Imagine you find a job offer of your dreams. You know you’d be a great fit. You make a perfect, customized resume and write a compelling cover letter. Then you send your job application via email.
Then you wait… and wait… and wait. Two weeks gone and you’re not getting the callback.
I happen to know the answer to that: nobody even saw your resume.
And why’s that?
Because you don’t know how to email a resume the right way. Yet.
Don’t worry, you’re about to learn a proven, easy way of emailing a resume, plus some extra tricks you can use along the way.
In this guide I’m going to show you:
- How to email a resume and a cover letter the right way and get more job offers.
- A resume email sample better than 9 out of 10 resume emails out there.
- How to get in touch with the hiring manager before sending a resume via email.
- The most important rules of resume email etiquette.
Here's a sample resume made using our resume builder.
Want to save time and have your resume ready in 5 minutes? Try our resume builder. It’s fast and easy to use. Plus, you'll get tips and right vs. wrong examples while writing your resume. See +20 resume templates and create your resume here.
Sample Resume to Send via Email - See 20+ resume templates and create your resume here.
How to Email a Resume Step By Step
Tired of ending up in the resume Black Hole?
Emailing a resume to a prospective employer instead of applying via job board application forms might just do the trick.
First of all, it adds a personal touch and shows your persistence.
If done right, the hiring manager will be more enthusiastic about reviewing a job application sent via a personalized email. Trust me, they’re stuck in that Black Hole, too. They’ll be happy to ditch those hundreds of identical job board applications.
Secondly, it boosts your odds of avoiding an Applicant Tracking Software (ATS) resume test.
The sad truth is that many resumes never make it to a human reader. They're weeded out by the ATS. Sending a resume by email, directly to a human being makes it more likely that you’ll receive the attention you deserve.
That said, there’s still a couple of crucial things to keep in mind when emailing a resume. Let’s go through the basics.
Here are 7 steps to successfully emailing a resume.
How to Email a Resume?
- Use an effective subject line
- Address the hiring manager by name
- In the first paragraph, tell the hiring manager who you are and why are you contacting them
- In the second paragraph say what value you’d bring to the company
- Close the resume email body with saying you’re eager to meet in person
- Add a professional signature with your contact details
- Attach your resume and a cover letter saved in PDF with professional file names
Before I show you how it works in practice, I want to introduce you to someone.
Meet Jason. He’s a successful Web Developer. He wants to join XYZ Corp. as an IT Manager. And the email he sent to XYZ’s hiring manager will get him there.
Let’s have a look at Jason’s email resume example:
Sample email for job application with resume
(1)Subject line:Prolific Senior Web Developer Seeks IT Manager Position with XYZ
(2)Dear[Hiring Manager’s Name],
(3)Please find attached a copy of my resume and a cover letter for the IT Manager position at XYZ.
(4)As the winner of the 2015 Webby Award for Best Navigation and Structure, with a proven record of increasing user experience scores by over 40% on 25+ websites and online apps, my goal is to leverage 10 years of experience to help XYZ succeed with optimizing the UX on your three key online platforms.
(5)I am looking forward to meeting you in person to share my insights and ideas on making XYZ’s web development quicker and more effective.
(6) Jason McMillan
Senior Web Developer
Now, that’s one hell of a resume email. He’s sure to get a call from the hiring manager.
Pro Tip: If you’d like to email your resume directly to the hiring manager but you don’t know how to get in touch with them, read on. We’ll cover that in-depth.
So, now that you’ve seen what to write in an email when sending a resume and a cover letter, let’s see what exactly makes this resume email so great.
Writing a perfect resume email is just a fraction of all the things you have to keep in mind before you click send. Get our free checklist, make sure nothing slipped your mind, and start getting more interviews: 46 Things You Need To Do Before You Send Your Resume
The Subject Line Is Not as Basic as It Seems
What if I told you that hiring managers test candidates before reviewing their resumes?
The way you submit your application documents also matters. Sure, you can upload your resume and cover letter through a generic online application form. You’ll just end up in the same folder as the other 250 candidates.
