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What to Say When Emailing a Resume (with Examples)

10 min read · Updated on June 12, 2024

Introduce yourself professionally when you email your resume

You've written the perfect resume and tailored it to the role you're aspiring to. What should you do next? A few years back, you'd have printed it off on some quality paper, addressed an envelope in your best handwriting, posted it off, and settled in to wait for a response. These days, though, it's more common to email your resume. It's faster, it's more professional, and it's easier to share a file than a printout.

But if you're going to email your resume, what should you say? Should you attach a cover letter? How much detail should you include? 

So many questions! 

But fear not, TopResume is here to help you decide what to say when emailing a resume, and we have answers to all these questions and more. Settle in as we guide you through it.

Should I email my resume?

Yes! It's absolutely fine to email your resume when you apply for a job. In fact, it's usually preferred to printed correspondence these days. Of course, the most important point is that you should follow the instructions on the job posting. If it requests a printed resume or a resume uploaded via an online portal, you should definitely apply in line with those instructions. However, if there are no specific instructions, an email application is advisable. Just make sure you're addressing it to the right person!

General rules for emailing your resume

Before we get into the specifics, let's refresh on some general guidelines for emailing your resume to a company. After all, first impressions count, so using proper email etiquette is important.

Use a professional email address. “ HotLips69@...” may have seemed cool and funny when you set up the account, but does it really convey that you're a credible professional? If necessary, set up a new email account to use for job applications – and remember to check it regularly for responses!

Add a clear subject line. Make the point of your email clear with a logical  subject line – you could include the job title of the vacancy you're applying for, for example, or refer to the fact that the email is a job application or resume.

Choose a professional greeting. Think “Dear [name],” or even just “[name],” rather than “Hiya” or “Greetings.” While email is less formal than a letter, you still need to keep the tone professional.

Be concise. Short,  snappy paragraphs are easier to read on a screen, and no one wants to trudge through pages of waffle to find the information they need. Respect the reader's time by keeping it simple.

Add a formal sign-off. A version of “thank you” and your name is sufficient – you may also want to add your professional title, a contact number, and a link to your portfolio if you have one.

Don't forget the attachments! Make sure that you've actually attached your resume (and your cover letter, if required). Ensure they have sensible file names, too: “Jay Miller – Resume” or “J Miller – Sales Executive Resume” is more professional and easier to retrieve than something like “JM 010224 v3” or simply “Resume.” Also, double-check the file type that you're sending – check out our article  Word vs PDF  if you're not sure.

What to say when emailing your resume – the detail

So now we've reviewed the basics of email etiquette, let's get down to business. You need to know what to say when emailing a resume. Well, the exact wording will vary depending on the situation, the role, and your personality, but you'll certainly need to include the following:

Why you're emailing

Your reader may have a ton of open vacancies and is likely to receive many resumes for each one. Make their life easier by clearly stating the role you're interested in applying for. If you have a reference number for the vacancy, you can include that too.

Your elevator pitch

Briefly explain who you are , what you do, and why you're the right person for the open role. This doesn't need to take up a lot of space or be very detailed – the key thing here is to be convincing enough for them to want to open your resume document to find out more. Include whatever information is most pertinent to the role – that could be your academic qualifications, your industry experience, awards and accolades, or particular skills. Refer to the job posting to find out what the company wants to see in a successful candidate and ensure the requirements are reflected in your email.

A call to action

Encourage the reader to open your resume, reach out with further questions, or schedule an interview. This one little line can show your enthusiasm for the role, emphasize your professionalism, and prompt your reader to take the next step in progressing your application.

What to say when emailing a resume – sample messages

Do you need a bit more inspiration to craft your message? Take a look at these sample emails and use them as a frame for your own resume email. Remember, the job advert is your cheat sheet when it comes to deciding what details to prioritize here.

What to say when cold emailing a resume

To: Katie French

From: Matthew Cole

Subject: Sales resume

I've long admired XYZ Inc. as a leading supplier of home tech solutions and have heard many positive reviews about your company as an employer. To that end, I am attaching my resume in the event that a sales vacancy may soon arise.

As you can see, I have enjoyed a successful 10-year career in technology sales and am a committed user and advocate of your products. This year, I am on track to exceed my sales target by 46%. I would bring an extensive network of industry contacts and a proven ability to motivate sales teams to surpass expectations.

If there are no suitable vacancies at the moment, please feel free to keep my resume on file for future reference. I look forward to hearing from you soon.

Matthew Cole

Sales Manager, Acme Products

What to say when emailing a resume in response to a job posting

Subject: Sales Executive vacancy (Ref: ABC123)

In response to your advertisement for a Sales Executive, I am attaching my resume. As you can see, I combine eight years of sales experience with a degree in Marketing and three awards for excellence in sales roles. 

The advertised role is particularly interesting to me, as it will allow me to leverage my expertise in technical sales, provide the opportunity for international growth, and establish trusted relationships with your clients to open new avenues for revenue and increased sales.

Please don't hesitate to reach out to me if you have any questions; I look forward to discussing my suitability further with you at an interview.Thank you for your consideration,

Sales Executive, Acme Products

What to say when emailing a resume to a recruiter

Subject: Healthcare Roles

Dear Katie,

I saw on JobBoard.com that you are recruiting for several healthcare roles, and would like to submit my resume for your consideration. I combine 10 years' experience as a Healthcare Assistant with numerous industry certifications and consistently receive positive patient feedback.

I look forward to hearing from you,

What to say when emailing a resume to follow up on a conversation

Subject: Finance Manager follow-up

Following our phone discussion earlier today, I would like to reiterate my interest in the Finance Manager position and attach my resume for your consideration.

As you can see, I am currently fulfilling the Finance Manager role at XYZ Company and am looking forward to developing my career within a global organization. I have a master's degree in Business Administration, as well as extensive experience in managing the finance function within a security business. I look forward to bringing my leadership skills to your team of finance experts.

Please reach out to me at 555-555-5555 when you have had a chance to review my attached resume.Regards,

Finance Manager, XYZ Company

What to say when emailing a resume following a referral

Subject: Events Manager vacancy

Dear Ms French,

Please find attached my resume. I have been referred to the Events Manager position by one of your colleagues, John Day, who I previously worked with at ABC Inc. Having delivered many successful events with John as my manager, I'm flattered that he has now asked me to apply for your open role. 

I've recently delivered a conference for 800 international delegates and a team building event for 5 national teams, both of which were very well received and were completed within challenging budgets. I am confident that I can bring a similar level of client satisfaction to DEF Inc. and look forward to discussing the position further with you.

Please don't hesitate to get in touch to schedule an interview at your convenience,

555-555-5555

Should you attach a cover letter when emailing a resume?

Now we've covered what to say when emailing a resume, it's time to consider the cover letter. As you can see, we recommend that the body of the email be kept short and concise. If you feel the need to include more detail, you can consider attaching a cover letter as well as a resume. There's no obligation to do this unless a letter is specifically requested as part of the application instructions, but it does give you the opportunity to expand on key points of interest.

Top tip: You may like to read our article on  how to write a cover letter to make sure you get this part of your application bang on!

How long does it take to hear back after emailing a resume?

Don't panic if you don't hear back immediately! While email is a speedy way to apply, recruiters and hiring managers receive many resumes for every open role and need time to sift through them, create shortlists, and schedule interviews. That said, certain recruiters have a reputation for ghosting unsuitable candidates, or your application may simply have been overlooked, so there's no harm in following up after a week or two if you haven't heard anything.  

What to write in a follow-up email

Subject: Communications Assistant vacancy (ref: 12345)

I emailed my resume to you last week in response to your advertisement for a Communications Assistant. I just wanted to check that you'd received it, and to reiterate that I remain very interested in the role.

If you didn't receive the resume or have further questions regarding my application, please do get in touch with me either via email or by phone at 555-555-5555.

Email with confidence

Now you know what to say when emailing your resume in any situation, you're ready to apply for your dream job! Use this checklist to make sure you've nailed it before you hit the send button:

Correct email address and personalized greeting

Appropriate subject line

Clarification of the role you're applying for

Elevator pitch

Call to action

Professional sign-off

Attachments attached

Final proofread

If you feel that your resume isn't quite ready to be unleashed upon the world, why not get an expert opinion? Our free resume review will explain which areas need further work before you submit your application.

