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What to write in an email when sending a resume

So, you think you know exactly what to write in an email when sending a resume? 

Well, curating an effective email when sending out your resume can be the make or break when it comes to ensuring that your email reaches the right person. By doing so, you can see to it that your application stands out against the other candidates – thus getting yourself one step closer to landing your dream job.

But how exactly do you write an effective email to reach the hiring manager or employer?

In this article, we will discuss the ins and outs of how to send a resume email and how it can make all the difference to your future.

Discussing what to do and what not to do, we’ll make certain that by the time you’re done reading, you’ll have all the necessary tips and tricks for effective resume email writing so that you can email your way to success. 

So without further ado, let’s get straight into it! 

How to Send a Resume Email?

To ensure that your resume doesn’t get lost in the black hole of online job applications, curating and sending an effective email directly to the employer could be the simple measure to get your resume where it needs to be. 

If you’re unsure about how to email your resume to an employer, we’re here to talk you through it all step by step. 

So, if you’d rather not end up in the trash folder, read on to learn more about the basic technicalities of how to email a resume:

  • First, be sure to save it in the appropriate file format, such as .doc, .docx, or .pdf. If you’re unsure what to go with, opting for .pdf is your safest bet. This file type is usually the most preferred as it can be opened on any computer. 
  • Second, if you decide against the attachment route and instead want to paste your resume into the email body, make sure to format it correctly beforehand. Use a simple, easily readable font such as Arial or Times New Roman at a size 12. Be sure to leave plenty of space so that your resume looks uncluttered. 
  • Finally, don’t forget to give your email a professional subject line. Too often, candidates forget about the subject line, giving more reason for the HR assistant to move an email from their already cluttered inbox straight into their trash folder. It’s wise to include the job title you’re applying for in the subject title, as well as your full name.

By following the above guidelines on how to email a recruiter your resume, you can ensure that your resume gets from A to B with little to no issues. 

Few things can sink your job prospects faster than a poorly emailed resume with an unprofessional layout and subject line. In short – you may come across as disorganized, out of touch, or even downright careless.

So, make sure that you first understand all the basics of emailing formalities and technicalities before pressing send on anything.

How to Write a Resume Email?

Now that you’re familiar with basic resume emailing guidelines, we’ll move on to discuss what exactly goes into effective resume email writing.

Curating an effective email when applying for a job is crucial because it is often the first interaction between you and the potential employer. 

By understanding the do’s and don’t when it comes to emailing your resume, you can ensure that you’re never bottom of the application pile during the selection process. 

What To Do

In terms of how to write an email to send a resume, there are several components that come into play. 

Here are some top tips to help you write an impressive email when applying for a job:

  • Use a professional email address: Make sure your email address is professional and appropriate for the job you’re applying for. Avoid using personal email addresses that are too casual or unprofessional.
  • Keep it clear and concise: Make sure your email is to the point. Avoid going off-topic. 
  • End with a call to action: End your email with a polite and clear call to action such as, ‘I look forward to hearing back from you soon.’
  • Proofread your email: Proofread, proofread, and proofread again. Any unnoticed typos or grammatical errors could be the make or break when it comes to appearing professional and giving a good first impression. 

By following the above tips and tricks, you can ensure that your email hits all the points when the time comes to email your resume.

What Not To Do

On the contrary, there are certain mistakes that candidates make too often when emailing their resumes. Here are some common mistakes for you to avoid when learning how to send a resume by email:

  • Writing a generic email: Avoid sending an email that doesn’t directly address the specific job or company to which you’re applying.
  • Forgetting to proofread: Always proofread your email for spelling and grammar mistakes before sending it out. An email with typos and grammatical errors gives a poor first impression. 
  • Using informal language: Avoid any slang or abbreviations in your email.
  • Being too casual: Avoid being too casual in your email. Remember that you are communicating with a potential employer, so it’s important to maintain a professional tone. 

Luckily, once you know the ins and outs of what not to do, learning the intricacies of how to respond to a resume received by email will be a piece of cake when the time comes. 

The Importance of the Subject Line

For those of you that may not already know, the subject line is the holy grail when it comes to emailing a resume. 

well-crafted subject line is paramount in terms of grabbing the recipient’s attention and encouraging them to open and read the email promptly. Of course, understanding the technicalities of how to send a CV by email is just as important, but the subject line is the first thing that the reader sees upon opening their inbox. 

Therefore, when sending a resume by email, it’s essential to include a clear and specific subject line that helps the recipient quickly identify the purpose of the email and understand why it is important. For example, you may want to include your name and the title of the job that you’re applying for in your subject line. 

Additionally, a subject line that is professional, concise, and informative can help establish a positive first impression and build credibility with the recipient. All in all, taking the time to curate a well-written subject line is an essential part of how to send a resume email.

Why Is Emailing a Resume Better Than a Job Board Application?

Think it’s better to just go for a job board application? Then think again. 

Emailing a resume is always going to be preferred by employers over a simple job board application for many reasons. We’ve listed some of the most compelling below:

Stand Out From The Crowd

When it comes to job hunting, there’s no space for wallflowers. By understanding what goes into successful resume email writing, you can demonstrate that you have taken the time to research the company and have a genuine interest in the position. This, in turn, helps you shine brighter against other applicants who may simply apply on an ‘easy apply’ job board.

Helps to Avoid Resume Parsing Issues

Emailing a resume directly to an employer helps to avoid pesky resume parsing issues. Some job boards use automated systems to scan and parse resumes, which often leads to formatting issues and errors. By emailing your resume, you can ensure that it is presented in the way you intended, with all the necessary details and formatting intact.

Can Add Additional Details

Emailing a resume allows you to jazz up an otherwise mundane application with additional documents that may not always be allowed on a job board. Being conscious of what to write in an email when sending a resume allows you to go above and beyond, providing the employer with links to your portfolio and previous projects. On the contrary, job board applications may not always allow this freedom. 