Or, you can send a personalized resume email and be in pole position right away!
That is, only if your email gets opened. And guess what?
It depends solely on your subject line. So make the most of it.
State that you’re applying for a job, include the name of the position, job identifier (if applicable), and add some personal branding. Like this:
Resume email sample subject line:
How Do You Start an Email For a Job
Subject: Award-winning HR specialist seeks Employer Branding Manager position #12345
The hiring manager just rescheduled her meeting to review this application.
Subject: Resume and cover letter for your consideration
This one looks like a generic email spammed out to every company within 100 miles.
Pro Tip: If the job offer asks for applying via email, check if the employer demands all applicants to use the same subject line, for instance, “Application for Position XYZ - [Your Name].” If so - you have to play by their rules.
When to send a resume email?
On Mondays, between 6am and 10am.
Research has shown that applying on Mondays boosts your interview rate by 46% compared to the average. Submitting your resume between 6am and 10am (when almost nobody else does it) brings about a staggering 89% rise in hireability!
At the same time, keep in mind the golden rule: first come, first served. It's best to apply within 4 days since the job posting went live. So if you come across an interesting job offer on Thursday, email your resume right away, don't put it off until the following Monday.
One more tip, always remember to make your whole job application relevant and specific to the job you’re trying to land. This is called tailoring. It’s the most effective strategy for job seeking. Want to know how to do it right? Read our quick guide: 6 Tips on How to Tailor Your Resume to a Job Description (Examples)
What Everybody Ought to Know About a Resume Email Template
Most job seekers make a common mistake:
They think that their email body for sending a resume should read exactly the same as their cover letter.
Recruiters and hiring managers don’t have the time to review cover letters in their entirety. Your resume email has to be short and sweet. Just enough to make the hiring manager go, “Aaah, interesting!”
In your resume email body, write only about the most relevant things. Make it a sneak peek of your job application. Make it irresistible.
Remember how our candidate, Jason, did it? You can use his resume email as a template:
What to write in an email when sending a resume and a cover letter?
Sample email for a job application with resume - email body:
Dear [Hiring Manager’s Name],
Please find attached a copy of my resume and a cover letter for[the name of the position].
As a[your major success], with a proven record of[your measurable, quantified, relevant achievements], my goal is to leverage my skills and knowledge to help[the name of the employer] succeed with[the employer’s specific plans].
I am looking forward to meeting you in person to share my insights and ideas on [how you’re going to help the prospective employer with their goals].
[Your job title]
That’ll do it. When sending a resume via email, you can’t afford to elaborate on everything. Make your resume email concise and skimmable.
Use the same mail format for sending a resume with a reference. Just remember to mention the name of your reference in the first paragraph.
Pro Tip: If the job ad explicitly asks for a “cover email,” a “covering email,” or an “email cover letter,” these are the only instances where you actually should paste your cover letter into your resume email. You can still attach your cover letter in a separate file, just make sure it matches the content of your cover email.
Even if you craft the perfect email to send a resume, you still need a killer cover letter. Luckily, we’ve got a comprehensive, dedicated guide to show you how to write the best cover letter out there. Give it a read: How To Write A Cover Letter [Complete Guide With Examples]
Plus, a great cover letter that matches your resume will give you an advantage over other candidates. You can write your cover letter in our resume builder here. Here's what it might look like:
See more templates and create your resume and cover letter here.
Almost No One Makes a Personal Connection But It Works So Well
Online job offers don’t always reveal who’s going to read your resume.
That’s a shame because you are much more likely to get hired if the hiring manager knows of you beforehand.
So, how do you get in touch with a hiring manager?
Well, you might have heard about the six degrees of separation:
You’re only separated from the likes of Kevin Bacon, The Queen of England, and Bill Gates by six other people.
That’s why networking is important. You may not know the hiring manager, but you probably know someone who does.
So, what you’re going to do?
Reach out to friends, alumni, and former colleagues to see if they can put you in touch with the right person.
Okay, but what if you’ve actually never networked and have few professional connections?
Do some research to find the internal recruiters or HR personnel responsible for processing resumes where you want to work.
