How to Email Your Resume to an Employer: Templates & Examples

Key Considerations Before Sending Your Resume via Email

• Review these seven essential best practices before emailing your resume.
• Follow these five steps for composing an effective resume email.
• Minova's job application tools, including email templates and a resume builder, can assist you in creating a polished resume and email for each stage of your job application.

While many job applications now begin on online platforms, it can still be advantageous to send your resume and cover letter directly via email.

This guide will provide insights on how to email your resume in a way that enhances your chances of moving forward in the hiring process.

When emailing your resume and cover letter, remember that you are essentially presenting yourself as a potential candidate. Keep these tips in mind when crafting your email to a recruiter or hiring manager:

• Use a professional email address. Avoid using an outdated or unprofessional email address. Your email address should clearly identify you, ideally using your full name or a variation thereof.
• Choose the optimal send time. Aim for the top of the hiring manager's inbox by sending your email early in the morning. If you're working on it at other times, consider scheduling it for later delivery.
• Select the right day. Most people are busiest on Mondays and winding down on Fridays, so it's generally best to send your email between Tuesday and Thursday.
• Follow instructions carefully. Some job postings include specific instructions for emailing your resume and cover letter, such as including a particular phrase in the subject line. Paying attention to these details can help you stand out.
• Double-check everything. Typos and other errors can detract from your professionalism. Use a tool like Grammarly to proofread your email, cover letter, and resume. Also, double-check the formatting of your documents. Enter the email address last to avoid accidentally sending an incomplete message.

These email best practices can help you make a positive first impression, which is crucial for a successful job application.

Key Tips for Effectively Emailing Your Resume

Emailing a resume might seem straightforward, but there are several important aspects to consider when applying for a job. Here are some essential tips for sending your resume via email:

1. Develop a Well-Optimized and Formatted Resume

   Resume creation is crucial for job seekers. Your resume needs to be well-optimized and properly formatted to make a strong impression. This includes:

   • Tailoring each resume to the specific job requirements.
   • Ensuring your resume is easy to read and quickly scannable.

   Using a resume template can simplify the process, ensuring your resume is well-organized and easy to read. Minova offers a selection of templates to help you create a professional-looking resume without having to worry about design and formatting. This allows you to focus on including the necessary sections and formatting your resume according to the desired role.

2. Customize Your Resume

   By using resume builders and analysis tools, you can easily create a well-optimized resume. Simply input the job description and receive a match score for your resume, along with suggested keywords and tips to enhance your resume and make it stand out.

   Start by using a resume builder. Upload your LinkedIn profile or an existing resume to create a customizable document. From there, you can make edits and use analysis tools to optimize your resume.

3. Prepare Your Resume for Email

   The format of your resume is important. It showcases your career highlights and relevant skills in a single document. Choosing the right format can grab a hiring manager’s attention. Common resume formats include:

   • Chronological
   • Functional
   • Combination

   These formats present information differently, so choose the one that best suits your career stage and the job you're targeting.

   Once your resume is ready, the question arises: Should you send your resume as a Word (.doc) or PDF file?

   When deciding on the best format, first check the job listing for specific instructions. If no preference is stated, consider these points:

   Some recruiters prefer Word documents because they may need to remove personal details to ensure diversity and limit potential bias. On the other hand, PDFs ensure that your formatting remains consistent when opened by the recipient.

   If you're applying directly to a company, PDF might be a better choice to maintain formatting. If you're sending to a recruiter, a Word document might be preferable.

   Ultimately, the content of your resume is more important than the file type. Ensure your resume is well-organized, easy to read, and tailored to the job description.

4. Craft an Effective Email Subject Line

   Your email won't be effective if it's never opened. A clear and concise subject line is essential.

   Avoid common subject line mistakes like:

   • Leaving the subject line blank.
   • Only writing "job application."
   • Using overly long subject lines.

