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HomeHuman ResourcesCareersWhat to Write in an Email When Sending a Resume

What to Write in an Email When Sending a Resume

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There was a time when job applications were filled out with pen and paper, when resumes were printed and mailed or handed in. Today, most job applications take place online. Job search websites like Indeed offer survey-like portals through which applicants and companies can exchange or request information.

At times, though, a company will request that your resume be sent via email. If that is the case, what should your email say? We’ll cover everything you need to know below.

Before you email your resume, why not polish it to be the best it can be? Doing so is easy when you use professional resume makers.

Read the Instructions

The first thing to do when emailing your resume is to carefully read the instructions given in the job posting. Are you certain that email is the preferred method of communication? If not, follow the instructions given. If so, we’ll move on to the next step.

Additionally, you should look for instructions as to the required file format or any additional information needed, such as a list of references or a cover letter.

The Subject Line – Your Most Important Sentence

How many emails do you get in a day? According to one source, the average office worker receives 121 emails per day.

Your first challenge in emailing your resume is not ot get trapped in the spam folder. Avoid “spamy” words in the subject line, such as “Hi,” “Hello,” “Hey,” multiple exclamation points, or words written in all caps.

Next, you don’t want your email to get lost amid hundreds of others. Your subject line, therefore, should be clear describe exactly what the email is about. “[Name of Position] – [Your Name]” is a tried and tested formula that works.

Contents of the Email

It has often been said that your resume is your first chance at making a good impression. But when you email your resume, the email becomes your first impression. It is important, then, to create a well-written and professional email.

First, address the hiring manager by name. The email is more likely to be read and remembered with a personal address rather than a general “Dear Hiring Manager.” This information will likely be included in the contact information in the job posting. If not, you can check the company’s website or give them a call.

Next, state that you’re interested in applying – and mention the position by name. It is also good to mention where you saw the job posting.

Then, it’s time to show a little enthusiasm. In a few sentences, describe why you are enthusiastic about this position. You might also mention why you feel you are qualified, what you will bring to the table, or relevant colleague references. Remember, keep it brief.

Clearly state that you’ve attached your resume (as well as any other documents). You might add a statement like, “Feel free to contact me if you need any additional information.”

Thank the hiring manager for their time. Close your email with a standard salutation (for example, “Sincerely), and provide your name and contact information (your email address and phone number).

Proofread your email before you hit “Send.” Nothing spoils a good impression faster than careless tyopographical errors. Use a proofreading program such as Grammarly to catch any errors you may have missed.

Don’t forget to attach your resume! Learn more about that step below.

Attaching Your Resume

Always attach your resume and other documents using the “attach” button – don’t just copy and paste them into the body of the email.

Unless directed otherwise, you should always save your documents in PDF format before sending them. PDFs are trusted not to contain malware. They also retain their formatting no matter what device or program is used to open them.

If you created your resume using Microsoft Word or Google Docs, you can export the file to a PDF.

Do You Need a Cover Letter?

You might think of your email as taking the place of your cover letter. And in a way, it does. But it is always good practive to include a formal cover letter with your resume. It allows you to state your objective and elaborate on your qualifications.

Your cover letter should also be saved as a PDF file and attached to the email.

Follow Up

Send a follow-up email one week from the date of your original email. State that you recently applied to [position name] and that you would like information on the hiring process timeframe.

Key Takeaways

  • Use a “[Position Title] – [Your Name]” format for the subject line.
  • Address the hiring manager by name.
  • Use the exact name of the position.
  • Cite reasons for your enthusiasm or why you would be a good fit.
  • State that your resume is attached.
  • Thank the hiring manager for their time.
  • Provide your contact information.
  • Attach your resume and other documents in PDF format.

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