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Emailing a Resume: What to Write in an Email When Sending a Resume?

Emailing a Resume: What to Write in an Email When Sending a Resume?

Emailing a Resume – Have you received any job postings that ask you to submit your resume via email? Or maybe you’ve decided to contact your dream company directly. With a wide range of job services, it has become a habit for employers and potential employees to send their CVs through specialized sites and apps. That’s why many job seekers wonder what to write in an email while sending a resume.

If so, you’re probably asking yourself right now – what to write in an email when sending my resume so that I can stand out?

Sometimes employers provide clear instructions as to what the job application email format should include. If so, follow the employer’s instructions closely.

Today we will discuss how to work on such letters and what you should keep in mind while planning it.

Emailing a Resume

“Maintaining a clean email database is important. Cleaning should be done at least once every 6 months, but depending on the size of the base. The larger the database, the more likely invalid email addresses are to appear in it, and the more often it is valid.

In This Guide I’m Going to Show You

1. How to Properly Email a Resume and Cover Letter and Get More Job Offers

Tired of Redoing Black Holes?

Emailing a resume to a potential employer instead of applying through a job board application form may just do the trick.


Firstly, it adds a personal touch and shows your perseverance.

If done correctly, the hiring manager will be more excited about reviewing a job application in: sent resume  through a personal email. Trust me, they too are trapped in that black hole. They’ll be happy to drop those hundreds of similar mailing job applications.

Secondly, it increases your odds of surviving an applicant tracking software (ATS) resume test.

The sad truth is that many resumes never make it to the human reader. ATS has thrown them out. Sending a resume directly to someone by email makes it more likely that you’ll get the attention you deserve.

That said, there are still some important things to keep in mind when emailing your resume. Let’s look at the basics.

How to Write an email asking for job vacancy.  

How to Email My Resume: Some Tips to Keep in Mind Before Sending an Email

Emailing a Resume

Emailing a Resume

1. Before you start writing, ask yourself this: Who is the person you are writing to? Email writing format-

2. Try to find the hiring manager’s contact details so that you can address them by name. A slightly more personal approach can reduce the chances of your resume being forgotten or disposed of.

3. Remember that your email address must be professional. Emails like julezizcoolz@yahoo may have been good in 2005, but not anymore. Instead, create a professional email address that contains your first and last name.

4. You should also consider when to email your resume. In general, you want your email to be among the first to be received that day. This means you should ship it very early – ideally before 8 a.m.

5. The same thing applies on weekdays as well. The later in the week you send your email, the less likely it is for someone to review it. So you should send it very early on Monday morning.

6. Naturally, don’t put off applying if this is a first come first served job application.

Key Takeaways

  1. View the hiring manager’s contact details;
  2. Your email address must be professional;
  3. send it on a Monday, ideally before 8 a.m.;

The Subject Line Is Not as Basic as It Seems

When Emailing a Resume What Should the Subject Be –

Subject for Sending Resume –

What if I told you that hiring managers test candidates before they review their resumes?

The way you submit your application documents also matters. Sure, you can upload your resume and cover letter through a simple online application form. You will end up in the same folder as the other 250 candidates.

Or, you can send a personalized resume email and be in poll position right away!

That is, if your email gets opened. And guess what?

It totally depends on your subject line. Email body for sending resume. So make the most of it.

State where you are applying for the job, include the position name, job identifier (if applicable), and add some personal branding.

How to Write an Email with Resume, When to Send Resume Email?

Research has shown that applying on Monday increases your interview rate by 46% compared to the average. Submitting your resume between 6 a.m. and 10 a.m. (when almost no one else does) brings about an 89% increase in getting hired!

Emailing a Resume

Also remember the golden rule: first come, first served. It is best to apply within 4 days since the job posting is live. So if you get an interesting job offer on Thursday, email your resume immediately, don’t turn it down until next Monday.

Another tip, always remember to make your entire job application relevant and specific to the job you are striving for. This is called sewing. This is the most effective strategy for job searching & how to write mail for job?

What Everyone Should Know About Resume Email Templates

A common mistake most job seekers make is:

They feel that sending a resume should read their email body just like their cover letter.

It shouldn’t be.


Recruiters and hiring managers don’t have the time to thoroughly review cover letters. Your resume email should be short and sweet. Enough to make the hiring manager go, “Ah, interesting!”

