These days, nearly everything can be done online. The days of submitting hard copy resumes are nearly passed. Because of this shift to online formats, job seekers need to know how to write a carefully crafted email to accompany their resume.
The information provided below will help you write a great email to go with your resume. A sample resume email will help further guide your writing efforts.
Emailing a Resume to an Employer (Step-by-Step)
The following is a step-by-step guide to sending a resume to an employer.
1. Use a Clear and Helpful Subject Line
The subject line should get the employer’s attention. A good subject line will be clear and concise. If you do not use a clear subject line, your email may be overlooked or marked as spam. Never leave the subject line blank.
The employer may also recommend a specific subject line format. If they have given directions about the subject line, make sure you follow them exactly.
2. Write Content for the Email’s Body Text
The body text of your resume email should contain the following:
- A greeting: address the recipient by their title and name. For example, a greeting may be “Hello Mr. Smith” or “Dear Mr. Smith.”
- A short introduction: let them know who you are and why how you found out about the job opening. For example, you may write, “My name is Jessica Pettibone, and I found your job listing on Indeed.com.”
- Your request: let them know which position you’re applying for and offer to answer any questions they may have.
- A professional closing: your email should be closed with a professional closing. “Sincerely” is an appropriate and common closing.
3. Include an Email Signature
Use a full email signature to provide the employer with needed contact information. Your signature should include your full name, email address, and phone number. You may also choose to provide a link to your LinkedIn or personal website.
4. Attach Your Resume and Cover Letter
You should always provide your resume and cover letter as an attachment unless the job listing instructions specify otherwise.
Make sure you don’t forget to actually attach the resume. You don’t want to send a follow-up email with a note about forgetting the attachment. This may leave a bad first impression!
Resume Email Subject Line Examples
Possible subject lines for emailing a resume include:
- Sales Representative – John Smith Resume
- Sales Representative Resume – John Smith
- Open Sales Position – John Smith
- Resume for Open Position
- Referral by Jane Jones
Sample Message for Emailing Your Resume
Dear Ms. Smith,
I found your listing for the open marketing position online and would like to submit my resume for your review.
My resume and cover letter are attached. Please reach out if I can provide any additional information.
Web @ mail dot com
Message for Emailing Your Resume (Word Template)
Tips for Emailing a Resume
The following three tips will help you make a good impression when you email a resume to an employer.
1- Always Follow Directions
Following directions is the most important thing to do when sending your resume through email. The job posting will usually include information about where to apply, where to send the resume, and what format you should use.
They may also give information about additional information needed along with your resume. For example, some positions may request samples of your previous work or a link to your professional profile. Make sure to include all requested information.
You may attach your resume and cover letter as a PDF or Word documents. Some employers may specify the desired resume format. In that case, provide your resume in the format requested.
The employer may not consider you for the position if you don’t follow their instructions exactly. You don’t want your first impression to be a bad one!
2- Use Appropriate Names for Attachments
Your document names should be clear and descriptive. Good resume file names are things like “John Smith Resume” or “Smith John Resume.” In a similar vein, your cover letter may be titled “John Smith Cover Letter.”
Don’t use file names like “resume,” “resume1,” or “resume2.” The employer should feel like you care enough about the position to thoughtfully name your resume and cover letter.
3- Always Proofread before Sending
Typos may make you look sloppy, leaving a negative first impression.
Always proofread your resume, cover letter, and email before sending. When possible, have another person look over everything you’ve written. Other people are more likely to notice any errors you’ve made.
If you don’t have someone to edit your writing, use an online AI editor like Grammarly or Grammark. Their free versions may not catch every mistake, but they highlight problem areas for your review.
Key Elements for Introducing Yourself in an Email
Although introduction emails may differ, the following key elements are included in most introduction emails:
- Subject line: use a clear subject line to inform the employer about the reason for your email.
- Greeting: include a greeting like “Hello” or “Dear,” followed by the employer’s prefix and full name.
- Introduction: let them know who you are and why you’re reaching out.
- Request: make a request (i.e., “Please look over my resume.”)
- Closing: use a professional closing like “Sincerely.”
- Signature: include your email signature with all relevant contact information.
It doesn’t matter whether you email or mail a resume as long as you’re following the employer’s published directions. Many job listings will specify an email address for online submissions, or a mailing address for print resumes. Follow these directions exactly to leave the best first impression.
You may word this request in a few different ways. You might write, “My resume is attached” or “Please review my resume, which is attached to this email.”
Most job listings will specifically prohibit reaching out after sending a resume or job application. If the job listing says you shouldn’t reach out, don’t reach out under any circumstances. However, if you haven’t heard from anyone in several weeks and there is no such prohibition on the job listing, you can send a follow-up email to the recruiter.
If you’re applying for a job, you may need to send your resume and cover letter through email. The content of your email is nearly as important as your resume since these emails provide the employer with the first impression of you.
With the information and sample provided above, you’re ready to email your resume to prospective employers.