How To Email A Resume

Emailing a resume is a common task for job seekers, but it can be surprisingly tricky. You need to make a good impression on the recruiter, but at the same time, how much do you actually need to say in an email meant to deliver your resume?

Whether you’re applying for a job that asks you to email your resume or you’re cold-emailing your dream job, here you will find some tips and tricks on emailing a resume that will have a recruiter looking your way.

Key Takeaways:

• Use a professional-sounding personal email address to send your resume.

• Respond within 12 to 24 hours of a potential employer emailing you.

• Tailor your resume for the specific job and include keywords from the job description.

How to send your resume via email

To send your resume to any future employer, keep it simple. Greet them professionally, state the purpose of your email, and close with a note of thanks and your contact information.

1. Read the instructions carefully. Before you begin, remember to read the job post carefully. Sometimes, when people are using a job search board, they will quickly opt to click on the apply now button instead of reading the company’s instructions.

   Many companies will ask you to contact them via email directly, and because you clicked on the button, it can become a missed opportunity.

2. Use a clear subject for your email. When you are choosing what to put on your subject line, make it clear and concise. Keep in mind that recruiters have to comb through hundreds of applicants, try to keep it simple by writing your name and the position you are applying to. Here are several examples of subject lines:

   Resume email subject line examples

   • Jane Smith– Junior Web Content Creator Position– Resume

   • Jane Smith Resume — Junior Web Content Creator Position

   • Resume of Jane Smith for the Junior Web Content Creator Position

3. Greet the recipient. Avoid using the phrase “To Whom It May Concern,” as this is an outdated way to begin an email.

   The hiring manager can also interpret it as a sign of laziness. Before writing, search for the recipient’s name. This will go a long way to show that you are willing to put in the work. If you can’t find their name anywhere, try addressing them by their title or skipping a name altogether, as shown below:

   Resume email greeting examples

   • Dear Hiring Manager,

   • Dear Recruiter,

   • Good morning,

   • Good afternoon,

4. Write your opening paragraph. Your first paragraph should be used to introduce yourself and express your interest to your prospective employer about the current job opening. Remember to include the name of the position. It should also state where you found the job posting.

   Resume email opening paragraph example

   I am very interested in applying for the Junior Web Content Creator position listed on Zippia.com.

5. Write your body paragraph. The following paragraph should include a brief example of experiences that will highlight your abilities and make you more appealing to the hiring managers. However, you can also keep this paragraph brief and simply notify the recruiter that they may find your resume and cover letter in the attachments.

   Resume email body paragraph example

   I have two years of experience writing copy, marketing emails, and blog posts, as well as SEO. During this time, I helped increase my employer’s website traffic by 25% over four months. I believe that this experience makes me a great fit for this role and would allow me to contribute in a meaningful way to your team. I’ve attached my resume for your consideration.

6. Closing the email. Thank the hiring manager for taking the time to look over your resume, and offer them the opportunity to contact you should they have any questions or need any additional information.

   Resume email closing example

   If you have any additional questions, please feel free to contact me. Thank you again for your time, and I look forward to hearing from you soon.

7. Sign off. Moving forward, your emails should include a professional signature. This signature should include your name and contact information, such as your email and the best number to reach you at. You can also include a link to your LinkedIn profile — this will give them a better sense of who you are.

   Resume email signature example

   Sincerely,
   Jane Smith
   linkedin.com/in/janesmith
   jsmith@email.com
   781-555-3214

8. Attach your properly formatted resume file. It is essential that you do not copy and paste your resume onto the email directly. Instead, save it as a PDF or Microsoft Word document. Remember that you use a professional name when creating the document, such as:

   Example resume file names

   • John Smith Resume

   • John Smith Cover Letter

   You should also always check to see if the job description requires a specific file format or name as well, and always follow that.

Examples of how to send your resume to a prospective employer

Here are some example emails that you might send along with your resume to a potential employer.

1. Example resume email #1

   Dear Hiring Manager,

   I am very interested in applying for the [Name of Position] position listed on [Name of the Website Where You Found the Job Posting].

   Attached you’ll find my resume and cover letter. If you have any additional questions, please feel free to contact me. Thank you again for your time, and I look forward to hearing from you soon.

   Sincerely,
   [Your Name]
   [You LinkedIn Profile]
   [Your Email Address]
   [Your Number]

2. Example resume email #2:

   Dear Mr./Ms. [ Surname],

   My name is [Your Name], and I would like to express my interest in the [Name of Position] position listed on your company’s website.