Recommended reading:

How to Write the Perfect Goodbye Email to Co-Workers & Clients

The Networking Email That Works Every Time

How To Use AI To Prepare For A Job Interview

Related Articles:

Guide to Writing a Great Resume with No Work Experience

How To Write a Sick Leave Letter (with Template and Example)

Business Analyst Skills: Add to Improve Your Resume!

See how your resume stacks up.

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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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How to Send Resume with Reference in Mail | Sample Emails

When someone gives you the reference to apply for a job, then you should clearly mention their details in your job application email. When you are applying for a job through reference then the chances of getting the job are high when compared to direct application.

Here you can find some sample email formats to send your resume with reference to the HR or recruiters. 

The person who gives reference to you is known as “ Referrer ” and you will be known as “ Referee ”.

Sample Email to Send Resume with Reference for Freshers (Format 1)

Sub: Referred by _________ (Referrer), Resume for the post of ___________(job position).

Dear Sir/Madam,

My name is _________(your name) referred by Mr./Mrs.  _________(referrer name) who is my ___________(your relation with referrer) currently working as  _____________(referrer job position) at your company.

I have been referred for the position of __________(job position). I recently finished my _______(your education) and I believe I have all the required skills and knowledge that this job requires.

So I would like to take this opportunity to apply for this job and kindly find the attached resume with this email.

Thanks in advance.

(Mobile no.)

Sample Email to Send Resume with Reference for Experienced (Format 1)

Sub: Job application for the post of ____________(job position), referral from ______(referrer name)

My name is _________(your name) having 2 years of experience as ___________(your present job role). 

I have been informed by my friend / my relative Mr./Mrs. ____________(person name who referred you) that there is a vacancy in your organization for the post of _________(job position).

Hence I have been already working in the same position, I am looking for some better opportunities. I hope this is the right one for me.

So kindly consider my application for the vacant job position and find the attached resume with this email.

Thanking you.

Sample Email to Send Resume with Reference for Experienced (Format 2)

Sub: Referred by __________, application for ___________(job position name)

Dear Mr./Mrs.________,

I am ___________(your name) referred by my ________(your relation with referrer) Mr./Ms.__________(referrer name) currently working in your company as ___________(referrer job designation)

I have been informed that there is a vacancy for the position of  __________(job position) in your company. 

I have 5 years of experience in a similar job role and I strongly believe that I have all the required skills, and experience. Here I am attaching my resume so kindly consider my application for the post of ______(job position.)

(Mobile No.)

Tip to Write an Email to Send Resume with Reference

• Subject line is the key to get noticed by the recruiter to know who has referred you to the vacant job position, so you should put the referrer name in the subject line.
• Mention how you are related to the referrer i.e are you a friend or relative to the referrer.
• Also write the current position of the referrer in their organization, so that the recruiter can easily identify your referrer.
• Emphasize your skills and experience which makes you the right person for the job.
• Finally attach the resume and keep the email as simple as possible.

Sample Email Subjects to Send Resume with Reference

Subject line 1: Referred by _________(referrer name) for the position of __________(job position)

Subject lIne 2: Referral from ________(referrer name) for the __________(job position)

Subject line 3: Application for the post of _______(job position) with reference from _________(referrer name)

Subject line 4: Applying for the post of ________(job title) with the reference of __________(referrer name)

Subject Line 5: Referred by _______ (referrer name) to apply for the post of __________(job title)

• Sample Employee referral email to HR
• Simple salary slip formats in Excel & Powerpoint.

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What To Write in an Email When Sending a Resume to an Employer? (+3 Email Templates)

• Klara Cervenanska , 
• Updated January 12, 2024 7 min read

Have you found a job posting that asks you to submit your resume via email? Or maybe you’ve decided to approach your dream company directly. If so, you’re probably asking yourself right now — what to write in an email when sending my resume so I will stand out?

Sometimes employers provide clear instructions on what the email format should include. If that’s the case, follow the employer’s directions closely. 

But if you can’t find any instructions, don’t worry — you can follow the best practices described in this article!

Additionally, there are also 3 email templates for what to write in an email when sending a resume to an employer that you can download and edit to your liking.

Table of Contents

Click on a section to skip

3 sample emails for sending your resume to recruiters:

How to email a resume: a few tips to keep in mind before sending the email.

• Write an effective subject line. It's the first thing they're going to see

Email body for sending a resume: Keep it crisp, yet formal

Attaching files — resume and cover letter, what should you do before sending your email, what to write in your resume email key takeaways.

Feel free to use any of these templates as your first draft.

#1 Template of an email to send with your resume

#2 template of an email to send with your resume, #3 template of an email to send with your resume.

Additionally, these 10 more job application email templates will give you the help you need at any stage of the hiring process.

Finally, if you already have a fantastic LinkedIn profile but no resume, there's no need to write your CV from scratch. You can  convert your LinkedIn profile into resume  in seconds.

Before you start writing, ask yourself this:   Who is the person you're writing to?

Try to find the hiring manager's contact details so you can address them by name. A slightly more personal approach can decrease the chance of your resume being forgotten or disposed of.

Remember that   your email address needs to be professional . Emails like julezizcoolz@yahoo may have been cool in 2005, but not anymore. Instead, create a professional email address that consists of your first and last name.

You should also consider when to email your resume. In general, you want your email to be among the first ones they receive that day. This means you should send it very early — ideally before 8am.

The same applies for days of week. The later in the week you send your email, the lower the probability that someone reviews it. This is why you should send it very early on a Monday morning.

Naturally, do not put off applying if it's a first come first serve kind of job application. 

Key takeaways:

• Look up the hiring manager's contact details;
• Your email address needs to be professional;
• Send it on a Monday, ideally well before 8am;

Write an effective subject line. It's the first thing they're going to see

Sure, the subject line is just a tiny part of the whole email. However, it's also the very first thing the recruiter is going to see. That's why you want the subject line of your resume email to be absolutely spot on.

First of all, check the job posting for instructions regarding the submission. There may be a preferred subject format the company uses. If that's the case, then you need to stick to it.

However, if there are no instructions, you should stick to the standard format for subject lines :

• Subject: ‘Job application’ – Job title, Job ID (if applicable) — Your Name
• Example: Job application – Office Manager, Job ID #1553 — Ian Lumberjack
• Example (with referral): Referral from John Wick: Job application – Graphic Designer, Job ID #1554  — Nina Hughes

If someone recommended you for the job, definitely make this clear in the subject line. You can add your title or qualification if you wish — but remember, keep the subject line succinct.

Start off with a formal greeting and address the hiring manager by name (preferably last name).

In the first short paragraph you should state who you are, why you are sending this email and what the email contains.

Continue the next paragraph with a short but effective introduction of your best and proudest achievements. Of course, only mention those achievements that are relevant for the job. Close this paragraph by saying what value you would bring to the company and which skills you will use to accomplish this.

In the closing paragraph you need to say that you're looking forward to hearing back from them and meeting in person. You may add a captivating call for action   but be careful not to sound rude or overly keen.

Yours faithfully (US English) or Yours sincerely  (British English).

And finally, a professional signature is a must! Remember to include your contact details.

[Your name]

[Your job title]

[Email address]

[Phone number]

[LinkedIn profile] -  optional 

Remember, you want to keep the body of the email short and succinct. Don't go in too much detail otherwise you might loose the hiring manager's attention. 

Keep in mind that you simply cannot elaborate on every accomplishment and every work experience due to limited space. The email needs to be informative and concise.

This should go without saying but, don't forget to attach your resume to the email! 

Consider whether it's relevant to also attach your cover letter . When you apply for a job in bigger companies you may actually benefit from sending your cover letter as well as your resume. Just remember not to repeat yourself too much in your email body and your cover letter.

Avoid naming the attachments generically or randomly. Names like fghjvh.pdf or resume2.pdf can make it hard for the hiring manager to find these documents later. Name your a ttachments in a way that makes them easy to find   — Name_Surname_Resume.pdf and Name_Surname_Cover_Letter.pdf

The best format for sending your resume and cover letter is .pdf or .doc. We suggest saving your documents as  PDFs , since it's a universally accepted file format, it's easy to open and will not distort the formatting of your documents.

If you’re considering sending a video resume, you should know  how to convert video to MP4 , as it’s the most common format supported across different browsers and devices.

Keep in mind that files should not be larger than 10MB. Otherwise  they might be considered suspicious.

Last but not least, before sending it out, get your resume analyzed to make sure it contains everything it should.

• Resume and cover letter need to be sent as attachments;
• Name your attachments in a way that makes them easy to find;
• Save documents in the PDF format;
• Files should not be larger than 10MB.

