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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.
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!
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.
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:
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.
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.
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.
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.
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
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
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,
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
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
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!
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.
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.
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.
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3 Keys to Writing Cover Letters That Stand Out was originally published on Vault .
It's a myth that high quality job openings are few and far between thanks to Covid. The truth is, despite the economic uncertainty created by the pandemic, there are many great openings out there. And to get them—or, at least, have a chance at getting them—you first need to capture the attention of hiring managers. And the best way to do that is to write compelling cover letters. So here are the three keys to writing cover letters that stand out.
1. Convey your personality, quirks and all.
Showcasing your uniqueness and allowing your personality to shine through in your cover letters can magnetize hiring managers, sending instant messages that you might be the candidate they're looking for. The secret to achieving this is to use specific details, rather than vague ones.
For example, the following was recently used by an applicant when applying for a Head of Marketing position (shortly after sending this, the candidate was interviewed and then hired):
“I have a passion for data and analytics. I enjoy spending (a little too much time) geeking out in Google analytics, advertising platforms, and BI tools (Tableau and Looker), digging deep into data to identify opportunities that can be leveraged to drive growth and inform testing strategies for campaigns, websites, and products.”
Now compare the above to the below (which has less personality and fewer details, and thus would likely not stand out):
“I am well versed in data analytics, and I am experienced with Google analytics, BI Tools, and other advertising platforms. I have a proven ability to inform testing strategies for campaigns for websites and products.”
Here's another example of cover letter phrasing that captures the attention of hiring managers:
“I'm rather obsessed with personal organization. I read three organizational blogs on my own time, and I've organized my desktop folders into color-coded sub-categories. My friends laugh at me for saying things like, ‘An organized space equals an organized mind,' but I don't like wasting time looking for things.”
Now compare that to this less specific phrasing:
“I have a proven track record of being organized, and I have a passion for it. I have a proven knack for keeping files organized on an ongoing basis, and I have put organizational processes and procedures in place for my department. The bottom line is organization is always my highest priority.”
2. Prove your level of dedication to your profession.
Another way to stand out is to illustrate specific things about your dedication to your field. In the following example, a candidate showcases her dedication to her profession, proves that she spends a lot of time thinking about driving results in her field, and shows that she takes concrete steps in order to be a high quality contributor in her field. All of which goes a long way when it comes time for hiring managers to decide which candidates to interview.
“I believe that a good marketing strategy requires seeking out the latest trends and staying one step ahead of the competition. I've attended the Traction conference two years in a row and completed the 2018 Reforge Growth Series, a highly credible and exclusive course that only accepts 10 percent of applicants and is built by leaders from Hubspot, Uber, and other firms. Through these professional developments, I've opened my mind to uncommon marketing methods, and I pride myself on thinking outside the box to develop strategies that create sustainable, low-cost customer acquisition loops that lead to long-term positive ROI.”
Now compare the above to the below, which is less detailed and includes less specific phrasing:
“I have the skills and requirements for this position, and I believe I would complete every task asked of me to the highest standard expected. My background and experience make me an excellent fit for this position for many reasons. I am very interested in marketing, and I think I would be a great asset to the team.”
3. Include concrete, quantitative results that show your value.
In any written application, you'll need to showcase some form of quantitative results to stand out. Note that even if you don't have a lot of shiny results in your career yet (or even any relevant experience—which is okay!), you can still use words to capture someone's attention with what you have done. And if you do have a record of achieving quantifiable results, then by all means include them, like in the below:
“I developed several Google ad campaigns that were worth more than $500,000 and that resulted in high-level customers. Also, through testing and optimization, I increased newsletter sign-ups by more than 200 percent.”
Now compare that to this bland sentence:
“I have experience in Google ad campaigns, as well as experience in testing and optimization.”
A final note
When trying to convey your personality, get across your dedication, or communicate your value, there's a big difference between saying you're a good fit for the job and actually showing it.
So, when writing your cover letters, try to hold these words in mind: I know you (the hiring managers) don't know me, so let me show you exactly why I'm completely invested, committed, and passionate about doing this specific type of work. And let me show you the specific reasons why hiring me, over all other candidates, would be beneficial to you.
If you hold all this in mind, the right details and words will flow right out of you—and into your cover letters.
