Emailing a resume the right way is critical for your job search. Recruiters shortlist candidates based on the first impression; around 75% of resumes get rejected due to formatting issues, and an unprofessional email can get your application rejected immediately.
While applying via form is more straightforward, directly emailing your resume to a recruiter allows you to demonstrate your professionalism and communication skills. This article will explain how to email a resume in a way that leaves a great first impression and maximizes your chances of proceeding to the next stage of the hiring process.
Key Takeaways
Before emailing a resume, match it to the job description, pick the right resume format, proofread it, and use a professional file name.
You should write a clear subject line, a personalized greeting, professional and concise body paragraphs, and a formal sign-off when sending your resume to a recruiter.
Ignoring instructions, sending a blank email, and using an unprofessional email address are the main mistakes candidates make when emailing their resumes.
How Should You Prepare Your Resume Before Sending It?
Here’s how to prepare your resume before sending it to recruiters:
#1. Match It to the Job Description
The global applicant tracking system (ATS) market size is expected to grow at a CAGR of 6.2% by 2030 as companies increasingly adopt ATS to facilitate the hiring process. For that reason, matching your resume to the job description is key to ensuring that your job application reaches the recruiter, therefore, an ATS-friendly resume becomes a necessity for a successful job search.
You can optimize your resume for ATS by tailoring it to the job description in three easy steps:
Carefully read the job ad.
Identify the skills, qualifications, and other requirements that the company is seeking.
Mention these keywords organically in your resume summary, skills section, and work experience description.
#2. Which Format Should You Use?
Studies reveal that over 40% of recruiters are put off by excessive design, and the reverse-chronological format is among the simplest resume formats. It is compatible with ATS and highlights the candidate’s work experience by listing it first.
The combination format is another popular choice, particularly among applicants seeking to change careers or draw less attention to employment gaps. However, this format isn’t as ATS-friendly as the reverse-chronological one. At Resume.co, we have dozens of resume examples using both formats.
#3. Proofread It
Attention to detail is a soft skill that recruiters expect candidates to have regardless of the position they’re applying for. Therefore, you should always check for typos and grammar errors before emailing your resume to a company; otherwise, your chances of getting hired could drop to zero.
To ensure your resume is flawless, consider running it through a grammar checker.
#4. Use a Professional File Name
The file name is one of the most overlooked details when emailing a resume. If you want your application to look polished, use a professional file name, such as “Name_Surname_Resume.pdf.” This will also help recruiters quickly find your resume in a sea of candidates.
PRO TIP: It’s best to save your resume as a PDF file, unless the job listing indicates otherwise. PDF files are compatible with ATS and preserve formatting across different devices.
What Should You Write in an Email When Sending a Resume?
When sending a resume via email, follow email etiquette. Start with a clear subject line and a personalized greeting, including a professional email body, and end with a formal sign-off.
Here’s a more detailed breakdown of what to write in an email when sending a resume:
#1. Clear Subject Line
If the job listing includes instructions for the subject line, follow them. Otherwise, pick one that clearly communicates the purpose of your message and captures recruiters’ attention. The formula for a subject line when emailing a resume is simple: it should include the job title and your name.
Here are some examples of excellent subject lines for resume emails:
John Doe Resume: Data Analyst
Resume – Data Analyst – John Doe
Data Analyst Application – John Doe
#2. Personalized Greeting
Nine out of 10 candidates opt for a generic greeting, and greeting the hiring manager directly (e.g., “Dear Holly Williams”) is the most effective way to start a professional resume email. Furthermore, it shows that you’ve researched the company.
Before emailing your resume to a recruiter, check the job posting or the company’s website to find their name. As social media recruitment continues to rise in popularity, you may also find more information about the company and its employees on its social media profiles.
#3. Professional Body Paragraphs
The email body for job applications should be clear and concise. Nonetheless, it’s still a good idea to briefly mention what makes you a good candidate, as this can set you apart from others and entice recruiters to open your resume.
Here’s what you should include in the body of your email:
Introduction. Explain why you’re writing the email and mention the documents you’ve attached in the first paragraph.
Elevator pitch. In the second paragraph, briefly introduce yourself and mention the qualifications that make you the right fit. You can also describe how you’d like to contribute to the company.
A call to action. Finish with a call to action to demonstrate enthusiasm and encourage the recruiter to proceed with your application.
