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In today’s world, there are many ways to submit a job application: in-person, job-search platforms such as LinkedIn, and Glassdoor, and the company's official website. Despite that, sending resumes by email is still relevant as many recruiters require job-seekers to email their applications and documents.
As you send your resume by email, the mail content is exceptionally important for it is the first thing the recruiter will see. Whether your resume is actually reviewed can depend on that. So what to write in an email when sending a resume is still a question worth considering for you want everything to be perfect: the subject line, greetings, the email body, sign-offs, and of course your resume.
As stressful as it sounds, writing a perfect email to apply for a job isn't that difficult. With guides, tips, suggested mail formats, and sample emails, we walk you through how to send resumes to the HR in this article. You will learn to easily get your mail format right when sending resumes.
What to Write in an Email When Sending a Resume
When consider what to write in an email when sending a resume, think of the elements that need to be included in it. Each element plays a role and conveys important message. We compile the following list for you to format your mail properly as you submit your resume.
🖋 A Clear Subject Line
The subject line is one of the first things recruiters will look at, and whether they will open your message or not. So you might be wondering, what to write in the subject line while sending a resume? It should clearly define the email content’s subject and the purpose of the email. When sending your resume by mail, the format of your subject line can be [Job Position - Your Name].
Here are some quick examples.
Example of an email subject line for sending a resume #1:
Marketing Manager - Frank Davies
Feeling confident to stand out of the crowd? If you want to be creative and blunt, you can tweak the mail format of your resume application to a headline.
Example of an email subject line for sending a resume #2:
Experienced Backend Engineer Seeking Position at [Company Name]
Although two examples have been provided on what to write in the subject line while sending a resume, some job vacancies ask applicants to use specific guidelines. If that’s the case, make sure to follow them.
There are various ways to greet and you may ask yourself: “what’s something good to say in the greeting when emailing a resume?”. Before tackling that question, you need to know to whom and in what department you are sending your email.
Once you know the name of the person, the resume greeting format when sending a mail is:
- Dear [Hiring Manager's name],
If you cannot find out to who you are sending your resume via mail to, stick to the format:
- Dear Hiring Manager,
🖋 Self Introduction and Objectives
Start your first paragraph stating who you are, and more importantly what you are seeking. Sample emails to send a resume to a recruiter will be shown in the next section, but to summarize, the opening statement(s) of your email should be a brief presentation of your application. Here are some examples of how to format this part for sending a resume by mail:
Examples of introduction when emailing a resume:
- “My name is Roger and I am interested in the job vacancy at Valcorp. Attached to this email are all the documents requested in the listing.”
- “I am submitting my application for the current job opening as Financial Analyst at your company. Kindly refer to the attached documents.”
- “My name is Derek Johnson and I have attached my resume and cover letter for the Marketing Specialist position.”
As provided above, the first section/paragraph on what to say when emailing a resume should not be more than three sentences.
🖋 Reasons for Applying and Your Strengths
After the greeting and the introduction, your next paragraph should talk about your qualifications and why you are interested in working for them, as well as what made this company stand out above all the others in your job search.
What aspects should I write in an email when sending a resume?
- Relevant work experience
- Qualifications directly related to job description’s requirements
What are some qualifications to write in an email when sending a resume for freshers?
- Relevant internships
- Achievements during student life
- Relevant modules or courses
However, don’t go in-depth! Unlike your cover letter or resume, what you need to write here should be brief. Save words while you can before sending that email. Be wise in what accomplishments are relevant and catch the attention of recruiters. This will help format your mail when you send your resume to the HR.
🖋 Proposal to Meet in Person
This part is the last section before closing and signing your name. State that you are willing to meet to further talk about the position and your qualifications. This part can also be where you state you welcome any questions and you are looking forward to hearing from them.
Employers usually require you to send your resume in either a word or pdf format via mail. If they don't specify their preference for the format of your resume files, send your resume to the HR in pdf format to avoid technical issues.
🖋 Professional Signature with Contact Details
Simply follow the standard email format for this part when sending your resume to the HR. Finish your email by putting an e-signature, name, and contact details, such as phone number and email. This gives a personal and professional touch to your email to which your resume is attached to.