Before you send the email with your resume and cover letter, you should check it for any spelling or grammatical mistakes.

Having bad grammar is definitely not something you want to be remembered for. Ask a friend to proofread all your documents. It can make a big difference. 

Additionally, it may be a good idea to send yourself a test email to see whether the formatting and layout of the email is up to the expected standard.

Don't forget to test download and open your files. Check whether you've attached the right file(s).

Also, avoid using any colorful fonts, pictures or emoticons. 

We can check your resume for you.

Scan your resume for issues and see how it compares against other resumes in our database.

Sending your resume attached to a well-written email can be a very effective strategy. It can help you find a way around ATS algorithms that filter out unsuitable resumes before they can even get to an HR employee for evaluation.

So how do you write one?

• Before you start writing the email, make sure you know who to address. Knowing the hiring manager's name will make the email feel more personal and decrease the chance of it being forgotten.
• Your resume address should sound professional. Send your resume email early on a Monday morning for maximum effectiveness.
• We have provided you with email templates. No matter which one you choose, remember — keep the email short, informative and professional.
• Attach your resume and cover letter in the PDF format and name them in a way that makes them easy to find, for example  Name_Surname_Resume.pdf and Name_Surname_Cover_Letter.pdf
• After you have written the email and attached the documents, ask someone to proofread it for you to avoid any grammar errors and typos. Lastly, send yourself a test email to check the formatting and test download the files. 

After you send in your resume, cover letter and your job application, wait for a couple of days before sending a follow up email .

Christy's word of advice

For bigger companies, your application will probably be forwarded straight to the ATS, so just a short email referencing the attached cover letter/resume is fine. An exception is if you’ve been referred to them directly, in which case, keep it formal but mention the referee’s name. For smaller companies where your application is more likely to be manually reviewed, showing a bit of personality will help you to stand out.

Christy Morgan, Resident HR Expert

Concluding thought — even if you construct the perfect email to send with your resume, you still need to make sure you have an impressive resume and cover letter.  

We've got you covered. Check out these articles to help you create the perfect resume and cover letter:

• How to Write a Resume: The Only Resume Guide You’ll Need in 2024
• The Only Cover Letter Guide You’ll Need in 2024 (+Examples)

When emailing your resume to a hiring manager, start with a formal greeting using their last name. In the first paragraph, briefly introduce yourself and explain the purpose of your email. Next, highlight your most relevant and proud achievements, linking them to the value you can bring to the company and the skills you'll use to achieve this. Conclude by expressing your eagerness to hear back and the hope of meeting them in person. Sign off with "Yours faithfully" (US English) or "Yours sincerely" (British English), and include a professional signature with your contact details.

When sending your resume to a hiring manager via email, the subject should always include your name and purpose, e.g. Job application – Job title — Your Name .

In your email when sending a resume with a reference, briefly introduce yourself, mention the position you're applying for, and how you came to know about it. Specifically mention your reference's name and your relationship with them . Then continue by highlighting your most relevant and proud achievements, linking them to the value you can bring to the company. Conclude by expressing your eagerness to hear back and meeting them in person. Sign off.

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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What to write in an email when sending a resume with reference

If you apply for a job through a reference, your chances of receiving the position are far higher than when you apply directly.

Building a network of people and create meaningful relationships helps you reach your dream job much faster.

» FREE TRIAL: Get Started with LoopCV & Send Out 100s of Highly-Targeted Job Applications in <10 Minutes

Also, it is super important to create your resume with templates that can make it much more readable and thus competitive. You can find free resume templates and make the hard work done much faster and with better results than if you do it by your own!

Alternatively, you can hire resume writing services, which will enable you to have your resume built by resume-writing experts. You can also craft your own email resumes using an email builder tool .

In this way, you can rest assured that your resume will showcase your skills in the best manner for the job position you are seeking.

When someone recommends you for a job, you must include their contact information in your job application correspondence. You can even include a link to your personal portfolio or website if you have past works and experiences published.

The reason for that is to provide details to the HR department or the recruiter that is in charge to fill this position, but also to showcase that there is a real connection between that person and that they can confirm this by reaching out to the person that recommends you. This is known as a reference check .

We have hundreds of users that use Loopcv to automate their job search by sending 100s of personalized emails every days to companies. But what is the best email template to use? Let's check some examples here!

The person that gives your reference is termed as the "Referrer," and you'll be called a "Referee."

Here's one sample email form for sending your CV to HR or employers with a recommendation.

For fresh graduates, a sample email to send a CV with a reference is provided below:  

Example email 1 (Fresh candidate applying with reference)

Subject : Application for the position of (Job title), referred by (Referrer)

Greetings, Sir/Madam

My name is _________(your name), and I was referred to your firm by Mr./Mrs. (referrer's name), who is now employed as (referrer's job title) at your organization

The post of has been referred to me. I recently completed my _______(your educational qualifications) and believe I possess all the necessary skills and knowledge for this position.

So, I'd like to take on this opportunity to apply for this position. Please find my résumé attached to this email.

Thank you in advance.

This example is great, and it can be used to kick-start your communication with a company.

Example 2 (Experienced candidate applying with reference)

Subject : Job application for the post of ____________(position), referral from ______(referrer's name)

My name is  <Your name>

My acquaintance / relative Mr./Mrs. (person's name who referred you) advised me that your organization had an opening for the position of  <job title>

I've been serving in the same position for a while and now seeking new avenues for professional growth. I'm hoping this is the best option for me to make a switch.

Please consider my application for the opening, and find my resume attached to this email.

<name>

(Phone number)

Example 3 (Experienced candidate application with reference - Format 2)

Example of an email to send a CV with a reference for an experienced candidate (Example 2)

Subject : Referred by __________, application for ___________(vacancy title)

I was referred by my (your relationship with the referrer) Mr./Ms. (referrer's name) and am presently employed at your company as <referrer's job position>.

I've been notified that your company has an opening for the position of __________(job title).

I have four years of experience in a similar position and am confident that I possess the necessary abilities and expertise. Please examine my application for the position of, for which I have attached my résumé.

Sincerely,  

Writing an Email to Send a Resume with References Tips

• The subject line is crucial for getting seen by the recruiter and for the employer to know who recommended you to the open position; thus, don't miss including the referrer's name in the subject line itself.
• Specify how you're related to the referrer, such as if you're an acquaintance or a family.
• Also, include the referrer's existing role in their company so that the employer may quickly identify your source.
• Highlight your qualifications and experience as to why you are the best candidate for the job.
• Finally, include the résumé in the email and keep it concise and to the point.

Email Subjects for Resumes with References (Examples)

Subject line example 1: Referred by _________(referrer's name) for the position of __________(job position)

Subject line example 2: Referral from ________(referrer's name) for the __________(job position)

Subject line example 3: Application for the position of _______(job post) with reference from _________(referrer's name)

Subject line example 4: Applying for the post of ________(job title) with the reference of __________(referrer's name)

Subject Line example 5: Referred by _______ (referrer name) to apply for the position of __________(job title)

Loopcv offers the ability for candidates to create personalized emails.

1. What should I include in the subject line of the email when sending my resume with a reference?

Your email's subject line should be clear and professional, making it easy for the recipient to understand the purpose of your email at a glance.

A good format to follow is "Job Application - [Your Full Name] - [Position Name]." If the reference is a well-known individual within the company or industry, you might add "- Referred by [Reference's Name]" to grab attention, but only do this with the reference's prior consent.

2. How do I mention a reference in the body of the email when sending my resume?

Start with a polite greeting and a brief introduction of yourself, including your professional background or the position you are applying for.

When bringing up your reference, do it smoothly within the context, such as, "I was referred to this position by [Reference's Name], who thought my skills and experiences would be a good fit for your team." Ensure you highlight how your skills and experiences align with the job role, showing gratitude for the recipient's time and consideration.

3. Is it necessary to attach a separate reference document along with my resume, or should I include the reference details in my resume or cover letter?

Typically, references are not included in your resume or cover letter unless specifically requested by the employer. Instead, have a separate list of references ready, including contact information and your relationship with each reference, to provide upon request.

In your email, you can mention that references are available upon request. This approach keeps your application documents concise and focused on your qualifications, while also respecting your references' privacy until they are needed in the application process.

If you are looking for email in order to apply for a job with a reference (regardless of who is your main point of contact or reference) you can check the examples that we provided above!

