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What to Say When Emailing a Resume (with Examples)

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.

Should I email my resume?

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!

General rules for emailing your resume

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.

What to say when emailing your resume – the detail

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:

Why you're emailing

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.

Your elevator pitch

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.

A call to action

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.

What to say when emailing a resume – sample messages

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.

What to say when cold emailing a resume

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

What to say when emailing a resume in response to a job posting

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

What to say when emailing a resume to a recruiter

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,

What to say when emailing a resume to follow up on a conversation

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

What to say when emailing a resume following a referral

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

Should you attach a cover letter when emailing a resume?

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!

How long does it take to hear back after emailing a resume?

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.  

What to write in a follow-up email

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.

Email with confidence

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.

Recommended reading:

How to Write the Perfect Goodbye Email to Co-Workers & Clients

The Networking Email That Works Every Time

How To Use AI To Prepare For A Job Interview

Related Articles:

Guide to Writing a Great Resume with No Work Experience

How To Write a Sick Leave Letter (with Template and Example)

Business Analyst Skills: Add to Improve Your Resume!

See how your resume stacks up.

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Nov 7, 2022

How to email a resume with 8 samples and templates

At some point during your career you’ll need to send your resume by email. Here's how you do it.

Lawrie Jones

Table of contents

Are you searching for a job? Thinking of applying?

Either way, at some point, you’ll need to send your resume by email.

When sending an email with a resume attached, you’ll need to ensure your message is targeted at the right person, provides all the information you need and hits the right tone of voice. 

How to email a resume

You might be wondering, what should I write in an email when sending a resume? That's what we show you in this guide on how to email a resume.

After going over the basic principles and essential things to note about emailing a resume, you can see 8 examples of resume emails.

What to write in an email when sending a resume

For each job, US employers can expect to receive around 250 resumes . Naturally, they’re looking for reasons to discard them. Informal emails, spelling mistakes, and grammar slip-ups will see your email filed under “Junk”.

Great resume emails are simple, straightforward and easy to understand. They’re not overly funny or attempt to be friendly. But they are professional and provide a little glimpse into your personality. 

The purpose of your email is simply to give the recruiter enough information so that they are encouraged to open your resume. This isn’t a cover letter, so you don’t need to go into vast levels of detail about who you are and why you’re applying, but a short “elevator pitch” is appropriate. 

10 things to include in every resume email 

Here’s a checklist of 10 things you should write in an email when sending a resume:

• Short introduction of yourself
• Statement about the position you are applying for (to avoid any misunderstanding!)
• Brief “elevator pitch” about why you should be considered for the position
• Previous experience with similar roles or relevant results of similar jobs
• Relevant personal information (more on this in the email format section)
• Contact details (including preference)
• Helpful information (such as if you’re going on holiday in the next few days, for example)
• Offer to answer any questions that the recruiter might have (about interview dates, for example)
• Request for information on the next steps
• And remember to attach your cover letter and resume!

Should you send a resume by email?

The answer is 100% yes. Sure, in many cases, you can submit your resume through an online form, so why should you send your resume by email?

Firstly, it creates a personal connection between you and the recruiter. You’ve taken the initiative to email them, and that’s more effective than the anonymity of a web form. 

Secondly, you’re not constrained by character counts. That means you can go into as much detail as you wish (as we explain below, don’t overload the recruiter with too much information). 

Thirdly, establishing a dialogue through email enables you to send follow-up emails if you need to – and in many cases, you will need to. Even the best-planned recruitment processes can be hit by delays , so be prepared to send a follow-up (and use our guide to help!).

Use a professional email address for your resume

Like it or not, your email address is an integral part of your first impression and silly email addresses can harm your chances of getting a job, say the experts. It takes seconds to set up a new online email account, so why put your job search success at risk? 

Some people use their work email accounts to send out resume emails. While it’s not a no-no, it’s risky. Someone may inadvertently see the message, or 

Sending resume email format

Hiring managers and executives are busy people, so you want to keep your email short and sweet. By stripping your messages back to the basics, they’re quicker and easier to write – which means you can spend more time searching for jobs!

When sending a resume email, use a professional format like this:

• Resume email subject line
• Email body (following our top 10 tips for effective resume emails)

Let’s look at the critical aspects of every resume email in more detail.

1. Subject line for resume email

Your resume email is a critical part of the process. Some online guides suggest you try to be friendly or funny, but don’t. Instead, please stick to the basics, keep things simple and make it easy for anyone to understand what your email is about. 

Here are some principles for effective resume email subject lines:

• Label your email “Job application” or “Application for”
• Include the job title in the subject line
• Add a reference number

Here’s how this can work in practice:

• Job application – Marketing Director – REF000111
• Application for Marketing Director – REF000111
• Resume attached – Marketing Director position – REF000111

Of course, you can experiment and develop your own resume email subject lines. In some industries, the creative sector, you may be bolder. 

2. Email body for sending resume

The email body is where you go into details about who you are, what job you’re applying for, and why. We’ve detailed the critical parts in include in your email body above, but as a brief recap, every resume email should include the following:

• Introduction to you
• Details of the job you’re applying for (including a reference number)
• A short explanation of why you’re applying
• Any other information 

It sounds like a lot, but you can cover it in a few short sentences. See our resume email examples below to see how we’ve achieved this. 

3. How to end a resume email

The end of your resume email is your opportunity to offer to answer any questions and ask about the next stage in the process. 

As well as a closing statement, you should provide the essential information the recruiter might need. Always end your resume email with the following:

• Phone number
• Relevant social media links, like LinkedIn and Twitter
• Attach your cover letter and resume

4. Best resume email closings and sign-offs

Resume emails aren’t about being cool but clear, polite, and professional. Go with a classic email sign-off such as “look forward to hearing from you” or “kind regards”, and avoid exciting endings and exclamation marks (“Thanks!!!”).

8 resume email samples

We’ve unpacked the basics of a great resume email. Now it’s our chance to show you how to put everything into practice with 8 resume email samples.

We’ve tried to provide sample resume emails that cover several common situations. These templates include the essential hints and tips we’ve developed. 

Templates are great ways to learn how to format messages, but be sure to adapt and update these resume emails before sending them.

1. Sample email to send resume for job

This is a standard sample email for sending a resume for a job. This is a classic template that suits all circumstances, services, and sectors.

It’s not the most exciting, but it’s quick and easy to adapt, meaning you can send more applications faster. More applications mean more chances to secure a new job.

2. Sample email to send resume to recruiter

Recruiters can include those working in job agencies, internal recruiters and HR partners.

The flow of information is the same as the standard template above, but we add more detail about essentials that recruiters will need, including start dates, notice periods, and leave.

3. Simple sample email to send resume for job

If you have already had an interview with the company and you were asked to send a resume, keep it brief and simple. Sending a resume before an interview provides some vital background information and context for the company, so it’s worth doing if you can. 

4. Sample follow-up email after sending resume

As we’ve explained, you’ll likely have to send many resumes before securing a response or an interview.

If you’re excited about a position or want to understand the next steps in the process, here’s a sample follow-up email after sending a resume that you can use.

5. Sample email cover letter with attached resume

Some recruiters and some companies will request a cover letter alongside a resume. When this is the case, you can assume the recruiter will read your cover letter, which means your email can be much shorter and more precise.

There’s no need to go into much detail about why you’re passionate about the position. See what we mean in this sample email cover letter with the attached resume.

6. Thank you for considering my resume email sample

Some job seekers stop contact when they receive a no. Others will send a thank you email for considering a resume, which can establish a relationship. Here’s a classic “thank you for considering my resume” email sample.

7. Asking someone to review your resume email sample

Writing a resume isn’t easy, and after spending days poring over the details, it’s often a good idea to get someone else to check it before you send it. So here’s a sample email asking for someone to review your resume.

8. Sample how to respond to a resume received email

If you’re a manager or recruiter, you’ll probably have to send hundreds of emails responding to resumes. Here’s a standard professional sample response that you can cut and paste.

Best email template for sending resume

You’ve read our 8 sample resume samples, but we’ve saved the ultimate email for last. Here’s the best email template for sending a resume by email. 

Final words on sending your resume via email

If you’re searching for a job, you’ll spend lots of time sending out your resume. By breaking things down into chunks, it’s easier to apply them in practice.

When you come to write your resume emails, remember to follow our top tips, be professional and provide some insight into your personality.

You’ll likely experience rejection when sending out your resume, but don’t be disheartened. Your perfect job could be an email away!

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What To Write in an Email When Sending a Resume to an Employer? (+3 Email Templates)

• Klara Cervenanska , 
• Updated January 12, 2024 7 min read

Have you found a job posting that asks you to submit your resume via email? Or maybe you’ve decided to approach your dream company directly. If so, you’re probably asking yourself right now — what to write in an email when sending my resume so I will stand out?

Sometimes employers provide clear instructions on what the email format should include. If that’s the case, follow the employer’s directions closely. 

But if you can’t find any instructions, don’t worry — you can follow the best practices described in this article!

Additionally, there are also 3 email templates for what to write in an email when sending a resume to an employer that you can download and edit to your liking.

Table of Contents

Click on a section to skip

3 sample emails for sending your resume to recruiters:

How to email a resume: a few tips to keep in mind before sending the email.

• Write an effective subject line. It's the first thing they're going to see

Email body for sending a resume: Keep it crisp, yet formal

Attaching files — resume and cover letter, what should you do before sending your email, what to write in your resume email key takeaways.

Feel free to use any of these templates as your first draft.

#1 Template of an email to send with your resume

#2 template of an email to send with your resume, #3 template of an email to send with your resume.

