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Nov 7, 2022

How to email a resume with 8 samples and templates

At some point during your career you’ll need to send your resume by email. Here's how you do it.

Lawrie Jones

Table of contents

Are you searching for a job? Thinking of applying?

Either way, at some point, you’ll need to send your resume by email.

When sending an email with a resume attached, you’ll need to ensure your message is targeted at the right person, provides all the information you need and hits the right tone of voice. 

How to email a resume

You might be wondering, what should I write in an email when sending a resume? That's what we show you in this guide on how to email a resume.

After going over the basic principles and essential things to note about emailing a resume, you can see 8 examples of resume emails.

What to write in an email when sending a resume

For each job, US employers can expect to receive around 250 resumes . Naturally, they’re looking for reasons to discard them. Informal emails, spelling mistakes, and grammar slip-ups will see your email filed under “Junk”.

Great resume emails are simple, straightforward and easy to understand. They’re not overly funny or attempt to be friendly. But they are professional and provide a little glimpse into your personality. 

The purpose of your email is simply to give the recruiter enough information so that they are encouraged to open your resume. This isn’t a cover letter, so you don’t need to go into vast levels of detail about who you are and why you’re applying, but a short “elevator pitch” is appropriate. 

10 things to include in every resume email 

Here’s a checklist of 10 things you should write in an email when sending a resume:

• Short introduction of yourself
• Statement about the position you are applying for (to avoid any misunderstanding!)
• Brief “elevator pitch” about why you should be considered for the position
• Previous experience with similar roles or relevant results of similar jobs
• Relevant personal information (more on this in the email format section)
• Contact details (including preference)
• Helpful information (such as if you’re going on holiday in the next few days, for example)
• Offer to answer any questions that the recruiter might have (about interview dates, for example)
• Request for information on the next steps
• And remember to attach your cover letter and resume!

Should you send a resume by email?

The answer is 100% yes. Sure, in many cases, you can submit your resume through an online form, so why should you send your resume by email?

Firstly, it creates a personal connection between you and the recruiter. You’ve taken the initiative to email them, and that’s more effective than the anonymity of a web form. 

Secondly, you’re not constrained by character counts. That means you can go into as much detail as you wish (as we explain below, don’t overload the recruiter with too much information). 

Thirdly, establishing a dialogue through email enables you to send follow-up emails if you need to – and in many cases, you will need to. Even the best-planned recruitment processes can be hit by delays , so be prepared to send a follow-up (and use our guide to help!).

Use a professional email address for your resume

Like it or not, your email address is an integral part of your first impression and silly email addresses can harm your chances of getting a job, say the experts. It takes seconds to set up a new online email account, so why put your job search success at risk? 

Some people use their work email accounts to send out resume emails. While it’s not a no-no, it’s risky. Someone may inadvertently see the message, or 

Sending resume email format

Hiring managers and executives are busy people, so you want to keep your email short and sweet. By stripping your messages back to the basics, they’re quicker and easier to write – which means you can spend more time searching for jobs!

When sending a resume email, use a professional format like this:

• Resume email subject line
• Email body (following our top 10 tips for effective resume emails)

Let’s look at the critical aspects of every resume email in more detail.

1. Subject line for resume email

Your resume email is a critical part of the process. Some online guides suggest you try to be friendly or funny, but don’t. Instead, please stick to the basics, keep things simple and make it easy for anyone to understand what your email is about. 

Here are some principles for effective resume email subject lines:

• Label your email “Job application” or “Application for”
• Include the job title in the subject line
• Add a reference number

Here’s how this can work in practice:

• Job application – Marketing Director – REF000111
• Application for Marketing Director – REF000111
• Resume attached – Marketing Director position – REF000111

Of course, you can experiment and develop your own resume email subject lines. In some industries, the creative sector, you may be bolder. 

2. Email body for sending resume

The email body is where you go into details about who you are, what job you’re applying for, and why. We’ve detailed the critical parts in include in your email body above, but as a brief recap, every resume email should include the following:

• Introduction to you
• Details of the job you’re applying for (including a reference number)
• A short explanation of why you’re applying
• Any other information 

It sounds like a lot, but you can cover it in a few short sentences. See our resume email examples below to see how we’ve achieved this. 

3. How to end a resume email

The end of your resume email is your opportunity to offer to answer any questions and ask about the next stage in the process. 

As well as a closing statement, you should provide the essential information the recruiter might need. Always end your resume email with the following:

• Phone number
• Relevant social media links, like LinkedIn and Twitter
• Attach your cover letter and resume

4. Best resume email closings and sign-offs

Resume emails aren’t about being cool but clear, polite, and professional. Go with a classic email sign-off such as “look forward to hearing from you” or “kind regards”, and avoid exciting endings and exclamation marks (“Thanks!!!”).

8 resume email samples

We’ve unpacked the basics of a great resume email. Now it’s our chance to show you how to put everything into practice with 8 resume email samples.

We’ve tried to provide sample resume emails that cover several common situations. These templates include the essential hints and tips we’ve developed. 

Templates are great ways to learn how to format messages, but be sure to adapt and update these resume emails before sending them.

1. Sample email to send resume for job

This is a standard sample email for sending a resume for a job. This is a classic template that suits all circumstances, services, and sectors.

It’s not the most exciting, but it’s quick and easy to adapt, meaning you can send more applications faster. More applications mean more chances to secure a new job.

2. Sample email to send resume to recruiter

Recruiters can include those working in job agencies, internal recruiters and HR partners.

The flow of information is the same as the standard template above, but we add more detail about essentials that recruiters will need, including start dates, notice periods, and leave.

3. Simple sample email to send resume for job

If you have already had an interview with the company and you were asked to send a resume, keep it brief and simple. Sending a resume before an interview provides some vital background information and context for the company, so it’s worth doing if you can. 

4. Sample follow-up email after sending resume

As we’ve explained, you’ll likely have to send many resumes before securing a response or an interview.

If you’re excited about a position or want to understand the next steps in the process, here’s a sample follow-up email after sending a resume that you can use.

5. Sample email cover letter with attached resume

Some recruiters and some companies will request a cover letter alongside a resume. When this is the case, you can assume the recruiter will read your cover letter, which means your email can be much shorter and more precise.

There’s no need to go into much detail about why you’re passionate about the position. See what we mean in this sample email cover letter with the attached resume.

6. Thank you for considering my resume email sample

Some job seekers stop contact when they receive a no. Others will send a thank you email for considering a resume, which can establish a relationship. Here’s a classic “thank you for considering my resume” email sample.

7. Asking someone to review your resume email sample

Writing a resume isn’t easy, and after spending days poring over the details, it’s often a good idea to get someone else to check it before you send it. So here’s a sample email asking for someone to review your resume.

8. Sample how to respond to a resume received email

If you’re a manager or recruiter, you’ll probably have to send hundreds of emails responding to resumes. Here’s a standard professional sample response that you can cut and paste.

Best email template for sending resume

You’ve read our 8 sample resume samples, but we’ve saved the ultimate email for last. Here’s the best email template for sending a resume by email. 

Final words on sending your resume via email

If you’re searching for a job, you’ll spend lots of time sending out your resume. By breaking things down into chunks, it’s easier to apply them in practice.

When you come to write your resume emails, remember to follow our top tips, be professional and provide some insight into your personality.

You’ll likely experience rejection when sending out your resume, but don’t be disheartened. Your perfect job could be an email away!

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• Career Blog

Emailing Your Resume: The Guide with Sample Emails for a Job

In today’s highly competitive job market, it has become increasingly important to carefully craft and strategically send your resume to prospective employers. One of the most common methods for submitting your resume is via email.

The purpose of this guide is to provide a comprehensive overview of how to effectively email your resume for job applications. From crafting the perfect subject line to attaching your resume correctly, this guide covers all of the necessary steps for submitting a successful job application via email.

Emailing your resume is an important step in the job application process as it is often the first point of contact with a potential employer. A well-crafted email can make all the difference in whether your resume is even considered for the position.

Furthermore, email is a convenient and fast way to submit your job application. It allows you to tailor your message to the specific company and job posting and can be done quickly and easily from anywhere.

This guide will provide you with the knowledge and tools to confidently email your resume for job applications and increase your chances of landing your dream job.

Preparing Your Resume for Emailing

Tailoring your resume to match job description.

When searching for a job, it is essential to tailor your resume according to the job description of the position you’re interested in. Before sending out your resume, make sure it matches the requirements listed in the job description.

The hiring manager will receive a lot of resumes, and you want yours to stand out. If your resume is showing that you’re a perfect fit for the job, it will attract the attention of the recruiter.

To match your resume with the job description, carefully read through the requirements and skills in the job description to highlight relevant skills and experiences. For example, if the potential job requires someone with project management skills, describe specific experience when managing a project.

Highlighting your qualifications and achievements relevant to the job will give you a greater chance at getting the job.

Formatting Your Resume for Email Attachment

Before attaching your resume via email, consider the formatting of your document. The aim is to make sure that the person receiving your email can quickly read your resume on their device.

Use a basic style and font to keep your resume clear and easy to read, enusre it is error-free and that it doesn’t have any weird formatting, as it can become distorted when transmitted through email.

keep the design professional and as clean as possible, to ensure that the recruiter can absorb your content quickly and keep their focus on your qualifications.

Saving Your Resume in Different Formats (PDF, Word, etc.)

After formatting your resume, make sure to save it in different formats. This enables you to provide the document in a format that suits the recruiter. Before saving the file, double-check the file name and ensure that it is labelled correctly with your name and job title.

In most cases, PDF and Word formats are the common formats, but it’s important to be aware of the specific format that the company requires to ensure your resume is properly received.

Tailoring your resume to match the job description, formatting it for email attachment, and saving it in different formats are essential techniques to get your resume into the right hands. With these tips, you’ll be one step closer to landing your dream job.

Preparing Your Email

When it comes to emailing your resume, the preparation of your email can be just as important as the content of your resume. Here are some tips on how to prepare your email effectively:

Subject Line

The subject line of your email can make or break your chances of getting noticed in the recruiter’s inbox. Make sure it’s concise and attention-grabbing. A good subject line should include your name, the position you’re applying for, and any relevant keywords. For example, “John Smith – Marketing Manager Application” would be a great subject line to use.

Recipient Information

Make sure you address your recipient appropriately. If you have the name of the recruiter, use it. If not, address the email to the relevant department, i.e. “To the Hiring Manager”. Also, ensure that the email addresses of both the recipient and yourself are accurate and professional-looking.

Message Format

When it comes to formatting the actual email, it’s important to keep things simple and professional. Use a standard font, such as Times New Roman or Arial, and stick to a 10 or 12 pt. size. Avoid using fancy colors or fonts, as they can distract from the actual message. Also, make sure your email is easy to read by breaking it up into short paragraphs and using bullet points where necessary.

Message Content

The content of your email should be brief, yet engaging. Start with a polite greeting and an opening sentence that sets the tone for the rest of the email. Introduce yourself, state the position you’re applying for, and briefly explain why you’re a good fit for the role. Use your research about the company to highlight any relevant skills or experiences you have that are particularly applicable to the position.

In addition, you should attach a copy of your resume to the email for the recruiter’s convenience. Be sure to mention in the email that you have attached your resume for their reference.

Finally, make sure to thank the recruiter for taking the time to consider your application and provide your contact information in case they need to follow up with you.

The preparation of your email is a crucial part of the job application process. A well-written message that is concise, engaging, and professional-looking, will definitely get you noticed in the recruiter’s inbox.

The Do’s and Don’ts of Emailing Your Resume

After learning how to properly format and tailor your resume for a job, it’s important to understand the do’s and don’ts of emailing your resume to a potential employer. Here are some tips that can help you make a good impression and increase your chances of getting called in for an interview:

Use a clear and professional email address.  Your email address should be straightforward and easy to read. Avoid using any personal or silly email addresses that may not portray you in a professional light.

Write a clear and concise subject line.  Your subject line should be brief and to the point, mentioning the position you’re applying for and your name. This can help your email stand out in the employer’s inbox and make their job easier when sorting through applications.

Personalize your email.  Address the recipient by name and mention in your opening statement the source of the job posting or any previous interactions you’ve had with the recipient or the company.

Attach your resume using an appropriate file name.  Name your resume file with something specific (like “JohnJohnson_Resume.pdf”), rather than something vague (like “Resume.pdf”). This makes it easier for the employer to find your application and also shows attention to detail.

Write a strong and concise email message.  Keep your email message clear and concise, highlighting your qualifications, experience, and enthusiasm for the role. Avoid any irrelevant information that may distract the employer from your main focus.

The Don’ts:

Send a generic or impersonal email.  Don’t rely on a template or send a generic email that doesn’t specifically address the employer or the job posting. This shows a lack of effort and interest in the role.

Send your resume as the body of an email.  Attach your resume as a separate file rather than pasting it into the body of an email. This can make it difficult for the employer to review and can also distort the formatting and layout of your resume.

Use slang or informal language.  Keep your email professional and avoid any slang, abbreviations, or informal language. This can make you come across as unprofessional and unprepared.

Forget to proofread your email.  Always proofread your email for any errors in grammar, spelling, or punctuation. A sloppy and careless email can leave a negative impression on the employer.

Send your email without a closing statement or action.  Always end your email with a professional closing statement, such as “Thank you for considering my application” or “I look forward to your reply.” This shows your interest and enthusiasm for the role and leaves a positive impression on the employer.

Writing a Cover Letter for an Email

When it comes to applying for a job via email, writing a cover letter is just as important as crafting a professional resume. A well-written cover letter explains your qualifications, work experience, and accomplishments, giving the hiring manager a good reason to look at your attached resume.

Purpose of a Cover Letter

The purpose of a cover letter is to introduce yourself and highlight why you are the best candidate for the job. It serves as an additional opportunity to sell yourself above and beyond the resume. Your cover letter should be concise and focus on the key points of your job history that match the job requirements.

The Importance of Customizing Your Cover Letter

Customizing your cover letter is critical to your success. Hiring managers don’t want to read a generic cover letter that could be sent to any job listing. The more personalized your cover letter is, the better. Do your research and tailor your letter by addressing key points in the job listing, such as the company’s values, work culture, and specific requirements for the job.

Writing Tips for a Cover Letter

When writing your cover letter for an email, keep the following tips in mind:

• Keep it concise and to the point. Your cover letter should be no longer than one page.
• Address the hiring manager by name. If you can’t find their name, use their job title.
• Explain why you’re interested in the position and what you can bring to the table.
• Highlight your achievements and how they relate to the company’s needs.
• Use keywords from the job listing in your cover letter to show your understanding of the specific job requirements.
• Proofread your cover letter to avoid any typos or grammatical errors.

By following these tips, you can write a compelling cover letter that will help you stand out from the crowd and increase your chances of landing your dream job.

Example of a Cover Letter for Your Resume

When submitting your resume to a potential employer, a well-written cover letter can make all the difference. Whether you are an entry-level candidate or an experienced professional, a cover letter is your opportunity to showcase your skills, qualifications, and enthusiasm for the job. Here are two sample cover letters to help you get started:

Sample Cover Letter for Entry-level Position

Dear [Hiring Manager’s Name],

I am excited to submit my resume for the [Position Name] opening at [Company Name]. As a recent graduate of [University Name] with a degree in [Field of Study], I am eager to begin my career in [Industry Name] and believe that [Company Name] would be the perfect place to do so.

During my time at [University Name], I gained valuable experience in [Specific Skill or Task], [Specific Skill or Task], and [Specific Skill or Task]. Additionally, I was involved in [Extracurricular Activity or Volunteer Work] which helped me develop my [Soft Skill or Trait].

I am confident that my skills and qualifications, combined with my passion for [Industry Name], make me an excellent candidate for the [Position Name] role. Thank you for considering my application. I look forward to hearing from you.

[Your Name]

Sample Cover Letter for Experienced Professionals

I am writing to apply for the [Position Name] opening at [Company Name]. With [Number of Years] years of experience in [Industry Name], I am confident in my ability to excel in this role and contribute to the success of [Company Name].

Throughout my career, I have developed a strong background in [Specific Skill or Task], [Specific Skill or Task], and [Specific Skill or Task]. My experience working at [Previous Company Name] and [Previous Company Name] has helped me develop strong communication, leadership, and problem-solving skills, which I believe would be valuable assets to your team.

In addition to my skills and experience, I am also highly motivated and passionate about [Industry Name]. I am excited about the opportunity to join [Company Name] and contribute to the company’s continued success.

Thank you for considering my application. I look forward to discussing my qualifications further.

A well-written cover letter can be an effective tool in landing your dream job. Use these sample cover letters as a guide to craft your own compelling letter that highlights your skills, experience, and enthusiasm for the position. Good luck!

Sample Emails for Job Application

When it comes to job applications, sending the right email can make all the difference. Here are two sample emails that you can use as a guide when reaching out to prospective employers.

Email Example for Job Application

Subject: Application for [Job Title] Position

Dear Hiring Manager,

I am writing to express my interest in the [Job Title] position at [Company Name]. With my [Number] years of experience in [Industry], I am confident that I would be a valuable addition to your team.

In my previous role at [Previous Company], I was responsible for [Brief Description of Responsibilities]. I also have experience in [Related Skills or Qualifications], which make me a strong candidate for this position.

Please find attached my resume and cover letter for your consideration. If you require any further information, please do not hesitate to contact me.

Thank you for considering my application.

Sincerely, [Your Name]

Follow up Email Example

Subject: Following Up on [Job Title] Application

I hope this email finds you well. I wanted to follow up on the [Job Title] position that I applied for at [Company Name].

I am still very interested in the position and wanted to reiterate my qualifications and experience in [Industry or relevant field]. I am enthusiastic about the opportunity to join [Company Name] and believe I could make a significant contribution to your team.

I understand that you are likely receiving many applications, and I appreciate any consideration given to my application. If there is any further information I can provide to assist in the decision-making process, please let me know.

Thank you for your time and consideration.

Remember that following up can often be the key to landing a job. If a few days or a week have passed since your initial application, don’t hesitate to reach out and remind the employer of your interest in the position. Always be polite and professional, and avoid crossing the line into pushiness or impatience.

Using these sample emails as a guide, you can craft effective emails that showcase your qualifications and enthusiasm for the position. Good luck with your job search!