What is also important to do is a search on what is the role of your reference and how important is this role for the organization (having a reference that adds significant value in a company will give you a significant advantage in the hiring process)

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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)
• 3 Detailed Examples: Job Interview Request Email Responses
• 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

• 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

What to write in an email when sending a resume

When sending your resume 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 resume?

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

Resume 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.

Resume filename

Resumes titled “resume”, “new resume” or, worse, a random constellation of letters (resume_778778.pdf) will simply look messy and get lost amongst the other hundreds of resumes that a recruiter receives daily.

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

“[Full Name] resume”

“[Full Name] resume 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 resume , it’s a good idea to appear friendly with a warm opening – the recruiter will probably open hundreds of resume 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 resume 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 resume.

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 resume 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 resume.

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 resume. For example:

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

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

Professional signature

Now that you’ve completed your resume 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:

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 resume emails

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

Customer service

Applying for customer service roles.

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

Applying for graduate/student roles.

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.

Applying for sales roles.

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

How to Send a Resume via Email: Samples Included

When sending a resume via email, it is important to include a body and a subject. Applicants commit the cardinal sin of sending their resume without providing a subject or body to the email. If you do this, your chances of getting a response are slim to none.

Resumes are essentially the first step in the pursuit of a job, either for passion or financial stability. It is a summary or account of education and employment experiences and qualifications. It is also called a curriculum vitae, and it can be used as a presentation to a potential future employer when applying for a job.

While your email sending a resume does not necessarily have to contain everything about your resume, it should mention some notable achievements that whet the recipient’s taste enough to check out the resume.

Depending on the choice of the employer, the resume can be accepted through online job applications, and some job postings can demand your resume via email. If your case falls under the email category, the first step is to read the job posting carefully and follow any regulations required by the employer.

It is important to follow the right instructions when sending a resume via email. Many job applicants don’t get callbacks because of how poor their email was. An average employer would receive no less than a hundred job applications for one job posting.

Typically, they would look for the most insubstantial reason to discard them. This includes emails that are too informal, poorly written applications, spelling mistakes, and grammar slip-ups.

There is no trick to writing the perfect job application email. The best resume emails are straightforward, simple, and easy to understand. They are not written in an informal tone with an attempt to be friendly. They are professional and a little personal, as they provide a little peek into your personality.

In this article, we will take you through the process of writing a winning resume email.

Understanding the Purpose

The purpose of your email is to give the employer enough of your professional data so that they are inclined to check out your resume. Not only do resume emails add a personal touch to your application, but they also show intuition (if you make the most of them).

Formatting and Structure

There are many steps to follow when drafting a successful resume email. The first rule to note when emailing a resume is that employers are less likely to consider job applications that do not follow the submission instructions exactly. If your employer demands that the email be structured in a particular format, you shouldn’t do otherwise.

• Subject Line: The subject line is not as basic as it seems; it is a deciding factor when it comes to the employer considering your application. Subject lines are the first thing the hiring manager sees when deciding whether or not to open your message. Write a concise subject line that informs the recipient about the exact purpose of your message. The subject line should include the proposed job title and your name, and it should be edited for spelling errors.
• Salutation : You should remember to keep things simple and professional. Start your email with a formal greeting and address the hiring manager by name; the last name is mostly preferable.
• Opening Paragraph: This is the introduction to the resume email, and it will set the context for sending the email. Your opening paragraph should be short and simple. You should state basic information about yourself and your motive, like who you are, why you are sending this email, and what the email contains.
• Body Paragraph: This is your major selling point. Highlight your key qualifications, experience, and achievements. In a nutshell, this paragraph should also be short but effective. It should be an introduction that features the best and proudest accomplishments of your career. Be sure to mention achievements that are relevant to the job; this will score you bonus points.
• Closing Paragraph: The closing paragraph is equally important when writing a resume email. Try to restate your interest in the job, express gratitude, and include the necessary contact information. A good closing paragraph would show the employer that you are looking forward to getting a positive response and meeting them in person. You can also add a captivating call to action, but be careful not to come off as rude or audacious.

Personalization and Research

One of the reasons why resume emails are favored more than their cover letter counterparts is because of the touch of personality they add to your resume. It’s coming from a personalized email directly into the inbox of the hiring manager.

It’s important to do research before personalizing your email. You do not want to start your resume email with the dreadful To Whom It May Concern. Make some research to find the recruiters or HR staff responsible for processing resumes at your preferred workplace. Your research should begin with the website of the company, where you can find important details like the names of the managers involved in job recruitment and emails. If you are sending an unsolicited email and the mode of submission was not stated in the job listing, you can try LinkedIn for their email address.

Attachments and File Formats

Job listings usually come with several requirements, like the format of the file you are to attach to the resume email. The best format for sending any file attachments or cover letters is.pdf or.doc. You can save your file as a PDF. It is a universally accepted file format, easy to open, and will not distort the formatting of your documents.

Name the CV file appropriately, and don’t send files larger than 10 MB. For more clarity, mention the attachment in the email.

Follow-up and Etiquette

Timing is everything. You should send an email within the first 4 days of the job posting, and you should follow up with a follow-up email if you do not get any response. Keep in mind to respect the employer’s time and boundaries. Be respectful at all times, and don’t indicate your frustration over the email.

Email to Send Resume Example

Example of what to write in an email when sending a resume, sample email to send resume to recruiter, what to write in an email when sending a resume with reference, email to send cv politely, email to send resume and cover letter.

Conclusion  

When you decide to write your resume email, remember to balance professional and personal. Be formal with a bit of personality.

The tips provided above should guarantee a well-written email. But you should open your heart to rejection. Rejections are part of growth, and you shouldn’t give up.

About The Author

Jim Blessed

Related posts.

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How to Write Professional Emails: 7 Critical Ingredients

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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

Before we continue..., did you know that 75% of professionals make a decision about someone based on their linkedin profile.

Networking is a crucial part of building a successful career, but let's be honest - it's not always easy. Especially if your LinkedIn profile isn't working as hard as it could be. You see, your LinkedIn profile is often the first thing people see when you're trying to make new connections. And if it's not optimized, you could be missing out on valuable networking opportunities without even realizing it. But what if I told you there was a way to grow your network without all the extra effort? Our LinkedIn optimization tool analyzes your entire profile and gives you personalized suggestions on how to make it more attractive to potential connections. And the best part? It's completely free to try. So why not take a few minutes to see how you can start building a stronger, more valuable network on LinkedIn? Your future connections (and career opportunities) will thank you. Optimize My Profile

Here's what the free LinkedIn optimization tool looks like:

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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5+ Sample Emails When Sending a Resume to an Employer [Mail Templates]

Are you applying for a job via Email?

If yes, then this guide will help you understand the fundamentals of sending a resume to an employer via email. 

In this digital age, sending your resume via email has become the norm. However, it's not just about attaching your CV and hitting 'send.' The email you craft to accompany your resume can be the game-changer that sets you apart from the crowd.

The answers to these questions will help you understand the professional approach of sending your resume via email:

• How to Email a resume in 2023?
• What should you avoid while sending a resume to employers?

Before sending your resume, we recommend proofreading it twice to remove unwanted errors. For instance you can also use the resume scoring facility of HyreSnap Online Resume Builder to check your resume’s compatibility with the opportunity.

We highly recommend sending your resume only after you are completely satisfied that you have a perfect resume. For now, let’s move ahead and check the guidelines that you must follow while sending your resume to employers via email:

How to Email a Resume in 2023?

Emailing a resume in 2023 follows many of the same principles as in previous years, but it's important to ensure your email and resume are well-formatted, professional, and tailored to the specific job application. Here's a step-by-step guide on how to email a resume effectively:

• Create a Professional Email Address: Use a professional and straightforward email address for sending your resume. If your current email address is unprofessional, consider creating a new one with your full name or initials.
• Craft a Clear and Concise Subject Line: Your email subject line should be clear and relevant. Include your name and the purpose of the email, such as "John Smith Resume for [Job Title]."
• Address the Recipient: Use a polite and appropriate salutation, such as "Dear [Hiring Manager's Name]" if you have that information. If not, you can use "Dear Hiring Manager" or a similar generic greeting.
• Write a Professional Email: Compose a well-written and professional email. Start with a brief introduction of yourself and the position you are applying for. Mention where you found the job listing.
• Attach Your Resume: Attach your resume as a PDF or Word document. Most employers prefer these formats. Make sure the file name is clear and includes your name, such as "JohnSmith_Resume.pdf."
• Cover Letter (Optional): If you are sending a cover letter, include it as a separate attachment. Mention in the email that the cover letter is attached.
• Signature: Include a professional email signature with your full name, phone number, and LinkedIn profile (if applicable).
• Proofread: Carefully proofread your email for spelling and grammar errors. Mistakes can create a negative impression.
• Send a Test Email: Before sending the email, send a test email to yourself or a friend to ensure everything appears as intended, including attachments.
• Follow Up: If you don't receive a response after a reasonable time, it's acceptable to send a polite follow-up email to express your continued interest.
• Respect Privacy: Ensure the recipient's privacy. Don't share personal or sensitive information in your email.
• Save the Sent Email: After sending the email, save a copy in your "Sent" folder for your records.
• Mobile Optimization: If you are sending the email from a mobile device, make sure the email and attachments are properly formatted.

