How to Email a Resume: Sample Email & Tips

If you already know how to write a resume, all you need to do is send yours to employers. We’ll explain how to email your resume in a way that catches attention and communicates professionalism.

1. Follow the instructions carefully

To make sure you don’t leave a negative first impression, it’s important to check the job description for how to submit your application.

Depending on the employer, they might prefer a .pdf file over a .docx file. Some companies even ask you to name your file in a certain way or request supplementary documentation in addition to your resume and cover letter.

2. Address the hiring manager by name

Open your email by addressing the hiring manager by name (if you have it). Begin with a standard greeting, like “Dear + title + surname/family name,” to keep things professional. If you don’t know the hiring manager’s name and you’re unable to find it on LinkedIn or the company website, you can also write:

• Dear Sir/Madam
• Dear Hiring Manager
• Dear Human Resources Director

Addressing your email to the department you want to work in is also acceptable.

3. Make your subject line clear and professional

The subject line of your email should be brief and to the point. There are three elements to a professional email subject line:

1. Your name
2. Target job title
3. The term “job application”

Here’s an example of a good subject line for emailing a resume:

This subject line immediately makes it clear that the email contains Paul Smith’s job application for an IT manager position.

4. Attach your resume

Next, attach your resume to the email. There are two standard resume file formats to choose from: .pdf and .docx. Check to see if the job ad mentions one or the other. If not, either is acceptable.

Make sure you name your resume file properly. If the employer doesn’t specify a format, then name it: [your name] + [job title] + “resume” separated by hyphens. For example:

Zara-Tindall-Event-Planner-Resume.pdf

5. Attach your cover letter

There are two ways to include your cover letter in your application email:

1. Use the body of your email as your cover letter and only attach your resume
2. Attach your cover letter file to the email (in the same file format as your resume). In this case, your email should include a short introduction, and state you’re applying for the job and have attached your cover letter and resume

Name your cover letter file the same way as your resume if the job listing doesn’t say otherwise. Here’s an example:

6. Send a test email to yourself

Before you submit your application to the hiring manager, proofread it and then send the email to yourself or a friend. This allows you to make sure that:

• There are no formatting or spelling mistakes
• No attachments are missing
• Your attachments open properly

By going through the trouble of double-checking your entire email, you can avoid sending a misspelled email or broken attachments, which could come off as unprofessional or careless.

What to write in the body of your email

Don’t copy and paste your entire cover letter into the body of the email. Instead, introduce yourself professionally in just one or two sentences. The entire message should follow this format:

• Greeting
• Statement of your intention to apply
• Brief summary of your experience and what makes you an ideal candidate (1 to 2 sentences)
• Call to action (polite suggestion to remain in contact or schedule an interview)
• Signature

Here’s an example of a job application email that you can use for inspiration:

This example of an email works because it demonstrates the candidate’s most relevant accomplishments, while concisely expressing their interest in the position.

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