What to Write in an Email When Sending a Resume?
Did you know that hiring managers spend an average of 6-7 seconds reviewing a resume before deciding to move forward? When applying for a job, your email accompanying the resume is just as important as the document itself. A well-crafted email can set a professional tone and make a positive first impression on potential employers. Therefore, draft an email that is concise, polite, and direct. In this blog, we’ll explore key tips on what to write in an email when sending a resume to ensure that you stand out and make an impact.
How to Email a Resume?
Emailing your resume is an essential part of the job application process. A well-written email ensures the hiring manager notices your resume. Here are some key tips to help you send your resume professionally.
- Use a Professional Email Address: The email address is one of the first things an employer sees. Choose an address that includes your full name or initials rather than nicknames or numbers. This shows professionalism and ensures your email doesn’t get overlooked.
- Clear and Concise Subject Line: A straightforward subject line makes it easy for employers to identify your email. Be specific about the job title and mention your name. For example, ‘Application for Marketing Manager— [Your Name].’ This helps your email stand out in a crowded inbox.
- Address the Recipient Properly: Address the recipient correctly. If you know their name, use ‘Dear Mr. or Ms. [Last Name].’ Otherwise, writing ‘Dear Hiring Manager’ is a safe and professional option.
- Brief Introduction: Start your email with a short introduction to who you are and the position you are applying for. Keep it concise, as you want the hiring manager to understand your intent without unnecessary information.
- Attach the Resume: Mention that you have attached your resume for their consideration. Ensure that the resume is in an accessible and professional format, such as PDF, to prevent any formatting issues.
- Highlight Relevant Skills and Experience: In the body of your email, briefly highlight a few skills or experiences that make you a strong candidate for the role. This allows the employer to quickly see how you match the job requirements without reading your entire resume.
- Customize the Email: Personalize your email for each job application. Mention specific reasons you are interested in the role and how your qualifications can contribute to the company’s success. This shows your genuine interest and effort.
- Professional Tone and Language: Maintain a professional tone throughout your email. Avoid using slang or overly casual language, as it may seem unprofessional. Use polite phrases and respectful language to convey your seriousness.
- Double-Check for Errors: Proofread your email carefully to avoid spelling or grammar mistakes. Take the time to proofread your email and ensure it is error-free before sending it.
- End with a Thank You: Conclude your email by thanking the recipient for their time and consideration. Include your contact information so they can easily contact you.
What to Write in an Email When Sending a Resume?
Knowing what to write in an email when sending a resume is highly effective to stand out from the crowd. Below are the necessary components that make a good email for sending a resume.
1. Appropriate Subject Line
The email’s subject line is the first impression you make when sending a resume to a potential employer. It is a crucial detail that determines whether your email gets reviewed or overlooked. An appropriate subject line should be clear and professional and convey the purpose of your email at a glance. The subject line shows your professionalism while making it easy for the recipient to identify your email’s relevance. For instance, ‘Application for Marketing Manager– [Your Name]’ is clear and direct, making your email stand out.


2. Proper Salutation
A proper salutation sets the tone when sending a resume through email. Whether you’re reaching out to a recruiter, hiring manager, or HR representative, using an appropriate salutation demonstrates respect and a genuine interest in the role. If the recipient’s name is available, use it in your salutation. Otherwise, starting the email with a simple ‘Dear’ or ‘Hello’ works well. This is particularly important when emailing resumes or reaching out to corporate contacts.
3. Body
The body of an email serves as the core of your message, providing crucial details that make a lasting impression on the recipient. It bridges the gap between your resume and the employer, highlighting your professionalism and suitability for the role. This section should be clear, concise, and tailored to the job you’re applying for, emphasizing your key qualifications and demonstrating genuine interest in the position. By structuring your email body thoughtfully, you can effectively convey your value as a candidate and encourage the employer to review your attached resume.
Pro Tip: If you are struggling with writing an email to your boss, check out our blog on how to write professional emails to craft one elegantly.
4. Cover Letter (if required)
Determine if you need to include a cover letter based on the information given or available to you. If you have decided to include a cover letter with your resume, you may copy the text and paste it directly into the body of the email or attach it as a separate file.
5. Signature
A professional email signature serves as the final impression in your correspondence and provides essential contact details. When sending a resume, it is crucial to include a well-structured signature that reflects your professionalism and ensures the recipient can easily follow up. A standard signature typically includes your full name, phone number, email address, LinkedIn profile (if applicable), and relevant certifications. You can start the salutation by “Thank you,” “Best wishes,” or “Sincerely”. Crafting a clear and concise signature adds credibility to your application and enhances your professionalism.
6. Contact Details
Though a part of the salutation, it is important to keep in mind that you include your correct contact information to let the recipient know that they can contact you for further information. Here, you can add your contact number and link to any social media platform that you might think will be beneficial for you to get hired. A link to your LinkedIn profile will add a boost to your email when sending a resume.
6 Samples for Sending a Resume Through Email
Are you wondering what to write in an email when sending a resume? Follow these samples and customize them for the job you are applying for.