Start with the company’s website to find the name of the hiring manager. Then, move to LinkedIn to see if you can find their email address.
While finding a name is easy, finding an email address can be harder. Start by using an app called findthat.email.
Once you've found a promising LinkedIn profile, the app will generate an email address for you.
If that doesn't work, you can try the oldschool way and use Google.
Start your search with the company’s email domain:
The search may not lead you directly to the hiring manager’s personal email address, but it’ll show you what formula the company uses for all of its email addresses.
See, most companies use the same formula:
If you can find that formula, all you need to do is plug in the hiring manager’s name.
Can’t find the address formula either? You’ve only got the names of the company and the hiring manager?
You’ve still got enough information. Here’s an Email Permutator that automatically generates all possible combinations of the hiring manager’s name and the company’s domain.
Run them through a free email verification tool like MailTester. It isn’t flawless, but it’s a good way to lower your bounce rate.
Pro Tip: If you've always wanted to work somewhere, don't wait for open positions or linger on job boards. Reach out by emailing a resume. Position yourself now so you'll be in the right place later.
Note, not all hiring managers will appreciate receiving unsolicited resumes.
Which is why you will want to start the process by sending the hiring manager an invite via LinkedIn.
By making a connection on LinkedIn first, the hiring manager gets a heads up. Otherwise, emailing a resume may come across as unprofessional or even as spam.
Julie Dossett, Communications Lead at LinkedIn Canada, says:
So you know how to send a resume via email, or a message to the hiring manager on LinkedIn. What’s next? You can be sure they’ll check your online presence. Good news is, you can have a shining online professional persona in a few easy steps! Read our guide to learn how to do it: How to Check Your Online Presence Before Recruiters Look You Up
Writing a good resume email for a job application is a very effective strategy few job seekers use. Now you know how to do it right. Just remember the key strategies we covered.
What to say in an email with a resume attached?
Use a strong subject line. Include the name of the position, the offer id, and spice it up with some personal branding.
Make your resume email short. It’s not your cover letter all over again. Focus only on your most stellar achievements.
Finish with a call to action. Say that you’re eager to meet in person to discuss how you can contribute to your prospective employer’s success.
Find the hiring manager’s name and email address.
Finally - don’t forget to attach your resume and a cover letter!
Do you have any questions on how to write an email for job applications? Want to learn more about resume email writing? Let us know in the comments!
Out of the billions of emails that are sent every day, how can you make sure that yours stands out?
We asked career, email, and marketing experts to offer their best tips for crafting the perfect email subject line. Find out what they said, plus examples of great subject lines, below.
1. Always write a subject line.
Not including a subject line is one of the biggest mistakes you can make. The subject line often determines whether an email is opened and how the recipient responds. An email with a blank subject line will likely get deleted, lost, or immediately irritate the recipient, who is forced to open the email to figure out what it’s about.
2. Write the subject line first.
For many professionals, the subject line is an afterthought that you add just before you hit send. But Amanda Augustine, career expert at professional job-matching service TheLadders, stresses that it can be the most important part of the email. Write the subject line first, so that it sets the tone and you don’t forget.
3. Keep it short.
A typical inbox reveals about 60 characters of an email’s subject line, while a mobile phone shows just 25 to 30 characters, says Augustine. Get right to the point in about six to eight words.
4. Place the most important words at the beginning.
A whopping 50% of emails are read on mobile phones, says Dmitri Leonov, a VP at email management service SaneBox. Since you don’t know how much of the subject line will be viewable from a smartphone, it’s important to put the most important information at the beginning. Otherwise, compelling details could get cut off.
5. Eliminate filler words.
With such precious space, don’t waste it with unnecessary words like “hello,” “nice to meet you,” and “thanks,” which can easily be included in the email’s body.
6. Be clear and specific about the topic of the email.
The subject line should communicate exactly what the email is about so that the recipient can prioritize the email’s importance without having to open it. For example, writing “Do you have a sec?” is vague, says Augustine, since the reader will have to open the email or reply to figure out what you want. If it’s a job application, she suggests including your name and the position, and if it’s to another coworker, you should identify the project that the email refers to.