How to Follow Up After Sending Your Resume?

As crucial as it is to submit an impressive resume for a job position, following up on its status is just as important. Many job seekers often overlook this aspect, assuming that the company will get back to them if they are shortlisted. However, following up after sending your resume increases your chances of standing out among other applicants and getting hired.

Importance of Follow-up

Following up after sending your resume shows your enthusiasm for the position and the company. It also demonstrates that you are proactive, have attention to detail, and are genuinely interested in the job. Moreover, it helps you create a positive impression and relationship with your potential employer.

Timing Your Follow-up Emails

The timing of your follow-up emails can make or break your chances for a job. It’s critical to find the right balance between not appearing pushy and not missing out on an opportunity. Generally, it’s a good idea to wait for a week or two before following up on your application. However, if you were given a specific timeline by the company or have a personal connection with someone in the organization, consider customizing your follow-up tactics accordingly.

Moreover, it’s recommended to send follow-up emails during the middle of the week, mostly on Tuesday or Wednesday. Avoid sending them on weekends or Mondays when potential employers are busy catching up on pending work from the previous week.

Sample Follow-up Emails

Here are some sample follow-up emails you can use after sending your resume:

I hope this email finds you in good health and high spirits. I recently submitted my job application for the opening at [Company Name], and I wanted to follow up on its status.

I’m excited about the opportunity to contribute my skills and experience to [Company Name] and join the team. Please let me know if there’s any additional information I can provide or if you need more time to review my application.

Best regards,

I hope you’re doing well. I wanted to follow up on my job application for the [Position] role at [Company Name]. It’s been a week since I applied, and I’m enthusiastic about the chance to join the team at [Company Name].

Please let me know if there’s any additional information I can provide, or if you require further clarification to move forward with the process.

Following up after sending your resume can help you stand out among other applicants and increase your chances of getting hired. By timing your follow-up emails appropriately and using sample emails as a reference, you can impress potential employers and set yourself up for success in your job search.

Email Scams Targeting Job Seekers

As a job seeker, you need to be aware of email scams that could cause damage to your personal and financial well-being. Scammers are constantly coming up with new tactics to lure unsuspecting victims, and you need to be on the lookout for the red flags that indicate an email may be fraudulent.

Red Flags to Watch Out For

Unsolicited Emails: If you receive an email from a company or recruiter you’ve never heard of, be cautious. Legitimate companies usually do not send unsolicited emails to job seekers.

Suspicious Email Addresses: Scammers often use email addresses that look like real companies’ email addresses but contain slight variations or misspellings. Always verify that the email address is legitimate by checking the company’s website or contacting them directly.

Poor Grammar and Spelling: Many fraudulent emails contain poor grammar and spelling errors. Legitimate companies usually take the time to proofread their emails to ensure that they are professional and polished.

Request for Personal Information: If an email requests personal information like your social security number or bank account information, be suspicious. Legitimate companies do not request this information via email.

How to Avoid Email Scams

Use a Professional Email Address: Create a professional email address that includes your name. Avoid using email addresses with nicknames or inappropriate words.

Research before Responding: Before responding to an email, research the company and recruiter to verify their legitimacy. Check the company’s website, social media presence, and LinkedIn profiles to ensure that they are legitimate.

Verify Email Addresses: Always verify the email address by checking the sender’s name, domain, and suffix. Fraudulent emails often contain email addresses that look like the real thing but contain small variations or misspellings.

Never Pay for Job Opportunities: Legitimate companies do not require job seekers to pay for job opportunities, training, or certifications. If a recruiter requests payment, it’s likely a scam.

Trust Your Instincts: If an email seems too good to be true or makes you uncomfortable, trust your instincts and delete it. Never provide personal information or respond to an email that seems suspicious.

Email scams targeting job seekers are a real threat, but they can be easily avoided by staying vigilant and following these simple guidelines. Always remember that a legitimate employer or recruiter will not ask for personal information, require payment, or send emails from suspicious email addresses. With these tips, you can protect yourself from email scams and focus on finding the job of your dreams.

Email Etiquette

Email communication is an essential tool in today’s workplace, and knowing how to communicate professionally through email is crucial, especially when sending job applications. In this section, we will provide you with tips on professional email etiquette and common email etiquette mistakes to avoid.

Tips for Professional Email Etiquette

When sending a job application or any professional email, keep in mind the following tips to ensure you portray yourself as a professional and increase your chances of success:

1. Use a Professional Email Address

Your email address should sound professional, preferably your name or your name and surname. Do not use email addresses such as partygirl.

2. Use a Clear and Concise Subject Line

Make sure your subject line clearly indicates the purpose of your email. Use keywords that are relevant to the topic or job application, such as “Job Application: [Position Title]” or “Meeting Request: [Date and Time].”

3. Begin with a Polite Greeting

Start your email with a professional greeting, such as “Dear [Hiring Manager’s Name]” or “Hello [Recipient’s Name].” Avoid informal greetings like “Hey” or “Hiya.”

4. Use a Professional Tone and Language

Maintain a professional tone throughout your email. Use proper grammar, punctuation, and complete sentences. Avoid using slang, abbreviations, or excessive exclamation points, as they can come across as unprofessional.

5. Keep the Email Short and to the Point

Be concise in your email’s body and get straight to the point. Avoid lengthy paragraphs and unnecessary details. Use bullet points or numbered lists for clarity if necessary.

6. Use Proper Email Formatting

Ensure your email is well-formatted and easy to read. Use proper spacing between paragraphs, keep the font size legible, and use a professional font type like Arial, Calibri, or Times New Roman. Avoid using fancy fonts or colorful backgrounds that may distract the reader.

7. Double-Check for Errors

Before hitting the send button, proofread your email for any spelling or grammatical errors. Typos can create a negative impression, so take the time to review your email carefully.

8. Use a Professional Email Signature

Include a professional email signature at the end of your email. It should include your full name, contact information, and any relevant links, such as your LinkedIn profile or personal website. This adds a touch of professionalism and makes it easier for the recipient to contact you.

Common Email Etiquette Mistakes to Avoid

While following the above tips, it’s also important to be aware of common email etiquette mistakes to avoid:

1. Sending Emails with Typos or Grammatical Errors

Poorly written emails can give the impression of carelessness or lack of attention to detail. Always proofread your emails before sending them.

2. Using Informal Language or Abbreviations

Using informal language, slang, or abbreviations can make your email appear unprofessional. Stick to proper language and avoid shortcuts or acronyms.

3. Writing Lengthy and Rambling Emails

Keep your emails concise and focused. Long, rambling emails can be overwhelming and may not receive the attention they deserve. Stick to the main points and be respectful of the recipient’s time.

4. Not Responding in a Timely Manner

Promptly respond to emails, especially when it comes to job applications or professional inquiries. Delayed responses can give the impression of disinterest or lack of professionalism.

5. Forgetting to Attach Relevant Documents

If you mention attachments in your email, double-check that you have actually attached them before sending. Forgetting to attach important documents can be seen as careless or unprepared.

Remember, your email communication reflects your professionalism and attention to detail. By following these email etiquette tips and avoiding common mistakes, you can make a positive impression and enhance your chances of success in the professional world.

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More from ResumeHead

7 Examples: How to Email a Resume to an Employer

By Status.net Editorial Team on November 9, 2023 — 11 minutes to read

Understanding the Resume Email Process

First, let’s go over the basics to ensure that your email gets the attention it deserves.

Subject Line

A clear and concise subject line is vital. It’s the first thing the recipient will see, so make it count. Include your full name and the position you’re applying for. For example: Marketing Manager Application – Jane Smith

Email Address

Double-check that you have the correct email address for the potential employer. Little mistakes like this can make a big difference. If you’re unsure, give the company a call and ask for the correct contact information.

Start your email with a professional greeting. If you know the recipient’s name, use it. If not, a simple “Dear Hiring Manager” will suffice.

The body of your email should be concise and to the point. In just a few sentences, mention the position you’re applying for and explain why you’d be a good fit for the role. List a few key skills or achievements that make you stand out from other candidates.

Example 1 I’m excited to apply for the Marketing Manager position at (…) Company. With over five years of experience in digital marketing and a proven track record of increasing sales, I’m confident that my skills and passion for creating engaging content make me the right candidate for this position.

Attachments

Before sending, double-check that you have attached both your resume and any other required documents (e.g., cover letter, portfolio, etc.). Make sure to send them in a format that is compatible with the recipient’s software (usually PDF or Word).

End your email with a polite closing and your full name. You can also include your phone number and email address, making it easier for the employer to contact you. For example: Thank you for considering my application. I look forward to the opportunity to further discuss my candidacy. Please don’t hesitate to reach out if you have any questions.

Best regards, (Name)

Creating a Strong Subject Line

• When you’re sending a resume to an employer, the subject line of your email plays a vital role in capturing their attention. Pick a clear and concise subject line that introduces your purpose, highlights your qualifications, or refers to the specific job opening.
• For instance, you can combine your name and job title along with the job position you’re applying for, like this: “Jane Doe – Marketing Specialist Applying for Marketing Manager Position” . Another alternative is to mention your most impressive skills or accomplishments, such as “Certified Project Manager Seeking a New Opportunity” .
• Avoid generic phrases such as “Applying for Job” or “Resume Submission” . These may get lost amid the employer’s numerous emails or convey a lack of effort on your part. Also, steer clear of all-uppercase subject lines as those might appear unprofessional and could be mistaken for spam.
• Tailor your subject line to the company and position you’re targeting. If the job posting includes a specific reference number or job code, make sure to include that in your subject line. This will help your email get noticed and sorted correctly by the hiring team or applicant tracking system. For example, “John Smith – Graphic Designer – Job Code #12345” .

Introduction

When sending your resume via email, it’s important to make the email body stand out. This is the first thing the employer will read, so be sure to create a lasting impression. Use a friendly and professional tone to engage the reader, while maintaining clarity and conciseness.

Begin with a clear and well-structured subject line. Include the job title you are applying for and your name, for example: “Marketing Specialist – Jane Doe.” This will help the employer quickly identify your email’s purpose.

In the email body, start by addressing the recipient by their name, if known, or use a polite and respectful greeting, such as “Dear Hiring Manager.” Next, introduce yourself and briefly explain your intention in applying for the position. Connect your skills and experiences to the job requirements to show how you are a great fit for the role. Don’t forget to mention where you found the job posting, especially if it was a referral from a mutual connection.

Dear [Name],

I hope this finds you well. My name is [Your Name], and I am writing to apply for the Marketing Specialist position advertised on your company’s career page. With over 5 years of experience in digital marketing and a proven track record in increasing brand visibility, I am excited about the opportunity to bring my expertise to your team. I was referred to this position by John Brown, a current Marketing Specialist at your company, who recommended that I submit my resume.

Closing Remarks

To wrap up your email, express your enthusiasm for the potential opportunity and thank the recipient for considering your application. Let the employer know that you have attached your resume and any other requested documents to the email. Provide your contact information and invite them to reach out if they have any questions or require more information.

End your email with a professional closing, followed by your full name and email signature.

Thank you for taking the time to review my application. I am confident that my skills and experiences make me a strong candidate for the Marketing Specialist position. I have attached my resume for your review and am available to discuss my qualifications further at your convenience. Please don’t hesitate to reach me by phone at (555) 123-4567 or by email at [email protected].

Sincerely, [Your Name]

Attaching the Resume Right

Before hitting the send button, ensure that you attach your resume. There are a few things you should keep in mind when sending your resume to a potential employer.

• Choose the Right Format: Save your resume in either a PDF or Word document format. PDF is preferred as it preserves the formatting and can be opened on any device without compatibility issues.

Example: FirstName_LastName_Resume.pdf

• Properly Name the File: Use your full name and the word “Resume” for easy identification. Adding the targeted job title can also help make your email stand out to the hiring manager.

Example: Jane_Doe_Marketing_Resume.pdf

When composing the email, the subject line and content are essential for making a good impression. Here’s how you can approach it:

• Subject Line: A clear and professional subject line is vital. Mention relevant context such as the job title, any reference or job number mentioned in the job posting, and your full name.

Example: Application for Marketing Specialist – Jane Doe (Job ID# 12345)

• Email Content: Start with a friendly greeting addressing the recipient by name (e.g., “Dear Mr. Smith” or “Hi Sandra”). If you don’t know their name, a simple “Hello” can suffice. In the message body, briefly introduce yourself and mention the position you are applying for. Include how you found the job posting and why you feel you are an excellent candidate for the position.

Hello Steve,

My name is (…), and I am applying for the Marketing Specialist position I found on LinkedIn. With my five years of experience in digital marketing and proven track record in driving engagement and sales, I believe I would be a great fit for the role.

Please find my resume attached for your review. I am excited about the prospect of working for X Company and contributing to its growth.

I look forward to discussing my qualifications with you further. Thank you for considering my application.

Best regards,

[Name] [email protected] (123) 456-7890

Reviewing Before Sending

Before sending your email with the resume attached, double-check everything. Make sure your email address looks professional, ideally using your first and last name.

When writing the subject line , mention the job title and your name. For example: “Marketing Manager – John Doe”. The subject line will help your potential employer instantly recognize the purpose of your email.

Now, let’s focus on the email body . Start with a polite salutation, addressing the recipient by their name, if possible. For example: “Dear Mr. Smith,”. If you’re unsure of their name, you may use: “Dear Hiring Manager,”.

In the email body, briefly introduce yourself and express your interest in the position. Mention the job title, how you found it, and why you would be a great fit. Here’s an example:

“My name is (…), and I am reaching out to apply for the Marketing Manager position I found on LinkedIn. With over 5 years of experience in digital marketing, and a proven track record of campaign success, I believe I am a strong candidate for this role.”

Remember to attach your resume to the email, and briefly describe it in the email body. For example:

“Please find attached my resume, which highlights my relevant qualifications and work history.”

A compelling closing statement can leave a lasting impression. Express your appreciation for their time and consideration, and provide your contact information. For example:

“Thank you for considering my application. I’m excited about the opportunity to contribute to your team. Please feel free to contact me at [email protected] or (555) 123-4567 to discuss further. I look forward to hearing from you.”

Lastly, use a professional closing, such as “Sincerely,” “Best regards,” or “Kind regards,” followed by your full name. Ensure your email is free of typos, grammatical errors, and maintain a polite tone throughout. Double-check everything before hitting send, as it can significantly impact your chances of landing an interview.

Example of a Well-Written Resume Email

When you’re ready to email your resume to a potential employer, it’s important to craft an impactful message that highlights your strengths and conveys your professionalism. Below is a simple yet effective example of a well-written resume email:

Subject: Marketing Coordinator Application – [Your Name] Dear [Hiring Manager’s Name], I hope this email finds you well. I came across the Marketing Coordinator position at X Company listed on [Job Posting Website], and I believe my background in digital marketing and project management makes me an ideal candidate for this role. I have attached my resume for your review. In my previous role as a Digital Marketing Specialist at ABC Company, I achieved a 20% increase in website traffic and 15% growth in social media engagement over 12 months. I’m confident that my experience and skills can contribute significantly to the growth of X Company’s online presence. I am excited about the opportunity to join your team and collaborate on innovative marketing strategies. I would appreciate the chance to discuss my qualifications further and learn more about the Marketing Coordinator position. Please let me know if there is any additional information I can provide or if we could schedule a time to connect. Thank you for considering my application, and I look forward to the possibility of working together. Best regards, [Name] [Phone Number] [Email Address] [LinkedIn Profile URL]   Example 6 Dear Mr. Johnson, I hope this email finds you well. My name is Jane Smith, and I am very interested in the Project Manager position at (…) Company. Please find attached my resume and cover letter for your review. I believe my experience and skills make me a strong candidate for this role, and I would be thrilled to contribute to your team’s success. Thank you for taking the time to review my application. I look forward to the opportunity to discuss my qualifications further. Warm regards, [Name]

What is an example of an email when sending a resume with a reference?

When sending a resume with a reference, mention the reference in the body of the email and include their name, title, and your relationship.

Dear Ms. Thompson,

I hope this email finds you well. My name is [Name], and I am writing to express my interest in the Senior Accountant position at your company. Your colleague, Jane Smith, suggested that I apply for this position, as she believes my skills and experience would be a good fit for your team.

Please find attached my resume and cover letter for your review. I am excited about the opportunity to work at X Company, and I am confident that my background in accounting will make me a valuable asset to your team.

Thank you for considering my application. I look forward to the possibility of discussing my qualifications further.

Kind regards,

This example demonstrates a clear, concise message that clearly conveys the candidate’s enthusiasm and qualifications for the role.

Frequently Asked Questions

What’s a good subject line for sending a resume.

A good subject line is clear, concise, and professional. Include the job title, your name, and any relevant information like a job reference number. For example: “Marketing Manager – Jane Doe (Job Ref #12345)”.

What should the body of an email include when sending a resume?

The body of the email should include a brief introduction, the purpose of the email, a mention of the attached resume, and a closing statement. Start by greeting the recipient professionally, then introduce yourself and express your interest in the job. Explain that you are attaching your resume and any other required documents. Finally, thank the recipient for their time and consideration.

How do I politely submit my resume via email?

To politely submit your resume, start by writing a professional and courteous email. Address the recipient by their name, if possible. In the email, briefly introduce yourself, explain the purpose of the email, and mention the attached resume. For example: “Dear Mr. Smith, I hope this email finds you well. I am writing to express my interest in the Sales Associate position at ABC Company. Please find my resume attached for your review. Thank you for considering my application.”

Can I send my resume using Gmail or other email providers?

Yes, you can send your resume using Gmail, Yahoo, Outlook, or any other email provider that allows you to attach files. Ensure you are using a professional email address, preferably one with your first and last name.

How do I send a resume through my phone?

To send a resume through your phone, you can use your email app to compose a new email, attach your resume file, and send it to the recipient. Some email apps also allow you to save email drafts, so you can compose the email on your phone and send it from a computer later.

• 3 Examples: Job Application Email (with Tips)
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• 9 Examples - How to Write a Formal Email (and Formatting Tips)
• Interview Follow-up Email Examples (1-2-3 weeks)
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• 7 Graceful Email Examples: How to Cancel an Interview

How to Email a Resume to Your Employer With 7 Templates

• Last Updated June 26, 2024

It’s a competitive job market across every industry. Spending hours to create an impressive resume is only half the battle. The other half is ensuring it lands in the hands of your potential employer in the most effective and professional manner. 