#4. Formal Sign-Off
To demonstrate professionalism, close the email with a formal sign-off, such as “Sincerely,” followed by your full name, before sending your resume. Optionally, you can mention your job title or add a link to your professional website or LinkedIn profile.
Good vs. Bad Email Examples
Below is an example of how not to email a resume:
Bad Example
Subject: Resume
To Whom It May Concern,
I’m attaching my resume. Thanks for considering my application.
Cheers, Tom
This email contains a vague subject line, a generic greeting, and an unprofessional sign-off. It also doesn’t work because it tells recruiters nothing about the candidate or the position they’re applying for.
Here’s a much more effective version:
Good Example
Subject: Tom Miller Resume – Customer Support Representative
Dear Susan Jones,
Please find attached my resume and cover letter for the Customer Support Representative position at XYZ Solutions Inc., as advertised on LinkedIn.
With over 3 years of experience in customer service, I bring strong communication and problem-solving skills. At my previous job, I consistently maintained a 97% CSAT, resolving an average of 40 tickets daily using Zendesk. As such, I am confident in my ability to provide outstanding support to your customers.
Thank you for considering my application. Should you need any additional details, please don’t hesitate to reach out to me via phone or email. I look forward to further discussing how my background can contribute to XYZ Solutions Inc.'s commitment to delivering exceptional customer service.
Sincerely, Tom Miller
linkedin.com/in/tommiller498 +1 012 345-6789
Should You Include a Cover Letter when Emailing Your Resume?
Unless specifically asked not to, you should always include a cover letter with your job application. Even if the job listing doesn’t indicate that you should attach one, a well-written cover letter can help you differentiate yourself from other candidates and explain what makes you the right fit for both the job and the company.
As a matter of fact, 83% of hiring professionals agree that cover letters play a critical role in their hiring decisions. The same percentage also claims that even if the candidate’s resume isn’t perfect, a compelling cover letter can secure them an interview.
However, your cover letter should never be a copy of your resume. Instead, it should expand on your professional background and explain your motivation for applying to that particular company. You should tailor both documents to the job.
You have two options when emailing a resume and a cover letter: you can either include the latter in the body of your email or attach it as a separate file. The second option enables you to use matching cover letter and resume templates, which can help your application stand out.
Next, let’s take a look at some email samples for sending resumes.
4 Sample Email Templates for Sending Your Resume via Email
Below are four sample email templates for job applications you can customize and use to leave a great first impression when emailing your resume:
General Job Application
Subject: [Job Title] Application – [Your Full Name]
Dear [Hiring Manager’s Name],
I am writing to express my interest in the [Job Title/Job Reference Number] position at [Company Name], as advertised on [Job Listing Source]. Please find attached my resume and cover letter.
As a [Job Title] with [X] years of experience in [Areas of Expertise], I have [1–3 Achievements]. I am excited about the opportunity to leverage my [1–3 Skills] to help [Company Name] achieve [Company Goals/Vision].
Thank you for considering my application. Please don’t hesitate to reach out with any additional questions. I look forward to hearing from you and further discussing my suitability for the role.
Sincerely,
[Your Full Name]
[Your Job Title/Relevant Links/Phone Number/Etc.]
Applying Through a Referral
Subject: [Job Title] Application – [Your Full Name]
Dear [Hiring Manager’s Name],
Please find attached my resume and cover letter for the [Job Title] position, to which I have been referred to by [Referrer’s Full Name], who is currently a [Referrer’s Job Title] at [Company Name]. Having worked with [Referrer’s Name] at [Previous Company Name], I am now excited about the opportunity to join your team.
As a [Job Title], I bring [X] years of experience in [Areas of Expertise]. At my previous company, I have [1–3 Key Achievements]. I am confident that my [1–3 Skills] could help your company succeed in [Company Goals] and look forward to further discussing how I can contribute to your team.
Please contact me via phone or email if you need any additional details. Thank you for considering my application.
Sincerely,
[Your Full Name]
[Your Job Title/Relevant Links/Phone Number/Etc.]
Cold Email to a Hiring Manager
Subject: Resume – [Job Title] – [Your Full Name]
Dear [Hiring Manager’s Name],
I’m reaching out to express my interest in being considered for the [Job Title] position at [Company Name] should a vacancy arise. I’ve long admired [Company Name] work, particularly [Specific Project/Value/Achievement/Etc.].