   For years I have been a huge fan of everything your company stands for and all the great work that it has done. I am very excited about the prospect of working at [Name of Company] and the chance to work with such a talented group of people. I have attached my resume and cover letter, as you requested. I would love to be considered for this position and the opportunity to work closely with you.

   Please let me know if you have any questions or need me to provide any additional information.

   Thank you for your time and consideration.

   Regards,
   [Your Name]
   [You LinkedIn Profile]
   [Your Email Address]
   [Your Number]

3. Example resume email #3:

   Dear Recruiter,

   I would like to express my interest in the position of [Name of Positions] in the [Name of Department] Department that was posted last week on your company’s webpage.

   I have attached both my resume and cover letter. If you need any additional information, please do not hesitate to contact me.

   Thank you so much for your time.

   Sincerely,
   [Your Name]
   [You LinkedIn Profile]
   [Your Email Address]
   [Your Number]

4. Example resume email #4:

   Good morning,

   I came across your posting for the [Name of Position] position listed on [Name of the Website Where You Found the Job Posting]. This seems like a fantastic opportunity!

   I believe that my background in [mention strengths and qualifications] would make me an ideal candidate for this position and your company. I have attached my resume and cover letter, and I would be thrilled if I could be considered for the job.

   If you have any additional questions, please feel free to contact me. Thank you again for your time, and I look forward to hearing from you soon.

   Thank you for your time.

   Sincerely,
   [Your Name]
   [You LinkedIn Profile]
   [Your Email Address]
   [Your Number]

5. Example resume email #5:

   Hello [First name, if you are on a first-name basis]

   I am very interested in applying for the [Name of Position] positions. I believe that my skills and qualifications would be a perfect match for your company.

   Please take a moment to review the attached documents. Here I have included my resume and a cover letter. I would love it if I could be considered for the position.

   Thank you for your time.

   Sincerely,
   [Your Name]
   [You LinkedIn Profile]
   [Your Email Address]
   [Your Number]

6. Example resume email #6:

   Good afternoon,

   I am applying for the role of [Name of Position] and have attached my resume and cover letter.

   I believe that my experience in [relevant experience] has prepared me well for this role, and I’m excited about the possibility of contributing to your team.

   Thank you for your consideration. Please let me know if you have any questions.

   Sincerely,
   [Your Name]
   [You LinkedIn Profile]
   [Your Email Address]
   [Your Number]

Tips for emailing your resume to a prospective employer

Using a professional-sounding email address, double-checking for typos, and replying quickly will all help your email stand out to recruiters.

1. Use a professional email address. Try to avoid using your old high school or college email address. Though it may be tempting, using the email surferdude1998@email.com is not very professional. Creating a professional email speaks volumes about the person you are and shows that you are someone to take seriously.

   If you can, create an email that includes both your first name and your surname or your initial. Here are some examples:

   Example professional email addresses

   • joe.smith@email.com

   • jsmith@email.com

   • joesmith2@email.com

   Just don’t use your work email address to send out your resume to another company.

2. Double-check everything. It is imperative that you make sure that everything in your document is in order. Proofread your email and your document and make sure that your document is attached.

   Many times these small details slip through the cracks, and you might get passed over for not being thorough.

3. Respond in a timely manner. If at any point you receive an email from a recruiter, be sure that you respond to that email promptly. Ideally, you should be sending your response within the first 12 to 24 hours of the original message.

How to email a resume FAQ

1. What should I write in the email when sending a resume?

   When sending a resume, you should write the reason why you’re sending the email, a thank you, and your contact information in the email. You can also talk about what you’d contribute to the company if you were hired. Just make sure you keep it to one or two short paragraphs.

2. How do you say your resume is attached?

   You say your resume is attached by saying, “I’ve attached my resume.” Other variations of this include “I’ve attached my resume for your reference,” and “I have attached my resume, as you requested.” However you say it, just make sure it flows with the rest of your message.

Final thoughts

Remember to carefully check your email for any spelling and grammatical errors before sending it to prospective employers, and make sure you have attached the correct documents.

It is imperative to follow all of the steps listed above to ensure that you move quickly along in the hiring process.

References

1. Stanford Career Education – Resumes/Cover Letters

2. Harvard University – Resumes and Cover Letters

3. USAJOBS – What Should I Include in My Federal Resume?

Author

Chris Kolmar

Chris Kolmar is a co-founder of Zippia and the editor-in-chief of the Zippia career advice blog. He has hired over 50 people in his career, been hired five times, and wants to help you land your next job. His research has been featured on the New York Times, Thrillist, VOX, The Atlantic, and a host of local news. More recently, he's been quoted on USA Today, BusinessInsider, and CNBC.