Imagine spending countless hours perfecting your resume, only for it to be overlooked due to a poorly crafted email. Heartbreaking, isn’t it? The initial email acts as a first impression, and just like an in-person meeting, you only get one shot at it. 

Even more importantly, employers value communication skills. The way you structure your email, your choice of words, and your overall tone give the employer a sneak peek into how you communicate. So, how do you nail it?

In this article, we will teach you how to write an email for sending your resume and ensure your resume gets the attention it truly deserves. We’ve also included 7 email samples and templates pertaining to ways and scenarios for emailing your resume.

So, let’s get started. 

How to email a resume: What to include in your resume email and how to format it

Emailing a resume isn’t as straightforward as simply introducing yourself in an email , attaching a file, and hitting the ‘send’ button. You need to give it the same attention and ensure it is impeccable as you did with your resume. 

There’s a strategy involved to ensure your email isn’t just seen but also resonates with the hiring manager or recruiter . So, we will start by discussing the essentials of what you should include in your resume email and show you how to format it.

What to write in an email when sending a resume

Here is what you need to include in your email as you send the resume. 

1. Express interest with a statement about the target position

Begin by stating which position you’re applying for. This immediately tells the recruiter or hiring manager what to expect from the email and sets a clear context. And while you’re at it, don’t just tell, express interest. Show that you want the job and that you care. 

Example: “I am writing to express interest in the Marketing Manager position at XYZ Company…”

2. Write an elevator pitch

It is a short, 30-second snippet about yourself, your qualifications, and what makes you the right fit for the job. It’s your chance to grab their attention right from the start and establish a difference with the competition. Think of this as selling yourself to the recruiter , your sales pitch, if you will.

Example: “I have over five years of experience  in digital marketing, and having successfully increased online conversions by 30% at my last role, I am excited about bringing my innovative strategies to a forward-thinking company like XYZ.”

3. Highlight relevant experience with similar roles or relevant results of similar jobs

Draw parallels between your past experiences and the role you’re applying for. Describe how your past has prepared you to handle the job with excellence. This section makes it easier for the recruiter to visualize you in the role, and they can immediately tell whether you’re fit for it. 

Example: “In my previous role as an Assistant Marketing Manager at ABC Corp, I spearheaded several social media outreach campaigns that led to a 20% rise in social media engagement and 50% brand recall.”

4. Point out that you’ve attached your resume (and cover letter, if applicable)

This might seem obvious, but it’s a courteous reminder that directs the employer to look for the attached documents. It is the main reason you are reaching out to them, and you want to make sure they don’t miss it. 

Example: “I have attached my resume and a cover letter for your perusal.”

Here are a few things you need to keep in mind for this:

• File names to send resume: Rename your files to be clear and professional (e.g., “JohnDoe_Resume.pdf” or “JaneSmith_CoverLetter.docx”).
• File formats: PDF is often preferred because it preserves formatting. Ensure the employer has not specified a different format.
• Cover letter: If the job description asks for a cover letter, or if you believe it will enhance your application, attach one. Some candidates even choose to paste their cover letter into the body of the email.

5. Offer to answer any questions that the recruiter might have (about interview dates, for example)

The idea here is for you to show your openness and indicate that you’re available for any follow-up or clarification as you email your resume to an employer. 

Example: “Should you have any questions or require further details, please don’t hesitate to contact me. I am also flexible for an interview at a time that’s convenient for you.”

6. Add your contact details and other relevant or helpful information

While your resume will have your contact details, writing them in the email ensures they’re easily accessible. This could include your phone number, your professional email address, your LinkedIn profile, or even a personal website if relevant.

Example: “You can reach me directly at (555) 123-4567 or via LinkedIn at linkedin.com/in/yourname.”

7. Request information on the next steps

Show eagerness and interest in moving forward in the recruitment process. You can make this your call to action, and it’ll entice them to give you a response as you wait — paving the way for further communication. 

Example: “I would appreciate the opportunity to learn more about the selection process and any next steps that might be coming up.”

Resume email format

We’ve covered the information your email must contain to be effective. Now, you need to know how to structure it in an email. As you can tell, the email you send here needs to be professional and use a formal tone. So, the format needs to be that of a formal email with:

• A clear subject line
• An email body
• A professional email closing

1. Subject line: How to write the subject line of an email when sending a resume 

Your subject line is the first thing the recruiter sees. You are emailing them for a clear and simple reason. So make sure the subject line tells them what that reason is. It should be clear, to the point, and relevant to the job application. Here are some tips:

• Mention the job title.
• If there’s a job reference number, include it.
• Personalize it if you know the recruiter’s name.
• “Application for content writer position – [your full name]”
• “Job application (#12345): [your full name] for sales manager role”
• “Referral from [referrer’s name]: [your full name]’s application for project manager”

2. Email body: How to write the body of a resume email

Your email body is where you give a brief introduction about yourself and explain why you’re a good fit for the job. This is where all the resume email essentials we discussed earlier go. It’s a more concise version of your cover letter. Here is how you write it with perfection:

• Start with a professional email greeting . If you know the hiring manager’s name, use it. If not, “Dear Hiring Manager” is a safe bet.
• Briefly introduce yourself and express interest with a statement about the target position in the email opening line .
• Show you’re a fit and sell yourself with an elevator pitch.
• Highlight relevant experience with similar roles or relevant results of similar jobs
• Mention that you’ve attached your resume (and cover letter, if applicable)
• Show your openness by offering to answer any questions the recruiter might have (about interview dates, for example)
• Add your contact details and other relevant or helpful information
• Request for information on the next steps

3. Email closing: How to end an email sending a resume

The closing of your email should be professional and courteous. It’s also an opportunity to express gratitude and show enthusiasm for the next steps. Here are the components of an effective email closing when sending a resume:

• Gratitude-driven closing line
• Professional sign-off: Use professional sign-offs like “Sincerely”, “Best regards”, or “Kindly”.
• Professional signature: Create an email signature that encompasses your full name and ways to get in contact with you. 

7 email sample for sending your resume for a job

Let’s explore three types of emails you might send during the job application process, each serving a unique purpose.

1. Sample email for sending a resume

This is basically an initial email to a prospective employer, and it serves as your digital handshake, setting you up for all further interactions. This introductory outreach email must strike a balance between showcasing your qualifications and expressing genuine interest in the role. 

Research the company and the role you’re applying for. By understanding the organization’s overarching goals and needs and how you fit in, you can tailor your email content to resonate more effectively with the hiring manager. Here is a resume email sample you can use:

Subject line: Graphic designer application – [your full name]

Dear [hiring manager’s name], My name is [your full name]. I am writing to express interest in the Graphic Designer position at [company name] that was advertised on [job board/company website]. My [x years] of experience in design positions me as an ideal candidate for this role. In my previous job at [previous company], I was responsible for [brief elevator pitch of accomplishments, skills, or duties that align with the new role]. I invite you to review my attached resume for more detailed information on my background and skill set. If you have any questions about my application or would like to discuss the role further, please feel free to contact me. Thank you for considering my application. Could you kindly provide information on the next steps in the hiring process? Best regards, [your full name] [your signature]

2. Sample email for sending your resume for a position you’ve been referred to

Referral emails harness the power of professional relationships. When someone vouches for your skills, it adds a layer of trust to your application. When writing this email, make sure to acknowledge the referring individual early on, as this connection may impact the hiring manager’s decision. 

Display gratitude for the referral and ensure that your message underscores the synergies between your experience and the role’s requirements. Here is an email sample you can emulate:

Subject line: Referral from [referrer’s name]: sales executive position

Dear [hiring manager’s name], Greetings! I am reaching out to apply for the Sales Executive role at [company name], a position I learned of through a referral from [referrer’s name]. I have a proven track record of increasing sales by [x%] in my last role at [previous company]. My experiences make me an excellent fit for this opportunity, as illustrated further in my attached resume. I am open to any questions you might have and would be happy to discuss the role and my qualifications further.  Thank you for your time and consideration. What would be the next steps in the selection process? Sincerely, [your full name] [your signature]

3. Sample follow-up email after sending your resume

See this email as a gentle nudge, a reminder of your enthusiasm for the role. That means your email shouldn’t come across as impatient but rather as a testament to your eagerness. 

The email should reiterate key points from your initial email and highlight your continuous interest in the position. 

Also, understand that timing is crucial—too soon, and you might appear desperate; too late, and the opportunity might have passed. Here is an email sample for this:

Subject line: Follow-up: [your full name]’s application for data analyst position

Dear [hiring manager’s name], I wanted to follow up on my application for the Data Analyst position at [company name], which I submitted on [Date]. As previously mentioned, I have a deep interest in joining your team and contributing my analytical skills to your esteemed projects. I invite you to review my resume for additional details on my qualifications. If you have any further questions or require more information, please don’t hesitate to reach out.  Thank you again for your time and consideration. May I inquire about the next steps in the application process? Kind regards, [your full name] [your signature]

4. Sample email cover letter with attached resume

An email cover letter with an attached resume is a concise version of a traditional cover letter. When you’re sending your resume via email , the cover letter content can be inserted in the body of the email itself, serving as an introduction to the attached resume. 

It should capture your qualifications and enthusiasm for the job while prompting the recruiter to view the attached document. Here is a sample email template you can use for this:

Subject line: Marketing specialist application – [your full name]

Dear [hiring manager’s name], I am writing to apply for the Marketing Specialist position at [company name]. With over [x years] of experience in [specific skill], I believe I am a perfect fit for this role. My attached resume provides detailed insights into my achievements and skills. Thank you for considering my application. I look forward to the possibility of contributing to your team. Warm regards, [your full name] [your signature]

5. Sample email for sending your resume for internship applications

When sending an email for an internship application, what will make you succeed is your passion for the field, your eagerness to learn, and how the internship aligns with your educational journey. This initial outreach sets the tone for your potential internship experience.

Here is an email sample you can use to write this effectively: 

Subject line: Internship Application for [department/role]

Dear [hiring manager’s Name], I am [your full name]. I am reaching out to express my interest in the [specific internship role] at [company name]. I am a [your major] major at [your university], and I believe this internship will provide experience aligning with my academic pursuits. Please find my resume attached. Thank you for considering my application. I am enthusiastic about learning and contributing to your team. Best, [your full name] [your university email address]

6. Sample email for expressing gratitude after sending resume

An email expressing gratitude after sending a resume can be a courteous way to reinforce your interest in the position and appreciate the recruiter’s time. This email should be succinct, showing gratitude while subtly reminding them of your application.

Here is a sample you can use:

Subject line: [your full name]’s application for [job role]

Dear [hiring manager’s name], I wanted to extend my gratitude for considering my application for the [specific role] at [company name]. I genuinely appreciate the time you invest in the hiring process and remain enthusiastic about the opportunity to join your team. Warm regards, [your full name] [your phone number]

7. Sample email for asking someone to review your resume

When seeking feedback on your resume, approach the person politely, stating why you value their perspective. This email should convey respect for the individual’s time and expertise, making it more likely they’ll assist. Here is an email template for this:

Subject line: Resume review request

Hello [person’s name], I hope this finds you well. As I embark on my job search, I am hoping to refine my resume and would immensely value your expertise and feedback.  Given your experience in [specific field or role], your insights would be invaluable. If you have some time, would you mind reviewing my attached resume? Thank you so much for considering my request. I genuinely appreciate your time and guidance. Best wishes, [your full name] [your signature]

Key takeaways

• When it comes to emailing your resume, always consider the email the email body a concise version of a cover letter. Start with a professional greeting, introduce yourself briefly, express your interest in the position, highlight relevant experiences, and always mention any attached documents like your resume or cover letter.
• Ensure that your resume (and cover letter, if applicable per the job posting) is attached to the email. It’s recommended to send them as PDFs to preserve formatting. Also, name your files professionally, ideally using your name and the document type (e.g., “JohnDoe_Resume.pdf”).
• Your email address , tone, and content should all exude professionalism. It’s best to use an email address that incorporates your name rather than nicknames or unrelated phrases. Your tone should be respectful and formal, avoiding slang or overly casual expressions.
• Need help with email marketing and lead generation ? We are ready to help. Nerdy Joe can help you get stellar results from our sophisticated email marketing efforts. Talk with us today. 

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How to Email a Resume to an Employer

How to Send a Resume to an Employer

How to send an email cover letter, include an introduction in your email, review a sample email message, tips for emailing a resume, frequently asked questions (faqs).

Emily Roberts / The Balance

Do you need to email a resume to apply for a job? If so, you might find yourself confused about the best way to do it. Should you send your cover letter and resume as attachments or include them in the body of the email?

Most importantly, always follow the employer’s instructions on how to submit your job materials. The job posting should give you detailed information on how you are expected to apply. You may be asked to upload your resume online or to email it. 

Here are step-by-step instructions for emailing your resume to apply for a job, including creating and formatting plain text resumes and sending PDF files or Word documents as attachments.

Key Takeaways

• Always follow the employer’s instructions. They should indicate whether to paste your resume into the body of the email or send it as an attachment (and what file type to use in that case, e.g., a Word document or PDF).
• Choose the right file name. The best file names include your name and do not include version numbers, which might make it seem as if you’re not invested in this particular job.
• Proofread and test before sending. Make sure your email is professionally formatted and typo-free before you hit send.

If you’re asked to send your resume via email, you may be advised on what format you should use for it, what to include in the subject line of the email, and the deadline by which the employer needs to receive it.

For example, the employer may request that you upload or email your document(s) as a PDF file or a Microsoft Word document. When you email a resume or cover letter, you will typically be asked to add them to the message as attachments.

The first rule of thumb when emailing a resume is to do exactly what the job listing states. If the listing asks you to send your resume in a particular format or asks you to save your resume under a specific name, be sure to do so. 

Employers are less likely to consider job applications that do not follow submission instructions exactly.

Use a Clear Subject Line

The  subject line  is the first thing the employer will see when deciding whether or not to open your message. Make sure your subject line clearly states the purpose of the message so that the employer does not mistake it for spam or otherwise overlook it. The subject line should include the job title and your name and should be edited for spelling errors. Here are some examples:

• Customer Service Representative – Your Name
• Administrative Assistant Resume – Your Name
• Communications Director Position – Your Name

Keep It Simple

Whether you paste your resume into the body of the email message or send it as an attachment,  keep the font and style simple . Use an easy-to-read font and remove any fancy formatting. 

Don't use HTML, emoticons, colored fonts, or images. You don't know what email client the employer is using, so simple is best. Otherwise, the employer may not see a formatted message the same way you do.

Attachments vs. Pasting Plain Text

Keep in mind that some employers do not accept attachments. In such cases, paste your resume into your email message as plain text. However, when there are no instructions, the easiest way to send your resume is as an attachment. That will preserve your resume content and format. Your cover letter can also be  sent as an attachment or it can be written  in the body of the email message .

How to Create a Plain Text Resume

Here's how to paste a formatted resume to create a plain text version:

• Copy your resume into a plain text editor such as Notepad (which should be available as an app on your computer) or into a Word document or a Google Docs document. In Google Docs, right-click and select “Paste Without Formatting.” In Word, depending on your version, select “Paste Options: Keep Text Only” or “Paste Special: Unformatted Text.” 
• Align the text to the left.
• Replace bullets with dashes or asterisks. 
• Use capital letters for section titles, for example, Work Experience, Education, etc.
• Add spacing between sections so your resume is easy to read.

Choose a Resume File Format

If you're uploading your resume online or sending it as an email attachment, be sure to read the job listing carefully for any directions on what format the employer would prefer for your resume. If there are no directions, submit the resume as either a Microsoft Word document (.doc or .docx) or as a PDF file. These are the formats most commonly preferred by employers.  

If you have saved your  resume in Google Docs  or with word processing software other than Microsoft Word, convert it to the desired format. You should be able to click “File” and then "Download" and save it as a Word document or PDF.

Depending on your word processing software, you may be able to save your document as a PDF by selecting the “File” menu and then the submenu “Save As” (or “Save a Copy”) and then selecting "PDF" as the desired file format. If not, there are free programs you can use to convert a file to a PDF.

Name Your Attachment

If you attach your resume to your email, remember that your employer can see the title of your document. Include your name in the title so that the employer will know, at a glance, who you are. For example, you could name your resume “Firstname_Lastname_Resume.”

Don’t use a generic title such as “Resume” or, even worse, “Resume 1” or “Resume 2.” This might make the employer think you don’t care enough about the job to  tailor your materials  specifically to the position. It also doesn’t help the employer remember who you are.

Include Your Signature

At the bottom of the email message, include an email signature with your contact information so it's easy for the hiring manager to get in touch with you. In your signature, include your name, email address, phone number, and the URL of your LinkedIn profile, if you have one.

Sample Email Signature

Kyle McMahon kmcmahon@email.com 615-432-1111 linkedin.com/in/kylemcmahon

When applying for a job via email, you may be asked to send your cover letter in the body of your email message. If so, you can write your letter directly into the email or copy and paste an existing letter.

If the job posting doesn't specify how to send it, you can also choose to include your cover letter as an attachment. If you do so, use the same format you used for your resume (for example, if your resume is a PDF, your cover letter should be too). Also, use the same naming convention as you did for your resume, e.g., janedoecoverletter.doc.

Be sure to read the directions on the job application carefully: sometimes companies want all your materials sent as one PDF or Word document, and other times they want each document as a separate attachment.

If you do send both your resume and letter as attachments, include a brief introduction in your email message. In it, mention the job you are applying for, and note that your resume and cover letter (and any other requested materials) are attached.

Here's an example of an email message sent to apply for a job. It mentions that the candidate's resume and cover letter are attached.

Subject:  Customer Service Manager Position - Your Name

Dear Hiring Manager,

I am very interested in applying for the Customer Service Manager position that is listed on Monster.com.

I've attached my resume and cover letter. If there's any additional information you need, please let me know.

Thank you very much for your consideration.

FirstName LastName Email Phone LinkedIn

Before you send your resume to an employer, be sure the final version is perfect.

