How To Email A Resume

After countless hours searching through the job boards, looking at the classifieds, and filling out hundreds of applications, you have finally heard back from a recruitment officer asking for your current resume.

The message you choose to include in the email body is just as important as the resume itself.

Keep in mind that this email will serve as the first impression of you. This message will give the company or organization you are applying to a glimpse of the person you are. When emailing a potential employer, you want to include details that can highlight your experiences and sway the hiring manager to consider you for the position.

Here you will find some tips and tricks on correctly emailing a resume that will have a recruiter looking your way.

Key Takeaways:

• Make sure you are tailoring your resume for the specific job and include keywords from the job description.

• Use a professional email and not the one you made when you were a teenager.

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

6 Steps To Take Before Emailing Your Resume To A Prospective Employer

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. The reason being that many of these job searches use an algorithm that will pick up the keywords in a resume.

2. Use a professional email. Try to avoid using your old high school or college email. Though it may be tempting, using the email surfedude1998@email.com is not very professional. Creating a professional email speaks volumes the person you are and show 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–for example:

   joe.smith@email.com or jsmith@emial.com

3. Choose the proper file format . It is essential that you do not copy and paste your resume onto the email directly. Some of the most common file formats to send a resume are saving the document as a PDF or Microsoft Word document. Remember that you use a professional name when creating the document, such as:

   “John Smith Resume” or “John Smith Cover Letter.”

4. Use a clear subject for your email . When you are choosing what to put on your subject line, try to clear and concise. Do not over complicate or overthink about this. 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 a subject lines:

   • Example 1:

     Jane Smith– Junior Web Content Creator Position– Resume

   • Example 2:

     Jane Smith Resume — Junior Web Content CreatorPosition

   • Example 3:

     Resume of Jane Smith for the Junior Web Content Creator Position

5. Double-check everything . It is imperative that you make sure that everything in your document is in order. Proofread your email and your document. Make sure that the grammar and spelling of both your resume and email are correct and coherent. Many times this small detail slips through the cracks, and you might get passed over for not being thorough.

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

How To Send Your Resume Via Email

Whensending your resume to any future employer, you will need to remember to keep it simple yet professional. Avoid using overly complicated language. Though you might think this is a good idea, it might backfire–using this type of language can sound incoherent and unprofessional.

1. Begin by greeting the hiring manager. If possible, try to avoid using the phrase “To Whom It May Concern” 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 could not find their name anywhere, try addressing them by their title, as shown below:

   Dear Hiring Manager,

   Dear Recruiter,

2. Next is your opening paragraph. Your first paragraph should be used to 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.

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

3. 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.

4. Closing statement. Remember to 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.

   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.

5. Signature. 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.

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

Examples On How To Send Your Resume To A Prospective Employer

1. Example #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 #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.

   Best regards,
   [Your Name]
   [You LinkedIn Profile]
   [Your Email Address]
   [Your Number]

3. Example #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 #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 #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]

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.

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.