manager sees! They're busy people who are bombarded by hundreds of emails daily. So, why not make their lives a bit easier by keeping your subject line clear and to the point?

If you're sending your reply as part of a continuous email thread , you don't need to fret (Former English lit student, can you tell?). But in case you're starting a fresh line of communication, format your subject line like this: 

• Job Offer Acceptance - [Your Name]
• [Your Name] - Acceptance of [Job Position] Offer

Step 2: Start with an appropriate greeting 

No need to spend too many words here. After all the job interview rounds you should know the name of the hiring manager. If you don't, well, shame on you! 

For example, you can address your email like so: 

• Dear [First Name] [Last Name]
• Dear Mr./Mrs. [Last Name]

It's classic, professional, and effective! 

Step 3: Express your gratitude 

The first thing you need to do is thank the hiring manager for the offer. This is the alpha and omega of how to accept a job offer via email!

But don't overdo it please. Of course, your enthusiasm should be genuine and palpable. But it also needs to be believable and classy. 

So, instead of “Thanks man, this is the best day of my life!” , try something more tame. For example : 

• “Thank you for the offer to join your team as a [Job Position Title]. I am genuinely excited about this opportunity and look forward to contributing to the company.”
• “Thank you so much for offering me the position of [Job Position Title]. I am truly grateful for this opportunity.”

And a little side note: stating the name of the job position in the opening paragraph helps with clarity! 

Step 4: State your acceptance 

Despite your clear and genuine enthusiasm, you should definitely state the obvious !

In this way, you'll avoid any possible misunderstandings. So, make sure you don't leave any room for interpretation.

Make your position clear and indisputable, like so: 

• "I am pleased to formally accept the position."
• “I am honored and excited to accept the position of [Job Position Title] at [Company Name].”

Step 5: Confirm (or contest) the job details  

After expressing your acceptance of the job offer, it’s a good idea to confirm the key details discussed during the hiring process. 

You'll ensure that both you and the employer are on the same page regarding important aspects of the job.

In case the job offer email came with an official employment contract , you'll be able to review all the details. But if the contract isn't attached, simply ask for it. Politely, of course! 

Either way, it's good to mention at least some of the stipulations directly in your job acceptance email. These could include: 

• start date,
• or even work location. 

For example , you could type something like this: 

• “As discussed, my start date will be on August 15th, 2024.”
• "I recall our discussion about the hybrid work arrangement. Could you confirm the days I will be expected to work from the office?

If you notice any discrepancies between what you've discussed and what you're being offered right now, point them out here before agreeing to anything (scroll to our templates to see how it's done). 

Step 6: Offer opportunity for discussing next steps 

The point of the closing paragraph is to leave a positive and proactive impression on the hiring manager! That's why you should mention: 

• your enthusiasm (yes, again!),
• your readiness for the next steps,
• and your availability. 

For example, you could end your email like this:

• "I cannot wait to start and meet the team. Please let me know if there are any forms or information needed before my start date."
• "I look forward to starting the onboarding process. Let me know if there are any additional steps I should take before my start date."

Step 7: End with a professional signoff

And now, all you need to do is end your email with a professional closing. No need to get experimental here ─ go for the classic: “Best regards/Sincerely [Your Name].” 

Don't forget to also mention your contact details :

• phone number,
• email address,
• link to your LinkedIn profile .  

Is it necessary? No. But is it polite and expected? Absolutely!  

Since there's always room for good advice, we've put together some essential tips to make sure your job acceptance email always hits the mark:

• Use a professional email address. First of all, avoid using overly casual or personal addresses. So, that email address you set up in 2007 ([email protected], probably) has to go! 
• Respect the response time. Also, it's important to stick to the timeline the employer gave you. This shows you're organized and respectful. Plus, it keeps things moving smoothly so everyone knows what to expect.
• Proofread, proofread, proofread! Spelling errors, typos, and other unnecessary mistakes can make you look careless. So, take the time to proofread your email thoroughly. You can read it out loud, use spell check, or ask a friend to review it for you. 
• Test send the email to yourself. Before sending your acceptance email to the employer, send a test email to yourself. That way, you'll see how the email actually looks in your inbox. And then, you can correct any formatting issues or overlooked errors. 

