What to Write in an Email When Sending Your Resume Out

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Subject line: Grabbing attention from the start

The subject of a resume email is crucial as it is the first thing the recipient sees and can determine whether they open or ignore the email. A clear and specific subject line can grab their attention and increase the chances of your email being opened and your resume being reviewed.

Tips for crafting an effective subject line:

• Avoid subjects like “seeking employment.”
  
  
• If you are responding to an advertisement, use the job title or job code cited to ensure that your email is recognized and routed to the appropriate person.
  
  
• If you are “cold calling” an employer, include a few words stating your objective in the subject line.
  
  
• Misleading subject lines could result in your email being ignored or even marked as spam.

Opening greeting: Making a professional first impression

How to address the recipient appropriately? Start with a formal greeting by addressing the hiring manager or recipient by name, if possible, this shows your attention to detail and interest in the position. Spell the names correctly and use the appropriate punctuation. Remember to address the recipient by their proper title (e.g., Mr., Ms., Dr.) unless instructed otherwise. 

Example: [Greetings: Dear Hiring Manager’s Name]

Email body: Key elements to include

No matter your experience orresume format, a well-written email that communicates your qualifications and enthusiasm effectively for the position can significantly increase your chances of being considered for an interview.

The body of your resume email should include:

• Brief introduction of yourself.
• Mention the job you're applying for.
• Highlight key qualifications and keywords.
• Explain why you’re interested in the position.

Attachments: How to properly attach your resume and cover letter

The preferred method of submitting your resume and cover letter is by attaching them to your email, as this allows the recipient to easily save or print your application for future reference.

Guidelines for naming and attaching files:

1. UsePDF format or Word document to prevent any formatting issues that could make it hard for hiring managers to read or understand your resume.
2. Keep the file size below 10MB.
3. Use a professional file name for your attachments, such as "Your Name_Resume," or "Your Name_Cover Letter," or follow the job posting instructions.
4. Remember to proofread and review attachments.
5. Ensure that your attachment names are error-free and properly formatted.

Closing: Ending on a strong note

Finish your resume email with a strong professional closing that includes a call to action. Show that you have taken the time and effort to craft a well-rounded email and demonstrate your professionalism.

A strong closing can also leave the recipient with a positive feeling about you as a candidate, potentially influencing their decision to further consider your application.

Email format and style: Keeping it professional

When it comes to the format and style of your resume email, it's important to keep it professional. Here are some tips:

• Email length: Keep your email concise, no longer than a few short paragraphs. Avoid unnecessary details and focus on highlighting your qualifications and expressing your interest in the position.
  
  
• Tone: Maintain a professional and formal tone throughout your email. Use polite and respectful language and avoid using slang or informal expressions.
  
  

• Formatting: Use a clear and easy-to-read font (such as Arial or Times New Roman) and a font size between 10 and 12 points. Use proper paragraph spacing and line breaks to make your email visually appealing and easy to skim. Avoid using excessive formatting, such as bold or italicized text, as it can make your email look unprofessional.

Common mistakes to avoid

Read and consider avoiding these common resume email errors to get your email into the hands of a recruiter.

Examples of effective resume emails

Here are some examples of what to write in your email when sending your resume:

Example: 1

This first resume email sample illustrates a concise resume email.  It shows professionalism and attention to detail by getting straight to the point. A long and rambling email can be difficult to read and may cause the recipient to lose interest or miss important details.

Example: 2

This second example makes it easier for the recipient to quickly understand your qualifications and interest in the position. This can help to make a positive impression and increase your chances of being considered for the job. It shows a strong call to action and precise closing.

See how to follow up on a job application for additional guidance and samples from career advice experts. 

Key takeaways

• Use a clear and professional subject line when sending a resume via email.
• Attach your resume in the correct format, such as PDF or Word.
• Write a brief and compelling email introduction highlighting your qualifications.
• Proofread and edit carefully before sending your email.
• Personalize your message, tailoring the specific employer or job posting.
• Follow up if necessary within a reasonable time frame, showing your enthusiasm and initiative.
• Keep your responses focused on the topic at hand, and avoid straying from the main idea or bringing up unrelated issues.
• Avoid using all caps it can come across as shouting and may be perceived as aggressive or rude.
• Be polite and respectful and use a professional and courteous tone.