Remember that every job application is unique, so customize your email and resume for each application. Tailor your email to express your interest in the specific position and company.

Things to Remember & Avoid While Writing an Email to Employers

When writing an email to employers for job applications or professional communication, there are certain things to remember and specific pitfalls to avoid. Here's a comprehensive guide on what to keep in mind and what to steer clear of:

Things to Remember:

• Professional Email Address: Use a professional email address that includes your name, such as " [email protected] ."
• Clear Subject Line: Craft a clear and specific subject line that conveys the purpose of your email.
• Polite Salutation: Use a polite and formal salutation, e.g., "Dear Mr. Smith" or "Hello [Hiring Manager's Name]."
• Professional Tone: Maintain a professional and courteous tone throughout your email. Avoid casual language and slang.
• Concise and Organized: Keep your email concise and well-structured. Use short paragraphs and bullet points for clarity.
• Personalization: Tailor your email for each employer and job application. Mention specific details about the company or job to show genuine interest.
• Grammar and Spelling: Proofread your email for grammar and spelling errors. Mistakes can create a negative impression.
• Attachments: Clearly state if you have attached documents, such as your resume or cover letter. Ensure they are properly named and formatted.
• Respect Their Time: Keep your email concise and to the point. Avoid lengthy emails and respect the employer's time.
• Highlight Your Value: In job application emails, briefly highlight your qualifications and why you're a strong fit for the position.
• Express Gratitude: Express appreciation for the employer's consideration, e.g., "Thank you for taking the time to review my application."
• Professional Signature: End your email with a professional signature that includes your full name, phone number, and LinkedIn profile (if applicable).
• Follow Application Instructions: Ensure you follow any specific application requirements or instructions provided in the job posting.
• Prompt Response: If the employer responds to your email, respond promptly, as it demonstrates your professionalism and interest.

Things to Avoid:

• Unprofessional Email Address: Avoid using unprofessional or inappropriate email addresses for job-related communication.
• Vague Subject Lines: Don't use vague or generic subject lines that don't indicate the purpose of your email.
• Casual Language: Avoid using overly casual or informal language in your email. Maintain professionalism.
• Lengthy Emails: Don't send overly long emails. Keep your email concise and to the point.
• Ignoring Instructions: If the job posting provides specific application instructions, do not ignore them.
• Ignoring Attachments: If the job posting requests specific documents, don't forget to attach them to your email.
• Neglecting Proofreading: Avoid sending emails with grammar and spelling errors. Always proofread your messages.
• Impersonal Communication: Don't send generic, one-size-fits-all emails. Personalize your messages for each application.
• Lack of Follow-Up: If the employer responds to your email, don't forget to follow up and continue the conversation.
• Inconsistent Tone: Maintain a consistent professional tone throughout the email. Avoid switching between formal and informal language.
• Ambiguity: Be clear and specific in your email's content. Avoid ambiguity or unclear language.

By remembering these best practices and avoiding common pitfalls, you can create professional and effective emails when communicating with employers, ultimately increasing your chances of success in your job search.

5+ Email Samples When Sending a Resume to an Employer

Here are five professional email samples that you can use as templates when sending your resume to potential employers for different purposes, such as job applications, follow-ups, and networking:

Job Application Email

You can refer to the below listed job application email sample while sending your resume for the first time to any employer via email:

Subject Line: Application for [Job Title] - [Your Name]

Email Content:

Dear [Hiring Manager's Name],

I hope this email finds you well. I am writing to express my strong interest in the [Job Title] position at [Company Name], as advertised on [Job Board/Company Website].

I have attached my resume and cover letter for your consideration. I believe my [mention a relevant skill or experience] makes me a strong candidate for this role.

Thank you for considering my application. I look forward to the opportunity to discuss how my qualifications align with the needs of your team.

[Your Full Name]

[Your Phone Number]

[LinkedIn Profile (Optional)]

Follow-Up Email After Application

You can use the below given email example to follow-up with your employer after some days of sending your resume via email:

Subject Line: Follow-Up on My Job Application

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

I am enthusiastic about the opportunity to join your team and believe that my qualifications align with the requirements of the role. If you need any additional information or would like to schedule an interview, please feel free to reach out.

Thank you for your time and consideration.

Networking and Introduction Email

You can refer to the following email sample to expand your professional network and make new connections in your service niche:

Subject Line: Introduction and Networking Opportunity

Dear [Recipient's Name],

I hope this email finds you well. I recently came across your profile on LinkedIn and was impressed by your experience and expertise in the [Industry/Field].

I am passionate about [mention your career interests or goals] and am always eager to connect with professionals in the field. I have attached my resume for your reference and would welcome the opportunity to connect and learn from your insights.

Thank you for your time, and I look forward to the possibility of networking with you.

Best regards,

Thank You Email After Interview

You can use this email sample to thank your employer after attending a personal interview session:

Subject Line: Thank You for the Interview - [Job Title] Position

Dear [Interviewer's Name],

I wanted to express my sincere gratitude for the opportunity to interview for the [Job Title] position at [Company Name]. I enjoyed our conversation and am even more excited about the possibility of joining your team.

I appreciate your time and consideration and look forward to the next steps in the process. Please feel free to reach out if you need any additional information from my end.

Thank you once again for the opportunity.

Response to a Networking Contact

You must refer to this email sample before responding to any connection request by any other professional in your service area:

Subject Line: Re: Our Recent Conversation

Dear [Contact's Name],

Thank you for reaching out and for our recent conversation. It was a pleasure to connect and learn more about your experiences in the [Industry/Field].

I have attached my resume for your reference. I would welcome the opportunity to explore potential collaboration or any insights you can share regarding [mention a relevant topic or interest].

Thank you once again for connecting, and I look forward to the possibility of future discussions.

These email samples can serve as templates that you can adapt and customize for your specific circumstances and job applications.

HyreSnap Online Resume Builder

These email guidelines and samples will help you interact with your respective employers effectively and professionally. However, we recommend checking your resume before sending it to the employer. For that, you can use HyreSnap Online Resume Builder that offers a resume scoring facility.

Apart from this, you can use this marvelous resume building to craft a technically strong resume for your next job search. Below are some highlighting offerings of this 21st century resume-making platform:

Key Takeaways

We have listed every important step to craft a professional email for interacting with employers and sending them resumes professionally in 2023. However, if you missed anything, please check the key takeaways mentioned below:

• Use a professional email address like [email protected]
• Write a catchy subject line to help the employer understand your motive
• Use easy-to-read English language for better readability
• Attach your updated resume to the email
• Proofread your email twice before sending it to your respective employer

Apart from this, if you have any confusion, please tell us your queries at [email protected] . Our experts will be more than happy to solve all your career issues and help you build a bright career in this highly competitive era.

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The Right Way to Submit References During Your Job Search (Template Included)

As you’re applying to jobs, you may be wondering about the best way to submit your references. Should you put them on your initial application materials? And how would you even list references on a resume?

The answer is, you don’t.

SEARCH OPEN JOBS ON THE MUSE! See who’s hiring here , and you can even filter your search by benefits, company size, remote opportunities, and more. Then, sign up for our newsletter and we’ll deliver advice on landing the job right to you.

Listing your references on a resume that should be one page (or maybe two pages ) is a waste of valuable space. A hiring manager or recruiter doesn’t have the ability to contact references for everyone who applies to an open position or even everyone they bring in for an interview. So save that resume room for detailing your skills, achievements, and qualifications.

What about writing, “ References available upon request, ” on your resume?

Avoid this too.