If you think about it, your job acceptance email is the very last thing you need to do to finally get the job you wanted for so long. In a way, it's like turning the final page of one chapter and opening another. So, make it count!

Finding it hard to say goodbye?

Let our AI Resignation Letter Writer help you leave your old job on the right note!

A job acceptance email is your formal agreement to the terms and conditions outlined by your future employer. 

But it's more than just a formality! This step sets the tone for your professional relationship and demonstrates your enthusiasm for the role.

Moreover,  knowing how to accept a job offer via email allows you to confirm or discuss the terms of your employment. For example , terms pertaining to the job responsibilities, salary, start date, and other important details.

And when you're putting together you job acceptance email, don't forget to include these 7 elements : 

• Suitable subject line
• Appropriate greeting
• Expression of gratitude
• Stating your acceptance
• Confirmation of job details 
• Discussing next steps 
• Professional signoff

So, go ahead, take a deep breath, and craft that perfect job acceptance email. And if you ever need a bit of guidance, don’t forget to refer back to our handy templates .

But what if you decided not to take the job offer? Well, in that case, don't miss out on the chance to learn how to turn down a job offer but keep the door open .

Julia has recently joined Kickresume as a career writer. From helping people with their English to get admitted to the uni of their dreams to advising them on how to succeed in the job market. It would seem that her career is on a steadfast trajectory. Julia holds a degree in Anglophone studies from Metropolitan University in Prague, where she also resides. Apart from creative writing and languages, she takes a keen interest in literature and theatre.

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Last Published 7/25/24

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Resumes & Cover Letters

Creating a dynamic resume and cover letter can set you on the right path in acquiring your dream job. Learn how to create documents that will make you stand out to potential employers.

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Resume Writing Tips

What is a resume

What is a Resume?

Your resume is a concise summary of your qualifications that relate to the position for which you are applying. It serves as an advertisement of what you have to offer and creates a prospective employer’s first impression of you. Employers screen resumes in between 2.5 and 10 seconds, so your resume should quickly capture the reader’s interest.  A resume distills to one page all of your education, training, leadership, and work experience in relationship to your potential value to an employer or an opportunity.

Brainstorm a list of experiences and skills that you might want to include in a resume. Consider your academic background, paid and volunteer work or internships, research projects, awards, and special skills. Once you have compiled your list, you can start organizing this information to the position or industry that you are targeting.

Gathering Career Information

After you have completed your personal inventory and have developed your career goals, you will then want to research these career areas and those employers that are active in them. For each potential position you need to know the qualifications, duties, and skills required for the job, and any special talents or personal characteristics sought by the employer.

Organizing Your Resume

Your name, address, telephone number, and email address are centered at the top of the page or placed to one side. Do not use headings such as "name," "telephone," "resume." This information is self-evident and the headings are unnecessary.

If you state a career objective, it should be brief, concise and address the current job only, not future career plans. This category should be used only when your job objective is clear or definite.

Your educational history should be placed near or at the top of the page if it is your most important qualification. Under this heading include the names of schools, degrees, major, minor or concentration and dates received or expected graduation.

These areas can be titled "Work Experience," or "Professional Experience,”  “Volunteer Experience,”  Internship Experience" or "Related Experience.” In describing your work experience, use action words which will show your strengths and skills.

This category can include club and professional memberships, awards, honors, volunteer experience, and community service.

Skills included should be hard skills, technical experience, or knowledge of another language. Academic or work accomplishments can be included.

Choosing a Format

There is no single prescribed resume format but the two basic styles of resumes are chronological and functional. Some resumes use features of both and are called combination resumes. 

• This is the most widely used and familiar format. The experience section is listed in chronological order, starting with your most recent experience. It is most effective when the job target is in line with your experience and academic background.
• If your most relevant experience for a particular career field was not your most recent, it can be featured by creating two "experience" sections. These can be called "Related Experience" and "Other Work Experience." By separating the information into two categories, you can maintain a chronological format while emphasizing your most pertinent skills.
• The functional resume highlights skills and accomplishments and de-emphasizes specific job titles, organizations, and dates of employment. Functional resumes are appropriate if you have held a number of unrelated jobs, the position that you are seeking is outside the academic field, or there are significant gaps in your work history.

