What to Write in an Email When Sending a Resume

If you’re sending your resume via email, you might be thinking that the bulk of your work is already done. You've spent hours refining your resume, optimizing your achievements, and curating your work experience. However, the truth is that the email you send with your resume plays a critical role in making a good first impression. It's often the first piece of communication a recruiter or hiring manager will read, and it can either propel your candidacy forward or derail it before it even begins.

The key to writing a successful email when sending your resume is understanding that brevity and clarity are paramount. You want to make sure that your email is concise, professional, and to the point, while also giving the recipient a sense of your enthusiasm and suitability for the job. So how do you craft the perfect email? Let’s delve into the essential components of a strong resume email, with a focus on capturing attention from the very first sentence.

Subject Line: The Opening Hook

The subject line is like the headline of an article—its job is to get the recipient to open the email. This is not the place to get creative. Your subject line should be straightforward and to the point, clearly stating the purpose of your email. For example:

• “Application for [Job Title] - [Your Name]”
• “Resume Submission: [Job Title] - [Your Name]”
• “[Job Title] Application - [Your Name]”

Using the job title in the subject line makes it immediately clear why you're contacting them, and including your name makes it easier for the recruiter to locate your email later. Remember: Simplicity wins here.

The Greeting: Keep It Formal, But Personable

The greeting sets the tone for your email, and it’s essential to address the recipient by name if possible. A personalized greeting always stands out. If the job listing doesn’t include a specific contact person, do a little research. Check the company’s website, LinkedIn, or other social media platforms to find the name of the hiring manager or recruiter.

If you absolutely can’t find a name, use something professional like:

• “Dear Hiring Manager,”
• “To the Recruitment Team,”

The First Line: Create Immediate Interest

In the first line, you need to grab the reader’s attention and communicate your excitement for the position. Avoid generic phrases like "I am writing to apply for the position of...". Instead, highlight something specific about the company or the job role that excites you. For example:

• “I was thrilled to come across your opening for [Job Title] at [Company Name]. Your emphasis on [something specific about the company] aligns perfectly with my own professional values.”

This approach not only shows that you’ve done your homework but also demonstrates that you are genuinely interested in the company, not just looking for any job.

The Body: Keep It Concise and Relevant

This is where you’ll provide a brief overview of why you’re a great fit for the role. Again, brevity is key—this isn’t the place to copy and paste your entire cover letter. Instead, highlight one or two key qualifications that make you stand out. Here's an example:

“I’ve attached my resume for your consideration regarding the [Job Title] position. With over [X] years of experience in [industry], I’ve developed a strong proficiency in [key skills or qualifications]. At [Previous Company], I was responsible for [specific accomplishments or responsibilities that relate to the job you're applying for], which I believe makes me an ideal candidate for this role.”

The goal here is to give them a taste of your qualifications without overwhelming them with too much information.

The Closing: Strong and Clear

End your email with a confident closing statement, ensuring that you reiterate your interest and availability for further discussions. Keep it polite and professional:

“I look forward to the opportunity to discuss how my experience aligns with [Company Name]'s needs for the [Job Title] role. Thank you for your time and consideration. Please feel free to contact me at [your phone number] or via email at [your email address] to schedule an interview.”

Then, sign off with something professional like:

• “Best regards,”
• “Sincerely,”
• “Thank you,”

And don’t forget to include your full name and contact information underneath your signature.

Attachments: Properly Naming Your Files

This might seem minor, but the way you name your attachments matters. Ensure that your resume file is properly named so it’s easy for the recipient to locate. Use a format like:

• “Your Name_Resume.pdf”
• “Your Name_CoverLetter.pdf”

Avoid generic file names like “resume_final.docx” or “cover letter.pdf,” as they’re easy to lose track of in a crowded inbox.

Follow-Up: The Strategic Nudge

Sending your resume is only the first step. A well-timed follow-up email can increase your chances of landing an interview. Wait about a week or two after sending your resume before following up. Keep your message polite and professional, and briefly remind them of your application.

• “Dear [Hiring Manager], I hope this message finds you well. I wanted to follow up regarding my application for the [Job Title] position. I remain very interested in the opportunity and would be excited to contribute my skills to [Company Name]. Please let me know if you require any additional information or would like to schedule a discussion.”

This shows initiative without being overly pushy.

Common Pitfalls: What to Avoid

Now that you know what to include in your email, let’s quickly cover a few things to avoid:

• Overly Casual Language: This is a professional communication, so steer clear of informal language like "Hey" or "What's up."
• Too Much Information: Keep your email focused and to the point. Don’t go into excessive detail about your experience or background—that’s what your resume and cover letter are for.
• Lack of Enthusiasm: Hiring managers want to see that you’re genuinely interested in the role. If your email feels generic or indifferent, it won’t leave a good impression.

Final Thoughts

Crafting the perfect email when sending your resume might seem daunting, but it’s an important step in the job application process. Keep it professional, concise, and relevant, and don’t forget to inject a bit of your personality into the message. If you follow these guidelines, you’ll be well on your way to landing that coveted interview.