Additionally, these 10 more job application email templates will give you the help you need at any stage of the hiring process.

Finally, if you already have a fantastic LinkedIn profile but no resume, there's no need to write your CV from scratch. You can  convert your LinkedIn profile into resume  in seconds.

Before you start writing, ask yourself this:   Who is the person you're writing to?

Try to find the hiring manager's contact details so you can address them by name. A slightly more personal approach can decrease the chance of your resume being forgotten or disposed of.

Remember that   your email address needs to be professional . Emails like julezizcoolz@yahoo may have been cool in 2005, but not anymore. Instead, create a professional email address that consists of your first and last name.

You should also consider when to email your resume. In general, you want your email to be among the first ones they receive that day. This means you should send it very early — ideally before 8am.

The same applies for days of week. The later in the week you send your email, the lower the probability that someone reviews it. This is why you should send it very early on a Monday morning.

Naturally, do not put off applying if it's a first come first serve kind of job application. 

Key takeaways:

• Look up the hiring manager's contact details;
• Your email address needs to be professional;
• Send it on a Monday, ideally well before 8am;

Write an effective subject line. It's the first thing they're going to see

Sure, the subject line is just a tiny part of the whole email. However, it's also the very first thing the recruiter is going to see. That's why you want the subject line of your resume email to be absolutely spot on.

First of all, check the job posting for instructions regarding the submission. There may be a preferred subject format the company uses. If that's the case, then you need to stick to it.

However, if there are no instructions, you should stick to the standard format for subject lines :

• Subject: ‘Job application’ – Job title, Job ID (if applicable) — Your Name
• Example: Job application – Office Manager, Job ID #1553 — Ian Lumberjack
• Example (with referral): Referral from John Wick: Job application – Graphic Designer, Job ID #1554  — Nina Hughes

If someone recommended you for the job, definitely make this clear in the subject line. You can add your title or qualification if you wish — but remember, keep the subject line succinct.

Start off with a formal greeting and address the hiring manager by name (preferably last name).

In the first short paragraph you should state who you are, why you are sending this email and what the email contains.

Continue the next paragraph with a short but effective introduction of your best and proudest achievements. Of course, only mention those achievements that are relevant for the job. Close this paragraph by saying what value you would bring to the company and which skills you will use to accomplish this.

In the closing paragraph you need to say that you're looking forward to hearing back from them and meeting in person. You may add a captivating call for action   but be careful not to sound rude or overly keen.

Yours faithfully (US English) or Yours sincerely  (British English).

And finally, a professional signature is a must! Remember to include your contact details.

[Your name]

[Your job title]

[Email address]

[Phone number]

[LinkedIn profile] -  optional 

Remember, you want to keep the body of the email short and succinct. Don't go in too much detail otherwise you might loose the hiring manager's attention. 

Keep in mind that you simply cannot elaborate on every accomplishment and every work experience due to limited space. The email needs to be informative and concise.

This should go without saying but, don't forget to attach your resume to the email! 

Consider whether it's relevant to also attach your cover letter . When you apply for a job in bigger companies you may actually benefit from sending your cover letter as well as your resume. Just remember not to repeat yourself too much in your email body and your cover letter.

Avoid naming the attachments generically or randomly. Names like fghjvh.pdf or resume2.pdf can make it hard for the hiring manager to find these documents later. Name your a ttachments in a way that makes them easy to find   — Name_Surname_Resume.pdf and Name_Surname_Cover_Letter.pdf

The best format for sending your resume and cover letter is .pdf or .doc. We suggest saving your documents as  PDFs , since it's a universally accepted file format, it's easy to open and will not distort the formatting of your documents.

If you’re considering sending a video resume, you should know  how to convert video to MP4 , as it’s the most common format supported across different browsers and devices.

Keep in mind that files should not be larger than 10MB. Otherwise  they might be considered suspicious.

Last but not least, before sending it out, get your resume analyzed to make sure it contains everything it should.

• Resume and cover letter need to be sent as attachments;
• Name your attachments in a way that makes them easy to find;
• Save documents in the PDF format;
• Files should not be larger than 10MB.

Before you send the email with your resume and cover letter, you should check it for any spelling or grammatical mistakes.

Having bad grammar is definitely not something you want to be remembered for. Ask a friend to proofread all your documents. It can make a big difference. 

Additionally, it may be a good idea to send yourself a test email to see whether the formatting and layout of the email is up to the expected standard.

Don't forget to test download and open your files. Check whether you've attached the right file(s).

Also, avoid using any colorful fonts, pictures or emoticons. 

We can check your resume for you.

Scan your resume for issues and see how it compares against other resumes in our database.

Sending your resume attached to a well-written email can be a very effective strategy. It can help you find a way around ATS algorithms that filter out unsuitable resumes before they can even get to an HR employee for evaluation.

So how do you write one?

• Before you start writing the email, make sure you know who to address. Knowing the hiring manager's name will make the email feel more personal and decrease the chance of it being forgotten.
• Your resume address should sound professional. Send your resume email early on a Monday morning for maximum effectiveness.
• We have provided you with email templates. No matter which one you choose, remember — keep the email short, informative and professional.
• Attach your resume and cover letter in the PDF format and name them in a way that makes them easy to find, for example  Name_Surname_Resume.pdf and Name_Surname_Cover_Letter.pdf
• After you have written the email and attached the documents, ask someone to proofread it for you to avoid any grammar errors and typos. Lastly, send yourself a test email to check the formatting and test download the files. 

After you send in your resume, cover letter and your job application, wait for a couple of days before sending a follow up email .

Christy's word of advice

For bigger companies, your application will probably be forwarded straight to the ATS, so just a short email referencing the attached cover letter/resume is fine. An exception is if you’ve been referred to them directly, in which case, keep it formal but mention the referee’s name. For smaller companies where your application is more likely to be manually reviewed, showing a bit of personality will help you to stand out.

Christy Morgan, Resident HR Expert

Concluding thought — even if you construct the perfect email to send with your resume, you still need to make sure you have an impressive resume and cover letter.  

We've got you covered. Check out these articles to help you create the perfect resume and cover letter:

• How to Write a Resume: The Only Resume Guide You’ll Need in 2024
• The Only Cover Letter Guide You’ll Need in 2024 (+Examples)

When emailing your resume to a hiring manager, start with a formal greeting using their last name. In the first paragraph, briefly introduce yourself and explain the purpose of your email. Next, highlight your most relevant and proud achievements, linking them to the value you can bring to the company and the skills you'll use to achieve this. Conclude by expressing your eagerness to hear back and the hope of meeting them in person. Sign off with "Yours faithfully" (US English) or "Yours sincerely" (British English), and include a professional signature with your contact details.

When sending your resume to a hiring manager via email, the subject should always include your name and purpose, e.g. Job application – Job title — Your Name .

In your email when sending a resume with a reference, briefly introduce yourself, mention the position you're applying for, and how you came to know about it. Specifically mention your reference's name and your relationship with them . Then continue by highlighting your most relevant and proud achievements, linking them to the value you can bring to the company. Conclude by expressing your eagerness to hear back and meeting them in person. Sign off.

Klara graduated from the University of St Andrews in Scotland. After having written resumes for many of her fellow students, she began writing full-time for Kickresume. Klara is our go-to person for all things related to student or 'no experience resumes'. At the same time, she has written some of the most popular resume advice articles on this blog. Her pieces were featured in multiple CNBC articles. When she's not writing, you'll probably find her chasing dogs or people-watching while sipping on a cup of coffee.

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How to Email a Resume to Your Employer With 7 Templates

Roberto Martinez

Last updated December 11, 2023

It’s a competitive job market across every industry. Spending hours to create an impressive resume is only half the battle. The other half is ensuring it lands in the hands of your potential employer in the most effective and professional manner. 

Imagine spending countless hours perfecting your resume, only for it to be overlooked due to a poorly crafted email. Heartbreaking, isn’t it? The initial email acts as a first impression, and just like an in-person meeting, you only get one shot at it. 

Even more importantly, employers value communication skills. The way you structure your email, your choice of words, and your overall tone give the employer a sneak peek into how you communicate. So, how do you nail it?

In this article, we will teach you how to write an email for sending your resume and ensure your resume gets the attention it truly deserves. We’ve also included 7 email samples and templates pertaining to ways and scenarios for emailing your resume.

So, let’s get started. 

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How to email a resume: What to include in your resume email and how to format it

Emailing a resume isn’t as straightforward as simply introducing yourself in an email , attaching a file, and hitting the ‘send’ button. You need to give it the same attention and ensure it is impeccable as you did with your resume. 

There’s a strategy involved to ensure your email isn’t just seen but also resonates with the hiring manager or recruiter . So, we will start by discussing the essentials of what you should include in your resume email and show you how to format it.

What to write in an email when sending a resume

Here is what you need to include in your email as you send the resume. 

1. Express interest with a statement about the target position

Begin by stating which position you’re applying for. This immediately tells the recruiter or hiring manager what to expect from the email and sets a clear context. And while you’re at it, don’t just tell, express interest. Show that you want the job and that you care. 

Example: “I am writing to express interest in the Marketing Manager position at XYZ Company…”

2. Write an elevator pitch

It is a short, 30-second snippet about yourself, your qualifications, and what makes you the right fit for the job. It's your chance to grab their attention right from the start and establish a difference with the competition. Think of this as selling yourself to the recruiter , your sales pitch, if you will.

Example: “I have over five years of experience  in digital marketing, and having successfully increased online conversions by 30% at my last role, I am excited about bringing my innovative strategies to a forward-thinking company like XYZ.”