   Instead, use this formula:

   [Your Full Name] Application: [Adjective] [Job Title] Seeking Opportunity at [Company Name] [Job ID, if available]

   Example subject lines:

   Jane Doe Application: Innovative Marketing Manager Seeking Opportunity at Acme Corp #1234

   John Smith Application: Experienced Software Engineer Seeking Opportunity at Tech Solutions Inc.

   This format ensures the most important details are immediately visible, preventing your email from being overlooked or marked as spam.

   Listing the job title is helpful, as companies may be hiring for multiple positions. Including your name makes it easier to search for your application, and adding an adjective gives a brief insight into your qualifications.

5. Email the Correct Person

   To make your email more professional and increase its chances of being noticed, send it to the person directly involved in the hiring process. If the hiring manager's name is on the job description, use it when addressing your email. Double-check the spelling to avoid errors.

   If a name isn't available, research the company's LinkedIn page to find the relevant contact, such as someone in a recruiting role or the manager to whom the position would report. If no contact information is found, use "Hiring Manager" or "Recruiter" as the recipient.

6. Provide Context

   Don't simply send an email saying, "Resume attached!" Emails are a form of short communication, so it's important to clearly state your purpose and its relevance to the recipient. Don't assume they'll understand the connection; provide concise context in both the email body and subject line.

   Example email:

   Dear Hiring Manager,

   My name is [Your Full Name], and I am writing to express my interest in the [Job Title] position listed on [Website/Job Board]. As a [Your Current Role] with [Number] years of experience in [Relevant Industry], I am confident that my skills and experience align well with the requirements of this role. Please find my resume and cover letter attached for your review.

   Thank you for your time and consideration. I look forward to the opportunity to discuss my qualifications further.

   Sincerely,

   [Your Full Name]

7. Optimize and Attach Your Resume File

   Your resume file size should be 10 MB or less. If your PDF is too large, use a compression tool to reduce it without sacrificing readability.

   Your resume file name should be clear and include your name, the job position, and the company name. For example:

   JaneDoe_Resume_MarketingManager_AcmeCorp.pdf

   This naming convention makes it easier to find your resume and shows that you're specifically applying for that role at that company.

   When attaching your resume, double-check that you're including the correct file and version. You can send yourself a test email to ensure everything is correct.

   Here's how to attach your resume in Gmail:

   1. Log in to Gmail.
   2. Click the "Attach files" icon (the paper clip at the bottom of the email).
   3. Select your resume file.
   4. Click "Open."

Consider Including a Cover Letter

When emailing your resume, consider including a cover letter as well. If the job listing requires it, it is essential. Even if not required, a cover letter provides additional context about your experience and can make your application more compelling.

Attach your cover letter as a separate file. Avoid copying and pasting it into the email body or combining it with your resume unless specifically instructed to do so. Keeping your message concise and providing all materials as attachments is generally more organized and easier for the recipient to manage.

Crafting the Email Body: A Step-by-Step Guide

Here's a step-by-step guide on what to include in the body of your email when sending your resume:

1. Address the Recipient

   Start with a friendly salutation like "Dear" followed by the recipient's name. If you don't have a name, use "Hiring Manager" or "Recruiter." Avoid generic greetings like "To Whom It May Concern."

   Examples:

   Dear Hiring Manager,

   Dear Recruiter,

2. Write an Introduction

   State the purpose of your email clearly and directly.

   Examples:

   • "I am writing to inquire about the [Job Title] position listed on [Website]."
   • "I am interested in applying for the [Job Title] position advertised on [Website]."
   • "I am following up on my application for the [Job Title] position at [Company Name]."

3. State Your Reason for Emailing

   Provide more details about your interest and qualifications.

   Examples:

   • "I am interested in learning more about the application process for this position."
   • "After reviewing the job description, I believe my skills and experience would be a valuable asset to your team. I have attached my resume and cover letter for your review."
   • "I would welcome the opportunity to discuss my qualifications further and learn more about this opportunity."

4. End the Email

   Reiterate your interest and express your gratitude.