1. Sending a Resume Through Email for a Specific Position for an Advertised Job
When applying for a specific position, sending your resume via email requires a well-crafted message. Below is a sample to guide your communication effectively and professionally.
Subject: Application for Marketing Manager – Sangeeta Gogoi Dear [Hiring Manager’s Name], My name is Sangeeta Gogoi, and I am thrilled to apply for the Marketing Manager position at [Company Name]. With over five years of experience in digital marketing and a passion for driving impactful campaigns, I believe I can contribute to your team’s ongoing success. At [Previous Company], I led a team that increased website traffic by 45% through targeted content strategies and SEO improvements. I take pride in my ability to translate data into actionable marketing plans, which align with the goals outlined in your job description. I have attached my resume for your review. I would be excited to bring my skills and enthusiasm to [Company Name] and would love the opportunity to discuss how I can contribute to your team’s goals. Thank you for your time and consideration. I look forward to hearing from you! Best regards, Sangeeta Gogoi (+91)6900xxxxxx sangeeta.g@email.com (LinkedIn link) Attachment: Jane_Smith_Resume.pdf |
2. Referral Email Template for Sending a Resume
A professional referral email is valuable for leveraging connections when sharing your resume. This template ensures clarity and professionalism, helping you effectively request a recommendation or introduction.
Subject Line: Referred by [John Doe]: [Jane Smith] Dear [Recipient’s Name], I hope this message finds you well. My name is Jane Smith, and I am writing to express my interest in the [specific role] at [Company Name]. I was referred to this opportunity by [John Doe], who thought my skills and experiences align well with the requirements of the position. With a strong background in [your expertise/field], I bring [specific skills/achievements relevant to the role]. For example, in my previous role at [Company Name], I successfully [specific accomplishment], which resulted in [measurable outcome, e.g., “a 15% increase in efficiency”]. I am confident that my expertise in [specific skills] will allow me to make a meaningful contribution to your team. I have attached my resume for your review, which provides further details about my qualifications and accomplishments. I would welcome the opportunity to discuss how my skills and experiences align with the needs of your team. Thank you for considering my application. Please feel free to reach out to me at [your phone number] or [your email address] to schedule a convenient time for a discussion. Looking forward to your response. Best regards, Jane Smith [Your LinkedIn Profile] (if applicable) [Your Contact Information] |
3. Follow-Up Email Template after Submitting Your Resume
A well-crafted follow-up email is essential after submitting your resume, demonstrating professionalism, enthusiasm, and interest in the role while reinforcing your qualifications to potential employers.
Subject Line: Application Follow-up: [Job Position] – [Your Full Name] Dear [Hiring Manager’s Name], I hope this email finds you well. I am writing to follow up on my application for the [Job Position] role, which I submitted on [date]. I am very enthusiastic about the opportunity to contribute to [Company Name], given my background in [mention specific skills/experience relevant to the job]. I have attached my resume to this email for your reference. Please feel free to reach out if any additional information or documents are needed. I would be delighted to discuss how my skills align with the team’s goals. Thank you for considering my application. I look forward to speaking with you further about this position. Best regards, [Your Full Name] [Your Contact Information] [LinkedIn Profile or Portfolio Link, if applicable] Attachment: [YourName_Resume.pdf] |
4. Professional Networking Email Template for Sending a Resume
Crafting a professional networking email to send your resume requires a clear, concise, and polite approach to effectively introduce yourself, highlight your qualifications, and express genuine interest in opportunities.
Subject Line: Exploring Opportunities: John Doe Dear [Recipient’s Name], I hope this email finds you well. My name is John Doe, and I am reaching out to explore potential opportunities at [Company Name]. With my background in [your field/industry], I believe my skills and experiences align well with the work your team is doing. I am particularly interested in [mention a specific role, department, or initiative you’re excited about], and I would welcome the opportunity to contribute to your organization. Thank you for considering my application. I look forward to the possibility of discussing how my qualifications align with the needs of your team. Please feel free to contact me at [your phone number] or via email. Best regards, John Doe [Your Contact Information] [LinkedIn Profile or Portfolio (if applicable)] |
5. Requesting Feedback – Email Template for Sending Resume
Crafting a clear, professional email to request feedback on your resume demonstrates initiative and openness to improvement, enhancing your chances of creating a standout application.
Subject Line: Application Status Inquiry – [Your Full Name] Dear [Hiring Manager’s Name], I hope this message finds you well. I am writing to follow up on my application for the [Job Title] position, which I submitted on [Submission Date]. I am very interested in the opportunity to join your team at [Company Name] and would appreciate any updates you could provide regarding the status of my application. I have attached my resume again for your reference. Please let me know if you need any additional information. Thank you for your time and consideration. I look forward to hearing from you. Best regards, [Your Full Name] [Your Phone Number] [Your LinkedIn Profile (optional)] Attachment: [YourName_Resume.pdf] |
6. Sample for Non-Advertised Job Reference
When applying for a non-advertised job, be clear, respectful, and professional in your approach. Here’s a sample email template to help you make a strong impression.