Natalie Fisher is best known for helping professionals land their ideal roles and achieve explosive salary growth (even with little experience). If you want to dive deeper on the topic of your career mindset and become a person who knows exactly how to land their dream job offer, listen to her on the podcast Get a Six Figure Job You Love .
A resume is typically an employer’s first introduction to you. First impressions are crucial to establish yourself as professional, capable, and motivated. A strong resume demonstrates your transferrable skills, communication abilities, and achievements. A consistent, detailed, and concise resume can help your resume get noticed by recruiters. By formatting your resume professionally, you increase your chances of earning the interview.
Contact information, phone number.
Use a phone number you can answer readily, such as your cell phone. If you have a voice mail set-up, make sure it sounds professional with your name and the best times to contact you.
Your e-mail address should be professional. While you are enrolled at UMass Amherst, your UMass e-mail will work well. After graduation, consider creating a new e-mail address that contains your name.
Always include phone and email, but consider if listing your address is helpful or harmful. Employers may give preference to people who are closer geographically - if you are applying from far away, they may be unsure whether you are serious about moving.
Additionally, while your city and state are helpful to list, you do not necessarily need to include your street address. Employers will need it to hire you, but it is not required to provide during the job application process.
This section is most useful when you hand your paper resume out at a career or networking event - unless you have something specific to highlight, consider leaving it off your resume. A cover letter will do a better job conveying your why, as well as your key abilities. When you submit electronically, many Applicant Tracking Systems (ATS) will often skip the summary section and look for those key words to be in the body of your document instead.
For currently enrolled students, you will list your current degree first, and then work backwards in reverse chronological order. During your first few years of college, consider including your high school until you run out of space.
In addition to your college education, you may also highlight study abroad or domestic exchange programs . When discussing these programs, think about including the following experiences to highlight your transferable skills:
Class projects
Volunteering/internships/research applicable to your field
Independent travel
Learning to work with a more diverse group of people than you had previously been exposed to
Resolving conflicts based on misunderstandings of cultural differences
Learn new activities, languages, hobbies, or skills
University of Massachusetts, Amherst (Fall 2024 - Present)
Bachelor of Arts, Major: English
GPA (if over 3.0 and you feel comfortable sharing)
Relevant Coursework: 3-5 courses max
Awards (when including awards, include the reason for receiving it. Example: "21st Century Leadership Award for high academic achievement in first year")
Senior Project: (optional)
Portfolio of work (optional)
There are many types of experiences: volunteer, paid, unpaid, work study. If the experience is relevant and taught you transferrable skills, find a way to include it.
Leverage, Incorporated: Boston, MA (September 2025 - Present)
Computer Science Intern
This section is typically for "hard" skills, which are skills that can easily be measured. Soft skills (such as interpersonal skills) are better described in bullet points of your experience section so they can have the context they require. For a skills section, depending on your targeted field, you may add computer, language, laboratory skills, or performances. For languages, put your level of fluency (e.g., proficient, advanced, fluent, native).
Computer: Microsoft Office (Word, Excel), Adobe Suite (Photoshop, InDesign), Data Analysis (R-Studio, SPSS)
The average reading only spends 20 seconds reading a resume. Before that, an applicant tracking system may be utilized to select which resumes get reviewed by a human being. Make sure your resume is easy to read and stands out.
No single format works for everyone: the only rule is that you need to be honest, factual, and relevant
One page is ideal (especially for internships) and for students ages 18-25
Keep a longer master resume for future opportunities
List everything in reserve chronological order; start with your most recent experience work backwards
Use a legible sans serif font size, keep it readable, 11 is a good place to start
1 column is better than 2; when you have two columns the reader may jump around and miss key information
No icons or images as they cannot be read by applicant tracking software
There is a big difference between customizing your resume for a specific position/industry versus creating different documents for each application.
While resumes may follow the same general format, depending on your experience and industry, there may be other considerations to help your resume stand out.
Design resumes can differ from traditional resumes in several tangible ways, reflecting the unique skills and creative nature of design professions.
Your document is an indication of your style aesthetic and may not need to conform to the same rules and standards as other professions.
Design resumes often incorporate creative layouts that display the designer's skills in typography, layout, and visual communication.
Direct links to online portfolios or examples of work, are often included as part of the resume. Incorporation of personal logos, custom icons, and other branding elements that reflect a designer's style may be added here.