There’s “no need to state anything about references on your resume. It is assumed that you’ll share the info when requested,” Muse career coach Leto Papadopoulos says. Don’t waste a resume line to say something that’s taken for granted. (After all, you wouldn’t write, “Available for interviews upon request,” would you?)

Read on to learn the right way to list your references, download our template, and see an example.

When Do You Need References?

“Employers will typically check your references just before they’re ready to make an offer,” Papadopoulos says. That’s why you don’t need to provide them when you’re first applying for a job. But it’s a good idea to have them ready to go before you even land an interview.

If a company is ready to hire you pending a reference check, the last thing you want is to be held up by asking people to be a reference or collecting their contact information. Instead, you should “have your references ready and keep them updated during your search,” Papadopoulos says.

Who Should You Ask to Be a Reference?

Most companies will ask for two or three references from a candidate, so it’s always best to have at least three ready to go. Some prospective employers may request a certain mix of types of references, but generally you want to list former managers (or your current manager if they know about and are supportive of your job search) and former or current colleagues; if you’re earlier in your career and don’t have many former managers, you could list professors you worked closely with. If you’d be leading a team, you may be asked for a reference from a former direct report. For some client-facing roles, like account management, companies might want to hear from a former client or customer, so be sure to read up on the norms for your industry.

(Read more about who to list as a reference here or—if you have less work experience— here .)

The Right Way to Provide Your References to an Employer

Once you know who your references will be, you want to make it easy to submit them to employers when asked. So you should compile everything you need into a reference sheet, one handy—and well-formatted—document that can expedite the hiring process in the final stages.

When the time comes, you can attach your reference sheet to an email as a Word document or PDF file, or you can simply copy and paste the information into the body of the email.

What Information to Include on Your Reference Sheet

On your reference sheet, you should list each reference with the following information:

• Current Job/Position
• Phone Number
• Email Address
• Reference Description: Write one sentence explaining how you know or have worked with this person, where, when, and for how long. (Check out the example below to see what this looks like in action.)

There’s no need to include your reference’s home or work address—companies aren’t going to be mailing them anything. And if a reference expresses a strong preference for a certain method of contact, it’s OK to put “(preferred contact)” next to that line on your reference list.

To keep things easy for the hiring manager, it’s also a good idea to include your own name, phone number, and email at the top of the sheet (see the template and example below).

Reference Sheet Template and Example

You can use our template to make sure you have everything you need for all of your references.

Download the template here.

Here’s one example of what your reference sheet might look like:

References for Monica Medina (999) 000-1111 [email protected]

Nicole Chiu Director of Engineering Sunshine Inc. (555) 123-4567 [email protected] Nicole was my direct manager from 2016 to 2018 when I worked as a software developer for Sunshine Inc.

Kwame Smith Front-End Software Engineer Zapp Co. (111) 222-3333 [email protected] Kwame is an engineer I collaborate with daily in my current position at Zapp Co.

Dr. Carol Moore Professor of Computer Science University of Pennsylvania (123) 987-6543 [email protected] Carol was my professor in four different classes and my faculty advisor for my computer science degree.

Keeping references off your resume is not only the standard now, it’s also more thoughtful toward the people you’ve asked to speak on your behalf. By only submitting their names and contact information when asked directly (usually at the end of the hiring process), you’ll know when a prospective new employer is actually going to contact them—and you can give them a heads up, pass on any important information about the job or company you’re applying for, and thank them for their help.

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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 Write a Reference Request Email + 10 Templates

Are you in need of a reference for a job application, but unsure of how to ask for one ? Writing a reference request email can seem daunting, but it doesn’t have to be. In this post, we will go over the key elements of a reference request email and provide a template to help make the process as easy as possible.

Table of Contents

How to Write a Reference Request Email

When writing a reference request email, it’s important to keep a few key elements in mind to ensure that your email is clear, polite, and effective .

How to Phrase Your Request

Be specific about the purpose of the reference: in the first sentence of your email, let the person know why you are reaching out to them. Are you applying for a job, graduate school, or another opportunity? Be sure to mention the specific opportunity and how the person’s reference will be used.

Show appreciation: let the person know that you appreciate their time and willingness to provide a reference for you. Express your gratitude in a sincere and heartfelt manner.

Reference request emails do not need to be long. Keep it brief and to the point to show that you respect the person’s time.

Include contact information: be sure to include details, such as your phone number and email address, in case the person needs to get in touch with you.

How to Write a Subject Line for a Reference Request Email

The subject line of a reference request email should be clear and concise, while also indicating the purpose of the email. A good subject line should grab the recipient’s attention and make it easy for them to understand what the email is about. Here are a few tips for writing a subject line for a reference request email:

• Use a clear and specific subject line: a line that indicates the purpose of the email, such as “Request for reference – [Your Name]” or “Reference needed for [specific opportunity].”
• Keep it short and sweet: a subject line that is too long or wordy may get cut off in the recipient’s inbox, so keep it brief and to the point.
• Use keywords: words that will help the recipient understand the context of the email, such as “reference,” “job,” or “school.”
• Personalize it: if possible, add the recipient’s name to the subject line to make the email feel more personalized.

Provide Supporting Materials

Include any information that the person will need in order to provide a reference for you, such as the application deadline and the reference form or letter. If there is a specific format or length requirement, be sure to mention that as well.

Make sure you include your contact information, such as your phone number and email address, in case the person needs to get in touch with you.

Remind Your Reference of Your Qualifications

When writing a reference request email, it’s a good idea to remind your reference of your qualifications and give them an indication of what you want them to include in the reference they provide for you.

• Highlight your qualifications: remind your reference of your qualifications and why you are a good fit for the opportunity you are applying for. Provide a summary of your skills and experiences, and how they are relevant to the position or program you are applying for.
• Provide specific details: include details about the opportunity you are applying for and what the reference should focus on in their letter or form. This will help them write a more effective reference.
• Express gratitude: express your appreciation for their time and willingness to provide a reference for you.
• Keep it brief: remember to keep your request to the point to show that you respect the person’s time.

Follow up on Your Reference Request

Following up on a reference request is an important step in the process of getting a reference, and it can help ensure that your request is not forgotten. Here are a few tips for following up on a reference request:

Wait for a reasonable amount of time: before following up, give the person enough time to respond to your initial request. A week or two is a good general guideline, but it may depend on the specific circumstances.

Be polite and respectful: when following up, use a polite and respectful tone. Thank the person for their time and willingness to provide a reference for you.

Remind the person of the deadline: if there is an application deadline, you’ll want to make sure you get the reference ahead of time.

Provide any necessary information: if the person needs any additional information from you in order to provide a reference, be sure to provide it in your follow-up email.

Write a Thank You Email

Saying thank you to a reference is an important step in the process of getting a reference and it helps to maintain a good relationship. Here are a few tips for saying thank you to a reference in an email:

Express gratitude: thank the person for taking the time to provide a reference for you. Let them know that you appreciate their support and how much it means to you.

Provide an update: let the person know if the reference helped you to achieve your goal and what happened with the job or program you applied for.

Keep it personal: make the email feel personal by using the person’s name and mentioning specific details about the reference.

Keep it short: your email should be brief and to the point.

Be sincere: speak from your heart in your thank you to show that you truly appreciate the reference.

Ten Reference Request Email Templates

1. reference request email template: standard.

Subject: Request for Reference – [Your Name] Dear [Name] , I hope this email finds you well. I am writing to request your assistance in providing me with a reference letter. I am currently applying for [insert the job you are applying for] and your endorsement would be greatly appreciated. As a [insert your professional or personal relationship] , I believe that you are well-equipped to speak to my [insert relevant skills or qualifications]. Please let me know if you require any additional information or documents to write up a reference letter. I’d like to thank you in advance for taking the time to write this letter for me. Please let me know if you have any questions or concerns. Best regards, [Your Name] [Your Contact Information]

2. Reference Request Email Template: Asking a Current Employer

Keep in mind that when asking your current employer for a reference, it’s crucial to maintain a good relationship with them. The provided template is a good starting point and you can adjust it according to your specific needs. Feel free to change the tone too, if your relationship with your employer is less formal. Be sure to provide all the necessary information, express your gratitude and keep it brief.

