Emailing a Resume: Job Application Email Examples

In the job search and recruiting process, effectively emailing your resume is crucial. A well-crafted resume email can make the difference between standing out to a hiring manager or being overlooked. This guide covers why sending your resume effectively matters and how to write a resume email. It also includes samples and best practices to ensure your email gets noticed.

If you need help writing or enhancing your resume, see these easy-to-use templates.

Why Emailing Your Resume Effectively Matters

When it comes to job applications, your resume email serves as the first point of contact. This brief interaction can set the tone for how you are perceived by recruiters and hiring managers.

• Making a positive first impression: A well-written email immediately captures attention. It showcases professionalism and reflects your serious intent in applying for the role. Emails that are organized, concise, and clear convey a strong first impression, while poorly structured messages may lead to an instant dismissal of your application.
   
  Equally important is the impact of professionalism on your application’s success. A polished email demonstrates that you are meticulous, detail-oriented, and capable of communicating effectively — qualities employers highly value.

• Demonstrating communication skills: Your email is a representation of your communication abilities. Whether you’re applying for a communication-heavy role or one that requires attention to detail, the way you draft your email can speak volumes about your capabilities. It conveys not just your skills but your understanding of professional correspondence.
• Standing out in a competitive job market: In a crowded job market, candidates often have similar qualifications. A compelling resume email is a great opportunity to differentiate yourself. Whether it’s a unique subject line or a thoughtful message that aligns with the company’s mission, a standout email can help separate your application from the competition.

How To Write a Professional Resume Email

To increase your chances of getting noticed, be sure your email is professional and well-structured. The following sections will break down the key components and best practices for resume emails.

Craft a strong subject line

A clear and concise subject line is essential. It tells the recipient exactly why you’re reaching out and helps them prioritize your email. A well-crafted subject line should include your name and the position you’re applying for. Resume email subject line examples:

This makes it easier for hiring managers to track and categorize your email among others.

Use a proper email salutation

Addressing the recipient appropriately sets the tone for the entire email. If you know the name of the hiring manager, use it, such as “Dear Mr. Smith.” However, if you’re unsure of the recipient’s name, a general salutation like “Dear Hiring Manager” works well. Avoid overly casual greetings such as “Hi” or “Hey,” as they can come across as unprofessional.

Write the body of the email

The body of your email should be concise and to the point. It typically includes three sections: the introduction, the main body, and the closing.

• Introduction: Briefly introduce yourself and mention the role you are applying for. You can also indicate where you found the job posting.

• Main Body: Highlight key skills and experiences that align with the job description. Be specific and avoid listing everything on your resume. This section should serve as a preview of why you’re a strong candidate.

• Closing: Express your enthusiasm for the position, thank the recipient for their time, and provide a call to action, such as indicating your willingness to provide more information or schedule an interview.

Use a proper email sign-off

End your email with a professional closing statement. Options include “Sincerely,” “Best regards,” or “Thank you.” After your sign-off, include your full name, contact information, and optionally, your LinkedIn profile link.

Attach your resume and cover letter

When attaching your resume and cover letter, ensure they are named appropriately. Use a format that includes your name and the document type, such as “John_Doe_Resume.pdf” or “Jane_Smith_Cover_Letter.pdf.” Mention the attachments in your email body so the recipient knows to look for them.

Job Application Email Samples

The following samples will help you understand how to format and compose your resume email for different scenarios.

Sample email for job application with resume

Sample email for a referral job application

Sample email for a cold job inquiry

Sample email for following up on a job application

Best Practices for Sending a Resume Email

• Proofread and review: Before hitting send, carefully review your email for any grammar, spelling, or formatting errors. A simple mistake can create a negative impression. Reading your email out loud or using online proofreading tools can help catch errors you might overlook.
• Keep it professional and concise: Brevity is key. Avoid overwhelming the reader with too much information. Instead, focus on the highlights of your qualifications and why you’re an ideal fit for the role. A concise email shows that you value the recipient’s time.
• Use a professional email address: Ensure that your email address is appropriate for a job application. A name-based email address (e.g., [email protected]) is ideal. Avoid using unprofessional or outdated email addresses.
• Time sending your email: Timing can impact the visibility of your email. Research suggests that job application emails sent in the morning, especially between 8 a.m. and 10 a.m. local time, are more likely to be seen by hiring managers. Additionally, sending emails on weekdays, particularly early in the week, can increase the chances of a timely response.
• Use keywords from the job description: Incorporating keywords from the job description can make your email stand out. Many companies use applicant tracking systems (ATS) to filter resumes, and emails containing relevant keywords can improve the chances of your resume being seen. To prepare your resume for ATS, see this article and template.
• Leverage your network: Referencing a connection or referral in your resume email can greatly enhance your credibility with the hiring team. A personal recommendation often elevates your application above others and may expedite the review process.
• Follow up after sending your resume: A well-timed follow-up email— sent approximately a week after your application — signals continued interest without being overbearing. Keeping it brief and professional helps keep your candidacy fresh in the hiring manager’s mind.

Common Mistakes To Avoid When Emailing Your Resume

• Forgetting to attach your resume: One of the most common mistakes is forgetting to include your resume as an attachment. Always double-check that you’ve attached the necessary documents before sending your email. You can also mention the attachments in the body text to serve as a reminder.
• Using unprofessional language or tone: Maintaining a professional tone throughout your email is critical. Avoid overly casual language or emojis. Remember, this is your first chance to showcase your professionalism.
• Not customizing your email for each job application: Sending generic emails may seem efficient, but it can hurt your chances of landing the job. Personalize each email based on the job description and company, showing that you’ve done your research and are genuinely interested in the position.
• Using vague or generic subject lines: Your subject line is the first thing a hiring manager will see. Vague subject lines such as “Job Application” don’t provide enough information. Always include the job title and your name for clarity and relevance.

Andrew Stoner

Executive Resume Writer and Career Coach

Andrew Stoner is an executive career coach and resume writer with 17 years of experience as a hiring manager and operations leader at two Fortune 500 Financial Services companies, and as the career services director at two major university business schools.