3. Highlight relevant experience with similar roles or relevant results of similar jobs

Draw parallels between your past experiences and the role you’re applying for. Describe how your past has prepared you to handle the job with excellence. This section makes it easier for the recruiter to visualize you in the role, and they can immediately tell whether you’re fit for it. 

Example: “In my previous role as an Assistant Marketing Manager at ABC Corp, I spearheaded several social media outreach campaigns that led to a 20% rise in social media engagement and 50% brand recall.”

4. Point out that you’ve attached your resume (and cover letter, if applicable)

This might seem obvious, but it’s a courteous reminder that directs the employer to look for the attached documents. It is the main reason you are reaching out to them, and you want to make sure they don’t miss it. 

Example: “I have attached my resume and a cover letter for your perusal.”

Here are a few things you need to keep in mind for this:

File names to send resume: Rename your files to be clear and professional (e.g., "JohnDoe_Resume.pdf" or "JaneSmith_CoverLetter.docx").

File formats: PDF is often preferred because it preserves formatting. Ensure the employer has not specified a different format.

Cover letter: If the job description asks for a cover letter, or if you believe it will enhance your application, attach one. Some candidates even choose to paste their cover letter into the body of the email.

5. Offer to answer any questions that the recruiter might have (about interview dates, for example)

The idea here is for you to show your openness and indicate that you’re available for any follow-up or clarification as you email your resume to an employer. 

Example: “Should you have any questions or require further details, please don’t hesitate to contact me. I am also flexible for an interview at a time that’s convenient for you.”

6. Add your contact details and other relevant or helpful information

While your resume will have your contact details, writing them in the email ensures they’re easily accessible. This could include your phone number, your professional email address, your LinkedIn profile, or even a personal website if relevant.

Example: “You can reach me directly at (555) 123-4567 or via LinkedIn at linkedin.com/in/yourname.”

7. Request information on the next steps

Show eagerness and interest in moving forward in the recruitment process. You can make this your call to action, and it’ll entice them to give you a response as you wait — paving the way for further communication. 

Example: “I would appreciate the opportunity to learn more about the selection process and any next steps that might be coming up.”

Resume email format

We've covered the information your email must contain to be effective. Now, you need to know how to structure it in an email. As you can tell, the email you send here needs to be professional and use a formal tone. So, the format needs to be that of a formal email with:

A clear subject line

An email body

A professional email closing

1. Subject line: How to write the subject line of an email when sending a resume 

Your subject line is the first thing the recruiter sees. You are emailing them for a clear and simple reason. So make sure the subject line tells them what that reason is. It should be clear, to the point, and relevant to the job application. Here are some tips:

Mention the job title.

If there’s a job reference number, include it.

Personalize it if you know the recruiter’s name.

“Application for content writer position - [your full name]”

“Job application (#12345): [your full name] for sales manager role”

“Referral from [referrer’s name]: [your full name]’s application for project manager”

2. Email body: How to write the body of a resume email

Your email body is where you give a brief introduction about yourself and explain why you’re a good fit for the job. This is where all the resume email essentials we discussed earlier go. It’s a more concise version of your cover letter. Here is how you write it with perfection:

Start with a professional email greeting . If you know the hiring manager's name, use it. If not, “Dear Hiring Manager” is a safe bet.

Briefly introduce yourself and express interest with a statement about the target position in the email opening line .

Show you’re a fit and sell yourself with an elevator pitch.

Highlight relevant experience with similar roles or relevant results of similar jobs

Mention that you’ve attached your resume (and cover letter, if applicable)

Show your openness by offering to answer any questions the recruiter might have (about interview dates, for example)

Add your contact details and other relevant or helpful information

Request for information on the next steps

3. Email closing: How to end an email sending a resume

The closing of your email should be professional and courteous. It’s also an opportunity to express gratitude and show enthusiasm for the next steps. Here are the components of an effective email closing when sending a resume:

Gratitude-driven closing line

Professional sign-off: Use professional sign-offs like “Sincerely”, “Best regards”, or “Kindly”.

Professional signature: Create an email signature that encompasses your full name and ways to get in contact with you. 

7 email sample for sending your resume for a job

Let’s explore three types of emails you might send during the job application process, each serving a unique purpose.

1. Sample email for sending a resume

This is basically an initial email to a prospective employer, and it serves as your digital handshake, setting you up for all further interactions. This introductory outreach email must strike a balance between showcasing your qualifications and expressing genuine interest in the role. 

Research the company and the role you’re applying for. By understanding the organization’s overarching goals and needs and how you fit in, you can tailor your email content to resonate more effectively with the hiring manager. Here is a resume email sample you can use:

Subject line: Graphic designer application - [your full name]

Dear [hiring manager’s name],

My name is [your full name]. I am writing to express interest in the Graphic Designer position at [company name] that was advertised on [job board/company website]. My [x years] of experience in design positions me as an ideal candidate for this role.

In my previous job at [previous company], I was responsible for [brief elevator pitch of accomplishments, skills, or duties that align with the new role]. I invite you to review my attached resume for more detailed information on my background and skill set.

If you have any questions about my application or would like to discuss the role further, please feel free to contact me.

Thank you for considering my application. Could you kindly provide information on the next steps in the hiring process?

Best regards,

[your full name]

[your signature]

2. Sample email for sending your resume for a position you’ve been referred to

Referral emails harness the power of professional relationships. When someone vouches for your skills, it adds a layer of trust to your application. When writing this email, make sure to acknowledge the referring individual early on, as this connection may impact the hiring manager’s decision. 

Display gratitude for the referral and ensure that your message underscores the synergies between your experience and the role’s requirements. Here is an email sample you can emulate:

Subject line: Referral from [referrer’s name]: sales executive position

Greetings! I am reaching out to apply for the Sales Executive role at [company name], a position I learned of through a referral from [referrer’s name].

I have a proven track record of increasing sales by [x%] in my last role at [previous company]. My experiences make me an excellent fit for this opportunity, as illustrated further in my attached resume.

I am open to any questions you might have and would be happy to discuss the role and my qualifications further. 

Thank you for your time and consideration. What would be the next steps in the selection process?

3. Sample follow-up email after sending your resume

See this email as a gentle nudge, a reminder of your enthusiasm for the role. That means your email shouldn’t come across as impatient but rather as a testament to your eagerness. 

The email should reiterate key points from your initial email and highlight your continuous interest in the position. 

Also, understand that timing is crucial—too soon, and you might appear desperate; too late, and the opportunity might have passed. Here is an email sample for this:

Subject line: Follow-up: [your full name]’s application for data analyst position

I wanted to follow up on my application for the Data Analyst position at [company name], which I submitted on [Date].

As previously mentioned, I have a deep interest in joining your team and contributing my analytical skills to your esteemed projects. I invite you to review my resume for additional details on my qualifications.

If you have any further questions or require more information, please don’t hesitate to reach out. 

Thank you again for your time and consideration. May I inquire about the next steps in the application process?

Kind regards,

4. Sample email cover letter with attached resume

An email cover letter with an attached resume is a concise version of a traditional cover letter. When you’re sending your resume via email , the cover letter content can be inserted in the body of the email itself, serving as an introduction to the attached resume. 

It should capture your qualifications and enthusiasm for the job while prompting the recruiter to view the attached document. Here is a sample email template you can use for this:

Subject line: Marketing specialist application - [your full name]

I am writing to apply for the Marketing Specialist position at [company name]. With over [x years] of experience in [specific skill], I believe I am a perfect fit for this role. My attached resume provides detailed insights into my achievements and skills.

Thank you for considering my application. I look forward to the possibility of contributing to your team.

Warm regards,

5. Sample email for sending your resume for internship applications

When sending an email for an internship application, what will make you succeed is your passion for the field, your eagerness to learn, and how the internship aligns with your educational journey. This initial outreach sets the tone for your potential internship experience.

Here is an email sample you can use to write this effectively: 

Subject line: Internship Application for [department/role]

Dear [hiring manager’s Name],

I am [your full name]. I am reaching out to express my interest in the [specific internship role] at [company name]. I am a [your major] major at [your university], and I believe this internship will provide experience aligning with my academic pursuits. Please find my resume attached.

Thank you for considering my application. I am enthusiastic about learning and contributing to your team.

[your university email address]

6. Sample email for expressing gratitude after sending resume

An email expressing gratitude after sending a resume can be a courteous way to reinforce your interest in the position and appreciate the recruiter’s time. This email should be succinct, showing gratitude while subtly reminding them of your application.

Here is a sample you can use:

Subject line: [your full name]’s application for [job role]

I wanted to extend my gratitude for considering my application for the [specific role] at [company name]. I genuinely appreciate the time you invest in the hiring process and remain enthusiastic about the opportunity to join your team.

[your phone number]

7. Sample email for asking someone to review your resume

When seeking feedback on your resume, approach the person politely, stating why you value their perspective. This email should convey respect for the individual’s time and expertise, making it more likely they’ll assist. Here is an email template for this:

Subject line: Resume review request 

Hello [person’s name],

I hope this finds you well. As I embark on my job search, I am hoping to refine my resume and would immensely value your expertise and feedback. 

Given your experience in [specific field or role], your insights would be invaluable. If you have some time, would you mind reviewing my attached resume?

Thank you so much for considering my request. I genuinely appreciate your time and guidance.

Best wishes,

Key takeaways

When it comes to emailing your resume, always consider the email the email body a concise version of a cover letter. Start with a professional greeting, introduce yourself briefly, express your interest in the position, highlight relevant experiences, and always mention any attached documents like your resume or cover letter.