Subject: Request for Reference – [Your Name] Dear [Name of reference], I hope this email finds you well. I am writing to request a reference from you as my current employer. I am applying for a new opportunity as [specific opportunity] , and I would be honored if you would be willing to provide a reference for me. I have enjoyed my time working at [Company Name] and I believe that my experience and skills align well with the requirements for the position I am applying for. I have had the pleasure of working closely with you and I believe that you can attest to my qualifications for this opportunity. The application deadline is [date] , and I have attached the reference form for your convenience. If you need any additional information from me, please let me know. Thank you in advance for your time and support. I truly appreciate it. Best regards, [Your Name] [Your Contact Information]

3. Reference Request Email Template: Asking a Former Employer

Remember that when asking a former employer for a reference, it’s important to maintain a good relationship and to express your appreciation for their time and willingness to provide a reference. You can adjust the template to your specific needs.

Subject: Request for Reference – [Your Name] Dear [Name of reference] , I hope this email finds you well. I am writing to ask if you would be willing to provide a reference letter for me. I am currently in the process of applying for a new job opportunity, and I believe that your endorsement would be greatly valued by potential employers. During my time working under your supervision at [Company Name] , I had the opportunity to develop and showcase my skills and abilities in [specific skills or job responsibilities]. I am proud of the contributions I made to the team, and I am confident that my experiences at [Company Name] have prepared me well for my next career move. I understand that providing a reference letter is a significant commitment, and I would like to thank you in advance for considering my request. If you are able to provide a reference letter, please let me know if there is any information that you need from me to make the process easier for you. Thank you for your time and consideration. I look forward to hearing from you soon. Sincerely, [Your Name] [Your Contact Information]

4. Reference Request Email Template: Asking a Professor

When asking a professor for a reference, it’s important to express your appreciation for their time and willingness to provide a reference, to give them all the necessary information and to keep it brief. Remember to include your specific class, and how the knowledge gained there aligns with the position you are applying for.

Subject: Request for Reference – [Your Name] Dear Professor [Name of reference] , I hope this email finds you well. I am writing to request a reference from you as one of my professors at [University Name] . I am applying for a new opportunity as [specific opportunity] , and I’d be honored if you would be willing to provide a reference for me. I had the pleasure of taking your class on [specific class] and I believe that the knowledge and skills I gained from your class align well with the requirements for the position I am applying for. I believe that you can attest to my qualifications and abilities as a student. The application deadline is [date] , and I have attached the reference form for your convenience. If you need any additional information from me, please let me know. Thank you in advance for your time and support. I truly appreciate it. Best regards, [Your Name] [Your Contact Information]

5. Reference Request Email Template: Asking a Teacher

When asking a teacher for a reference, make sure you express your appreciation for their time and provide all the necessary information. Don’t forget to remind your teacher of your specific class, and mention how the skills you’ve acquired at school line up with the position you are applying for.

Subject: Request for Reference – [Your Name] Dear [Name of reference] , I hope this email finds you well. I am writing to request a reference from you as one of my teachers at [School Name] . I am applying for a new opportunity as [specific opportunity] , and I’d be honored if you would be willing to provide a reference for me. I was fortunate to have you as my [teacher] during my time at [school name]. I have learned a great deal from you and have greatly appreciated your guidance and support. I believe that you are well-acquainted with my abilities, work ethic, and potential, and your recommendation would carry a great deal of weight with the admissions committee/employer. The application deadline is [date] , and I have attached the reference form for your convenience. If you need any additional information from me, please let me know. Thank you in advance for your time and support. I truly appreciate it. Best regards, [Your Name] [Your Contact Information]

Reference Request Email Template: Asking a Supervisor

When asking a supervisor for a reference, it’s important to make sure you are asking at a good time, when the supervisor is less busy or stressed. Be sure to also follow up after you’ve sent the email. Remember to remind your supervisor of your qualifications, work ethic and performance during your tenure at the company.

Subject: Request for Reference – [Your Name] Dear [Name of reference], I hope this email finds you well. I am writing to ask if you would be willing to provide me with a reference letter. I am currently seeking new opportunities in my career and I believe that a reference from a respected supervisor such as yourself would greatly strengthen my job application. I was fortunate to have you as my supervisor during my time at [Company Name] . I have learned a great deal from you and have greatly appreciated your guidance and support. I believe that you are well-acquainted with my work performance, abilities, and potential, and your recommendation would carry a great deal of weight with potential employers. I understand that providing a reference letter can be time-consuming, so I would be happy to provide you with any information or materials you may need to help with the process. Please let me know if there is anything else I can provide you with to make it easier for you to write the letter. Thank you for your time and consideration. I look forward to hearing from you soon. Sincerely, [Your Name] [Your Contact Information]

7. Reference Request Email Template: Asking a Coworker

If you have a good working relationship with the coworker, it would be helpful to explain the importance of the reference and how it would benefit you. Also, it’s important to respect their time and availability. If they are unable to provide a reference, don’t take it personally and move on to someone else.

Subject: Request for Reference – [Your Name] Dear [Name of reference], I hope this email finds you well. I am writing to request a reference from you as my colleague at [Company/Organization Name] . I am applying for a new opportunity as [specific opportunity] , and I’d be honored if you would be willing to provide a reference for me. I had the pleasure of working with you at [Company/Organization Name] and I believe that my experience and skills gained during my time at the company align well with the requirements for the position I am applying for. I believe that you can attest to my qualifications, work ethic and performance as a team member. The application deadline is [date], and I have attached the reference form for your convenience. If you need any additional information from me, please let me know. Thank you in advance for your time and support. I truly appreciate it. Best regards, [Your Name] [Your Contact Information]

8. Reference Request Email Template: Asking a Friend

If you don’t have much work experience, you may consider asking a friend to provide you with a reference. If you are asking a close friend, it may be helpful to mention what specific qualities your potential employer may be looking for so that they can highlight them in their reference.

Subject: Request for Reference – [Your Name] Hi [Name of reference], How is it going? I am writing to request a reference from you as my friend. I am applying for a new opportunity as [specific opportunity], and I’d be honored if you could provide a reference for me. I have known you for [length of time] and I believe that you can attest to my qualifications and abilities as a professional and a person. I understand that you may not have a professional relationship with me, but I believe that you can speak to my character and work ethic. The application deadline is [date] , and I have attached the reference form for your convenience. If you need any additional information from me, please let me know. Thanks a lot in advance! I truly appreciate it. Best regards, [Your Name] [Your Contact Information]

9. Reference Request Email Template: Asking a Coach/Mentor

Subject: Request for Reference Letter from [Your Name] Dear [Coach/Mentor’s Name] , I hope this email finds you well. I am writing to ask for your help as I embark on a new chapter in my career. I am currently in the process of applying for [position] and would be honored if you’d be willing to provide a reference letter for me. I have greatly valued the guidance and support you gave me during my time working/training with you. Your mentorship has helped me to develop the skills and knowledge necessary to succeed in my field. I believe that your endorsement would greatly enhance my application and demonstrate to the [position] that I am a highly qualified candidate. I have attached a copy of my resume for your reference and would be more than happy to provide any additional information you may need. Please let me know if there is anything else you need from me. Thank you for considering my request. I look forward to hearing from you. Sincerely, [Your Name] [Your Contact Information]

10. Reference Request Email Template: Asking a Client

Subject: Request for Reference Letter for [Your Name] Dear [Client’s Name] , I hope this email finds you well. I am writing to ask for your help as I embark on a new chapter in my career. I am currently in the process of applying for [position] and would be honored if you’d be willing to provide a reference letter for me. I had the pleasure of working with you during [specific project/time period], and I am proud of the results we were able to achieve together. I believe that your endorsement of my work and my ability to deliver results would greatly enhance my application and demonstrate to the [position] that I am a highly qualified candidate. I have attached a copy of my resume for your reference and would be more than happy to provide any additional information you may need. Please let me know if there is anything else you need from me. Thank you for considering my request. I look forward to hearing from you. Sincerely, [Your Name] [Your Contact Information]

Who Should I Ask for a Reference?

When looking for references, it is best to ask people who can speak to your skills, qualifications, and experience. Some potential options include:

• former supervisors or managers
• coworkers or colleagues
• professors or instructors
• clients or customers
• mentors or coaches

When Should I Ask for a Reference?

It is best to ask for a reference well in advance of when you will need it. This will allow the person you are asking time to prepare and write the reference letter. It is a good idea to ask for a reference at least 2-3 weeks before it is due to give them enough time to write it.

Additionally, it’s a good idea to reach out to your references before applying for a job or a program to let them know that you may be listing them as a reference in the future. This will ensure that they are prepared and willing to provide a reference when you need it.

What Questions Should I Ask My Reference?