Emailing a resume can be a more effective approach for job seekers such as yourself who want to create a personalized connection with the employer, showcasing your skills and experience in a tailored way so that you stand out from other applicants.

Resume Email Samples

Still feel like you need more concrete examples to help you with what to write in the email body? Not to worry, we’ve got you covered. 

Below, we’ve listed two samples. 

Template 1 is a common example of a poorly written email, while template 2 demonstrates a professional, concise, and well-written one. 


Template 1

As those in recruitment will be well aware, poorly written emails when sending a resume are all too common. Sadly, many people never learn fully what to write in an email when sending a resume with references or without them.

Below is a very simple example of how easily it can go completely wrong:

‘Hey Joe, 

Hope your ok!

I’m a [INSERT CURRENT TITLE] interested in working for your company! 

Here’s my CV for you to take a look at!

Thanks!’

Although, at first glance, this email may seem polite and well-intended, the informality, lack of detail, and the typo in the second sentence would simply have this email opened, ignored, and discarded. 

Perhaps the above might suffice if we were discussing what to write in email when sending a resume to a friend, but for the corporate world, the smallest or seemingly insignificant details can have a huge impact on the overall outcome of your application.


Template 2

On the other hand, this is a perfect example of a concise yet informative email that has paid great attention to detail to the company and job post it’s addressing:

‘Dear Hiring Manager, 

Due to the fact [INSERT COMPANY NAME] has been nominated for [INSERT CATEGORY NAME] for the third time running, I am extremely interested in cooperating with that level of excellence and contributing to the further growth of your thriving [INSERT DEPARTMENT NAME]

As a previous role as [JOB TITLE] saw me working with [INSERT RELATED SKILL RELEVANT TO JOB DESCRIPTION], [SKILL], and [RELATED SKILL], I feel I have the relevant skills and experience to work for the [DEPARTMENT NAME.]

Your ethos of [DISCUSS COMPANY VALUES AND ETHOS] aligns so greatly with mine, as I too believe [RELATE PERSONAL EXPERIENCES TO THE VALUES OF THE COMPANY]. I feel with such goals and interests in alignment, I’d make the perfect addition to your [DEPARTMENT NAME.]

Here are some samples of my previous research work [INSERT PREVIOUS WORK, AND BRIEFLY OUTLINE WHAT IT IS AND HOW THIS HAS HELPED YOU GAIN EXPERIENCE RELEVANT TO THE COMPANY]

And here is my Linkedin Profile [INSERT LINKEDIN PROFILE LINK]

Finally, attached is my resume, where you can read about all of my relevant skills and experience in further detail. 

I’d love for an opportunity to meet and discuss further how I can help assist [INSERT DEPARTMENT NAME] in the role of [INSERT POSITION TITLE].

I look forward to hearing back from you soon. 

Sincerely, 

[INSERT NAME]’


Once you’ve got to grips with emailing a resume, learning how to write a follow-up email after the resume is sent is just as simple – all you need to do is follow the same basic formalities in tone of voice and structure that you’ve already learned. 

Once you’ve got to grips with emailing a resume, learning how to write a follow-up email after the resume is sent is just as simple – all you need to do is follow the same basic formalities in tone of voice and structure that you’ve already learned. 

Overall, taking the time to construct a concise yet informative email can improve your chances of getting noticed and ultimately being considered for the job.

Email Your Way to Success

In sum, understanding the intricacies of what to write in an email when sending a resume to a prospective company is essential for your email to make a good enough impression to be opened and responded to.

Writing a successful email requires great attention to detail and clear, professional communication. 

By ensuring that all of your relevant information, motivations, and achievements are written clearly in the email body, you can help the employer by speeding up their selection process, all the while giving off a superb first impression. 

So good luck, and remember – don’t forget to attach your resume before you press send! Happy job hunting!

FAQ

For those of you that may still have some concerns on this matter, here are some frequently asked questions and answers about

How do you start an email attached to a resume?

As discussed, the most common way to start an email that includes a resume attachment (if you don’t have a specific contact) would be to start with a formal greeting of ‘Dear Hiring Manager.’
If you have had previous communication with the hiring manager or have been referred by someone, you can start with a more personalized greeting such as ‘Dear [Hiring Manager’s Name].’

What do you write in an email when applying for a job?

As well as the formalities of starting an email with the above, it is also important to introduce yourself and mention the position you are applying for. You can also mention where you heard about the job opening. 
Similarly, you should briefly highlight your qualifications, skills, and experience in the main body of the email with reference to how this will make you a good fit for the position. 
End by thanking the hiring manager and signing the email off professionally using either ‘Kind Regards’ or ‘Sincerely,’ followed by your name and contact information.

What do you write in an email when sending a resume and cover letter?

When sending an email that includes both a resume and cover letter, this email should follow all of the same above protocols – just be sure to mention that both are attached. You may wish to go into less detail in the main body of the email with regard to your experience and motivation for the role, as all of this will be delved into within the cover letter.

What should I write when sending a resume by email?

For exact guidelines on how to write an email when sending a resume, please see ‘Template 2’ under Sample Emails. 
However, here is a brief example below:
Dear [Hiring Manager’s Name]
I am writing to apply for the [Position] role at [Company Name]. I am excited about the opportunity to work for your organization, and I believe my skills and experience make me a strong fit for the position. 
I have [X amount] of experience in [field], and I am confident that my [skills] will be a great asset to your team.
In my current role at [Company], I have [achievement]. I am also proficient in [skill/qualification/software/tool].
Please find attached my resume, which highlights my experience in further detail.
I look forward to discussing this opportunity with you further.
Best regards,
[Name]

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