Ensure that your resume (and cover letter, if applicable per the job posting) is attached to the email. It's recommended to send them as PDFs to preserve formatting. Also, name your files professionally, ideally using your name and the document type (e.g., "JohnDoe_Resume.pdf").

Your email address , tone, and content should all exude professionalism. It's best to use an email address that incorporates your name rather than nicknames or unrelated phrases. Your tone should be respectful and formal, avoiding slang or overly casual expressions.

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How To Write an Effective Email Cover Letter (Template + Examples)

3 key takeaways

• An email cover letter is typically sent alongside a resume.
• Learn the structure and format of a winning email cover letter, and how to create your own.
• Teal’s AI Cover Letter Generator simplifies the process of creating cover letters tailored to each job.

When applying for a job online, an email cover letter is a crucial part of your application. It's your introduction, providing a personalized narrative that complements your resume and demonstrates your fit for the role.

A well-written email cover letter can distinguish you from other candidates and improve your chances of securing an interview.

This guide walks through best practices for writing an email cover letter, emphasizing the importance of personalization and professionalism.

Struggling to craft the perfect email cover letter? Get started with Teal’s AI Cover Letter Generator for free.

What is an email cover letter?

An email cover letter is a document sent with your resume when applying for a job online or via email. It's an introduction to your qualifications and interest in the role.

Email cover letters have become a standard part of the job application process, often serving as the first impression you make on a potential employer.

The primary role of an email cover letter is to complement your resume by providing context and a personalized narrative that demonstrates your fit for the position. An effective email cover letter can set you apart from other candidates and increase your chances of securing an interview.

Why email cover letters matter

Crafting a compelling email cover letter is more important today than ever before.

A well-written email cover letter can make the difference between your application being noticed or getting lost in a "maybe" bin with other candidates. It lets you showcase your personality, highlight your most relevant skills and experiences, and demonstrate your genuine interest in the position and company.

Plus, an impressive email cover letter can set the stage for a successful job interview.

It gives hiring managers a glimpse into your communication skills, attention to detail, and professionalism—all qualities employers highly value. A memorable email cover letter can pique the hiring manager's interest and make them eager to learn more about you during an interview.

In essence, your email cover letter is a powerful tool for marketing yourself, distinguishing your application, and increasing your chances of landing your dream job.

How to write an effective email cover letter

An effective email cover letter requires a strategic approach to capture the employer's attention and demonstrate your suitability for the role.

Follow these steps to craft a compelling email cover letter:

1. Craft an attention-grabbing subject line

Your subject line is the first thing the employer sees, so make it count. Use a clear and concise subject line that includes the job title and your name.

Marketing Manager Position - John Doe.

2. Address the recipient appropriately

Start your email cover letter with a proper salutation, addressing the hiring manager by name, if possible. If the name is unavailable, use a respectful greeting. 

Dear hiring manager,

3. Write an engaging introductory paragraph

In the opening paragraph, briefly introduce yourself, express your enthusiasm for the role, and provide a hook that piques the reader's interest.

Consider mentioning a mutual connection or a notable achievement relevant to the position.

4. Highlight your qualifications and fit for the role

The main body of your email cover letter should showcase your qualifications, experiences, and skills that align with the job requirements.

Quantify your resume and provide specific examples that demonstrate your potential value to the company. Mention how you can contribute to their success and why you are the ideal candidate.

Teal's AI Cover Letter Generator helps job seekers craft compelling cover letters that effectively highlight their accomplishments. 

Teal is able to analyze job descriptions to identify the most relevant skills and experiences to emphasize. It then helps you articulate these professional achievements more clearly and persuasively, ensuring your cover letter stands out.

Whether you're detailing a project that boosted sales by 25 percent or explaining how you led a successful team, Teal's AI Cover Letter Generator ensures your accomplishments are presented in the most impactful way, increasing your chances of making a strong impression on potential employers.

5. Express enthusiasm and a call to action

Conclude your email cover letter by reiterating your interest in the role and the company.

Express your enthusiasm for the opportunity and provide a call to action, such as requesting an interview or discussing your qualifications further.

6. Use a professional sign-off

End your email cover letter with a professional closing, such as "Sincerely," "Best regards," or "Thank you for your consideration."

Need help overcoming writer's block? Learn how to generate a great cover letter with ChatGPT cover letter prompts .

Tips for writing compelling email cover letters

Writing your first cover letter can be intimidating. Follow these tips to set yourself up for success:

• Keep it concise and focused: Aim for a length of three to four paragraphs, highlighting your most relevant qualifications and experiences.
• Personalize for each application: Tailor your email cover letter to the specific job and company, demonstrating your understanding of their needs and how you can contribute.
• Proofread carefully: Ensure your email cover letter is free from spelling, grammatical, and formatting errors, as it reflects your attention to detail.
• Incorporate keywords from the job description: Use relevant keywords and phrases from the job posting to show your alignment with the role's requirements.

Following a clear, professional format is crucial for creating an email cover letter that makes a strong first impression.

Writing email cover letters with AI

Struggling to craft the perfect cover letter for each job application? Research and compare the best AI cover letter writers to avoid writer’s block.

Teal's AI Cover Letter Generator takes the stress out of the process, allowing you to create effective, tailored cover letters in minutes, not hours.

With just a few clicks, its AI personalizes your cover letter to match any job description, highlighting your most relevant skills and experiences.

Plus, Teal intelligently adds keywords from the job descriptions to help make your cover letter more ATS-friendly, ensuring your application stands out with a professional, customized cover letter every time.

Proper email cover letter format

The standard parts of an email cover letter include:

1. Subject line

Your email cover letter's subject line is the first thing a hiring manager or recruiter will see. It's your chance to make a strong first impression and entice them to open your email.

When crafting your subject line, aim for clarity and conciseness.

Clearly state the purpose of your email, such as "Application for [Job Title] - [Your Name]."

This immediately lets the reader know what the email is about and who it's from.

Avoid using generic subject lines like "Resume" or "Job Application.” While descriptive, those terms are too vague and overused in application subject lines and, therefore, more likely to be overlooked.

To make your subject line stand out, consider including a unique selling point or achievement that aligns with the job requirements. This gives the reader a reason to learn more about you.

Lastly, keep your subject line short and sweet, ideally under 60 characters. That way it won't get cut off in the recipient's inbox preview.

Email cover letter subject line example:

Experienced Software Developer with Expertise in [Relevant Skill]

2. Salutation

One of the most important aspects of your email cover letter is addressing it to the right person.

Whenever possible, aim to find the hiring manager's name or person responsible for filling the position. This shows you've done your research and are genuinely interested in the role.

To find the hiring manager's name, review the job posting carefully. Sometimes, the contact person doesn't have their name listed in the ad. If not, visit the company's website and look for a "Team" or "About Us" page. You might find the name of the department head there.

If you still can't find a name, try searching for the company on LinkedIn. Look for people with titles like "Hiring Manager," "Recruiter," or "Human Resources Manager." You can also search for the head of the department related to the position.

If you exhaust all these options and still can't find a name, using a general salutation is okay.

"Dear Hiring Manager," "Dear Recruiting Team," or "Dear [Department] Team" are all appropriate choices. Avoid outdated salutations like "Dear Sir or Madam" or "To Whom It May Concern."

3. Opening paragraph

Your opening paragraph captures the hiring manager's attention and entices them to read further.

Keep your opening paragraph of your email cover letter short and impactful, ideally no more than three to four sentences.

Remember, your goal is to quickly capture the hiring manager's interest and encourage them to continue reading your email cover letter to discover how you can contribute to their organization's success.

Try the following to get started: 

• Express your enthusiasm for the opportunity and the company to make a strong first impression.
• Briefly mention how you discovered the position, whether it was through a job board, referral, or the company's website.
• Explain why you are interested in the role and company.
• Showcase your knowledge of the company’s mission, values, or recent achievements.
• Highlight one or two key qualifications that make you an excellent fit for the position.

Email cover letter intro example:

I was thrilled to come across the Marketing Manager position at [Company Name] on [Job Board]. With my 5+ years of experience in digital marketing and my passion for data-driven strategies, I am confident I would be a valuable asset to your team.

4. Body paragraphs

One of the most important aspects of crafting an effective email cover letter is showcasing your relevant skills and experience.

To make a strong impression on the hiring manager, carefully select the most impressive and pertinent qualifications from your background that align with the job requirements.

• Review the job description and identify the key skills, experience, and qualities the employer is seeking.
• Choose examples from your work history that demonstrate your proficiency in these areas.
• If the job posting emphasizes strong project management abilities, highlight a time when you successfully led a complex project from start to finish.
• Provide concrete details about your role, the challenges you faced, and the positive outcomes you achieved.
• Quantify your accomplishments wherever possible using hard numbers and metrics.
• Instead of stating you "improved sales," specify that you "boosted sales by 25% within the first quarter."
• Incorporate keywords and phrases from the job description into your email cover letter.

Many companies use applicant tracking systems (ATS) to screen candidates based on the presence of specific keywords. Naturally integrating these terms into your resume and cover letter also increases your chances of passing through the ATS and landing an interview.

Remember, the goal is to clarify to the hiring manager that you possess the necessary skills and experience to excel in the role.

5. Add a call to action

As you wrap up your email cover letter, be sure to finish strong and leave a lasting impression on the hiring manager. This is your golden opportunity to reiterate your enthusiasm for the role and the company, as well as your confidence in the fit.