Dear [Hiring Manager’s Name], I hope you’re doing well. My name is [Your Full Name], and I am reaching out to inquire about any potential job openings at [Company Name]. I have a strong background in [your industry/field], and I believe my skills and experience could be a valuable addition to your team. I have attached my resume for your reference and would appreciate any information you could share about upcoming opportunities. If there are no current openings, I would be grateful if you could keep my information on file for future reference. Thank you very much for your time and consideration. I look forward to hearing from you. Best regards, [Your Full Name] [Your Phone Number] [Your LinkedIn Profile (optional)] Attachment: [YourName_Resume.pdf] |
Tips For Sending Resume through Email
Crafting a professional email when applying for a job is crucial for making a strong first impression. Knowing what to write in an email when sending a resume can significantly enhance your chances of standing out among other applicants. Here are some tips that you can keep in mind when sending an email resume:
1. Read the Job Description Carefully
A key step of what to write in an email when sending a resume is to carefully review the job listing for instructions. Double-check the required format for your resume (PDF or Word), and determine whether the cover letter should be a separate document or included in the email body. Pay close attention to details like the subject line and whether a reference number needs to be quoted. By adhering to these guidelines, you demonstrate attention to detail and increase the likelihood of your resume being reviewed and considered.
2. Research the Company Well
When applying for a job, research the company’s culture, values, and vision to create a tailored application. Highlight specific projects or initiatives that align with your skills and goals to show genuine interest and connection to their mission. Personalizing your email demonstrates enthusiasm, commitment, and reliability, helping you stand out as a strong candidate.
3. Keep It Simple
You should draft a precise and simple email when sending a resume. Introduce yourself, mention the reason for writing the email, and let them know what you are offering. Give it a warm but professional closing. Express you look forward to hearing back from the hiring manager.
4. Add the Necessary Documents and Mention Them Accordingly
Along with your resume, make sure you add the other necessary documents in universally available formats like PDF. These attachments may be the ones you think are important or as per the instructions of the recruiting company. Make the files meaningful and self-descriptive; clearly label your attached files by name and identify the document type attached (for example, ‘Sangeeta_Gogoi_Resume.pdf’).
5. Proofread Your Email and Resume
Check all the attachments for spelling and grammar before sending the email. Most importantly, be sure to tailor this letter to the job you’re currently applying for because the templates of your CV and cover letter may still reference an old business name from a past job application.
6. Make Sure Your Resume Adheres to the Job You Are Applying To
Instead of using a generic resume, customize it for the job you’re applying for. When understanding how to send a resume through email, make sure to tailor your resume in such a way that it aligns with the company’s needs and role. This increases your chances of standing out and landing an interview.
7. Show Enthusiasm for the Position
In the email message or the cover letter, show your enthusiasm to work for the company. Highlight that you will be thrilled to work with them, and state the reasons why you think you are a perfect fit for the applied role. The zeal to work you show in your writing and your tone will reflect your desire to work for the company.
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Conclusion
Sending a resume by email is more than just a formality; it’s a calculated move in the job application process. An effective email may make a good first impression and establish the tone for your application. Keep it brief, professional, and relevant to the position you’re looking for. You can improve your chances of getting an interview by using these pointers on what to write in an email when sending a resume to stand out in a crowded inbox. If you want to go into the field of digital marketing, writing an impressive resume is very important.
FAQs
Answer: In the subject line of your resume email, include the job title you’re applying for, followed by your name. For example: ‘Application for Marketing Manager- [Your Name]’. This makes it clear to the recruiter what position you’re applying for and helps them easily identify your email among others. If applicable, also include a reference number or the job posting ID. Keep the subject concise, professional, and relevant to increase the chances of your email being noticed.
Answer: Sending a resume by email is important because it provides a quick and professional way to apply for jobs. It ensures your resume reaches the hiring manager directly and can be easily stored and reviewed. Emailing your resume allows for clear communication, with the opportunity to include a personalized message or cover letter. Additionally, it enables you to follow up efficiently, helping you stand out in a competitive job market.
Answer: Yes, a cover letter is generally necessary when sending a resume via email, as it introduces you and explains why you’re a good fit for the job. It helps personalize your application and provides context for the resume. While some employers may not require it, including a brief cover letter in the email body demonstrates professionalism and interest. If the job posting specifies not to include one, follow those instructions.
Answer: Here are some tips for writing an email to send an entry-level resume:
1. Begin with a brief introduction
2. State your interest in the role
3. Mention how your skills align with the job description
4. Express enthusiasm for the opportunity
5. Close with a polite note expressing gratitude and a willingness to discuss further
Answer: Here are some tips to send a resume with a reference:
1. Start by introducing yourself and mentioning the reference’s name.
2. Highlight how you’re excited about the opportunity and explain how your skills match the job requirements.
3. Mention the reference’s recommendation and conclude with gratitude for their consideration and a request for an interview.
Answer: You can say, ‘Please find my resume attached for your review.’ Alternatively, ‘Attached is my resume for your consideration’ is a professional and clear way to indicate the attachment.