Carefully Edit and Proofread Your Documents

Make sure you use spellcheck and check your grammar and capitalization. Employers expect the same level of professionalism in emails as they do in paper correspondence. Be sure to proofread your subject line, the body of your email, and any attachments.

Many email programs have built-in spellcheckers you can use. Alternatively, write your message using a word processing program, spell- and grammar-check it, and paste it into the email. 

There are free online proofreading programs, such as Grammarly, that you can use to check your documents.

No matter how you write it, be sure not to rely solely on spellcheckers, which can miss many grammar and spelling mistakes. Reread your message yourself and consider having a friend look at it as well.

Use a Professional Email Address

Make sure to use a professional email address that includes your first and last name or at least part of your name. If you don’t have one yet, create a new professional email address, if possible.

Send a Test Email Message

Before you click “Send,” be sure your application is good to go:

• Attach your resume to an email, then send the message to yourself to test that the formatting works. 
• Open the attachment so you are sure you attached the right file in the correct format and that it opens correctly. 
• If there are issues, update your materials and send another test message to yourself. Once everything looks good, send it to the employer.

Is it better to send a resume as a Word document or a PDF?

Most employers accept both Word documents and PDFs. In some cases, they will specify in the job posting which type of resume format they want to receive. A PDF preserves your original formatting, so it will be viewed the same way on all computers. A Word document can be easily read by many different programs. Some surveys report that employers prefer Microsoft Word documents.  

What should be included in an email message when a resume is sent as an attachment?

When you send a resume as an attachment, there are two options for writing an email to accompany it. You can either write an introductory email message and send your resume and cover letter as attachments, or you can write your cover letter in the body of the email. If the job posting specifies how to send your application materials, follow those instructions.

CareerOneStop. “ Design for Easy Reading .”

ZipJob. “ Should You Send Your Resume as a PDF or Word Doc? "

Google Docs Editors Help. “ Create, View, or Download a File .”

Emailing a Resume - 7 Vital Tips to Consider

One of the easiest blunders to commit when applying for a job happens while emailing a resume, as simple as it does actually seem.

Its relative simplicity and ability to get looked down upon is why it’s one of the costliest mistakes you can make while sending your resume to an employer.

How to Email a Resume to An Employer

Every job listing today does come with instructions and the employers expect you to follow all the instructions to the letter.

In fact, some hold the belief that the recruiters start judging your personality and resume based on your ability to keep to all the instructions included in the job listing.

Therefore, no matter how excited you are to be sending out your resume, patiently watch out for the instructions and follow them to the letter. You should also be very mindful of what to say while emailing your resume.

A lot of people practically accompany their resume submission with totally wrong information and as a consequence, their resume does not get opened at all and gets dumped in the trash.

Like every other random email you send daily, you should have an email resume subject as it’ll increase your chances of being read by over fifty percent according to a recent study.

Your email subject should be appropriate for the occasion and should look something like this: “Proficient Content Writer seeks a Content Executive position.”  

A title such as this: “Content Writing resume for application” on the other hand looks like something cooked up by an unserious fellow, sounds generic and therefore the recruiter will most definitely not open the email not to talk of looking at it twice.

Tips for Emailing a Resume

• Use of an appropriate email subject.
• Address the recruiter by his first name (it gives a human touch to it). 
• Tell the recruiter who you are and the reason you’re contacting them. 
• Relay how much value you’d be bringing to the company. 
• End your email body with how eager you are to meet in person. 
• Add your contact details, apart from the email address of course. 
• Attach your Resume and Cover Letter saved in a PDF format to the email. 

Email Body for Sending a Resume

We’re going to be very practical with this, as I’m definitely going to show you a sample email for a job application with resume. But before that, let’s take a look at the perfect email body for sending a resume .

The perfect email body for sending resume is a well-structured sneak peek of your entire job application.

While reading through it, the recruiter should be impressed and left hungry for more thereby leading to the ultimate reaction of wanting to read through the rest of the package with immediate effect.

Lots of people make the mistake of simply pasting their cover letter as the body of their email, but this is actually very wrong because in most cases, recruiters do not go through the entire cover letter, so imagine that same cover letter in the body of your email, would you read through it if you were your own recruiter?

Most definitely not I think. Your email resume body is a lot better if left short and interesting.

1.  Proficient Content Writer seeks a Content Executive position with ABC Airways.

2.  Dear (Recruiter),

3.  Please find attached to this email, a copy of my resume and cover letter for the Content Executive Position at ABC Airways.

4.  As the 2019 winner of the Common Wealth Writers Prize for Content Writing, with a rich work experience spanning three continents and a 98% success rate in previous projects, I am poised to bring my 5+ years of experience to play in driving your marketing content success rate up to 85% in no time.

5.  I look forward to a face-to-face meeting in order to be able to share my thoughts and ideas on the recently completed German Marketing Campaign and how a higher success rate can be achieved.

6.  Sincerely, (Name and Contact of Sender).

7.  Attachments.

While all this is said and done, it is still incredibly easy to flunk while sending a resume email to a recruiter as surprising as that might sound.

But, another relatively easier error to commit while sending the email is doing it from a very unprofessional email address such as “[email protected]” or “[email protected]”, believe me, if you do this, your email will never be opened and your resume will definitely not live to see the light of the day.

In order to cross this dangerous border, you’d be better off with a much more mature and professional email address like the one which combines your first and last name.

If it’s already taken then simply combine it with a couple of figures such as “[email protected]” or “[email protected]” and you’d be good to go.  

One of the most important things about writing a resume and emailing it to a recruiter is to ensure that is it tailored perfectly to fit the job in question .

Suggested Reading:

• 43+ Resume Tips and Tricks to Land Your Next Job in 2024
• Resume Examples for Your Job
• Professional Cover Letter Examples
• How to Optimize your LinkedIn Profile to Complement Your Resume

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What to write in an email when sending a CV

When sending your CV to employers or recruiters via email, it’s important to write an effective message

But what should you write to catch their attention and persuade them to open your CV?

This guide will explain everything you need to write, and even has some example emails to copy.

CV templates 

Subject line

When sending an email applying for a job, keep in mind that your first goal is for the recruiter to open your message – this means capturing their attention and giving them a reason to click on your email.

So rather than writing the same subject as everyone else, use this chance to start selling yourself right away.

Use the subject line to highlight your skills and experience in a short, screen-friendly heading: consider your key selling point as a candidate and find a way make it into your subject line. For example:

“Digital Copywriter with 7 years marketing experience”

“Solicitor with 15 years in property law”

Don’t forget that subject lines are short, so you only have around 30-35 characters to make use of.

Build your CV now 

CV filename

CVs titled “CV”, “new CV” or, worse, a random constellation of letters (CV_778778.pdf) will simply look messy and get lost amongst the other hundreds of CVs that a recruiter receives daily.

At the minimum, you want to include your first and last name when naming your CV file, and if you wish, you can also add a short word or phrase to add some further recognition. For example:

“[Full Name] CV”

“[Full Name] CV SEO Consultant”

Addressing the recipient

The best way to build a friendly rapport with a potential employer is to address the recruiter by name.

This means doing a bit of research… you should be able to find relevant names of recruiting managers on the company’s website, LinkedIn, or in the job description itself. If the recruiter’s name isn’t available, stick to a friendly ‘Hi’, and avoid overly formal, outdated terms such as “Dear Sir or Madam.” For example:

“Hi [recruiter name]”

Friendly opening

To make the best impression on the recruiter and encourage them to open your CV , it’s a good idea to appear friendly with a warm opening – the recruiter will probably open hundreds of CV emails every day, so a personalised touch will go a long way. Use warm greetings, such as:

“Hope you’re having a good week”

“Hope my email finds you well”

Don’t be overtly personal, however. A simple, friendly greeting should do the trick.

Job you are applying for

After your friendly greeting in your CV email, you want to highlight the job you’re applying for. This is important as recruiters will oversee several (potentially similar) job vacancies at the same time, so you want to make sure your application is going to the right place.

Use the full job title, and if the job title is vague, you can also add in the job reference number. For example:

“I am applying for the role of [precise job title], as advertised on [company website/recruitment website]”

“I would like to put forward my application for the role of [job title] as advertised on [company website/recruitment website]. Job reference number: [XXXXX].”

It isn’t always necessary to add the job reference number, but it can be useful if the company is advertising various similar roles, or several roles within the same department.

Introduction + suitability

In your introductory paragraph, you have a limited amount of space and time to convince the recruiter to open your CV.

It’s therefore important that you be as clear and concise as possible here: if you’ve already highlighted your experience in the subject line, now is the time to add more relevant information to persuade the recruiter why you’re a great fit for the role.

You should lead with your experience in similar positions, along with the skills and value that you could bring to the table. As always, try to keep your sentences short, easy to read, and informative. For example:

“With over 10 years of experience working in fast-paced, results-driven SEO environments, I have developed a skillset ideal for the role of [job title]. In a daily workday, I liaise with several B2B clients, providing digital strategy to companies both local and global as a marketing consultant.

I have proven to be successful in my work, having [give a recent example of success], and it would be a privilege to help grow [company name] in the same way.”

This example captures the attention of the recruiter by demonstrating value – the recruiter isn’t being forced to read a list of qualifications or generic degrees – instead, they are being given concrete information about how this person could help their company. This will encourage them to click on the CV to find out more about the candidate.

If you don’t have lots of professional experience , you can still make a great impression in your email introduction. The key is to demonstrate value – there’s no use in simply listing your A-levels, as this doesn’t help your candidacy stand out from others who might share the same results.

Instead, make use of the skills you’ve picked up throughout your academic and professional career, tailoring them to suit the job you’re applying for. For example, if you were applying for a job in an online news organisation or social media company, you could use the following example:

Example 2 (student no experience)

“With 2 years working as an editor for my university newspaper [Name], I developed a rich understanding of the editorial process and experienced first-hand the demands of a fast-paced newsroom. During my period as editor, we broke various stories about university staff pay cuts and student living standards, while increasing our online subscriptions by 250%.”

While this example doesn’t demonstrate a professional job history, it shows the positive impact you had in an organisation where you worked, created engagement, and demonstrated initiative. You can apply this to any extra-curricular activity or volunteer program if you don’t have work experience, just make sure to research how this experience will serve you in the role you’re applying for.

Even as a student with no experience , you can still create a powerful email when sending your CV.

Reason for applying

Most companies and recruiters want to know that their employers will be in it for the long-haul: it’s therefore important to come across as both knowledgeable and passionate about the role and the company itself, demonstrating visible enthusiasm.

You can briefly cite the company’s values, the appeal of the job itself, as well as your overall suitability for the role as reasons motivating your application. For example:

“My experience in [field], combined with my alignment with [company’s] values, compel me to apply for this role. I believe that I have both the necessary skillset and personal drive required to succeed in this position.”

“I am putting myself forward for this role as I believe [company] would be an innovative and freethinking place to work, and I believe that I could contribute significantly to its success.”

By speaking to the values of the company, the recruiter will recognise that you either took the time to do your research (which demonstrates initiative and eagerness) or that you’re already familiar with the company – which employers love.

Availability

When it comes to your availability, you want to appear flexible and enthusiastic. Giving a recruiter a list of unavailable dates and times isn’t going to work in your favour here: simply indicate that you’re available at short notice for an interview.

Most recruiters will offer various time slots, so you don’t need to worry about being precise at this point. You can also add a call to action here, directing the recruiter towards your CV. For example:

“ Please find attached a copy of my CV . I am available for an interview at your earliest convenience.”

“I have attached my CV for your consideration, and I am free for an interview at short notice.”

Professional signature

Now that you’ve completed your CV email, you want to give the recruiter several options for getting in touch with you. The best way to do this is to have a professional signature: a professional signature looks like the below examples, and can be added as a footer at the end of all your emails:

[Full Name] Email: Phone Number:

John Peters Sales manager [email protected] Office: XXXXXXXX Home: XXXXXXXX

Sam Jones [email protected] Home: XXXXXXXX

Always make sure to use a professional email address. A recruiter is much more likely to take an applicant seriously if they have a professional email, and a lot less likely to reach out to someone asking them to contact them at [email protected].

Related guides: How to write a thank you email after an interview

Example CV emails

Check out some examples of effective emails below for inspiration and guidance:

Customer service

This customer service cover letter is short and to-the-point – it quickly delivers a host of reasons why this candidate would be valuable in a customer service role.

See also: sales assistant cover letter example

Applying for finance and accounting roles.

This cover letter outlines the candidate’s finance knowledge, and how they could apply it in the workplace

Graduate’s cover letters are a little longer than most, as they don’t have as much experience, so need to describe their education and transferable skills.

This cover letter boasts the candidate’s ability to make sales and drive revenue.

Resume Worded   |  Career Strategy

How to send networking emails with your resume (templates included).

• Introduction and Key Insights
• Email Template #1: Sending your resume by email
• Email Template #2: Emailing your resume to a recruiter
• Email Template #3: Applying to a job via email
• Email Template #4: Following up on an application over email + attaching your resume
• Email Template #5: Sending your resume via Linkedin
• Email Template #6: How to email your resume to an external recruiter
• Email Template #7: Emailing your resume if you were referred by a mutual contact

Email Subject Lines

• Additional email and LinkedIn templates
• Get more insights and strategies

Who enjoys sending cold emails? Right, obviously nobody does. But like a lot of stages in the job search process, they’re a necessary evil. Emailing out your resume doesn’t have to be a chore — especially with these handy tips and templates.

How to send your resume via email

Here’s how to craft the perfect email to go along with your resume:

• Find a direct email address for the person you’re trying to contact. Don’t just email a generic contact address for the company — chances are it will never be seen by the intended recipient.
• Address the recruiter or hiring manager by name.
• Use a clear and attention-grabbing subject line. Ideally, this should include your name, the position you’re applying for, and other important information (like a referral or standout qualification).
• Include 1-3 short paragraphs summarizing who you are, why you’re interested in the position, and your key skills and experience.
• End with a simple call to action.

Why send your resume via email?

These days, most job applications go directly through online portals like LinkedIn or Indeed. But these aren’t the be-all and end-all of job applications — there are times when it makes more sense to email your resume directly. Sending an inquiry letter Most job openings are never publicly advertised, which means it pays to be proactive. Emailing an inquiry letter to a recruiter is a great way of finding out about any open positions before they’re advertised and giving yourself a significant advantage. Following up with contacts Not all networking is cold emails. If you’ve connected with a recruiter or hiring manager at an event or on LinkedIn, it makes sense to follow that up by sending through your resume. Even if they don’t have any open positions that are a good fit, it establishes a relationship and keeps you on their radar for future openings. Establishing a relationship If you don’t currently have a relationship with the hiring manager, why not initiate one? Even if you’ve applied to a position online, it can be a good idea to follow that up by emailing the hiring manager directly. When there’s no online portal Online job applications are fairly standard these days, but not every company is on board. Some companies — especially smaller businesses — may not have advertised a position on one of the major job sites or have their own online application system. In that case, emailing your email directly to the hiring manager is the best way to apply.

How to write a networking email

Make it personal Always start with an introduction — this is a professional email, not a sales pitch. Do your research on the company or recruiter first so you can customize it. Your email is essentially a mini cover letter, so treat it like one. Send it to the right person It’s worth taking the time to find a direct email address for the recruiter or hiring manager you’re trying to contact. Don’t just email a generic contact address for the company — chances are it will never be seen by the intended recipient. Polish it up

• Email your resume as a PDF to preserve the formatting
• Use Score My Resume to make sure you’re sending out the best possible version of your resume
• Use a professional-looking email address

Ready to begin? Scroll down for some word-for-word email templates you can use to email your resume in any situation.

Sample email templates

Here are exact word-for-word email samples you can start using right away. use them in your emails, linkedin messages or whichever platform you use to network., template #1, email subject : [your name] — following up.

Hi [Name], I had a great time meeting you at [event] on [date]. [A brief sentence recalling something from your conversation.] I’m currently looking for positions [describe the role you’re seeking]. I know [Company] is doing great work in the field. Do you know of any open positions that might be a good fit? I’ve attached my resume for reference and I’m also on LinkedIn [link]. Please let me know if you have any suggestions for people I should be reaching out to. Thanks for all your help, and I look forward to seeing you at [future event]. Best, [Your Name]

Connecting with someone in your network. This takes a less formal approach than a standard cold email, since this is someone you’ve met before. By starting and ending with a friendly touch, you’re emphasizing that personal connection without losing sight of the main reason for your email.

Found this template useful? Bookmark it and you'll never get stuck on an email again. Also, please share it with your network! It helps us keep these templates free.

Before we get to the next template

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Template #2

Emailing your resume to a recruiter, email subject : open positions at [company].

Hi [Name], My name is [Your Name] and I’ve been following the work [Company] has been doing in [your industry] for some time. Congratulations on [recent development]! I’ve had great success as [role title] at [Your Company] in the past [x] years. [Briefly describe 1-2 of your top accomplishments.] I’m currently looking for an opportunity to branch out and grow [skill or career path you’re hoping to develop] and [Company] is on my radar. I’d love to chat about any open positions you think might be a good fit. I’ve attached my resume and you can find me on LinkedIn at [link]. Feel free to email or call me on [phone number]. Best, [Your Name]

If you’re reaching out to a recruiter or hiring manager you don’t have an existing relationship with, this template allows you to explain a bit about yourself and why you’re interested in that specific company.

Template #3

Applying to a job via email, email subject : [your name — job title].

Dear [Name], My interest was piqued when I came across the opening for [job title and reference number] on your website. I love the work [Company] does in [industry], especially [details of a recent development you’ve followed or something that appeals to you about the company]. [1-2 sentences linking that to your experience and skill set and outlining a specific benefit you could bring to the company.] I have [x] years of experience as a [job title] at [Your Company]. [1-2 sentences describing your top skills and achievements.] I’m currently looking for an opportunity to [briefly describe what you’re looking for] and think [Company] could be a great fit. I’ve attached my resume for your consideration. Please let me know if you’d like any further information. I look forward to hearing from you! Sincerely, [Your Name] [Phone number, email, and LinkedIn link]

An email accompanying a formal job application (as opposed to a more general networking email) is essentially a cover letter, and should be written like one. This template gives you space to describe your experience and interest in the company in a little more details. Since it’s in an official context, it also uses a more formal greeting and sign off and includes your contact details at the end.