Start by briefly recapping your key qualifications and how they align with the position's requirements. This reinforces why you're a strong candidate and reminds the reader of the value you can bring to their team.

Then, clearly state your desire to further discuss the opportunity and learn more about how you can contribute to the organization's success.

This call-to-action demonstrates your proactive approach and eagerness to take the next step in the hiring process.

6. Signature

Finally, end with a polite and professional sign-off.

Best regards, Sincerely, Thank you for your consideration.

Include your full name and contact details below your sign-off to make it easy for the hiring manager to reach out to you.

By leveraging AI to streamline formatting, you can ensure each email cover letter maintains a polished, professional appearance while focusing your time on tailoring the content to make a compelling case for your candidacy.

Need a bit of added help? Check out this resource to learn how to format your cover letter and stand out from the crowd.

Email cover letter sample

To help you visualize what an effective email cover letter looks like, let's explore a few examples for different scenarios:

Email cover letter example: marketing manager position

Subject : Experienced Marketing Manager Excited About [Company Name] Opportunity Dear [Hiring Manager's Name], I was thrilled to come across the Marketing Manager position at [Company Name]. With my 5+ years of experience leading successful marketing campaigns and driving brand growth, I am confident I would be a valuable addition to your team. In my current role at [Current Company], I have spearheaded several digital marketing initiatives that have increased website traffic by 40% and generated a 20% increase in lead conversions. I am well-versed in developing data-driven strategies and collaborating with cross-functional teams to achieve measurable results. I am particularly drawn to [Company Name]'s mission of [Company Mission] and believe my skills and experience align perfectly with the goals you aim to achieve. I would welcome the opportunity to further discuss how I can contribute to your marketing efforts and help drive your company's continued success. Thank you for considering my application. You will find my resume attached for your review and look forward to the possibility of an interview. Best regards,  [Your Name]

Why it works

This email cover letter works effectively for several reasons:

• Personalized salutation : Addressing the hiring manager by name shows that the applicant has taken the time to research and personalize their application, which demonstrates genuine interest in the position and company.
• Clear and enthusiastic introduction : The opening sentence clearly states the position applied for and expresses enthusiasm, capturing the hiring manager's attention right away.
• Relevant experience and achievements : The applicant highlights their 5+ years of experience and provides specific, quantifiable achievements, such as increasing website traffic by 40 percent and lead conversions by 20 percent. This demonstrates their ability to deliver results and adds credibility to their application.
• Alignment with company mission : By mentioning the company’s mission and explaining how their skills and experience align with the company's goals, the applicant shows they have researched the company and understand its values and objectives.
• Collaborative skills : The applicant emphasizes their ability to work with cross-functional teams and develop data-driven strategies, showcasing their collaborative and analytical skills, which are valuable in a marketing role.
• Professional and polite closing : The closing paragraph reiterates the applicant’s interest in the role, thanks the hiring manager for their consideration, and includes a call to action by expressing eagerness for an interview. This leaves a positive and proactive impression.
• Attachment of resume : Mentioning the attached resume ensures the hiring manager is aware of where to find it, providing a complete picture of the applicant's qualifications.

Overall, this email cover letter is concise, well-structured, and tailored to the specific job and company, effectively showcasing the applicant's qualifications and enthusiasm for the role.

Email cover letter example: software developer position

Subject : Passionate Software Developer Ready to Contribute to [Company Name] Dear [Hiring Manager's Name], I am writing to express my strong interest in the Software Developer position at [Company Name]. As a skilled developer with extensive experience in [Programming Languages/Frameworks], I am excited about the opportunity to bring my technical expertise to support your mission. During my time at [Current Company], I have been responsible for developing and maintaining several complex applications. One notable project involved creating a user-friendly web application that streamlined internal processes, resulting in a 30% increase in efficiency. I pride myself on writing clean, maintainable code and collaborating effectively with team members. I am impressed by [Company Name]'s commitment to pushing the boundaries of technology and creating cutting-edge solutions. I believe that my problem-solving skills and passion for innovation make me an ideal fit for your development team. I have attached my resume, which further highlights my qualifications and experience. I would appreciate the opportunity to discuss how I can contribute to [Company Name]'s success. Thank you for your time and consideration. Sincerely,  [Your Name]

This email cover letter works well for several reasons:

• Personalized salutation : Addressing the hiring manager by name shows the applicant has taken the time to research and personalize their application, demonstrating genuine interest in the position and company.
• Relevant technical skills : The applicant mentions their experience with specific programming languages and frameworks, highlighting their technical expertise and aligning with the job requirements.
• Quantifiable achievements : The applicant provides a specific example of their work, noting a 30 percent increase in efficiency from a user-friendly web application they developed. This demonstrates their ability to deliver tangible results and showcases their impact on previous projects.
• Alignment with company goals : By expressing admiration for the company’s commitment to innovation and technology, the applicant shows they have researched the company and aligns with its values and mission.
• Highlighting key strengths : The applicant emphasizes their problem-solving skills, passion for innovation, and ability to write clean, maintainable code, which are essential qualities for a software developer.
• Attachment of resume : Mentioning the attached resume ensures that the hiring manager is aware of additional details supporting the application, providing a complete picture of the applicant's qualifications.

For more inspiration and guidance, check out Teal's extensive collection of cover letter examples spanning various industries and roles.

How to proofread and edit your email cover letter

A well-polished cover letter demonstrates attention to detail and professionalism, increasing your chances of impressing the hiring manager.

Before hitting send on your email cover letter, take the time to carefully proofread and edit your work by following these steps:

1. Review your email cover letter for any spelling or grammatical errors. Even minor mistakes can make you appear careless or unqualified.

2. Use spell-check tools and read through the content slowly to catch any typos or awkward phrasing.

3. Assess the overall flow and tone of your writing. Does your email cover letter have a logical progression of ideas? Is the tone appropriate for the company culture and industry?

4. Make sure your personality shines through while maintaining a professional demeanor.

5. Get a second opinion. Consider having a trusted friend, family member, or mentor review your email cover letter as well. 

A second set of eyes can often spot issues you may have missed and provide valuable feedback for improvement.

Remember, a little extra effort in the editing process can go a long way in making a positive first impression on potential employers.

How to send your email cover letter

Once you've crafted a compelling email cover letter, you need to send it correctly to ensure it reaches the hiring manager and makes the desired impact.

1. Use a professional email address

Create an email address that includes your name, such as [email protected] . Avoid using casual or outdated email addresses that could undermine your credibility.

2. Attach your cover letter and resume

Use widely accepted file formats such as PDF or Microsoft Word (.doc or .docx). PDF resumes are often preferred because they preserve the formatting and layout of your documents across different devices and platforms.

3. Name your attachments professionally

Name your attachments clearly, such as "FirstName_LastName_Cover_Letter.pdf" and "FirstName_LastName_Resume.pdf."

This makes it easy for the hiring manager to identify and keep track of your application materials.

4. Double-check before sending

Before hitting send, double-check that you've attached both your cover letter and resume.

It's also a good idea to test your email by sending it to yourself or a friend to ensure that the attachments open correctly and the formatting appears as intended. This extra step can help you avoid any last-minute technical issues that could derail your application.

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One of the most significant advantages of using Teal's AI Cover Letter Generator is its ability to create customized content for each application. The tool analyzes the job description and incorporates relevant keywords and phrases, demonstrating to hiring managers that you're a strong fit for the role. This level of customization can significantly increase your chances of standing out from other job seekers.

Rather than starting from scratch for each application, you can leverage AI suggestions to quickly assemble a polished email cover letter. This efficiency allows you to focus your energy on other aspects of your job search, such as networking and interview preparation.

Try out Teal's AI Cover Letter Generator today.

Frequently Asked Questions

Is it okay to write a cover letter in the email body.

It depends on the company size and hiring process. Small companies with fewer applications to manage may prefer the cover letter in the email, while larger companies will need it as an attachment to add to a candidate’s file.

Can the email message itself serve as the cover letter?

In some cases, the email message can serve as your cover letter, particularly if the job posting explicitly states this preference. If taking this approach, craft the email with the same level of care and attention you would give to a formal cover letter document.

How to choose between PDF and Word attachments?

When it comes to attaching your cover letter and resume, both PDF and Word resumes are generally accepted. PDFs are often preferred as they preserve the formatting and layout, ensuring your documents appear exactly as intended.

Nathan Thompson

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How to Send an Email Cover Letter (Examples)

By Status.net Editorial Team on November 15, 2023 — 13 minutes to read

An email cover letter is an opportunity for you to introduce yourself, highlight your qualifications, and explain why you’re the perfect fit for the job. Here are a few pointers to help you craft an effective email cover letter:

• Subject Line: Your subject line should clearly indicate the purpose of your email. Mention the job title you’re applying for and your full name, e.g., “Marketing Manager Application – Jane Doe.”
• Salutation: Address the hiring manager by their name, if possible. If you don’t know their name, a simple “Dear Hiring Manager” will suffice.
• Introduction: In the opening paragraph, you should mention the job title you’re applying for, where you found the job posting, and a brief introduction of yourself.
• Body: The body of your email cover letter should elaborate on your qualifications and experiences that are relevant to the job. Focus on showcasing your skills, achievements, and how you can contribute to the company’s success. Be sure to tailor your content to the specific job and company, demonstrating that you’ve done your research.
• Closing: Wrap up your email cover letter by thanking the hiring manager for considering your application. Express your enthusiasm for the opportunity and reiterate your interest in the position.
• Signature: Sign off with a professional closing, such as “Sincerely” or “Best regards,” followed by your full name, email address, and phone number.