[Related: Subject Lines That Will Get Your Emails Read]
7. Keep it simple and focused.
Especially if you’re sending a marketing email, Kipp Bodnar, a VP at marketing software platform HubSpot, says it should be focused on one action, which should be communicated in the subject line. Offer one takeaway, indicate how the reader can make use of it, and specify how you will deliver it.
8. Use logical keywords for search and filtering.
Most professionals have filters and folders set up to manage their email and probably won’t focus on your message when they first see it, says Leonov. That’s why it’s important to include keywords related to the topic of the email that will make it searchable later.
9. Indicate if you need a response.
“People want to know whether they really need to read this now and if they have to respond,” Augustine says. If you need a response, make it clear in the subject line by saying “please reply” or “thoughts needed on X topic.” If not, simply start the line with “Please read,” or tack on “no response needed” or “FYI” to the end.
10. Set a deadline in the subject line.
Especially if you have a lot of information to convey in the email itself, including a deadline right in the subject line exponentially increases the odds that readers will respond. For example, after the email’s topic, you could say: “Please reply by EOD Friday.”
11. If someone referred you, be sure to use their name.
If you’ve been referred by a mutual acquaintance, do not save that for the body of the email, says Augustine. Put it in the subject line to grab the reader’s attention right away. Moreover, she suggests beginning the subject line with the full name of the person who referred you.
12. Highlight the value you have to offer.
If sending a cold email to someone you don’t know, “you need a subject line that indicates value and communicates what they’re going to get,” Bodnar says. Pique the reader’s interest by offering them something that’s helpful. Whether you’re providing a speaking opportunity, a discount, or a service, make it clear in the subject line what’s in it for them.
13. Personalize it with the recipient’s name or company name.
You have to know who you’re sending the email to, and they have to recognize that it’s about them or a subject interesting to them, Bodnar says. Using their name or company name is one of the best ways to do that, he says, and makes the recipient much more likely to open the email. For example, you might write, “Increase Company’s sales by 25%,” or “John, see how you compare to competitors.”
14. Create urgency by limiting the timeframe.
To grab someone’s attention and persuade them to reply, consider creating a deadline for your proposition. Common ways of creating urgency include “respond now,” “register today,” and “limited space available—reply soon.”
15. Don’t start a sentence that you finish in the email’s body.
If you begin a thought or question that ends in the email, then the reader is forced to open the email. It’s annoying, and since clarity and being respectful of the recipient’s time is the goal, it’s not very helpful, Augustine says. Consider whether instant message, a call, or an in-person chat might be a better medium for your question.
16. Make sure you reread the subject line.
Augustine also warns against copy-and-paste errors. Sometimes when people are sending a similar email to multiple people, they forget to tailor it to each reader and end up with the wrong name or title in the subject line. The easiest way to avoid this is to reread the subject line before you hit send.
17. Don’t put words in ALL CAPS.
Using all caps may get someone’s attention, but in the wrong way. It’s the digital equivalent of yelling, and your job is to make the email as easy as possible for the recipient to read rather than giving them anxiety, says Leonov. Instead, use dashes or colons to separate thoughts, and avoid special characters like exclamation points.
Examples of excellent email subject lines:
For a job application:
Referred by Jane Brown for Technical Writer position
Human Resources Assistant Application—John Smith
For an interview follow up:
John Smith Following Up on Sales Position
Marketing Manager interview follow up
For a work request:
Requesting Project X idea submissions—Due Jan 15
Employee Survey: Please take by EOD Friday
For a meeting invitation:
Meet about social media strategy Tuesday?
Free to catch up over coffee next week?
For an introduction:
An Introduction: Jane Brown Meet John Smith
Potential collaboration on TV marketing plan
For a marketing pitch:
Mastering Digital Media Webinar—Register Today
John, see how you compare to competitors
For requesting information:
Inquiring about your design services
Request for information on NY venue
This article was originally published on Business Insider.
Photo: startupstockphotos / Pixabay