Template #4

Following up on an application over email + attaching your resume, email subject : [role] at [company].

Hi [Name], I recently applied for the [role title] position at [Company]. I know you’re busy, but I would love to briefly touch base on your decision timeline. I’m excited about the opportunity to join your team and [briefly describe something concrete you can bring to the role]. I've attached my application materials for your convenience and would love to chat about how my experience in [briefly describe your most relevant skills or experience] can help [Company] [achieve a goal they’re working toward]. Please let me know if I can provide you with any additional details as you move to the next stage of the hiring process. Best, [Your Name]

Reminding the hiring manager of your most relevant skills or experience can help spark their memory of your application. This kind of follow-up makes sense to send if you’re further along in the application process or are a particularly strong candidate, but you don’t need to send an email like this after every online application you complete.

Template #5

Sending your resume via linkedin, email subject : linkedin message.

Hi Lauren, My name is Cameron and I came across an opening for a Product Designer at ABC Company. [Include a short note about why you’re interested in the role or company]. [Briefly describe 1-2 of your standout accomplishments or key skills in your current or previous position.] I’m currently looking for a role that allows me to take a leading role in designing products with sustainability in mind, and it sounds like the Product Designer role aligns perfectly with my experience. I’ve attached my resume for your convenience and you can see samples of my work on my profile. I’d love to connect and ask you a couple of questions about the company and what the hiring process is like. Thank you!

You can attach files to LinkedIn messages, so don’t be shy about sending your resume to hiring managers you find on LinkedIn. This is also a great alternative if you can’t find a recruiter’s direct email address, as a LinkedIn message is more likely to land than an email sent to a generic company account.

Template #6

How to email your resume to an external recruiter, email subject : follow up on [role] at [company].

Hi Petra, I read from your profile that you recruit for [roles] in [location]. I'm currently a [job title] at [Your Company] and wanted to connect with you in case you think my profile might be a good fit for current or future roles you seek to fill. I’m currently looking for a new role [briefly describe what you’re looking for and your key skills and experience]. I’ve attached my resume for your convenience. Please don’t hesitate to reach out if you need any more information. Thanks, Jane

If you’ve found a recruiter for your industry and location — whether on LinkedIn or via referral — it’s okay to make the first move. Your initial email should include enough information for them to know whether you’re a potential match for any roles they’re currently recruiting for. Attaching your resume also allows them to keep you on file in case they come across any suitable roles in the future.

Template #7

Emailing your resume if you were referred by a mutual contact, email subject : openings at [company name].

Hi Veronica, My former coworker, Ted Crisp, suggested I ask you about potential openings for a Marketing Manager. I’ve been following Veridian Dynamics since the launch of Jabberwocky last year and I really admire the work you’ve been doing in robotics engineering. I’m currently a Marketing Copywriter at Digivation, where I recently led an online campaign that saw a 200% increase in sales in the first 3 months. I’m looking for a position that would allow me to put my skills in creating dynamic social media campaigns and guerilla marketing to use. I’ve attached my resume and you can view my LinkedIn profile [link]. I’d love to discuss how I can bring my expertise to your team. Please don’t hesitate to reach out with any questions. I look forward to connecting with you! Best, Linda

If you have a previous connection to a hiring manager, like an existing relationship or referral by a mutual contact, be sure to mention it upfront. Establishing a connection early can give a busy recruiter a reason to keep reading your email and may encourage them to look over your resume with a favorable eye.

These subject lines see the highest response rates. For details on other subject lines and why these work, read Email Subject Lines for Networking .

• Open positions at [Company]
• Follow up on our conversation
• [Your Name — Job Title]
• [Role] at [Company]

Other All Other Networking Templates

We've also found the following email templates that you should consider using., want more email templates choose a category..

• Follow up emails
• Informational interviews
• Thank you emails
• LinkedIn Messages

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Emailing a resume: what to write in an email when sending a resume?

Anton Shabatov - October 22, 2018 - 0 comments

With a wide range of job services, employers and potential employees have got used to sending their CVs via special sites and apps. However, there are still some openings where you need to send your application letter using email. That is why many job seekers wonder what to write in an email when sending a resume. Today we discuss how to work on such letters and what you need to take into consideration while planning it.

“Proofy email checker. Remove risky,  hard bounce, disposable, duplicates.” Let’s check it

“It is important to maintain a clean email database. Cleaning should be done at least once every 6 months, but depending on the size of the base. The larger the database, the greater the likelihood of invalid email addresses appearing in it, and the more often it is worth validating.

Keep in mind email verification tool“

In this article you will learn:

• how to write correct CVs and cover letters so that you have no end to job offers;
• what kind of CVs exist and the way they can create the optimum effect, as well as how to contact the recruiter before sending your CV by mail;
• about the most important rules, by following them you will be a priority among other candidates for vacant positions

In sending resume email, you must follow the instructions given by the potential employer. Professionals in this business usually do not ask you to reinvent a wheel. They require providing information about you and some working materials in a special form. Information on how this should be submitted is most often found in the publication of the vacancy itself. Your employer will notify you whether you should download a resume online or send it to the mailing address of the recruitment department. If the resume should be sent by email, it matters what format it will be, what should be in the subject line of the letter, and what are the deadlines for sending. You need to clarify all these details yourself, or you will be notified about this. For example, your resume and cover letter are stored on a PC in a .DOC format, and the employer asks to send these documents by mail in a .PDF format. You should pay attention to these details and not do as convenient for you. Respect for the requirements of the recruiter indicates your responsibility and care. In addition, the correct form of sending a resume is a clear signal to the employer that you are really interested in a vacant position. 

“Increase your conversion rate in your email campaign with email verification.” Let’s go!

On the other hand, a standard email resume template can even be annoying for some employers who are tired of hundreds of resumes, which are so impersonal and look like twins. Yes, in this case it makes sense to talk about a creative approach, where there is no place for blanks, dullness and routine. Provided that there is all the necessary information, but it was submitted in an original way, the hiring manager is likely to pay attention to your appeal. He or she will enthusiastically begin to study your candidacy. Besides, sending a non-standard resume and a targeted letter to a specific HR manager will help to avoid ATS (repeated testing of candidate tracking software). This software can become an obstacle between you and the employer due to an automatic function that filters out letters from candidates according to a special company algorithm. But, if you know what to say when emailing a resume and sending an email to a specific person, your chances that the letter will be opened and read will increase. We will give some practical recommendations on the preparation of such applications, as well as consider some of them by email example to send a resume .

How to Email Resume Step By Step

As you ponder the question of how to email a resume , take note of these basic guidelines:

• the subject of the email should be as capacious and effective as possible;
• appeal to a potential employer should be targeted, by name;
• the first paragraph of the message should contain information about who you are and why you decided to write;
• the second paragraph should be devoted to the topic of your value for the company, how you can be useful;
• in conclusion, emphasize that it would be good to meet in person to agree on the details of cooperation;
• at the end you should add a professional signature, which will indicate your personal data for feedback;
• attach your resume and a cover letter in the popular .DOC or .PDF format (or whatever is required). 

As a rule, covering letter does not have any special requirements but mentioning the position you are applying to etc. That is why you can write it with a creative approach and fit it to your goals. However, there are some tips that will be helpful in any case and will help you to raise your chances to get a job.

Before we get to them, let’s take a look at an effective sample email to send resume for job:

(1) Subject: A professional SEO specialist is looking for a position manager for contextual and organic promotion at QAZ

(2) Dear [Name of hiring manager],

(3) In this email you will find my CV, as well as the cover letter for the position of manager for organic and contextual promotion in QAZ.

(4) Being the winner of the “Advertising and PR-2020” award for advanced methods of promotion and the creation of an effective digital strategy, having more than 15 years of practical experience, I am eager to help QAZ achieve maximum results in promoting companies and online stores in Google. 

(5) I look forward to a personal meeting where I can tell more about my skills and an effective strategy for working in the digital sector. 

Best Regards,

(6) Nick Link

SEO specialist

[email protected]

111-555-2222

(7) Attachments:

Nick-Link-XYZ.pdf

Nick-Link-Cover-Letter-XYZ.pdf

It’s a damn cool resume that will surely resonate with the hiring manager. Having made such a resume email sample , be sure that you will be called back!

Follow instructions

This is rule #1 while emailing a resume. Study the existing requirements for sending CV carefully. Employers may have their unique rules for this process. Some of them may ask for a special subject line, formatting of the text, or have special requests what files to attach.

In most cases, these rules are needed for a better candidate search and managing of the process. But sometimes employers and HRs add them to check your attentiveness and the ability to follow the 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 for sending resume via email. Make sure that you have saved your CV in the proper format. Usually this can be Word Document with extensions like .doc, .docx or PDF file with extension .pdf. Selection one of the option you will likely fit 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 is different from the standard Microsoft Word software. In this case, you should convert your resume to a Word document. The hiring manager should be able to not only open and read such an online document, but also download and save the file in PDF or Word format.

Name the file with your own name like Peter_Parker.doc or Peter-Parker.pdf etc. Pay attention to the size as well and do not send any attachment larger than 10 MB. Files that are too big and have any other extension but .doc (.docx) or .pdf will be considered as suspicious and they will never reach the target receiver. Do not compromise your reputations with such flaws.

When working with email template for sending resume , we do not recommend using common names, such as: “Resume”, “Resume 1” or “Resume 2”. This CV title can be a signal to the employer that you are superficial to the work and do not seek to adapt information about yourself in the required format. Moreover, this kind of positioning yourself as a candidate without a name is not going to help the manager remember who you are on the spot. 

If you need to send a resume and a cover letter in the form of attachments, then take the trouble to write a short message in the body of the letter itself. Here you need to indicate the position that you are applying for, briefly show interest in the company and work in it, indicate that all materials relating to you are attached. 

Take note of this sample email for sending resume:

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!

Sincerely, Ken Bright

333-444-8888

Subject line

If there are any instructions considering resume email subject then follow them. In other cases, you need to write a laconic but meaningful phrase that will display the content of the letter and tell something about the sender (like name, qualification etc.) Here are some templates:

• Resume – Position – Your Name;
• CV: [Your Name] for [Title of the Position];
• Application for the [Position] in [Company].

Here is a sample email to send resume to recruiter with an interesting subject line. It will be definitely noticed: “Winner of the“ Advertising and PR-2020 ”award SEO-specialist is looking for a promotion manager position”. After this presentation, most likely, the hiring manager will postpone his business to meet you personally for a more constructive conversation.

And here is how you shouldn’t write the subject of the letter: “CV and cover letter for consideration.” It looks like spam, so with this subject line your resume will most likely not even be opened. 

Quite often, employers require applicants to submit applications in the same style. For example: “Application for QAZ position – [Name of candidate]. Clarify this point in advance to meet the requirements. 

Cover letter

Again, considering the instructions and usual rules for the job applications in the target company, define whether you need a cover letter, or it will be enough just to send a file. According to our experience, adding a cover letter to the email to a potential employer with resume attached is never excess. You can use them as an opportunity to highlight your strong sides and set the contact with the HR manager from the very beginning. A bit further you will see some samples of such letters.

Professional address. As you try to look professional as much as possible, pay attention to the address you use for delivering your CV. This is the first information your recruiter will get about you. So it is not appropriate to use some nicknames, jokes and other playful variants. Otherwise, you will be considered as an unprofessional applicant. A good option could be address like [email protected] or variations of your name and initials. Try not to add numbers in order to make a unique email to send resume.

Signature. Do not neglect this part of an email as this can be one more channel for setting a connection with an HR manager. Your signature should be professional and contain actual contact information and your name (as a reminder for a reader). Usually, it has this structure:

First Name Last Name

Phone Number

LinkedIn Account (if you have one)

Your website link (if you have one).

A cover letter in a job application can be executed in two ways:

• the text is copied and pasted into the body of the email itself;
• the file is attached as an attachment in the appropriate format.

If the second method is used, then the format of the document should be the same as the resume. For example, your resume in .DOC format, so the cover letter must be in .DOC. It is also recommended that you use the same name as your resume: Donna-Martin-Cover-Letter.doc.

It will be very pity if you will lose your dream job opportunity because of some grammar, lexical or contextual mistake. Your resume, cover letter, and other email text should be correct in any aspect. So you need to check the spelling of the words, grammar usage, and formatting of an email resume body.

Do not entrust this task to the automated checking software and services. They catch some main errors but often omit some serious lexical and contextual mistakes. Careful proofreading, in this case, can be more dependable. Also, you can ask your friend, relative or another person you trust to help you with this.

Also, the main rule of a professionally written cover letter and a CV says: Keep it simple. This means that you must use readable fonts, as well as simple styles, regardless of how your resume is formatted: included in the email body for sending a resume or as an attachment. You must remove any unusual formatting, do not use HTML, emoticons, color fonts or pictures. It is unprofessional and does not comply with business etiquette. Besides, you may not know exactly how the employer’s postal service transforms your letter. Therefore 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 make sure that your job application looks perfect and is ready for consideration. Check the formatting, open your attachments, make sure that the attached files are exactly what you need. Are you happy with everything? Then go on and send a request to the employer!

The Timing for Resume Letters

You need to consider not only how to email resume, but also when. According to researches, the best day for sending your CV is Monday as during this day as you will have 46% more chances to be invited to the interview. Select the time between 6 AM and 10 AM as this period is less common for such activities on Monday. According to statistics, this time brings 89% chances to be hired.

But often the crucial aspect here is a speed. As some openings can be posted in the middle of the week and become very popular immediately. In order not to miss the opportunity to get a job, send your CV as soon as possible and do not wait for Monday. Also, there is often a deadline for sending letters of application, and if you see one, you can try sending your email resume sample on the mentioned day and time.

Sample email to send resume for job

To help you start composing your own letters for sending CVs we want to share some examples. These emails are simple and informative. You can and should use them as templates or leads for defining what to say in an email with resume.

Subject line: Senior Web Designer Seeks Motion Designer Position in [Company]

Dear [Name of the HR],

In the attachments, you will find a copy of my CV with all the information about my education, experience, and skills required for the position of Motion Designer in [Company].

My high level of proficiency and creativity was proven in the International Graphic Convention in 2016. There was a contest among motion designers where I was ranked first. I also have a good reputation for my previous work at [Previous Company]. But now I look for new opportunities for the development of my skills.

I look forward to hearing from you and our meeting to share some of my ideas that can serve a great deal for your company with you.

Best regards,

[Name, Last Name]

Senior Web Designer

[LinkedIn Link]

[Email Address]

[Phone Number]

Attachments:

Name-LastName-Resume-Company.pdf

This resume email sample can be adjusted to any position, experience, and industry.

Subject line: Application for the [Position] in [Company]

Dear HR Manager,

My name is [Name] and I am sending you my resume and covering letter as I want to apply for the [Position] in your company [name of the company].

My resume will describe to the fullest my experience that fits your requirement for the opening at your department. I am sure that I am suitable for this position due to my hard-working approach and serious attitude to every working responsibility. My creative way of thinking helps in finding completely new approaches to the usual tasks and makes my work more productive.

I am looking forward to your response.

Thank you for reviewing my CV,

This sample email for a job application with resume can be used by students and graduates who do not have an actual working experience but want to show their strong sides.

Subject Line: Application for a Junior Editor Position – Peter Parker

I would like to show my great interest in the position of the Junior Editor position in your magazine.

Recently I have graduated and I have got a great experience at editing, writing and managing during my studying. I am sure that I will fit your requirements and will be a useful worker at [Name] magazine.

According to the description of your opening, you need someone with great writing and editing skills. At the university my major was English. I also worked as a writing tutor for younger students and I had an internship at the local magazine. So I have mastered my writing skills and know how to work in the publishing establishment.

I want to reassure you that despite my young age I am responsible, hard-working and persistent in reaching goals. That is why I am a perfect candidate for the editor position.

In the attachments, you will find my detailed resume. I hope you will review it soon, but in a week I will call you to check for the opportunity to arrange an interview.

Thank you for reading my letter.

Peter Parker

[Physical Address]

Additional Tips for Emailing Your Resume

Besides the question of what to write in an email when sending a resume , you as a candidate may be worried about one more thing: how to contact the hiring manager. You may have heard of 6 degrees of separation. This means that you are separated from the President of the United States, Elon Musk and Victoria Beckham by only 6 other people. This is where the network of business contacts is very important. You may not know the hiring manager, but someone you know knows him. Write a message to your friends, former colleagues, your college graduates. Perhaps they will be able to tell you the right people to contact. 

It also happens that your contact base is very modest, or you don’t use social networks at all. Then take up an investigation that will help you find the necessary recruiter. Maybe his or her business environment or someone from the staff who is at least somehow connected with the consideration of a vacant position. Having found the company’s website, you can find the name of the necessary manager, as well as the contacts. In addition, some applications, such as LinkedIn, can generate the email address of the person you are interested in.

If this approach does not work, use the old proven method – search on Google. First enter the company’s mail domain. This way you may not go directly to the hired manager’s mailer, but most likely to the formula for creating employee addresses. For example, employees of the same company will have similar electronic records: [email protected] , [email protected] , etc. Based on the domain of the company and knowing the name of the manager, you can try to use this information to recreate the desired mailer. It is likely that you will hit the nail on the head. To do this, you can use a special service that generates all possible options for email addresses based on the entered information.

Before sending, please note one important thing: not all managers will be “happy” with an incoming letter without asking for it. To set the stage, you can send a request on social networks. After confirmation, send an email with a resume and a cover letter. We are sure that you’ll be on the roll, and an invitation to an interview will not take long. 

Now you can say that you know what to say when emailing a resume and what tricks to use for making your covering message more attractive for HR-manager. Job search is almost always a great competition. That is why it is important to implement all possible elements in this process.

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How to Email a Resume to Get a Job

You think your application is ready, but you don’t see any way to submit your resume directly on the LinkedIn page or company site where you found the opening. 

So now you might be wondering, is it acceptable to email your resume for a job opening? 

We can tell you, that you should go for it! 

But, as a warning, a poorly written email can ruin your application just as much as a bland resume. Before even starting your email, you can optimize or create your application with our AI-powered resume builder. But, keep in mind, even if your resume is excellent, it’s never going to get opened if the email is weak. 