Designers create their resumes in online spaces varying from Latec to Adobe to Canva. While many resumes are shared as PDFs, design resumes especially should be shared in this format to preserve visual integrity across different devices.
Non-traditional formats such as infographics, timelines, or modular layouts may be acceptable.
For digital resumes, elements of interactivity can be incorporated, such as clickable links, hover effects, and embedded multimedia.
The most important rules still apply to ALL resumes; clean neat formatting, with consistency in where the reader will access key information continues to be your driving force.
Designers should contact their career centers to discuss what resume style might best suit their professional goals.
A digital resume is an electronic version of a traditional resume that highlights an individual's professional experience, skills, and achievements using digital formats.
Either shared as a PDF or hosted on a personal website, this format allows for enhanced interactivity and multimedia integration. Digital resumes often feature creative layouts, embedded links to portfolios, and interactive elements such as hover effects or animations.
They enable candidates to visually demonstrate their technical and design skills, making them particularly popular in creative and tech industries. The goal of a digital resume is to highlight qualifications, but also provide a dynamic and engaging avenue for potential employers to assess a candidate’s capabilities.
As a UMass athlete, you learn incredible transferable skills in areas such as communication, leadership, and teamwork. You also spend more time at your activity than most, so make sure they see all your greatness in action.
“Effectively managed communications between 24 team members, served as liaison connecting team and coaching staff, and effectively resolved intra-group conflicts.”
“Excellent time management skills. Balanced a 30+ hour practice, training, competition, and travel schedule while balancing full academic course load.
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Cover letter format. Your cover letter should be one page long and use a simple, professional font, such as Arial or Helvetica, 10 to 12 points in size. Your letter should be left-aligned with single spacing and one-inch margins. Jenn shares her advice on how and why to write a cover letter.
A great cover letter consists of the following components: 1. Your name and contact information in a header. The hiring manager needs to have your contact information. Without these details, they have no way of inviting you for an interview. The most eye-catching way of adding your contact information to your cover letter is by creating a large ...
Respectfully, Kind regards, Best regards, Yours truly, Then, make two spaces below the salutation, and type your full name. For some professional (but optional) flair, sign your cover letter either with a scan of your signature or by using software like DocuSign. 8. Check your cover letter's content and formatting.
Include the name of the person to whom you are writing as well as the company name and address just above the salutation. In the salutation, greet the hiring manager by name. If you don't know the name of the person, consider greeting the hiring department or the department with which you would be working if hired. 3.
A cover letter is a document that you send as part of your job application, along with your resume or CV. The cover letter's purpose is to introduce you and briefly summarize why your professional background makes you the right person for the job. On average, a cover letter should be between 250 and 400 words long and fit neatly on one page.
Step 3: Address your cover letter to the hiring manager—preferably by name. The most traditional way to address a cover letter is to use the person's first and last name, including "Mr." or "Ms." (for example, "Dear Ms. Jane Smith" or just "Dear Ms. Smith").
1. Personalization. Address the hiring manager or recruiter by name whenever possible. If the job posting doesn't include a name, research to find out who will be reviewing applications. Personalizing your cover letter shows that you've taken the time to tailor your application to the specific company and role. 2.
How to Write the Perfect Cover Letter #1. Choose the Right Cover Letter Template #2. Put Contact Information in the Header #3. Address the Hiring Manager #4. Write an Eye-Catching Introduction #5. Use the Cover Letter Body for Details #6. Wrap It Up and Sign It Cover Letter Writing Checklist 15 Cover Letter Tips 15+ Cover Letter Examples 5 ...
Read more: How To Name Resume and Cover Letter Files Cover letter example Here is an example of a cover letter to help you create your own: Anne Galindo 123-456-7890 [email protected] January 23, 2021 Dear Hiring Manager, I'm excited to be applying for the web developer position at [Company Name]. I've been programming websites and using ...
Employer name. Company Name. Street address. City, State. Salutation. Dear [Hiring Manager's Name], Opening Paragraph (Introduction) Your cover letter opening should contain a self-introduction. Write about who you are, where your expertise lies, where you found the job posting, and why you want to apply for the job.
Place your name, city, state, ZIP code, phone number and email address in your cover letter heading. Your email address should be professional like "[email protected]," and not personal like "[email protected]." Include links to your LinkedIn profile or professional online portfolio if you have one.