General Resume Guidelines

• Font : Use an easy-to-read font such as Times New Roman, Arial, Calibri, Cambria, or Garamond.
• Size : Stay between 10 pt. and 12 pt. Your name can be larger than 12 pt.
• Margins   : 0 .5-1” margins all around
• Must be well-organized, neat, and concise.
• Proofread to make sure grammar, punctuation, and spelling are flawless.
• Use "bulleted" statements rather than complete sentences where appropriate.
• Use quantities, amounts, dollar values where they enhance the description of what you did.
• Do not use "I".
• Do not include hobbies, avocational, or social interests.
• Put the strongest statements or qualifications at the top.

Common Mistakes in a Resume

• Spelling Mistakes -   Be sure that there are no spelling errors, poor word choice, or misuse of language.
• Repetitive Words   -   Do not use the same action verb repeatedly to describe your work experience.   List of action verbs
• Leaving Out Dates-   It might seem like you are trying to hide certain information.
• Just having One Version   -   Tailor your résumé for each job for which you are applying.
• No Cover Letter-   A cover letter should be sent out with every résumé.
• Unprofessional Email Address   - Use a professional address such as your school email or email that only includes your first and last name.
• Cluttered Information - Filter out information that might seem irrelevant to the position.
• Including Personal Information   -   Personal information, like age, gender, and head shot should not be included on your résumé (unless you are a performing arts student).
• Using Abbreviations or Contractions   - Be sure to omit abbreviations or contractions in your words or sentences.

Resume Writing & Review Platforms

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Get instant feedback from Hiration right after submitting your resume. Analyze your resume anytime, anywhere, 24/7. So no need to wait for someone to have your resume reviewed.

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Titan Resume Builder

The objective of the Titan Resume Builder is to help students produce higher quality resumes on a 24/7 basis on- or off-campus through the portal.

It is easy to use, with examples specified to majors and fields of study. The Titan Resume Builder allows you to build, manage, and control multiple resumes.

Access Titan Resume Builder    Note: You will be prompted to login with your portal username and password if you are not already logged in.

If you need assistance with any aspect of this service, please contact the Career Center at   [email protected] .

Cover Letter Tips

An effective cover letter is just as important as an effective resume. The cover letter accompanies the resume - it is the piece of paper that the prospective employer sees first. You should write a cover letter even if the employer/recruiter does not require one.

The cover letter is an opportunity to:

• Direct the resume to a specific person.
• Describe briefly what you know about the job and employer.
• Provide key qualifications that relate to the specific position for which you are applying.

Pain Free Cover Letter  pdf file PDF file type   - A Step-by-Step Guide

Utilize   grammarly@edu,  a free CSUF student resource, to help with your grammar and  writing style for your cover letter. 

Writing a Cover Letter

Part 1: "Make the Match" - A Brief Introduction Statement

If you have been referred by someone known to the company, (an employee, alumnus, a professor, etc.) use that person's name in your opening paragraph, and indicate why the contact referred you to that particular company or position opening. If you do not have a personal referral, the introduction should include why you are writing, much like an objective or profile summary on a resume.

Part 2: "Make the Case" - Why Should They Hire You?

This section of the cover letter is where you build an argument for why you should be hired by highlighting your key strengths and skills. Do not repeat the content of your resume, but point to the skills and experience in your resume that relate to the position. You can provide examples and details that support your qualifications. If you are able to make a compelling case for your candidacy in this section, the employer will look at your resume for confirmation of your claims.

Part 3: "Make the Close" - Finish Strong

The last section "closes" the letter by recapping what you have to offer and how you are a fit for the position. It suggest that the reader look at your resume, give it positive consideration, and schedule you for an interview. Also, state what your own next action will be.

Follow-Up & Thank You letters

• An appropriate way to maintain contact with the interviewer. These letters should be brief and should express your appreciation for the interview and confirm your interest in the company.
• Send a thank you letter for every contact. It can be an email or a handwritten letter.
• Write it on the same day as the interview if possible.
• Be personal, specific, and genuine in your thanks.
• Correct any significant misunderstanding you may have realized after the interview.
• There are different ways to decline an offer, depending on the history of your contact with the employer or recruiter. If the offer comes in an email or a voice mail message, your best option would be to respond promptly. It is important that you display your professionalism throughout all stages of the job search, even if you are not interested in the job.

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