If you arrive at a red carpet in an old rusty car, it doesn’t matter if your attire is astounding, the press will only notice the car. 

In this article, you’ll learn:

• What to say when emailing a resume
• How to email your resume
• Expert tips for setting yourself apart 

So, let’s unpack all you need to know about emailing your resume to an employer in a way that boosts your chances of landing an interview .

This article includes:

What Should a Resume Email Look Like?

When you’re interested in a job, sending a resume via email is an A+ idea. However, it can be nerve-wracking to know what to say in an email with your up-to-date resume , as you’re eager to make a good first impression on the employer . 

That’s why it’s a good idea to review examples before working on yours. Take a look at the sample emails below for inspiration.

Sample of a cold resume email

If you are interested in a position in a company, it’s not a bad idea to send an email, even if there is no opening posted online . 

This is known as a cold email , and here’s how yours can look:

Sample of a resume email answering a job ad

If you see an opening for a job, and want to directly reply to it, you’ll have to write it in a specific way. Here is an example of an email answering an advertisement for a position:

What Are the Best Tips for Mailing a Resume via the Web?

Now that you have seen examples, you may be asking yourself, “Should I email my resume directly to the hiring manager?” or “How do I send my resume as an email attachment?” 

It’s important to understand the proper way to send an email .

Follow the steps below to email your resume correctly for a job opening. 

1. Follow instructions

Most of the time, prospective employers include specific details about how to upload application materials (or send them in) within the job posting itself. 

Employers are highly unlikely to consider candidates who haven’t followed these steps.

They may ask you to:

• Send a cover letter or other material
• Attach it in a certain format such as PDF or Word
• Include specific contact information 

If you can’t find any specific instructions, follow the tips below to create a professional, effective email.

2. Keep things concise and clear

Just like you do with a good resume format , you should focus on keeping the text in your email short, clear, and to the point . 

Let your resume and cover letter do the bulk of the talking for you. If you leave them wanting more in the email, they’re more likely to open the attachment out of curiosity.

3. Use an appropriate subject line

When you send a resume by email, the subject line matters. In fact, 64% of email recipients decide if they’ll open it based on the subject line. 

Make sure your subject line clearly states the position you’re interested in and who you are . The last thing you want is for an employer to mistake your resume for spam.

Here are some ways you can write your subject line: 

• Job Position or Title – First Name Last Name
• Customer Service Representative Position – Jane Doe
• Customer Service Representative Resume – John Doe

4. Include contact and other important information

Close your email with any extra information you need to share, as well as contact information like your email, phone number, etc.

Choose your primary phone and email. You don’t want to miss a response, and quick replies can help you show your excitement for the position!

How to Set Yourself Apart

Below are a few things to keep in mind as you are writing or even proofreading your email to ensure it’s as polished as it can be:

Bring up connections 

Don’t be shy! If you know someone at the business , ask for their permission to mention them in your email and then include them. 

For example, you may say, “Angela Smit recommended I get in touch with you.” If you went to the same school as the hiring manager, you should say so. For example, “I was excited to see on LinkedIn that you attended Ohio State University. That’s where I got my masters in 2022.”

Make sure you keep a professional tone 

Although your language doesn’t need to be extremely formal, it should be professional. Be sure your files are named appropriately, your email format makes sense, and you use a professional email address to send your materials.

Look into the hiring manager 

Mentioning the name of the hiring manager will get much more attention than a general “To whom it may concern.” You may even include a personal question to show you did your research. Just make sure you properly spell their name!

Double-check or test your email 

Always proofread your email before sending it out. It’s also a good idea to send yourself a test version to make sure everything looks the way you want it to before you click send.

Key Takeaways

Emailing your resume can significantly enhance your chances of landing your dream job. 

By following these guidelines, such as paying attention to instructions, personalizing your email, and maintaining professionalism, your application will stand out in a crowded inbox .

With these tips and remembering to keep your email concise and clear , use an appropriate subject line, and of course, proofread it before sending. 

These strategies can help you make a strong impression, from preparing emails to preparing for interviews .

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How to Write an Email to a Recruiter

Published on July 1st, 2024

Writing an email to a recruiter can significantly impact your job search success. A well-crafted email can help you make a strong first impression, showcase your qualifications, and open the door to new opportunities. This comprehensive guide will walk you through the process of writing an effective email to a recruiter, covering various scenarios, providing an extensive list of examples, and ensuring your email stands out.

Importance of a Well-Written Email to a Recruiter

Recruiters receive numerous emails daily, so it's crucial to make your email clear, concise, and compelling. A well-written email can help you get noticed, demonstrate your professionalism, and convey your interest in the position or company.

Key Components of an Effective Email to a Recruiter

1. subject line.

The subject line is the first thing the recruiter will see, so it should be clear and concise. It should include the purpose of your email and any relevant details such as the specific job title.

• Application for Marketing Manager Position
• Inquiry About Software Developer Opportunities
• Interest in Finance Analyst Role at [Company Name]

2. Greeting

Address the recruiter formally, using their full name and title if possible. If you are unsure of their gender, use their full name to avoid assumptions.

• Dear Mr. Smith,
• Hello Ms. Johnson,
• Hi Dr. Brown,

3. Introduction

Introduce yourself and mention how you found out about the job opportunity or the recruiter. Include your current job title, experience, and any relevant skills.

My name is Jane Doe, and I am a Marketing Specialist with over five years of experience in digital marketing. I recently came across your profile on LinkedIn and noticed that you specialize in recruiting for marketing roles. I am reaching out to express my interest in the Marketing Manager position at [Company Name].

The body of your email should highlight why you are interested in the position or the company and how your skills and experiences make you a suitable candidate. Use specific examples to demonstrate your qualifications and enthusiasm.

I have a proven track record of developing and implementing successful digital marketing campaigns. In my current role at XYZ Company, I managed a team of five and increased our online engagement by 40% through targeted social media strategies and SEO improvements. I am particularly impressed by [Company Name]’s innovative approach to marketing and am eager to contribute to your team.

Express your appreciation for the recruiter's time and consideration. Mention that you have attached your resume and any other required documents. Politely suggest a follow-up and provide your contact information.

Thank you for considering my application. I have attached my resume for your review and would be happy to provide any additional information. I look forward to the possibility of discussing this exciting opportunity with you. Please feel free to contact me at [Your Phone Number] or [Your Email Address].

6. Signature

End with a professional closing and your full name.

Best regards,

• Yours faithfully,

Different Scenarios for Emails to Recruiters

Scenario 1: cold emailing a recruiter.

When you are reaching out to a recruiter who has not advertised a specific job position, your email needs to be particularly persuasive.

Subject: Inquiry About Marketing Opportunities

Dear Ms. Johnson,

My name is John Smith, and I am a Marketing Specialist with over five years of experience in digital marketing. I am reaching out to inquire about potential opportunities within your network, as I am seeking new challenges in the marketing field.

I have a strong background in developing and executing successful digital marketing campaigns. At my current role at XYZ Company, I managed a team that increased our online engagement by 40% through strategic social media initiatives and SEO enhancements. I am particularly drawn to companies that value innovation and creativity, and I am eager to bring my skills and experience to such an environment.

Thank you for your time and consideration. I have attached my resume for your review and would be happy to provide any additional information. I look forward to the possibility of discussing potential opportunities with you. Please feel free to contact me at [Your Phone Number] or [Your Email Address].

Scenario 2: Responding to a Job Posting

When responding to an advertised job position, make sure to reference the job posting and highlight how your qualifications align with the requirements.

Subject: Application for Marketing Manager Position

Dear Mr. Brown,

My name is Emily Davis, and I am a Marketing Specialist with over five years of experience in digital marketing. I recently came across the Marketing Manager position at [Company Name] on your website and am excited to apply for this role.

I have a proven track record of developing and implementing successful digital marketing campaigns. In my current role at XYZ Company, I managed a team of five and increased our online engagement by 40% through targeted social media strategies and SEO improvements. I am confident that my skills and enthusiasm make me a great fit for this position.

Emily Davis

Scenario 3: Following Up After a Networking Event

If you met a recruiter at a career fair or networking event, mention this in your email to create a connection.

Subject: Follow-Up on Marketing Manager Position

Dear Dr. Miller,

My name is Michael Johnson, and I am a Marketing Specialist with over five years of experience in digital marketing. We met at the XYZ Career Fair last week, where we discussed the Marketing Manager position at [Company Name].

I am very interested in this role and believe my background in developing and implementing successful digital marketing campaigns makes me a strong candidate. At my current position at XYZ Company, I managed a team that increased our online engagement by 40% through strategic social media initiatives and SEO enhancements.

I would love the opportunity to contribute to [Company Name]’s innovative marketing strategies. Thank you for considering my application. I have attached my resume for your review and would be happy to provide any additional information. Please feel free to contact me at [Your Phone Number] or [Your Email Address].

Michael Johnson

Tips for Writing a Strong Email to a Recruiter

1. personalize your email.

Avoid generic emails. Tailor your email to the specific recruiter and position you are applying for. Mentioning specific projects or values of the company can show that you have done your research and are genuinely interested.

2. Be Concise and Clear

Keep your email concise and to the point. Busy recruiters may not have time to read long emails. Highlight your key qualifications and express your enthusiasm clearly.

3. Proofread

Spelling and grammar mistakes can make a bad impression. Proofread your email carefully before sending it. You can use tools like   AI detector to ensure your email is error-free.

4. Follow Up

If you don’t hear back within a week or two, consider sending a polite follow-up email. Express your continued interest and inquire about the status of your application.

Extensive List of Examples

Example 1: email for a marketing position.

Subject: Application for Marketing Specialist Position

Dear Ms. Adams,

My name is Sarah Lee, and I am a Marketing Specialist with over five years of experience in digital marketing. I recently learned about the Marketing Specialist position at [Company Name] through your website and am excited to apply for this role.

I have a strong interest in digital marketing and have taken several courses in social media strategy and SEO. Last semester, I completed a project where I developed a comprehensive social media campaign for a local business, resulting in a 30% increase in their online engagement. I am particularly impressed by [Company Name]’s innovative design solutions and am eager to contribute to your team.

Example 2: Email for an Engineering Position

Subject: Application for Mechanical Engineer Position

Dear Mr. Thompson,

My name is David Brown, and I am a Mechanical Engineer with over five years of experience in the field. I am writing to express my interest in the Mechanical Engineer position at [Company Name], which I discovered on your company’s LinkedIn page.

I have a strong background in CAD design and materials science, having completed several courses in these areas. During my recent internship at XYZ Manufacturing, I assisted in designing and developing new machinery, which helped increase production efficiency by 20%. I am particularly drawn to [Company Name] because of its reputation for excellence in engineering solutions. I am eager to contribute my skills and learn from your esteemed team.

Thank you for considering my application. I have attached my resume for your review and would be happy to provide any additional information. I look forward to the possibility of discussing this opportunity with you. Please feel free to contact me at [Your Phone Number] or [Your Email Address].

David Brown

Example 3: Email for a Software Development Position

Subject: Application for Software Developer Position

Dear Ms. Clark,

My name is Amanda White, and I am a Software Developer with over five years of experience in full-stack development. I recently came across the Software Developer position at [Company Name] on your website and am excited to apply for this role.

I have a proven track record of developing and implementing successful software solutions. In my current role at XYZ Tech, I led a team that developed a customer management system, which improved client satisfaction and retention rates by 25%. I am confident that my skills and enthusiasm make me a great fit for this position.

Amanda White

Example 4: Email for a Finance Position

Subject: Application for Finance Analyst Position

Dear Mr. Martin,

My name is Kevin Walker, and I am a Finance Analyst with over five years of experience in financial analysis and investment strategies. I am writing to express my interest in the Finance Analyst position at [Company Name], which I discovered on your company’s LinkedIn page.

I have a strong foundation in financial analysis and investment strategies, having completed several courses in these areas. During my recent internship at XYZ Financial Services, I assisted in analyzing market trends and creating financial models for clients. I am particularly drawn to [Company Name] because of its reputation for excellence in investment banking and wealth management. I am eager to contribute my skills and learn from your esteemed team.

Kevin Walker

Example 5: Email for an IT Position

Subject: Application for IT Specialist Position

Dear Ms. Rodriguez,

My name is Emily Thompson, and I am an IT Specialist with over five years of experience in network security. I recently came across the IT Specialist position at [Company Name] on your website and am excited to apply for this role.

I have a strong interest in network security and have taken several courses in cybersecurity and information systems. Last semester, I worked on a project to develop a secure network architecture for a mock company, which helped me gain practical experience in this field. I am impressed by [Company Name]’s commitment to cybersecurity and am eager to contribute to your team.

Thank you for your time and consideration. I have attached my resume for your review and would be happy to provide any additional information. I look forward to the possibility of contributing to [Company Name]. Please feel free to contact me at [Your Phone Number] or [Your Email Address].

Emily Thompson

Example 6: Email for a Communications Position

Subject: Application for Communications Specialist Position

Dear Dr. Taylor,

My name is Michael Johnson, and I am a Communications Specialist with over five years of experience in public relations and media studies. I recently came across the Communications Specialist position at [Company Name] on your website and am excited to apply for this role.

I have a passion for storytelling and have taken several courses in public relations and media studies. Last semester, I interned at XYZ Public Relations, where I assisted in creating press releases and managing social media accounts for clients. I am particularly impressed by [Company Name]’s innovative communication strategies and am eager to contribute to your team.

Example 7: Email for a Research Position

Subject: Application for Research Scientist Position

Dear Dr. Williams,

My name is Laura Brown, and I am a Research Scientist with over five years of experience in biomedical research. I am writing to inquire about potential research scientist opportunities at [Company Name] for the upcoming year.

I have always been fascinated by biomedical research and have taken several courses in molecular biology and genetics. Last summer, I completed an internship at ABC Research Institute, where I assisted in conducting experiments and analyzing data for a study on genetic mutations. I am eager to bring my skills and passion for research to your team at [Company Name].

Laura Brown

Utilizing AI Tools to Enhance Your Email

Ai email generator.

Writing a perfect email to a recruiter can be challenging. To ensure your email is well-crafted and professional, consider using an   AI email generator . This tool can help you create a polished and effective email tailored to your specific needs.

AI Detector

Before sending your email, it’s important to check for any errors or areas that might need improvement. An   AI detector can help identify grammatical mistakes, awkward phrasing, and other issues that could detract from the professionalism of your email.

Email Lookup

Finding the right person to contact can sometimes be a challenge. An   email lookup tool can help you find the correct email addresses of recruiters or hiring managers, ensuring your email reaches the right person.

AI Answer Generator

If you receive a response and need help crafting a reply, an   AI answer generator can assist in creating a thoughtful and professional reply, ensuring you maintain a positive and effective communication with recruiters.

Paraphrasing Tool

To avoid repetitive content and ensure your email is unique, consider using a   paraphrasing tool . This tool can help you rephrase sentences and improve the overall flow of your email, making it more engaging and effective.

Writing an email to a recruiter requires careful consideration and attention to detail. By following the guidelines and examples provided in this comprehensive guide, you can craft a compelling email that showcases your skills and enthusiasm. Utilize the available AI tools to enhance your email and increase your chances of securing the job opportunity you desire. Remember to be concise, clear, and professional, and always proofread your email before sending it. Good luck!

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Letter of Introduction: What Is It & How to Write One (+Templates)

• Klara Cervenanska , 
• Updated August 13, 2024 8 min read

Ever heard of a letter of introduction? If not, you’re not alone. While most people are familiar with resumes, cover letters, and even motivation letters, the letter of introduction remains a bit of a hidden gem in the professional world. 

And that’s exactly why it could be your secret weapon .

Because it’s less common, sending one can really make you stand out and leave a lasting impression. 

Writing a letter of introduction isn’t quite like drafting other career documents, but don’t worry—we’ll walk you through it step-by-step and share some examples you can use for yourself .

Table of Contents

Click on a section to skip

What is a letter of introduction?

Letter of introduction vs. cover letter vs. motivation letter, when should you write a letter of introduction , how to write a letter of introduction (7 simple steps), letter of introduction example, letter of introduction template, key takeaways: letter of introduction.

A letter of introduction is a brief letter used to introduce yourself or someone else to a third party, whether that’s a potential employer, business contact, or client. 

It's a simple yet powerful tool that often flies under the radar in the professional world.

Unlike a cover letter or resume , a letter of introduction isn’t tied to a specific job application. 

Instead, it’s more about opening doors and starting conversations. Think of it as a way to make connections that can lead to new opportunities, without the formalities that come with other career documents.

You might feel it sounds a bit similar to a cover letter or even a motivation letter .

While there are many similarities between these documents, the key difference lies in their purpose, main focus, and the target audience. 

While a cover letter serves as an extension of your resume and is tailored to a specific job posting, a motivation letter is typically used in academic settings, such as when applying for educational programs or scholarships.

In contrast, a letter of introduction is primarily used for connecting and networking , without the immediate goal of securing a specific job or degree.

Let's take a closer look at what these documents are, when you should write them, and to whom:

Cover letter

• Purpose: Accompanies your resume to express interest in a specific job.
• Main focus: Adds more details to what’s already in your resume. Use it to explain why you’re the right fit for the job, highlight your skills, and achievements.
• Target audience: Employers, HR managers.

And if you want to learn more about writing a good cover letter, here's the only cover letter guide you'll ever need.

Letter of introduction

• Purpose: Introduces yourself or someone else to a company, potential client, or business partner without a specific job in mind.
• Main focus: Introduces your skills and experience to build a connection and make a positive first impression. If written for someone else, it highlights their qualifications and explains why they’re worth connecting with. This letter is flexible, useful for exploring job opportunities or business partnerships.
• Target audience: Potential employer, client, business partner, or collaborator. 

Motivation letter

• Purpose: Explains why you're applying for a specific job, scholarship, or university program. 
• Main focus: Focuses on your passions, goals, and reasons why you're interested in this job or educational programme. Highlights why this opportunity would enrich your work life and enhance your skills. 
• Target audience: Academic institutions, NGOs, or employers.

A letter of introduction serves a different purpose compared to other career documents like a cover letter or a resume. 

Whether you’re looking to introduce yourself to a company, recommend someone else, or explore new professional relationships, there are several situations where a letter of introduction is the ideal tool. 