Sample Emails to Send with Resume for Job Applications
Now that we've covered the key components that you need to include when sending a resume and cover letter, you might be wondering what to write for the content in your email. Here we provide 3 sample emails for your reference when you want to send your resumes for job applications. You can not only take a look at the format of the mail but also get an idea of sentences you can write in your email when you send out your resume.
💭 Sample email when mailing a resume #1
Subject: Job Application - Operations Manager, Job ID #27423 - Michael Wilson
Dear Mr. Adams,
I am very interested in applying for the position of operations manager at Vallo Inc. My resume and cover letter are attached to this email for your consideration.
For the past 10 years, I have proven experience with capital projects, operations management, and process improvement. I want to be part of a team that will make the mission of Vallo Inc. a reality. My responsibilities included daily oversight of 50 employees. Moreover, I believe Vallo has the financial strength and stability to allow me to gain more expertise.
Feel free to reach me with any questions and thank you for your time.
💭 Sample email when mailing a resume #2
Subject: Marketing Assistant Application - Frederick Walters
Dear Hiring Manager,
I am interested in applying for the position of marketing assistant at Tello Inc. My resume and cover letter are attached to this email for your consideration.
For the past eight years, I have been responsible for creating marketing plans for various companies. Moreover, I have executed marketing plans on my own and have provided marketing advice to clients. I believe these qualifications will benefit Tello’s short-term and long-term goals.
I appreciate you taking the time to review my resume and my cover letter. Looking forward to hearing from you.
💭 Sample email when mailing a resume #3
Subject: Graphic Designer Internship - Lester Williams
Dear Mr. Adams,
My name is Lester Williams. I graduated from the Georgia Institute of Technology with a bachelor's degree in Graphic Design. I have recently worked for an exciting company named Eternal Publishing. I am very eager to apply my skills and knowledge acquired from this internship to contribute to this amazing organization.
Thank you for reviewing my application. Looking forward to hearing any steps or procedures.
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Tips for Writing an Email to Send a Resume for Job Applications
💡 Put your cover letter in your email when sending your resume.
If you decide to only attach your resume to the email when you apply for a job, consider writing a shorter version of your cover letter for the body of the email. The recruiter can therefore take a quick look at your strengths and qualifications and potentially become more inclined to review the resume attached in the email carefully.
💡 Use a professional-looking email address.
While what to write in the mail while sending a resume is important, so is the “who”, and that is your email address. Using your first and last name as an email address is a safe practice. If you need to include numbers, try to use a few digits and make sure these don’t have inappropriate associations (e.g. 666).
💡 Address the hiring manager by their name.
For better results, it is best to write the recruiter’s name in the greeting while sending your resume. If you can’t find their name, stick to writing “Hiring manager”.
💡 Be to-the-point and concise.
As shown with each example of an email resume before, your body should be concise and clear. Remember that what you say when emailing a resume is to introduce yourself and briefly state your motivation and qualifications.
💡 Use the correct resume file format.
Before you attach your resume to the email and send it out to the HR, make sure your resume is in the correct format. Some companies specify what file format they want, but when there is no such requirement/instruction, send in your resume in the PDF format is the safest option.
Thoroughly check your mail, including the subject line, the email body, and your sign-offs, as well as its format for any mistakes when you are about to send out your resume for job applications.
💡 Send a test email message to yourself.
An excellent practice is to have a preview of how your email looks to the receiver, so send a test email to yourself to see if your resume mail and its format are on-point.
💡 Add a LinkedIn URL, personal website, or portfolio link.
Add a link to showcase your skills and work. Knowing what to say when emailing a resume is important, but if you have a presentable and eye-catching portfolio, recruiters will surely review your application.
🔑 Key Takeaways:
- When sending your resume via an email, the email is like a ‘preface’ of your application, so knowing what to say in every part of the email and how to format it are important to get your application reviewed.
- Format your email properly when sending a resume. The best practice is to follow any mail format recruiters ask for when you submit your resume. If there are no specifications on formatting, follow rules for general business letters when you send your resume via email.
- The email sent to the HR for your job application should highlight your strengths and qualifications like a cover letter but shouldn't be as lengthy as one and include a properly formatted resume as an attachment.
- Format your email as professionally as possible, from the email address, the subject line to your signature, when you send out your resume.
--- Originally written by Jose J. Rosales ---