With a strong background in [Field], I bring [1–3 Skills]. As a [Job Title], I have [1–3 Achievements], and I’m confident that I could achieve the same results for [Company Name].
Please find attached my resume. If there aren’t any suitable openings at the moment, I’d appreciate it if you kept it on file for any upcoming roles that align with my background.
Sincerely,
[Your Full Name]
[Your Job Title/Relevant Links/Phone Number/Etc.]
Applying After a Networking Event
Subject: [Job Title] Application – [Your Full Name]
Dear [Hiring Manager’s/Contact Person’s Name],
It was a pleasure meeting you at [Event Name]. Learning more about [Company Name] left me even more interested in joining your team. To that end, I am attaching my resume for your review.
With a background in [Field] and strong [1–3 Skills], I believe I could help your company achieve [Company Goals]. As a [Job Title], I have [1–3 Achievements], and I’m hoping to bring the same value to your team.
Please don’t hesitate to reach out if any openings match my background or if you need any additional information. I look forward to hearing from you.
Sincerely,
[Your Full Name]
[Your Job Title/Relevant Links/Phone Number/Etc.]
3 Mistakes to Avoid When Emailing Your Resume
The three most common mistakes you should avoid when emailing your resume are sending a blank email, ignoring instructions, and using an unprofessional email address.
Here’s a more detailed overview of each of these mistakes:
Ignoring instructions. If the job posting includes instructions on how to email a resume, follow them thoroughly. Otherwise, your application may be immediately discarded, whether due to ATS issues (e.g., if you save your resume as a different file than indicated in the instructions) or a lack of attention to detail.
Sending a blank email. Forgetting to attach documents or sending an empty email, even with documents attached, is a critical mistake. To ensure your email is flawless, send it to yourself before emailing the recruiter.
Using an unprofessional email address. Always use a professional email address that includes your first and last name to establish trust with recruiters. Additionally, refrain from using your work email address when job hunting, as this can be perceived as disrespectful.
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Build a winning resume in minutes using our AI-powered resume builder!Closing Thoughts
If the job listing includes specific instructions on how to email a resume, follow them precisely. If not, it’s enough to attach the document and write a concise message introducing yourself to the recruiter.
If you don’t hear back from the company after submitting your application within a couple of weeks, consider sending a follow-up email. This way, you can show continued interest in the position and reinforce what makes you the right fit for it.
How to Email a Resume FAQ
#1. What should I write in the subject line when emailing my resume?
You should use a clear and professional subject line, such as: Application for Marketing Manager – John Smith. Include the job title and your name for easy reference.
#2. How do I address the recipient if I don’t know their name?
Use a professional greeting like Dear Hiring Manager or Dear [Department] Team. Avoid generic phrases like “To Whom It May Concern.”
#3. How do I say I am sending my resume?
You can say you are sending your resume with a simple “Please find attached my resume.” Alternatively, you can write “I have attached my resume for your consideration” or “You will find my resume attached.”
#4. How do I find a hiring manager’s contact information?
You can find a hiring manager’s contact information by researching the company. Check their website, LinkedIn profile, and social media. Some companies also mention the hiring manager’s name in the job posting.
#5. What is the universally accepted file format for sending a resume?
PDF is the universally accepted file format for sending a resume. These files are typically compatible with ATS and preserve the document’s layout across all devices.
#6. Should I attach my cover letter or include it in the email body?
If the job posting doesn’t specify, attach the cover letter as a PDF along with your resume. You can also include a brief version in the email body for quick reading.
#7. What’s the best time of day to email my resume?
According to studies, the best time to email a resume is early morning (between 10–11 AM) on weekdays. In this way, your email is more likely to be seen during the recruiter’s first inbox check.
#8. How do I make sure my email doesn’t go to the spam folder?
Use a professional email address, avoid spammy words like “urgent” or “guaranteed,” and don’t overload your email with attachments or links.
#9. Should I follow up after emailing my resume, and when?
Yes, you should if you haven’t heard back after 7–10 business days. Send a polite follow-up email to confirm receipt and reiterate your interest.
#10. What file size limit should I keep for my emailed resume?
Keep the size of your attachments under 5 MB to ensure they can be easily received and opened by the employer’s email system. Compress files if necessary.