Here are some key scenarios when you might consider writing one:

• You want to reach new clients and customers. Writing a letter of introduction for customers or new clients helps build a personal connection. It also explains how your products or services can meet their needs.
• You're looking for a new job. It helps you introduce yourself to a potential employer, show your interest and enthusiasm for the company, and highlight how your skills could be a good fit. Even if there's no job opening posted.
• You just started a new job. When you start a new job, a letter of introduction helps your coworkers or teammates get to know you. Your manager might also send a letter to introduce you to the team.
• You're looking for a business partner/collaborator. An introduction letter is often used as the first point of contact with a potential business partner or collaborator who shares your interests or industry. Its goal is to expand your network, which could lead to mutually beneficial opportunities, such as joint ventures, partnerships, or new projects.
• Someone you know recommended you. If someone you know recommends you to others, an introduction letter can be a great way to follow up and explore collaboration or job opportunities.
• Someone asked you to recommend them. You would introduce the person to your team or employer trying to highlight their skills and qualifications. The goal is to create a connection between your company or team and the person you’re introducing.

Depending on the scenario, a letter of introduction can vary in tone and content, but the core structure remains the same.

These 7 simple steps will guide you in writing a clear and effective letter, no matter the situation:

Start with a header that includes your contact details—it's an obvious but important step. Make sure to list your name, address, phone number, and email at the top of the letter. You can also add the date and the recipient's information, like their name, company, and address.

Always address the recipient. If you're addressing someone you already know or who knows of you, start with a warm, friendly greeting. Typically, you’d use "Dear [Name],". If you don’t know the recipient, "Dear Sir/Madam," works just fine.

Start with introducing yourself and explaining why you're writing. Share who you are, why the company is relevant to you, and why you decided to reach out. Mention how you found out about the company or who referred you, and briefly introduce the person who connected you.

This is where you get straight to the point. Explain why the company or work is important to you and what you hope to achieve from this connection. Highlight the benefits and the potential value this relationship could bring.

Mention your previous work to show your credibility and what you can bring to the table. You should also briefly highlight your accomplishments. Understanding your background can help you stand out and be seen as a valuable candidate for the job.

End your letter with a polite conclusion, suggesting further communication. Highlight how excited you are to talk again and share when you have time to meet.

Now, all you have to do is sign off. Professionally, of course. A simple “ Looking forward to hearing from you ” does the trick every time.

We’ve covered the 7 key steps to writing a letter of introduction in theory. 

Now, let’s take a look at an example that brings all these steps together.

BTW, this example was created using Kickresume’s cover letter builder tool . Even though it’s meant for writing cover letters, you can use it to write your letter of introduction, instead. The tool won't mind :)

We also prepared a few letter of introduction templates you can copy & paste and personalize. 

Just pick one that suits your situation the best. 

#1 For when you want to reach new clients and customers

#1 letter of introduction template.

Dear [Recipient’s Name],

I hope this letter finds you well. My name is [Your Name] , and I’m reaching out because I believe [Recipient’s Company Name] could benefit from the products I offer. I recently came across your company on social media and was impressed by the work you’re doing in [mention the industry or a specific area of interest].

At [Your Company Name] , we specialize in [briefly describe your product or service], and we’ve had great success helping businesses like yours [mention a specific benefit or outcome, e.g., “increase efficiency,” “enhance customer satisfaction,” “save time and money,” etc.] . I’m confident that what we offer could add real value to your operations.

I’d love the opportunity to discuss how we can work together and explore ways my product can support your business goals. If you’re interested in learning more, I’m available for a quick chat at your convenience.

Thank you for considering this, and I look forward to the possibility of collaborating with you.

Best regards,

[Your Name]

[Your Company Name]

[Phone Number]

[Email Address]

#2 For when you just started a new job

#2 letter of introduction template.

Subject: Excited to join the team!

I hope this message finds you well. My name is [Your Name] , and I’m thrilled to be joining [Company Name] as the new [Your Job Title] . I wanted to take a moment to introduce myself and say how excited I am to work with all of you.

A bit about me: I come from [mention your previous company or industry if relevant] , where I [briefly describe your previous role or experience] . I’m really passionate about [mention something relevant to your new role] , and I’m eager to contribute to the great work being done here.

I’ve heard wonderful things about the team, and I’m looking forward to getting to know each of you and learning from your experiences. Collaboration is something I value deeply, so please don’t hesitate to reach out if there’s anything I can help with or if you just want to chat.

Looking forward to meeting everyone and working together to achieve our goals!

Best regards, [Your Name] [Your Job Title] [Your Contact Information if needed]

#3 When someone you know recommended you

#3 letter of introduction template.

[Your Name] [Your Address] [City, State, ZIP Code] [Phone Number] [Email Address] [Date]

[Recipient’s Name] [Recipient’s Company Name] [Company Address] [City, State, ZIP Code]

Dear [Recipient’s Name] ,

I hope this message finds you well. My name is [Your Name] , and I’m reaching out because [Mutual Contact’s Name] spoke highly of you and your work in [mention the field or industry] . Given our shared interests and expertise, I’m excited about the possibility of collaborating.

At [Your Company or Your Current Position] , I’ve been focused on [briefly describe your work or area of expertise ], and I believe there’s significant potential for us to create something impactful together. [Mutual Contact’s Name] mentioned that you’re also passionate about [mention a specific area or project relevant to both] , and I think we could really complement each other’s skills and experiences.

I’d love to explore how we might work together on [mention a specific type of project, collaboration idea, or area of mutual interest] . If you’re interested, I’d be happy to set up a time to chat and see how we could make this happen.

Thank you for considering this, and I’m looking forward to the possibility of collaborating with you.

Best regards, [Your Name] [Phone Number] [Email Address]

#4 For when you're looking for a new job

#4 letter of introduction template.

I hope this letter finds you well. My name is [Your Name] , and I’m currently exploring new career opportunities. [Former Colleague’s Name] , who previously worked with me at [Your Previous Company] , highly recommended [Recipient’s Company Name] as an excellent place to grow and contribute.

With a strong background in [briefly mention your field or area of expertise], I’m confident that my skills and experience align well with the needs of your team. At [Your Previous Company] , I [mention a key accomplishment or responsibility] , which I believe demonstrates my ability to [mention how you can add value to the new company] .

I’m particularly drawn to [Recipient’s Company Name] because of [mention something specific about the company that excites you or aligns with your goals] . I would love the chance to discuss how I could contribute to your team and support your company’s objectives.

If you’re open to it, I’d be thrilled to chat further about any opportunities that might be available. Thank you for considering my application, and I look forward to the possibility of joining your team.

A letter of introduction is a valuable tool for making new connections, reaching out to potential employers, or helping you during your job hunt.

There are a couple of different situations when writing a letter of introduction is appropriate. 

For example when:

• You want to reach new clients and customers
• You just started a new job
• Someone you know recommended you to someone
• Someone asked you to write one for them
• You're looking for a new job
• You're looking for a business partner/collaborator

The details may vary slightly depending on the context, but following these 7 steps will help you prepare a strong letter of introduction in any scenario:

• Add a header with contact information
• Include a salutation
• Introduce yourself and your contact (if applicable)
• State the purpose of the letter
• Highlight your accomplishments or previous relevant work
• Close the letter by suggesting further communication
• Sign off professionally

If you’re still in doubt about writing your letter of introduction, don’t hesitate to use the templates provided in the article.

Klara graduated from the University of St Andrews in Scotland. After having written resumes for many of her fellow students, she began writing full-time for Kickresume. Klara is our go-to person for all things related to student or 'no experience resumes'. At the same time, she has written some of the most popular resume advice articles on this blog. Her pieces were featured in multiple CNBC articles. When she's not writing, you'll probably find her chasing dogs or people-watching while sipping on a cup of coffee.

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How to use ChatGPT to help write your resume in 9 easy steps

AI your way into an interview

Crafting the perfect résumé can be a daunting task. You stare at the blank page, wondering how to best showcase your skills and experiences. That's where ChatGPT comes in. Open AI's large language model has been making waves in various industries, and resume writing is no exception.

But how exactly do you approach use ChatGPT for this purpose? It's not as simple as asking it to write your entire résumé. We'll explore the nuances of leveraging ChatGPT to proofread your résumé, refine your language, and format your experience in the best possible way. We'll also discuss potential pitfalls to avoid — after all, your résumé should still sound like you, not a robot.

ChatGPT won't do all the work for you, but it might just help you see your experience in a new light. So, let's get into how this AI tool can help you put your best foot forward on paper.

1. Understand ChatGPT's role

ChatGPT is a tool to assist you, not replace your input. It's crucial to understand that the AI will help generate ideas and refine language, but the content should ultimately come from your own experiences and skills. 

2. Prepare your information

If you have an existing résumé, review it and note areas for improvement. If you're starting fresh or you're a student, list your experiences, skills, and achievements. Include part-time jobs, internships, volunteer work, and academic projects.

3. Log into ChatGPT

Go to the ChatGPT website. If you're new to ChatGPT click Sign up and follow the on-screen instructions . If you're a returning user, click Log in. 

4. Begin your prompt

First, click the paper clip in the prompt box and click Upload from computer. Once you've attached your resume, type a simple prompt like 'I need help improving my résumé.' 

For those writing a résumé for the first time, provide ChatGPT with your experience in the prompt box. For example, 'I'm creating my first résumé as a graduate student. Here is my experience...' 

5. Enhance your professional summary

Ask ChatGPT to help craft a concise professional summary. For example: 'How can I improve this existing summary for my Editor role?', or 'Can you help me write a 2-3 sentence professional summary for a marketing graduate?' Then hit enter.  

ChatGPT will provide you with the first section of your résumé. The great thing about breaking it down into chunks is that you can easily refine and personalize each section.

After receiving the AI-generated summary, review it carefully. Does it accurately reflect your experience and career goals? If not, you can ask ChatGPT to revise it. 

6. Develop your work experience section

Next, work through your job history, or for beginners, your relevant experiences. For the next prompt you could ask ChatGPT: 'Structure my work experience section to maximize readability and impact.' 

Alternatively, you could say 'How can I describe my internship/coursework to show my potential as an...' 

ChatGPT will provide you with a detailed and concise bullet-pointed list of your experience , perfect for a résumé. 

7. Tailor to job descriptions

If you have a specific job in mind, ask ChatGPT to help tailor your résumé. For example, you could ask ' Here's the job description for a Senior Editor position. How can I adjust my resume to better align my experience with these requirements? 

8. Highlight your skills

Request ChatGPT's assistance in listing and describing your skills. For experienced professionals, you might ask, 'What skills should I emphasize when moving from an Editor to a Senior Editor role?' This prompt will help you identify and articulate the skills that set you apart.

For those just starting their careers, try a prompt like, 'What skills should I highlight as a recent graduate applying for an entry-level Editor position?' 

9. Put it all together

Now it's time to bring everything together . You could use a prompt like: 'Can you take all the information we've generated for my Editor résumé and compile it into a cohesive document?' This will give you a complete draft to work from. Once ChatGPT provides this compilation, review it carefully for flow and consistency. 

You might then ask, 'Can you suggest ways to improve the overall flow and consistency of this résumé?' This step helps ensure that your résumé reads smoothly from start to finish, with a consistent tone and style throughout. 

10. Bonus tip

Ask ChatGPT to proofread your résumé and suggest improvements. If you're an experienced professional, you might use a prompt like this: 'Can you review my updated résumé and suggest any improvements to make my transition from Editor to Senior Editor more compelling?' 

For those just starting their careers, you could ask: 'Can you review my résumé and suggest improvements for an entry-level position?' This will help you identify areas where you can strengthen your résumé to appeal to employers looking for fresh talent.

After receiving ChatGPT's suggestions, carefully review each one. Make sure these improvements align with your experiences and the job requirements. Remember, its important to maintain your unique voice and ensure all information is accurate. Once happy with it, you can format it using a template in google/word docs, or a resume maker. Happy job hunting! 

To maximize ChatGPT's resume-writing potential, explore these 5 tips for getting smarter prompts in ChatGPT . While powerful, it's worth checking out the best ChatGPT alternatives for comparison. Plus, ChatGPT advanced voice is out, and these 9 examples demonstrate why you should be excited. 

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Kaycee is an Editor at Tom’s Guide and has been writing for as long as she can remember. Her journey into the tech world began as Cazoo's Knowledge Content Specialist, igniting her enthusiasm for technology. When she’s not exploring the latest gadgets and innovations, Kaycee can be found immersed in her favorite video games, or penning her second poetry collection. 

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How To Write a CV: Tips, Tools, & Examples for 2024

3 key takeaways

• A CV is a comprehensive record of your professional experience.
• There are nine steps and several best practices for writing a good CV.
• Teal's CV Builder can help you create and store multiple CVs that align with each unique opportunity.

A strong CV has long been one of the best ways to advance in specialized fields.

In areas like academia, research, law, and even when applying to graduate school, your CV isn't just a thrown-together document of responsibilities or courses—it’s a comprehensive record of your academic and professional journey. And you have to get it right because a poorly constructed CV can derail opportunities before they even start.

But CVs aren’t limited to specialized fields anymore—companies and organizations now ask for them when they need a more thorough record of specific experience.

Below, you'll learn how to write a CV. From the best practices for creating your base and writing your personal statement to how to add grants and incorporate fellowships. Whether updating an existing CV or starting from scratch, this guide will help you construct a document representing your expertise and potential.

Looking to write or update a CV? Try Teal's CV Builder to create one that aligns with every unique opportunity.

Basics of a CV

A CV is a comprehensive record of your professional experience. Also known by the Latin "Curriculum Vitae," a CV tells a thorough story of your career, academic accomplishments, and intellectual contributions—unlike the snapshot approach of a resume. CVs are often used in fields like academia, research, and international job applications, where a detailed understanding of your qualifications is needed.

All of that to say, companies (and even institutions) requesting CVs over a resume are looking for a more complete picture of your background.

Difference between a CV and resume

A CV and resume are different in length and scope.

A resume is a concise, one to three-page, high-level summary focused on your most relevant skills and experiences for a specific job.

In contrast, a CV can be longer and include additional sections like research or presentations. The structure of a CV also varies with certain sections—like a Personal Statement replacing a resume's Professional Summary. 

You should opt for a CV over a resume when applying for academic positions, research roles, grants or when specifically requested.

It's also important to note that even though a CV is more detailed when applying within the US, you should still emphasize the experiences and skills most relevant to the position.

‍ Essential elements of a CV

It's vital to include the right sections in your CV, as missing key info can weaken your application. A job-winning CV with clear, organized sections offers a holistic view of your qualifications. Missing parts might not provide a good picture of your experience.

To make sure your CV is strong (and competitive if you're using it for a job search), ensure it's thorough and covers all the necessary details.

Here are the CV sections you need:

• Contact Information
• Personal Statement
• Career Experience
• Certifications

Optional sections:

Teaching Experience

Publications and presentations.

• Professional Associations or Volunteer Work

How to write a CV

Whether you're writing your CV from square one or updating an outdated document, streamlining this process all comes down to clear steps.

Below, you'll learn the right way to:

• Prepare for making a CV
• Select a CV format
• Present your contact info
• Write your personal statement
• Build your career experience 
• Focus on your education and certifications
• Include specific hard skills
• Incorporate other optional details

Now, when it comes to how to write a CV, you can do this in one of two ways:

• Create a base CV with every job, achievement, metric, skill, etc., which you then customize for each application by pulling the most relevant details.
• Create your CV from scratch each time you apply, tailoring it specifically to the role you're targeting.

While a base CV takes more time on the front end, it can help significantly cut the time it takes to apply for every unique job.

For ease, the content below is focused on creating your CV for a unique job—something you'll need to know how to do regardless of how you opt to build your CV.

Managing multiple CVs

As you apply for different opportunities, you'll need to find the best way to manage multiple versions of your CV.

As each prospect requires a slightly different emphasis on your skills and experience, version control becomes not just important but crucial in managing multiple CVs.

You can do this in two ways:

• Opt to save each CV to a specific folder (whether on your computer or in a cloud). In addition to the unique CV, you need to manually save the JD or the overview so you know which CV goes with what opportunity.
• Use a comprehensive platform (Teal, for example) that allows you to save as many CVs and opportunities as you need to. You'll want to be sure the platform permits you to attach specific CVs to specific opportunities, so you've never left scrambling to remember what application materials you sent where.

Step 1: Get organized

Getting organized is crucial before you start writing your CV.  Here are four things to do before you start:

• Gather career details: Make sure you have current and accurate company details, start and end dates, each job title, quantifiable contributions, and a list of skills.
• Document education: Take note of schools attended, degrees earned, and all current certifications. If you're a recent graduate, jot down courses, awards (or qualifications if you're outside the US), your GPA, and projects.
• Compile online profiles: Create a list of online profiles, including LinkedIn, websites, or portfolio links.
• Build your base: If you're planning on creating a base CV, you'd then put all of this information into a CV builder, doc, or CV template.

Step 2: Choose your format

The layout of your CV is the foundation. The format you use helps shape the presentation of your experience.

The best CV formats ensure you highlight your qualifications clearly and thoroughly.

Here are a few things to consider:

• The most widely recognized format is the reverse chronological CV. It presents your career experience in a clear, linear progression.
• If you're just starting out, pivoting careers, or working in an industry where tools and software are a focus, a skills-based CV might be appropriate, as the Skills section sits just above your Career Experience section.
• In choosing your format, consider your career, what you're applying for, and which design best conveys your accomplishments.

Best CV design

Your CV presentation goes beyond content. The look, feel, and readability shape a first impression. As you make it, you need to consider elements like spacing, font, margins, and more. Traditionally CVs are also two columns, so planning for this is a must.

If you're using a CV builder, a lot of these pieces are considered and customizable after you've input your details—saving time and skipping manual work. But if you're building a CV outside of a streamlined builder, here are some tips:

• Use a template: Free CV templates help maintain a consistent format and make your CV visually appealing right from the start.
• Keep it clear: Clarity is key. Use simple fonts and consistent formatting to make your CV easy to read. Avoid overcrowding the page with text.
• Include white space: Adequate spacing between sections makes your CV easier to scan and prevents it from looking cluttered.
• Use bullet points: Bullet points are a great way to highlight your professional success without a block of overwhelming text.