   Examples:

   • "I look forward to hearing from you and learning more about this opportunity."
   • "Thank you for your time and consideration. I am eager to discuss how my experience can contribute to your team."
   • "Please let me know if you require any further information."

5. Sign Off

   Use a professional sign-off such as "Sincerely" or "Best," followed by your name and contact information.

   Example:

   Sincerely,

   [Your Full Name]

   [Your Email Address]

   [Your Phone Number]

   [Link to your LinkedIn profile (optional)]

Tips for Writing an Effective Resume Email

While the salutation and signature are straightforward, the body of the email requires more attention. Keep your message clear, concise, and aimed at inspiring a response, such as an interview request.

Key tips for maintaining a professional and concise resume email:

• Keep it brief.
• Avoid repeating information from your cover letter.
• Don't include too much of your resume content in the email body.
• Aim for three to five sentences.
• Do not copy and paste your cover letter into the body of the email unless specifically instructed to do so.

Minova's email templates can provide a helpful starting point. Inside the job application tools, you can find templates for applying for jobs, following up on applications, following up after interviews, and even for resignation letters. These templates can save you time and effort by providing a solid foundation for your emails.

Following Up on Your Resume Email

After sending your resume and cover letter, the waiting period begins. While it can be stressful, there is one action you can take to regain some control: follow up.

The art of email follow-up is important. You want to show enthusiasm without being pushy, and be polite without being demanding. To follow up, send a well-written email from the same address you used for your application.

Example follow-up email:

Dear [Hiring Manager's Name],

I hope this email finds you well. I submitted my application for the [Job Title] position a few weeks ago and wanted to check in on its status. I am very interested in this opportunity and would welcome the chance to discuss my qualifications further.

Thank you for your time, and I look forward to hearing from you soon.

Best regards,

[Your Full Name]

[Your Contact Information]

A follow-up email can increase your chances of receiving a response and knowing where you stand in the hiring process. It shows that you are proactive and genuinely interested in the position. However, avoid overdoing it; wait for a response before sending another follow-up.

Things to AVOID when sending a follow-up email:

• Using a different email address than the one you used for your application.
• Sending an email too soon (wait at least a week, preferably two to three).
• Being demanding or entitled.
• Forgetting to include your contact information.
• Failing to mention the specific job posting.

Create a Resume You're Proud to Send

Learning how to send a resume correctly can make a significant difference in whether you receive a response or get lost in the process. Communication is key when applying for a job; the way you send your email, what you say, and how you say it all contribute to the impression you make before you even get an interview.

Ensure your message is clear and effective by using an optimized resume that is properly named and attached to your email.

To help you create a resume you're proud to send, use Minova's resume builder. It's easier than ever to import your LinkedIn profile and use the available templates to design a resume that reflects your unique skills and experience. You can also compare your current resume to the job description to identify areas for improvement and increase your chances of getting a callback.

Using both the resume builder and the email templates can streamline the application process and help you create professional resumes and emails with ease.

Frequently Asked Questions

What should I include in an email when sending my resume to potential employers?

In an email sending your resume, write "My name is [Your Full Name] and I’m interested in applying for [Job Title] at [Company Name]. Given my [Years of Experience], I think I’d be a great fit for this role and would love to talk further. You can find my resume and cover letter attached to this email. I look forward to hearing from you and discussing this further."

How can I professionally state that my resume is attached?

When sending your resume via email, let the email recipient know which documents are attached by saying “My [Resume, Cover Letter, etc.] are attached to this email for review."

Is it acceptable to email my resume?

Always follow the instructions provided by the company in the job listing. If the job posting states that you should send your resume via email, it’s not only okay but also necessary to follow those instructions. Other companies may prefer you use their job portal or other online method to submit an application.

Does the time of day matter when emailing a resume?

When you send a resume matters. It’s ideal to send it first thing in the morning so it has a better chance of being seen. This may help your email stay at the top of the inbox instead of getting lost among unread emails. If your email provider allows it (Gmail does), schedule your email to send the next morning if preparing the email later in the day.