In your resume email body, write only about the most relevant things. Make it a glimpse of your job application. Make it irresistible.

Email Body for Sending  Resume: Keep it Crisp, Yet Formal

Begin with a formal email format  salutation and address the hiring manager by name (preferably last name),email resume example:

The first short paragraph should explain who you are, why you’re sending this email and what’s in the email.

Continue the next paragraph with a short but effective introduction to your best and proudest achievements. Of course, only mention achievements that are relevant to the job. Close this paragraph by saying what value you will bring to the company and what skills you will use to accomplish this & see how to email a resume to a company?

What you need to say in the closing paragraph is that you look forward to hearing back from them and meeting them in person. You can add an engaging call to action but be careful not to be rude or overly eager.

Email a Resume

Yours (American English) or sincerely yours (British English).

And finally, a professional signature is a must! Don’t forget 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 concise. Don’t go into too many details or you could distract the hiring manager.

Keep in mind that you cannot describe each achievement and each work experience in detail due to limited space. Email should be informative and concise.

That’s what it will do. When sending a resume via email, you can’t afford to go into detail about everything. Make your resume emails concise and skimmable.

Use the same sending mail format  to send a resume with a reference. Just remember to mention the name of your reference in the first paragraph.

What should I write in Email When Sending Resume?

In the first part of the email, 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.

Take Note of this Sample Email to Send Resume for Job

Job application email sample-

Subject: Position of sales manager in the electronics department – Ken Bright

Dear Hiring Manager,

I am very interested in the position of a sales manager in the electronics department, which I found on the official website of your company in the “Jobs” section.

You will find my resume as well as a cover letter below. If you need more information, please let me know. Thank you for your attention and time!




Follow Instructions

This is rule #1 when emailing resume example. Carefully study the current requirements for sending a CV. Email resume to employer may have their own unique rules for this process. Some of them may ask for a special subject line, formatting of the text, or make special requests about which files to email attach resume.

How to Send Resume to HR?

In most cases, these rules are needed for better candidate search and process management. But sometimes employers and HR add them to check your attentiveness and ability to comply with requirements correctly. Whether there are instructions or not, you need to remember that your message should be professional and simple at the same time.

Attach a File

This is the best way to in send a resume via email. Make sure you have saved your CV in proper format. Usually this can be a Word document with an extension like .doc, .docx, or a PDF file with the extension .pdf. Select one of the option you are most likely to meet the main requirements and HR will be able to open it.

You may have saved your resume as a Google Document, or you may be using word processing software that differs from standard Microsoft Word software. In such a situation, you should convert your resume into a word document. The hiring manager should not only be able to open and read such online document, but also download and save the file in PDF or Word format.

Also Read – Best & Latest Resume Format For Freshers in MS Word Free to Download

Name the file with your own name like Peter_Parker.doc or Peter-Parker.pdf etc. Also pay attention to the size and don’t send any attachments larger than 10MB. Files that are too large and have another extension but .doc (.docx) or .pdf will be considered suspicious and will never reach the target recipient. Don’t compromise your reputation with such shortcomings.

When working with email templates for mail format for sending resumes, we do not recommend using generic names, such as: “resume”, “resume 1” or “resume 2”. This CV title can be a signal to the employer that you are superficial for the job and do not try to adapt information about yourself in the required format. Also, positioning yourself as an unnamed candidate won’t help the manager remember who you are on the spot.

If you need to send a resume emailing and a cover letter as attachments, feel free to write a short message in the resume sending mail body of the letter itself. Here you need to indicate the position for which you are applying, briefly show interest in the company and work in it, indicate that all material related to you is sample cover letter with email attached resume.


It will be a pity if you lose your dream job opportunity because of any grammatical, lexical or contextual mistake. Your resume, cover letter, and other email text must be accurate either way. That’s why you need to check the spelling of words, usage of grammar, and formatting of the email resume body.

Do not delegate this task to automated testing software and services. They catch some core errors but often leave out some serious textual and contextual mistakes. Careful proofreading may be more reliable in this case. Apart from this, you can ask your friend, relative or any other person to help you in this work.