Once you've organized your assets, potentially uploaded them all in one central location (depending on the method you've chosen), and selected a format, it's time to learn how to write a CV for a specific job.

Step 3: Add contact details

The first section is your Contact Information section. It might sound simple, but one wrong number or character in your email address could potentially prevent a committee, hiring manager, or recruiter from being able to reach you for a follow-up or job interview.

Your CV Contact Information section sits at the top and should include:

• Phone number
• City and State (If you're outside the US, consider opting for your full physical address.)
• Professional email address
• LinkedIn profile URL 
• Portfolio or personal website URL (if applicable)

Example of how to write a CV Contact section

Full name as your CV header Location | Phone number | Email address | LinkedIn URL | Portfolio or website URL

Step 4: Write your personal statement

Your personal statement (the equivalent of a resume professional summary) is a brief snapshot of your most impressive outcomes.

Rather than a CV objective that talks about your goals and isn't relevant in the US, this section is a highlight reel—zeroing in on top accomplishments, skills, and qualifications.

Your personal statement should be tailored to the job application, using language and keywords from the job description to highlight your relevant skills, impact, and qualifications. 

Here's how to write one:

• Keep it brief; between three to five sentences
• Use the first-person voice
• Use action verbs that indicate movement. For example, words like "developed" and "executed"
• Avoid generic buzzwords or clichés
• Align your statement with the rest of your CV

When creating academic CVs, a personal statement might align more with a research statement or statement of teaching philosophy.

Here's an academic CV example of a personal statement:

With 10+ years of experience in cognitive psychology, my teaching philosophy centers on fostering critical thinking and inclusivity. I developed a focused approach to research, executing over 10 studies using mixed-methods methodologies to explore cognitive development in diverse learning environments. This work resulted in three peer-reviewed publications and a 15% increase in student engagement through active learning strategies while mentoring over 20 graduate students in applying evidence-based research methods to their studies and professional growth.

Writing a personal statement with no experience

If you're new to your career, writing a CV personal statement without relevant work experience means you need to concentrate on other achievements.

Consider focusing on:

• Coursework with tangible skills
• Projects and the outcome
• Relevant volunteer experience
• Leadership roles in clubs or organizations
• Certifications you've obtained
• Software and tools you've used

If you're your personal statement with no experience, it could look something like the graduate CV example below.

As a recent biology graduate with a minor in statistics, I bring hands-on experience in cutting-edge genetic research techniques. While at Purdue, I developed a novel CRISPR gene editing approach that improved editing efficiency by 18% in model organisms. I'm proficient in PCR, gel electrophoresis, and next-generation sequencing, with practical application through advanced lab courses and a summer internship at Purdue's Genomics Center. I'm also experienced in research communication, having presented findings at two regional conferences and co-authored a peer-reviewed article on emerging gene therapy technologies.

Step 5: Build your Career Experience section

If you're following reverse chronological order, next is your Career Experience section. This is the equivalent of a resume's Professional Experience. The job of this CV section is to bridge your background with the opportunity you're applying for—emphasizing your career's depth, relevance, and impact.

Here's what you should focus on:

Every position and achievement you highlight should be relevant to the role.

For example, if you're applying for a research role in computational sciences, your experience in optimizing algorithms to reduce processing time by 40 percent would be highly relevant. However, the same experience might need different emphasis when applying for a professor position, where your ability to simplify complex concepts for college students would take priority."

Quantifiable bullet points

Focusing on metrics, numbers, and impact in your Career Experience section provides concrete evidence of your contributions. Quantifiable bullets demonstrate the actual difference you made in your roles.

Why metrics matter:

• Provide concrete evidence of success
• Demonstrate value
• Show clear impact

This can look like increased efficiency, time-savings, increase in publication rate, grant funding outcomes, and other measurable results.

The core of your experience is your accomplishments and their impact. The best way to write each bullet is by using the following formula:

Action Verb + Noun + Metric + [Optional Strategy] + Outcome = 1 bullet point

Here are some CV examples of bullet points:

Developed a data analysis pipeline using Python and Pandas that improved the accuracy of experimental results by 15%, leading to more reliable findings and 3X publications in peer-reviewed journals. Developed and implemented a laboratory management system using LabArchives that optimized resource tracking and utilization, reducing lab material waste by 15% and lowering operational costs by $20,000 annually.

Consistency

Consistency is key in the Career Experience section of your CV. Every relevant role should showcase the same type of information:

• Company name
• Dates of employment
• 3-5 achievement-based bullet points

Teal Note:   If you're applying outside of the US, your career experience section may be more comprehensive and include additional details like job responsibilities. It also might need to cover other non-relevant experiences in a specific order. These details depend on the best practices in the region you're applying and your specific industry.

Step 6: Add your educational background

Next up is your CV's Education section. This section is pretty straightforward and highlights your academic background and the foundational knowledge or specialized training needed for a specific position.

Start your list with your highest level of education first (this usually flows in a reverse-chronological format), then move backward, listing each subsequent degree or educational qualification. 

Here's what you should include:

• Year graduated
• For international applicants, spell out the location and institution's name

Recent grads:

• Honors (outside of the US, these are called qualifications)
• Your expected graduation date if you're pursuing a degree

Teal Note: The Education, Certifications, and Skills sections should be displayed in the right column of your CV. A CV builder or template should handle this formatting for you. And the order of the sections will vary based on your preference and the importance of each section in your industry.

If you're creating your CV without a streamlined tool, you'll need to ensure the formatting aligns with standard CV practices to maintain a professional and organized appearance.

Step 7: Include relevant certifications

A dedicated CV Certification section highlights your credentials, offering insight into your commitment to professional development.

To incorporate certifications into your CV, you need:

• The name of the certification and any common acronyms or abbreviations (like CRA or TEFL)
• The certification agency with business, institution, or organization name
• The date the certification was completed

CV Certifications should look something like this:

Certified Research Administrator (CRA) Research Administrators Certification Council June 2023

Step 8: Add your skills

Your CV Skills section comes after your certifications (or education if you don't have relevant certificates). Think of this as a snapshot of your strengths, allowing hiring managers to assess your fit for the role without reading your entire CV. 

The best skills for this section are tangible ones (think technical abilities, tools, languages, methodologies, and analytical techniques). To make it even easier to read, consider organizing them even further in categories.

Pro Tip: While soft skills are an important part of your skillset, there are better places for them than this dedicated section. Things like communication, collaboration, organization, and time management are hard to measure objectively. The best way to show skills like those is to weave them into your other CV sections to show how you used them for impact.

Step 9: Add optional sections

Now that you have all of the necessary CV sections, you might have additional relevant details you want to include, like publications and presentations or additional teaching experience. Creating dedicated sections for this information is the key to keeping everything clear and readable. 

CVs are often used for research positions like academic research roles, postdoctoral fellowships, or research scientist positions. These positions require more in-depth experience and expertise than listed on a traditional resume—which is why a CV is often preferred.

In your Research CV section, highlight the following information:

• Projects completed : Detail the scope and objectives
• Your role(s) in each : Specify your responsibilities (e.g., principal investigator, co-investigator, or research assistant)
• Methodologies and frameworks : Describe the research methods and theoretical frameworks applied
• Findings or outcomes and impact : Summarize the key results, publications, or contributions
• Funding details or sources (if applicable) : Include information on grants or funding sources that supported your research

If you're applying for an academic position, like a graduate school instructor or law school lecturer, your teaching background should be the focus of your Career Experience section.

On the other hand, an additional Teaching Experience section might be worthwhile if you have positions that complement your background or if you're applying for roles where instruction is not the direct focus but still plays a relevant role.

Here's an example of a situation where this optional CV section makes sense:

Imagine you're an attorney applying for a graduate program in legal education, and you've also led workshops in your field. Including a Teaching Experience section allows you to highlight this instructional role, demonstrating your ability to lead and communicate complex ideas—skills crucial to success in a graduate program focused on legal education.

In this section, include the following:

• Courses, workshops, or seminars
• Institutions or organizations
• Specific accomplishments and results

Publications and presentations provide tangible evidence of your expertise, especially in fields like healthcare and medicine, research, law, and education. More than just accomplishments, they prove your abilities through the recognition and validation of your work by others.

Here are some ideas to help you get started:

• Peer-reviewed journal articles showcase your ability to conduct high-quality, rigorous work that experts have validated.
• Book chapters demonstrate your capacity to synthesize complex information, provide new insights, and contribute to broader academic or professional conversations.
• Conference presentations indicate you aren't just absorbing information but actively participating in and contributing.
• Technical reports highlight your ability to document and communicate specific research projects' methodologies, findings, and implications.

Adding awards to a CV offers additional concrete evidence of your skills, dedication, and exceptional performance. And whether the award is a scholarship for academic excellence or recognition for professional accomplishments, if it's relevant to the role or opportunity you're applying for, consider adding it.

In your CV Awards section, add:

Academic awards like making the Dean's List or earning honors

Research grants speak to the value of your research and your ability to write persuasive proposals

Fellowships are competitive and often prestigious

Scholarships underscore your dedication and achievements, reinforcing your qualifications

Professional honors like industry recognition or awards from peers highlight your impact and reputation

A CV awards section could look something like this:

Young Researcher Award (2023) International Synthetic Biology Symposium

Professional Associations and Volunteer Work

Professional associations and volunteering are an important part of your career profile.

Being part of professional associations shows you stay up-to-date on industry trends and best practices, which is crucial in any industry experiencing rapid change. Meanwhile, relevant volunteer work highlights your commitment to giving back to your field and developing leadership or team-oriented skills.

By including these on your CV, you not only show that you are equipped with up-to-date skills and knowledge but also that you are proactive in contributing to your industry or community.

When listing your professional associations, they should look something like:

• Organization names
• Membership status
• Titles or leadership roles held
• Contributions to the organization and impact, if applicable

Tailoring your CV for different applications

In the US, your CV should be comprehensive, but that doesn't mean including everything you've ever done. It's important to keep your content relevant to the opportunity.

Whether you're targeting a job in a specific industry or applying for a graduate program, a well-tailored CV shows you understand what's required and have the right skills and experience. 

Customizing your CV makes it easier for the person reading it to see why you're a strong fit and increases your chances of standing out in a competitive pool of applicants.

How to tailor your CV

If you’re starting from scratch, don’t worry. The process is similar to the one below, but you’ll need to spend a bit more time building out each section following the steps above while keeping the information below in mind for each specific opportunity.

If you started with a base CV, then half of the work is already done. Here’s how to tailor it for a specific job or program:

• Read the JD or application overview : Carefully review the job or program description to understand what the employer or committee is looking for. Identify the top skills, experiences, and qualifications.
• Choose your most relevant details: Go through your base CV and pull the skills and experiences that directly align with the job or program requirements. These are the aspects of your background you want to emphasize.
• Tweak the language to match : Adjust the wording in your CV to mirror the language used in the job description or overview. This doesn’t mean copying it word for word but reflecting the important terms and phrases the reader is likely looking for.

Pro Tip: If you tailor your CV with clarity instead of murky guesswork, the Teal CV Builder has a Match Scoring tool that compares the language and skills in your CV to any unique JD—giving you a breakdown score of how well they align. It also offers suggestions for improvement and customizable keyword options to help improve your original score—and your alignment with the position.

CV ATS compatibility

When applying for jobs through online portals in the US, it's important to understand how Applicant Tracking Systems (ATS) work.

An ATS is a digital filing system recruiters use to streamline hiring. These systems scan and organize applications. But, if your CV isn't formatted correctly and can't be parsed or doesn't contain the right keywords a recruiter is searching for once it's scanned into the system, it'll be hard to get in front of a human.

How to make your CV ATS-friendly

• Keep the design simple : Use a straightforward CV layout that's easy for the ATS to scan. Avoid complex formatting that might confuse the system.
• Avoid pictures or graphics : In the US, including images or graphics can cause issues with ATS software, which might not be able to parse them correctly.
• Opt for consistent, clean formatting: Use a consistent font and style throughout your CV, with clear headings and bullet points. Plenty of white space makes your CV easier to scan for both the ATS and recruiters.
• Save as a PDF : Some ATS systems have trouble with different file formats. A PDF is usually the safest bet.
• Include relevant keywords : Review the job description and include keywords matching the required skills and experience. This increases your chances of being found by a human hiring professional searching the ATS.

Write your CV with Teal

A well-crafted CV communicates your professional value and increases your chances of landing more interviews and opportunities. By following the guidelines above, you'll present your achievements and expertise in a clear and organized manner relevant to the person reading it.

If you need help getting started, Teal's CV builder offers customizable sections, keyword optimization, and version control. Create and store as many CVS (and opportunities) as you need, store your entire career or academic history, and streamline your applications—all in one dynamic platform.

Frequently Asked Questions

Is a cv the same as a resume.

A CV is not the same as a resume. While both document your professional background, a CV is typically more comprehensive, detailing your academic and research achievements, publications, and presentations. Resumes are shorter, focusing on relevant work experience for a specific job.

What are the 7 basic steps to writing a CV?

The 7 basic steps to writing a CV are: 1) Gather your information, 2) Choose a format, 3) Add contact details, 4) Write a personal statement, 5) Detail your career experience, 6) List your education and certifications, and 7) Include relevant skills and optional sections like research or publications.

How do you write a good CV for beginners?

To write a good CV as a beginner, focus on your education, relevant coursework, internships, and any volunteer or extracurricular activities that demonstrate transferable skills. Highlight academic achievements, projects, and technical skills. Use a clear format and tailor your content to the position you're applying for.

Kayte Grady

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How to make a resume in Microsoft Word

Whether you’re just entering the workforce or need a resume refresh, you’re probably considering Microsoft Word for the task. We’ll walk you through options for making a resume in Word, from using helpful templates to creating a resume from scratch.

Use a built-in Word resume template

Use a word resume template on the web, use a third-party word resume template, create a word resume from scratch.

The quickest and easiest way to make a resume in Word is using one of Microsoft’s templates . You can look for one directly in Word and choose from a large collection of options.

Open Word, select File > New , and pop “resume” into the Search box. You can then browse the templates with resumes for specific jobs and industries along with those for any type of position.

Choose a template to see a description and pick Create to use the resume.

The Microsoft resume templates come with placeholders that you can simply swap out for your own details. This is handy if you like the appearance of all elements in the template. Of course, if you’re not fond of the color scheme or font styles, you can change those types of items.

Remember to go to File > Save As to save a copy of your resume.

Maybe you don’t have Microsoft Word on your computer yet but need your resume in that format. You can use Word on the web for free with a Microsoft account and take advantage of resume templates.

Visit the Microsoft Create website and explore the resume templates . If you see one you like, select it to open it directly in Word for the web.

Alternatively, select Create from scratch and choose Resumes, flyers, brochures . When Word opens, use the Designer sidebar on the right to browse through and choose a resume template.

Then, swap out the placeholders for your own details and customize the resume as you like.

If you like the template idea but don’t care for any of the Microsoft options, you can check out third-party templates for your resume. Here are just a few of the top options and samples of resume templates they offer for free.

Resume Genius

With Resume Genius , you can pick from over a dozen custom Word templates to download. From simple to professional to aesthetically pleasing to visually appealing, you’re sure to find at least one resume template you like.

Hloom offers over 15 resume and CV templates for free and even more if you don’t mind paying. Be sure to select Free on the left below License if you want to narrow down the no-charge options. As a bonus, you’ll also see a tab for cover letters if you’re in the market for one of those too.

Template.net

One more place to check out for Word resume templates is Template.net . You’ll find a large variety of attractive options specific to position or resume style. Like with Hloom, select Free beneath License on the left, and be sure to take a look at the cover letter collection too.

After you download a resume template from one of the above sites, simply customize it with your own details.

Maybe you’d prefer to simply create your resume from scratch; this is always an option if you have the time. Consider reviewing the above templates and samples for the information you should include and ideas for formatting.

To get started, add the following details to your resume:

Full name and current position : Place your name and position at the top. If you don’t have a current position, you can certainly omit it.

Objective (optional) : Provide a brief description of your goal to potential employers beneath your name and position. This is an optional inclusion — if you add one, try to keep it short and sweet with one to two meaningful sentences.

Contact details : Include at least your email address and phone number. If you have an up-to-date website or LinkedIn profile, you can add these as well. Make sure these details are kept together in a specific location so they’re simple to find.

Work experience : List your work experience in chronological order with the most recent first. Start with your position, then move onto the employer, month, and year you worked there, and your duties. You should include your duties and responsibilities in a list format making them easy to review.

Education : List your educational history in chronological order with the most recent first. Start with the degree, then add the school with the month and year you attended.

Skills, awards, and more : Use a list format to add your skills, awards, certifications, volunteer work, and any other details you feel important to the position or company.

Here are several tips when formatting your resume in Word:

• Use a heading or larger font for your full name at the top.
• Add headings for the Experience, Educations, and Skills sections.
• If you decide to use color, keep it to just one or two complementary colors.
• Try to use the same font style throughout, taking advantage of font sizes, headings, or bold formatting for more prominent details.
• Use a font that’s easy to read like a 12-point Arial, Calibri, Georgia, or Times New Roman for the main body text. You might also consider which font style works better for reading on the web versus on a printed piece.
• If you include a headshot, make sure it’s a professional one.
• Consider using a table to structure your resume, as shown above.

Finally, be sure to keep the appearance and content of your resume consistent.

Is it OK to make a resume in Word?

Absolutely! This is exactly the type of document you should create in a word processing application like Microsoft Word. If you prefer, you can also use a web application like Google Docs to make a resume or downloadable software like LibreOffice Writer.

Once your resume is complete, you can save it as a PDF or other requested format in most word processing applications for submission to the potential employer or hiring manager.

How far back should a resume go?

Most experts recommend 10 to 15 years is appropriate for a resume. Keep in mind that you should include relevant work experience for that time period . For example, if you’re a nurse who worked at a fast-food chain for two months 12 years ago, you can likely exclude that job.

How many pages should a resume be?

The standard for a resume is one to two pages. However, this can depend on the length of your experience and education in relation to the position for which you’re applying. For instance, someone who’s been in the workforce for 20 years might require two pages, but a recent college graduate would probably only need one page.

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