Here's What a Cover Letter Should Say: Who you are, and what position you're targeting. What makes you a good fit for the job. Why you want to join the company and what you have to offer. That you're available for an interview. Now, let's break it down section-by-section. 2.
Here's how to write a successful cover letter: 1. Stick to the Proper Cover Letter Format. Your cover letter should follow the best practices for writing business letters. Keep your cover letter short and to the point—in fact, your entire cover letter shouldn't be longer than 350 words.
To start your cover letter, introduce yourself. This means including your full name, your specific interest in the position and the reasons you've chosen to apply. If you got a referral to the job from another party, ensure to mention this in the first paragraph. 2. Mention your skills and qualifications.
The following steps can help you prepare the best cover letter: 1. Establish formatting. Following a few guidelines can help you write an effective cover letter. It's common for a cover letter to use left-aligned paragraphs with equal breaks between them and double spacing between the paragraphs.
A cover letter gives you a chance to say, "No, wait — here's why this could be a good match." ... but when people are dealing with hundreds of files named "resume," it's courteous to ...
You'll get more into the details after your opening paragraph, of course. But your cover letter opener should still tell the reader, "This person can do something for us," rather than, "This job would really help them.". 4. Stick to the point. Your opener, while creative, should still be relevant to the job.
The caveats I've learned to give when sharing these: • The writer has allowed me to share this here as a favor. Please remember she's a real person when you're commenting. • This writer's voice is her voice. It will not be your voice, and that's part of the point. • There is no single cover letter in the world that all hiring ...
No matter how much advice is out there, a lot of job seekers still seem baffled by the concept of using cover letters.They wonder if they really need a cover letter (); if it should just repeat what's in the resume (); if it has to be customized for every job (), and how long it should be (1 page max).But the burning question, the one that really seems to gets people's knickers in a twist, is:
A cover letter should include the following parts: Header. Salutation. Introduction. Body paragraph. Closing paragraph. Letter ending and signature. The following cover letter samples and examples will show you how to write a cover letter for many employment circumstances. Browse cover letters by job title for inspiration.
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.".
And to get them—or, at least, have a chance at getting them—you first need to capture the attention of hiring managers. And the best way to do that is to write compelling cover letters. So here are the three keys to writing cover letters that stand out. 1. Convey your personality, quirks and all.
Addressing a cover letter to a recipient with a professional title. If the recipient of your cover letter has a professional title, always include it. Someone with a PhD will be a doctor rather than a Mr/Ms. This also makes things easier if you need help deciding which personal pronoun to use. Addressing a cover letter without a named recipient
Cover Letter Copilot is an AI cover letter generator that acts as your ultimate assistant for applying to jobs. Say goodbye to the stress of cover letter writing by generating AI cover letters in less than 60 seconds. Finally, a free AI cover letter generator that sounds like you.
1. Use relevant details instead of buzzwords. Buzzwords and clichés like "hard-working," "go-getter," and "think outside the box" are overly used, provide limited information, and don't make your cover letter stand out. Instead, we recommend writing a cover letter that provides details and varied phrases.
A cover letter provides a personal touch, allowing you to explain your interest in the role and how your experiences align with the job description. A resumé offers a factual summary of your professional qualifications. When should I use a cover letter versus a resumé? You should use both a cover letter and a resumé in most job applications.
Whereas in a resume, you only need to list or briefly explain your skills, in a cover letter, you should tell a story to back up your claim. We have a complete guide on how to write a cover letter that will explain every step! Of course, if you want next-level help, you could also use our Cover Letter Builder.
Next, you'll want to adjust your resume to fit the job description and demonstrate a strong match for the role, says Jason LaMonica, COO of the staffing company Spec on the Job. Sharon Hull, MD ...
The image is titled Cover Letter vs Resume. An example cover letter is on the left with tips written below it. The cover letter reads: Malik Rabb (123)456-7891 [email protected] May 1, 2020 Dear Hiring Manager, I am grateful for the opportunity to apply for the associate marketing position at Retail Ocean. Storytelling through marketing is a true passion of mine, and I graduated with a four-year ...
This section is most useful when you hand your paper resume out at a career or networking event - unless you have something specific to highlight, consider leaving it off your resume. A cover letter will do a better job conveying your why, as well as your key abilities. When you submit electronically, many Applicant Tracking Systems (ATS) will often skip the summary section and look for those ...