One more tip: as email systems can sometimes strip out formatting or not display it consistently, it’s best to stick to simple formatting options, such as bold text, bullet points, and clear paragraph breaks. If you want to include additional information, such as your resume, consider attaching it as a PDF file to ensure consistent formatting across different devices and email platforms.

Key Elements of a Cover Letter

Subject line essentials.

Your email cover letter should start with a compelling subject line that quickly grabs the recipient’s attention, especially since it’s competing with other emails in their inbox. Keep your subject line concise, clear, and informative. For example, you could use a format like: “Marketing Coordinator Application – Jane Smith” or “Re: Job Application for Graphic Designer (Job ID: 12345)”. Tailor your subject line to the company and position, so the recipient can easily identify your message’s purpose.

Email Signature and Contact Information

An email signature is an essential part of creating a professional presence in your email cover letter. Your email signature should include your full name, phone number, and any relevant links, such as your LinkedIn profile or online portfolio. This makes it easy for the recipient to contact you regarding your application. For example: Jane Smith Phone: 123-456-7890 LinkedIn: linkedin.com/in/janesmithexample Portfolio: janesmithportfolioexample.com

The Importance of Professional Email Address

A professional email address sets a good first impression and shows that you’re serious about your job search. Avoid using email addresses that are unprofessional or include personal information. Stick to a simple format like [email protected] or variations that include your first initial and last name.

Selecting the Right File Name

When attaching your resume or other documents, choose a file name that clearly identifies the content and includes your name. This makes it easy for hiring managers to locate your documents among numerous other files. For example, “JaneSmith_Resume.pdf” or “CoverLetter_JohnDoe.docx” are appropriate file names.

Understanding File Types

Submitting your documents in the appropriate file format ensures that they’re easily accessible and readable by the recipient. The most commonly accepted file formats are .doc, .docx, and .pdf. It’s a good idea to stick to these formats unless the job posting specifies otherwise. In most cases, PDF files are preferred as they maintain consistent formatting across different devices and platforms.

How To Create an Effective Cover Letter

Creating the greeting.

Begin your cover letter with a formal yet friendly greeting. Address the hiring manager by name if possible; you can find this information from the job posting, company website, or LinkedIn. If the manager’s name is unattainable, go for general but professional salutations such as “Dear Hiring Manager” or “To Whom It May Concern.”

Describing Your Experience and Skills

Showcase your relevant experience in the opening paragraph of your cover letter. Briefly pinpoint the role you’re applying for and how your background aligns with the position. Avoid regurgitating your resume; instead, focus on what unique skills make you the perfect candidate for the job.

As you describe your skills, use clear and concise language. Structure this section with bullet points to make it easy for the employer to read and digest:

• Skill 1: Why it’s relevant
• Skill 2: How it’ll benefit the company
• Skill 3: Examples of how you’ve used it before

Detailing Your Achievements

Next, outline your most significant and relevant achievements. These can include promotions, academic success, or other awards. Focus on accomplishments that display your skills, strategic thinking, and leadership capabilities. Use data to back up your claims – incorporate specific numbers and percentages indicating how you made a difference in your previous positions.

Following the Employer’s Instructions

Carefully read the job posting and any instructions provided by the employer when crafting your cover letter. If they ask for specific formatting or mention certain keywords, comply with their requests. You demonstrate your attention to detail and ability to assimilate by following their instructions.

Optimizing the Closing Examples

A strong closing further supports your candidacy and invites the employer to take further action. Reiterate your enthusiasm for the role and express your desire to contribute to the company’s success:

Example 1 : “I am excited about the opportunities posed by this role and am confident that my skills will allow me to excel at [Company Name]. I look forward to the opportunity to discuss my application further.”

Example 2 : “Thank you for considering my application. I believe my expertise in [Skill/Area] will greatly benefit [Company Name]. I look forward to discussing how I can contribute to your team.”

Remember to include your contact information and sign off professionally using “Sincerely,” “Best regards,” or a similar phrase.

Formatting Your Email Cover Letter

Choosing the right font and spacing.

When writing your email cover letter, start with a clean and easy-to-read font such as Arial, Calibri, or Times New Roman. Select a font size between 11 and 12, which is generally considered standard for professional correspondence. Use single-spacing throughout the body of your email cover letter and consider adding a space between each paragraph for better readability.

Ensuring Correct Spelling and Grammar

Before sending your email cover letter, thoroughly proofread it for any spelling or grammar errors. To catch mistakes, use the built-in spell checker in your email client, or consider using third-party tools. Additionally, reading your email cover letter out loud can help spot any awkward phrases or inconsistencies.

Formatting and Structure Tips

Here are some tips to format your email cover letter effectively:

• Subject line : Make sure to include a clear and concise subject line, such as “Job Application – Your Name – Job Title.” This will make it easy for the recipient to identify the purpose of your email.
• Salutation : Address the hiring manager by their first and last name, if you can find it, or use a general greeting like “Dear Hiring Manager.”
• Introduction : Introduce yourself and mention the position you’re applying for. Briefly explain why you’re a strong fit for the role.
• Body : Highlight your relevant experience and skills in 2-3 short paragraphs. Use specific examples to support your claims.
• Call-to-action : End your email cover letter by thanking the hiring manager for their time and mentioning that you’re looking forward to their response.
• Sign off : Use a professional closing, such as “Best regards” or “Sincerely,” followed by your full name. Don’t forget to include your contact information such as your email address and phone number below your name.

Key Tips for a Successful Email Cover Letter

Tuning your email message.

When writing an email cover letter, your message should be clear and concise. Use a professional yet friendly tone to demonstrate your enthusiasm for the role. Start with a clear subject line that includes the job title and your full name. In the body of the email, briefly introduce yourself and mention the position you’re targeting. You can also add a line that highlights your skills or experience relevant to the job. Make sure to proofread your email content to avoid grammatical errors and maintain a polished appearance.

Using Cover Letter Templates

Using a cover letter template can be a helpful starting point. It provides a layout that ensures a consistent, professional presentation. Look for a template that matches the industry and job you’re applying for, while still allowing you to showcase your personality. Try to find a balance between a visually appealing design and an easy-to-read format. Always tailor the content to the specific job you’re applying for, as hiring managers can easily spot a generic, one-size-fits-all cover letter.

Sending a Test Email

Before hitting send on your cover letter and resume, send yourself a test email. This practice will ensure that the email arrives in your inbox correctly and that the formatting is intact. It will also give you a chance to review the email from the recipient’s perspective, so you can make any necessary adjustments. Check for broken links, and make sure your attachments (like your resume) are in a commonly used format, such as PDF. This step is important for ensuring your application’s success, as a poorly formatted email could impact your chances of moving forward in the hiring process.

How To Manage the Application Process

Understanding the job description.

When applying for a job, it’s important to carefully read and understand the job description. This will help you tailor your cover letter and resume to the specific requirements and needs of the position. Look for keywords and phrases that describe the responsibilities and qualifications, and be sure to highlight your relevant experience in your application materials.

Researching the Company

Before sending your email cover letter, research the company to gather useful information. This will help you demonstrate your interest and knowledge of the organization in your cover letter. Look for the company’s mission, values, and recent news. Try to find ways to relate your experience and skills to the company’s goals and culture.

Using LinkedIn in Job Search

In your job search, don’t forget to leverage LinkedIn. Connect with people in your industry, and follow companies and influencers relevant to your career objectives. You can also find job postings on LinkedIn, and even apply directly using your profile. Customize your LinkedIn URL and use it as part of your email signature to make it easy for potential employers to learn more about you.

Part-Time and Summer Jobs

If you’re looking for part-time or summer jobs, your email cover letter should reflect the specific nature of these positions. Focus on your flexibility, availability, and willingness to work irregular hours. Highlight relevant skills and experiences, even if they’re not directly related to the position. This will show your adaptability and eagerness to learn.

Managing the Follow-Up

After sending your email cover letter and resume, consider following up with the company if you haven’t heard back within a week or two. A polite email or phone call can help keep your application front of mind and demonstrate your continued interest in the position. However, be respectful and avoid being pushy or overly persistent. Remember that hiring managers are often very busy and may take some time to respond.

Advanced Cover Letter Strategies

Using a cover letter builder.

A cover letter builder can be a valuable tool in crafting an impressive cover letter. These online tools often provide customizable templates and step-by-step guidance to help you structure your content. Plus, they can save you time by automating the formatting process.

To get started, you can search for a reputable cover letter builder and follow the prompts. Make sure to choose a template that matches the tone and style of the job you’re applying for. Then, input your information and adjust the prewritten text to reflect your experiences and skills.

Emphasizing Your Qualifications

To stand out, you should highlight your relevant qualifications. To do this, carefully review the job posting and note the key requirements. Then, match your skills and experiences to those points, using specific examples to demonstrate your capabilities.

For example, if the job requires strong time-management skills, mention how you successfully managed multiple projects simultaneously in a previous role. Use numbers and metrics, where possible, to emphasize your achievements. This targeted approach can help you catch the attention of a potential employer.

Highlighting Professional Achievements

Your cover letter should showcase your professional achievements, demonstrating how your accomplishments make you the ideal candidate. To do this effectively, include specific examples that illustrate your strengths.

For example, if you’re applying for a sales position, you could mention specific sales targets you’ve met or exceeded in the past, or discuss how you broke new ground by securing a big client.

Frequently Asked Questions

What are the key steps in writing an email cover letter.