Also, the main rule of a professionally written cover letter and CV says: Keep it simple. This means that you should use readable fonts, as well as simple styles, regardless of how your resume is formatted: sending the resume in the email body or included as an attachment. You must remove any unusual formatting, do not use HTML, emoticons, colored fonts or images. This is unprofessional and does not follow business etiquette. In addition, you may not know exactly how the employer’s postal service turns up your letter. So let’s keep things simple!

It is also recommended that you first send a test email to your personal email address or to some of your relatives or friends. This way you can be sure that your job application looks perfect and is ready for consideration. Check the formatting, open your attachments, make sure the attached files are exactly what you need. Are you happy with everything? Then go ahead and send the employer a request!

JOB APPLICATION Emailing Resume Template

Now that you know what to include in your email and how to write it, you can view the templates for job applications. We are presenting several types of templates you can use to convince your recruiter to take your seriously. All of these templates have been proven to be effective at winning over hiring managers. Emails are a science, and we have cracked the code to make it successful for you.

We must state that your job application email resume templates is by no means a cover letter. It does not substitute the contents of your cover letter or your resume. There is no need to repeat all of those contents in the body of your email. This email should only succinctly highlight your intention to work at a particular company.

Unlike a cover letter, business letter, or any other physical letter, an email does NOT require a header that contains your address and the company’s address. Those are reserved for physical letters, not electronic ones. An email is structured slightly differently than a regular letter, email template for sending resume as you will see below.

Template 1 – For Young and Fresh Graduates

If you have just graduated, or about to graduate very soon, then you need to make this statement in your job application email. This template is made just for you, to help you get started on your career.

Subject: Name of Applicant – Name of Position, Job Reference Number

Dear Mr./Ms. Last Name,

I came across a very exciting position on your job portal that I believe fits me perfectly. I am interested in applying for the position of Development Engineer (Job Reference Number A123) at Sony Electronics. After reading the job description and requirements and matching it with my own experiences, I know that I would be a valuable asset to your organization.

 I recently graduated with a Bachelor of Science degree in Electrical Engineering from the University of Texas. I now want to apply my skills in a multinational company like Sony. As a development engineer, I can implement engineering concepts to design innovative and ingenious products for consumers.

I have attached a cover letter, resume, and certificates for your consideration. Please take a moment to go through them to get a better picture of who I am.

I would love to talk to you in more detail regarding this amazing opportunity at your company. It would give me great pleasure to hear back from you regarding my application.




Phone Number

Email Address

Template 2 – For Experienced Professionals

If you have been working for a number of years already and are on the lookout for a new job at another company in your industry, then this email template is made for you. Your experience here is very important and should be emphasized in your email.

Subject: Name of Applicant – Name of Position, Job Reference Number

Dear Mr./Ms. Last Name,

I have 4 years of experience as a Software Developer at my previous company. I came across an interesting position of Software Tester (Job Reference Number 9467) on your website. Company XYZ is renowned for testing all kinds of software and applications before they are released. As I know how they were programmed, I would be able to quickly detect all bugs and errors that need to be rectified. My skillset and expertise makes me a valuable asset to your organization.

After graduating with a degree in Computer Science, I worked at Company ABC as a software developer for 4 years. I designed and programmed engineering software that students use in academia. Now I want to challenge myself in a new environment and your company offers just that.

I have attached a cover letter, resume, and certificates for your consideration. Please take a moment to go through them to get a better idea of who I am.

I would love to talk to you in more detail regarding this amazing opportunity at your company. I look forward to hearing back from you regarding my application.




Phone Number

Email Address

Best Tips for Emailing a Resume to an Employer

  1. Follow the instructions from the job advertisement. Remember, you have to play by their rules.
  2. Attach your resume and a cover letter in proper format. Typically, PDFs work best, but double check with job offers: Some employers only accept DOC files.
  3. Find the name and email address of the hiring manager. Send your resumes email directly to them.
  4. Use a strong subject line. Include the post name, offer ID, and spice it up with some personal branding.
  5. Shorten your resume email. This is not your cover letter again. Focus only on your greatest achievements.
  6. End with a call to action. Say that you look forward to meeting in person to discuss how you can contribute to your potential employer’s success.

Final Thoughts (Emailing a Resume)

Even if you create the perfect email to send with your resume, you still need to make sure you have an impressive resume and cover letter.

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