To write an effective email cover letter, follow these steps:

• Start with a concise and professional subject line.
• Address the recipient professionally and use an appropriate greeting.
• Engage the reader with a strong opening sentence or paragraph.
• Highlight your relevant skills, experience, and achievements.
• Show enthusiasm for the company and position.
• Include a call-to-action, encouraging the employer to review your attached resume.
• Close your cover letter with a professional sign-off.

How should I customize my cover letter for different job applications?

Customizing your cover letter for each job application can boost your chances of success. Focus on these areas:

• Research the company and use your insights to show genuine interest and knowledge about their business.
• Study the job requirements and emphasize your skills and experiences that match well with the position.
• Address the hiring manager by their name if you can find it, or use a generic salutation.
• Mention any connections or referrals that might be relevant to the position or company.

What are some effective tips to make my email cover letter stand out?

To make your email cover letter stand out, consider these tips:

• Keep it concise and to the point, ideally no longer than one page.
• Use a professional, easy-to-read font.
• Break up your text with bullet points, bold text, or subheadings to emphasize key messages.
• Avoid cliches and overused phrases; be genuine and use your own voice.
• Proofread your cover letter multiple times and ask someone else to review it for errors or suggestions.
• Follow any specific instructions provided by the employer in the job posting.

What examples should I include in my email cover letter?

Including real-life examples in your cover letter can help demonstrate your expertise and suitability for the position. Follow these guidelines:

• Choose examples that are relevant to the job requirements and company values.
• Describe your achievements and successes in a specific, quantifiable manner.
• Focus on instances where your actions led to positive outcomes or improvements.
• Structure your examples using the STAR method (Situation, Task, Action, Result) for clarity.

Do I attach the cover letter to the email or include it in the body?

Including your cover letter in both the email body and as an attachment is a good approach. By doing this, you ensure that the hiring manager sees your cover letter, regardless of their email settings or preferences. Save your cover letter as a PDF to preserve formatting.

What should I put in the subject line when sending my cover letter and resume via email?

A compelling and professional subject line is important for capturing the attention of the hiring manager. Consider these guidelines:

• Include your name and the job title or position you are applying for.
• Use clear, concise language.
• Make sure the subject line matches any instructions provided by the employer in the job posting.
• An example could be: “Jane Doe – Marketing Specialist Application”
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How to Email a Resume and Cover Letter to an Employer

When you are job hunting,  emailing your resume and cover letter  is a standard part of the process. But what is  the best way to email a resume ?

Potential employers are very quick to judge so it is essential to  make a positive first impression . The email you send is the first thing they see so it is important to get it right.

If you have spent time writing an attractive  professional resume  it would be tragic to fall at the first hurdle by making a mistake when you  email a resume and cover letter .

Thankfully, it is not rocket science. Using this step-by-step on  how to email a resume to a potential employer  will help to get your resume noticed.

Follow the employers’ instructions

When you are  sending your resume by email  it is important to follow the employer’s instructions to the letter. Failure to do so will show that you either have not read the job posting properly, or you have poor attention to detail.

The job advert normally gives detailed instructions on  how to send your resume in an email . The details often state the  resume format  you should use, what you should include in the subject line of the email, what attachments you should send, and when the deadline is, among other information.

How to choose the correct resume file format

Employers normally ask for resumes to be sent either as a PDF document or as a Word document (.doc). If the required resume format is not stated in the job posting you can send your  email resume as a .pdf or .doc.

There are various mistakes that candidates make on their resumes, so before you save it, make sure you have avoided the  most common mistakes when writing a resume .

To save your resume as a Word document  click ‘File’, ‘Save as’, then there should be an option to save it as a Word (.doc or .docx) file.

How to save your resume as a PDF  depends on what word processing software you use. Normally, you can click ‘File’, ‘Print to PDF’/’Export as PDF’, and then save the file. Read some tips on  choosing a good resume file name  to make sure that it is named appropriately.

Writing a cover letter

Depending on the position, you might need to  write a cover letter  to provide additional information on your  experience , expertise, why you are  applying for the job , and why you are a good fit for the position.

Sometimes employers give specific instructions on what you should write about in your cover letter, make sure you follow these. The  resume cover letter  should demonstrate why you are a strong candidate for a position.

The cover letter should be as well written as your resume and any other documentation you send an employer.  Use formal English .

There are two email  formats which you can use to include your cover letter . You can either copy and paste it into the main body of the email, or  include it as a PDF or Word document .

If you send the  resume cover email  as an attachment, you still need to write an email for attaching the resume.  Write a  formal email  stating why you are applying for the position and that your resume and cover letter are attached.

How to email a resume to a company: final checklist

Once you have written your  resume email and cover letter ,   there are some crucial things you should check before you send the email. There are some typical rookie mistakes to avoid, using a  resume builder  will help you to achieve this. Here are some final tips on  how to email a resume to a company.

Keep it simple

Do not use a fun, crazy, or alternative font, use a simple one such as Arial, Calibri or Verdana. Also, avoid using HTML as you do not know if the employer will be able to see it.

Send attachments correctly

It is incredible how many people forget to attach their resume to their email. This looks forgetful and amateurish. Double check you have included all the correct attachments before you send the email.

Don’t Forget the Details

The  email with your resume  should include a subject line and a signature with your contact details. The subject line should include the position which you are applying for, if you do not include this your email may never be opened.

Proofread everything many times

Typos and small mistakes look unprofessional. Before you  email a resume,  proofread all of the documentation. Check it for clarity, spelling, and grammar. Also, pay special attention to names.

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Tips for Sending Email Cover Letters With Samples

How to Send an Email Cover Letter and Resume

• Send a Cover Letter Attachment
• Send an Email Cover Letter
• Contact Person, Subject, and Signature
• Check Spelling and Grammar

Send a Test Message to Yourself

Review a sample email cover letter.

• More Sample Cover Letter Emails

Marc Romanell / Photolibrary / Getty Images

What should you include in an email to apply for a job, and how should you send it? An email cover letter is a document sent with your resume to provide additional information on your expertise. It is written to provide information on why you are qualified for the job you are applying for and to explain the reasons for your interest in the company.

When you're sending an email cover letter, it's important to follow the employer's instructions on how to submit your cover letter and resume.

The job posting may specify the type of file you need to send, and how you should send it. If not, you can follow the instructions below to easily get your documents to the hiring manager.

It's also important to make sure that your email cover letters are written as well as any other correspondence you send. Even though it's quick and easy to send an email, it doesn't mean that you should write anything less than a detailed cover letter focused on why you are a good match for the job you are applying for. Here are some tips for sending email cover letters.

Sending Email Cover Letters and Resumes as Attachments

• If the job posting says to include your cover letter and resume as an attachment, you can easily attach PDF files to your email message. 
• If your cover letter and resume are Word documents, click “File, Save As, PDF (.pdf)” to save your documents as PDF files.
• For Google Docs files, click “File, Download, PDF (.pdf)” document. 
• PDFs are more professional, they retain the format, and they cannot be edited by someone else after you’ve shared them. 
• Save the files with your name, so they don't get mixed up with other applicants' materials, e.g., yournamecover.pdf.

Need more help? Here's a step-by-step guide to sending your resume and cover letter as an attachment .

Sending Email Cover Letters Without Attachments

• Some employers do not accept attachments. In these cases, paste your cover letter into your email message.
• Use a simple font and remove any fancy formatting. 
• The best way to do this is to copy the content from your original resume and cover letter, and then “Paste Special, Unformatted Text” into the email message.
• You can “Paste Special” by left-clicking inside the body of the email and selecting "Paste Special" from the dropdown menu.
• You don’t know what email provider the employer is using, so simple is best. The employer may not see a  formatted message  the same way you do. So if it’s plain text, you can be sure it will render correctly.

Contact Person, Subject Line, and Signature

• How to Address an Email Cover Letter : Here's how to address a cover letter sent in an email message, including what to use when you have details of a contact person, and how to address it if you don't.
• The Subject Line of Your Message : Make sure you list the position you are applying for in the subject line of your email, so that the employer is clear as to what job you are applying for. For example, Subject: Jane Doe, Social Media Manager Position.
• Include Your Signature: Include an email signature with your contact information, comprising name, address, email address, and telephone number, so it's easy for the hiring manager to get in touch with you.

Double-Check Your Letter for Spelling and Grammar

Make sure you spellcheck and check your grammar and capitalization. They are just as important in an email cover letter as in paper cover letters.

Send the message to yourself first to test that the formatting and attachments work. If everything looks good, resend to the employer.

Here's an example of an email cover letter. Also see below for more samples.

Sample Email Cover Letter

Subject: Administrative Assistant/Receptionist Job – Roger Smith

Dear Ms. Cole,

I was excited to see your listing for the position of administrative assistant/receptionist at ABC Market Corp. I believe that my five years' experience in office administration and my passion for your products make me an ideal candidate for this role.

You specify that you’re looking for an administrative assistant with experience scheduling appointments, maintaining records, ordering supplies, and greeting customers. I’m currently employed as an administrative assistant at XYZ company, where I have spent the past five years honing these skills.

I’m adept at using all the usual administrative and collaboration software packages, from Microsoft Office and SharePoint to Google Docs and Drive. I’m a fast learner, and flexible, while always maintaining the good cheer that you’d want from the first person visitors see when they interact with the company.

I have attached my resume and will call within the next week to see if we might arrange a time to speak.

Thank you so much for your time and consideration.

Roger Smith Phone Email LinkedIn Profile URL (optional)

More Sample Email Cover Letters

Review more sample email cover letters and templates for a variety of role types.

• Email Cover Letter Template : Template to use when creating an email cover letter.
• Sample Email Cover Letter Message : Sample cover letter email message to use to apply for a job.
• Sample Email Cover Letter With Attached Resume : Sample email cover letter to use when you are sending your resume as an attachment.
• Email Cover Letter - Part-Time Job : Email cover letter sample for applying for a part-time job.
• Email Cover Letter - Summer Job : Email cover letter sample for applying for a summer job.
• Professional Email Message : Sample professional email to use for job search or for asking for professional assistance.

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Email cover letter

The right tone for an email job application sample:

If you send an introductory email with your resume and cover letter attached, it is an additional opportunity to sell yourself. Why wouldn't you? This email cover letter should never replace your cover letter PDF document (as emails are easily deleted), but it should not be a simplistic "please find my documents attached" one-liner, either.

Hiring managers wouldn't expect you to replicate the entire contents of a cover letter in an email, so does this offer additional opportunities to sell your career story or should you just keep it simple and leave it to a few introductory lines? Our recommendation would be to make the most of the opportunity.

So, where do the potential opportunities of an email cover letter lie?

The following chapters are designed to help you:

• Decide whether to send your cover letter in the body of an email or as an attachment
• Analyze a real cover letter sample to model your email cover letter
• Write the best email cover letter for your prospective employer
• Create an email job application sample that increases your chances of hearing back

What is an email cover letter?

The definition of an email cover letter is pretty straightforward: it’s a cover letter sample sent in the body of an email as opposed to one that’s sent through an online application portal or as an attachment to an email.

You might attached the normal cover letter (as an attachment can be then sent to other people and not lost in an email chain), but as every email will be likely read to the end, the content that you share can make an impact.

While an email cover letter might not be seen as a formal part of the application process, it is your opportunity to stand out from the crowd. While you should definitely keep it short and sweet, the fact that you are putting some thought into the content will set you apart from the vast majority of other candidates who make do with a one-liner about attaching their resume and cover letter. That formality is simply a missed opportunity.

Email job application sample

To get you started, here’s an email job application sample (or email cover letter sample) that was designed based on real hiring practices and recruiter experience:

As you can see, this application letter example is based on a job opening for an Executive Assistant position, but you can use this as inspiration for your own cover letter. Accomplishments are front and center, examples are quantified and every part of the story is relevant to the role in question. You can also check out our library of free cover letter examples , perhaps you’ll find your own profession or industry there.

People will read emails on various devices and screen sizes, so keep paragraphs short and bullet points tight. A wall of text is somewhat off-putting, so make your email cover letter easy to scan. Lead with the most important pieces of information and make sure that you quantify any achievements. Numbers always jump off the page.

To determine whether you might choose to insert a similar cover letter into the email directly or send it as an attachment, read on below.

Make sure that you keep a copy of the email for future reference. You could either trawl through your sent items or alternatively you could BCC it to your email address and organize a folder that collates all of your job search email correspondence. Why waste time and energy looking for an email that you sent three weeks ago?

Do you write a cover letter in an email or attach it?

The answer to whether you should paste your cover letter into the body of the email or attach it largely depends on the job description. A hiring manager will usually instruct you as to how they want the cover letter to be delivered. Some job postings will even tell you which subject line to use. Make sure to follow the instructions exactly, since any deviation may cause a hiring manager to pass over your application.

If submitting as an attachment: This is the easier of the two options since you’ll simply need to attach your existing cover letter file to the email. You should still write a few introductory sentences in the body space of the email in order to bring the hiring manager’s attention to the attached cover letter (and other application materials.) Just how much information you include in the body of the email itself is up to you. For everything you need to know about writing a great cover letter, check out our cover letter guide complete with examples!

You can refer to the email cover letter example in the chapter directly above this one when you’re submitting a cover letter as an attachment. Obviously, you can also do both.

And here’s a simple idea of what you can write in the body for that same email cover letter example.

Dear (Hiring manager’s name),

I’d like to submit my application for the position of XYZ at (Company name). You’ll find my CV, cover letter and work samples attached to this email.

Thank you for your consideration,

(Your name)

If you’re wondering how to send an email with an attachment, here’s a quick overview: click the icon to compose a new email. Fill out the To and Subject fields. Write a few sentences in the body paragraph referencing the attachment of the application materials. Click on the paperclip icon to open your file browser. Navigate to your cover letter file and click “open.” Your cover letter is now attached!

Don’t forget to change the file name to something descriptive, even if it’s as simple as Last name_cover letter . This simple step ensures the hiring manager will keep track of your cover letter throughout the application process.

If sending in the body of the email: You’ll have to pay a bit more attention to how you send your cover letter in the body of an email. Brevity is key, so you’ll want to pick and choose only the most relevant examples from your full cover letter. Keep your email cover letter sample to a maximum of three short paragraphs plus the greeting and signature. 

Here are the steps:

• Address the hiring manager by name whenever possible or use “Dear Hiring Manager.”
• Introduce yourself and mention the position you are applying for.
• Offer 1-2 related accomplishments or skills that make you an excellent candidate.
• Finish your email cover letter with a call to action that invites the hiring manager to contact you.
• How to end a cover letter with a respectful signature like “Sincerely” followed by your name.

One benefit of an email cover letter is that you can include hyperlinks. You might choose to link to your online resume or LinkedIn profile and you could equally link to a longer cover letter. One drawback is that an email cover letter cannot be saved in many ATS systems, so think carefully if you decide not to attach a cover letter.

Here’s an short email cover letter example for an attached resume:

Dear Mrs. Greenspan,

It was great to hear you speak at last week’s Women in Marketing event. I have attached my resume to apply for the position of associate marketing manager with DGI Global. I believe my six years of experience running digital ad campaigns for target audiences has prepared me for your role.

In my last position, I developed advertising strategy for an up-and-coming clothing brand. During my three years with the company, I grew our Instagram account from 300 follows to over a quarter million. Via targeted ad placement and the creation of an innovative web gallery, I increased the company’s online sales by more than 15 percent last year. 

I’d love to speak with you more about my ideas for expanding DGI’s online presence within the marketing manager role. Feel free to reach me by email or at 446-731-0080. I look forward to hearing from you.

Trisha Roberts

If the job description doesn’t tell you how to submit your cover letter, you’ll have to make an educated guess. First, consider whether you’re being asked to send other application materials as attachments. If a cover letter is just one document in a long list, you’ll likely want to write a brief introductory email with the full cover letter and all the other materials included as attachments.

Conversely, if a cover letter isn’t mentioned at all, you can write it into the body of your email as a way of weaving it into the application naturally. Below you can find a great example of an email cover letter with attached resume that you can modify for your own needs.

Here is exactly how you can write a cover letter that will stand out from the crowd, and help you land that interview.

How do you write an email cover letter?

When it comes to how you should write an email cover letter, there are a few adjustments you may want to make in terms of formatting and tone.

Email cover letter format:

One major distinction of an email cover letter format is that it lacks a header. Therefore, it’s important that you incorporate key pieces of personal information into the final sentences. Sign off with your full name and include your phone number in your call to action or in your email’s automatic signature. That’s also a great place to link to your LinkedIn, relevant social media accounts, online portfolio or personal website.

Just like with a standard cover letter, your email cover letter format should also be highly readable. Use standard email font styles and sizes with the color black. Don’t forget to include a blank space (or maybe two) between each paragraph. 

When submitting your email cover letter sample as an attachment, an email cover letter template can make great formatting an easy process. Our professional cover letter templates are expertly-designed for a variety of industries. Make sure to choose the template that best fits the image and branding of the prospective employer.

A great introduction can set the tone of the rest of the interview and give the employer (and yourself!) confidence in your skills and abilities. Here’s everything you need to know when it comes to making a great introduction.

There are a number of reasons why your email job application sample may be more flexible in tone than a traditional cover letter submitted through an online application portal.

First of all, if you have a hiring manager’s email address, you likely have their name. In many industries, you won’t want to deviate from the standard greeting of “Dear” followed by the proper salutation and last name. In certain fields, however, using a last name can come across as overly formal and out of touch. If that’s the case, you may want to use “Hi” or “Hello” followed by a first name for a more personal touch.

One exception to the above guidelines regarding tone is if you are writing an internship application email sample. Since you are likely a student emailing someone in a more senior role, it’s best to stick with a semi-formal tone that expresses your enthusiasm while still being polite. No need to go over the top with pleasantries, just make sure your internship application email sample conveys respect for the hiring manager’s time.

Another reason you might be emailing your job application sample is because you already know the hiring manager. Maybe you’ve worked at the company previously or have another connection that afforded you the opportunity to apply directly. In that case, you don’t want your email job application sample to sound like it’s coming from a complete stranger! Adjust your tone based on your previous relationship so that your email cover letter sample sounds natural and friendly.

There’s a knack for writing cover letters that are not too long or not too short for their intended purpose. Resume.io is here to walk you through the Goldilocks guidelines for getting “just right” winning results.

Key Takeaways

While you do not want a hiring manager to waste their time reading the same information in your email cover letter that is included in the cover letter document that you have attached, there is great value in making the two slightly different and taking the additional opportunity of impressing them.

• Make sure that you follow the typical rules for cover letter content
• Include many of the same accomplishments, but present them slightly differently
• Understand that the tone of an email can be slightly warmer and less formal than a cover letter
• Include all contact information and social links in the footer section of the email (not at the top)
• write one if you know the hiring manager, but be careful as others may read it as well

Now that you've successfully written an email cover letter, take a peak at our field-tested cover letters . These professional cover letter templates follow the exact ‘cover letter rules’ employers look for.