Here are a few questions you may want to ask your reference:

• Are you willing and able to provide a positive reference for me?
• Can you provide specific examples of my skills and qualifications that are relevant to the position or program I am applying for?
• Are there any specific areas where you think I could improve?
• Do you have any concerns about providing a reference for me?
• Do you need any additional information from me before you write the reference?

What Does It Mean When a Job Asks for References?

When a job application asks for references, it means that the employer would like to speak with people who can vouch for your qualifications, work ethic, and experience . Employers use references as a way to gather additional information about a candidate beyond what is provided on their resume or discovered during the interview.

Providing references is a standard practice in the hiring process and is often required for most jobs, so it is important to have a list of references ready. It is important to choose references that can speak positively about your qualifications and that you have informed them that you will be listing them as a reference .

Is It a Good Sign if a Company Asks for a Reference?

If a company asks for a reference as part of the hiring process, it can be a sign that they are interested in your qualifications and experience, and are considering you for the position. It may mean that you have made it to a later stage in the hiring process and that the employer wants to verify the information provided in your resume and interview.

It is important to note that some companies may ask for references from all candidates, whether they are still in the running for the position or not, so it isn’t always an indicator of being a finalist for the job. According to JobScan, up to 58% of employers and recruiters always check references — in addition to doing a background check.

What Do Employers Look for in a Reference?

Employers typically look for certain information when they contact a candidate’s references:

Job performance: the employer will want to know about a candidate’s performance at work, including their work ethic, productivity, and ability to complete tasks and projects.

Skills and qualifications: the employer will want to know about a candidate’s specific skills and qualifications that are relevant to the position they are applying for.

Professionalism and work ethic : the employer will want to know about a candidate’s professionalism, punctuality, and ability to work well with others.

Leadership and teamwork: the employer will want to know about a candidate’s ability to work well in a team and to lead others.

Career growth and potential: the employer will want to know about a candidate’s potential for growth and advancement in their career.

Attendance and punctuality: the employer will want to know about a candidate’s attendance and punctuality record.

General attitude: the employer will want to know about a candidate’s general attitude, including their willingness to learn and adapt, and their ability to handle stress or complicated situations.

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Writing A Job Reference Letter [4+ Samples & Downloadable Template]

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A job reference letter can be a valuable asset for job seekers. They help verify the candidate's fit for the role through other lenses.

So if someone has asked you to write them a reference letter, know you're words will have a strong impact on their chances of landing a new job!

Besides, writing a reference letter for someone is a great way to nurture a positive relationship. You never know what tomorrow will look like and if you won't need a little help yourself in the future.

In this article, we'll uncover everything you need to know to write a letter of recommendation that nudges a candidate into their dream job. Read this piece from top to bottom, or jump to the section you're most interested in:

• What Is A Job Reference Letter
• The Anatomy Of The Perfect Job Reference Letter 

How To Write A Job Reference Letter

Job reference letter samples, letter of recommendation template (editable & downloadable).

Let's get started!

What Is A Job Reference Letter?

A job reference letter is a written recommendation from someone who has, or had, a professional relationship with a candidate applying for a certain role. Think of it as a testimonial that advocates for the candidate's qualifications and skills.

A letter of recommendation is often requested by potential employers to help them determine a candidate's fit for a specific position or to verify details of their employment history.

So, you can picture the importance a reference letter has in a job application process, right?! That's why writing one requires careful thought and attention.

Up next, we'll show you all the aspects that make a glowing reference letter:

The Anatomy Of The Perfect Job Reference Letter

The perfect reference letter consists of 5 parts:

• The Formalities: Includes the date, the sender's name and contact information, and the person or company to whom the letter is addressed.
• The Introduction: Sender's introduction and a brief explanation of their relationship with the candidate.
• The Body: A section where the sender states the candidate's personal qualities, achievements, skills, and responsibilities.
• A Statment Of Recommendation: A brief statement that reinforces the candidate's value.
• Closing information: A final paragraph that provides the sender's contact information and availability to answer any additional questions.

It might look something like this:

Now that you know the structure, it's time to get to the specifics.

The hardest part about writing a job reference letter is probably the body. Sure, you could go with something like:

“John is a great marketing analyst and I'm sure he will be a great addition to your team”.

But what exactly does this say about John?

Remember: your recommendation has a great impact on this person's application process. So the more specific you get, the better the chances of them landing the job.

That said, here are a few tips on how you can work on crafting a spot-on reference letter:

Step 1: Ask The Person You're Recommending If There's Anything They'd Like You To Mention

If you're not sure about the skill set you want to mention in your letter, it might be a good idea to ask the candidate if there's anything, in particular, they'd like you to state. Similar roles can require different focuses, so it can be more effective if you advocate for one or two skills than a generalistic understanding.

For Example: Let's say someone is applying for a role as a Social Media Manager at Company A and Company B. Company A might require a deeper understanding of performance metrics, while Company B might ask for more experience in Influencer Marketing. This means you might want to delve into what makes them fit for the specific target role.

The next step is putting their experience into compelling writing. Which brings us to…

Step 2: Use Metrics To Showcase Their Results

Nothing says more about a candidate's qualifications for a specific role than the results they can bring to the table. And using metrics is the best way to convey these results!

Here are some metrics you can easily leverage in your reference letter for any role:

• Time-Based Metrics: For example, how long did they take to achieve a specific goal
• Scope Of Contributions: Such as the number of people managed, number of products worked on, budget for a specific project, and so on
• Efficiency And Productivity: Includes cost reductions, time-saving, improved outcomes, and more
• Comparisons To Show Growth: Such as doing things  faster or better — and, if so, by how much

Basically, you'll want to add the same metrics you would put in your resume to make it more compelling!

Step 3: Add Something Positive About Their Personality Traits In The Work Environment

Finally, it's time to add some personality to the recommendation letter. After all, you want to let employers know what kind of person they will be hiring if they decide to go with this candidate.

Is this candidate…

• Passionate?
• Collaborative?

Think about the candidate's personality trait and how it has positively impacted the work you've done together. If possible, try bringing in some specific examples to prove this!

If you're having trouble, this article on words to describe yourself can be super helpful!

Now that we've covered the “how to” section, it's time we see how this plays out in specific scenarios!

Here are some examples of how you can craft an amazing letter of recommendation for either a coworker, someone you've worked with in the past, a student, or even a friend or family member!

Example #1: Writing A Job Reference Letter For A Coworker

Our first example is a recommendation letter for a coworker. Here's how you could craft it:

June 25, 2024 Jonathan Meyers [email protected] | (555) 332-4422 Dear Summer Riosr, I am pleased to write this reference letter for my esteemed colleague, Emily Carlton, with whom I have worked for the past four years at InnoTech Media. As her coworker and project partner on several key campaigns, I have had the opportunity to observe Emily's professional skills as well as her personal dedication. Emily has consistently demonstrated exceptional abilities in digital marketing, leading to a 40% increase in our campaign engagements. Her innovative strategies and passionate nature have been instrumental in our projects. She has shown remarkable collaborative and leadership skills that I believe are indispensable. I am convinced that Emily’s innovative thinking and passionate approach, coupled with her proven track record in team collaboration, will make her a valuable asset to your team. Her skills in leveraging social media trends and marketing tools have consistently placed our projects ahead of competitors. Should you require any more information, feel free to contact me at your convenience at [email protected] . Best regards, Jonathan Meyers

The example above showcases specific results the candidate drove to the company, and also describes their innovative and passionate personality!

Example #2: Writing A Job Reference Letter For A Former Employee

Our second example shows a recommendation letter for a former employee. Here's how you could craft it:

June 25, 2024 Laura Smith [email protected] |  (555) 214-5214 Dear Martin Ford, It is with great pleasure that I recommend Alex Johnson, who worked under my supervision at Corporate Ventures for three years. As Alex’s former manager, I witnessed his professional growth and significant contributions to our technology department. Alex is a diligent software developer whose innovations in application development increased our user retention rate by 35%. He is notably driven and detail-oriented, qualities that enabled him to excel in challenging environments. His development of a key customer-facing application stood out as a benchmark for his peers. I firmly believe that Alex's driven nature and keen attention to detail will greatly benefit your team. He has my highest recommendation for any technology-focused position within your organization. For further inquiries, please do not hesitate to contact me at [email protected] or (555) 214-5214. Warm regards, Laura Smith This example also brings in measurable metrics, plus it highlights the candidate's attention to detail!

Example #3: Writing A Job Reference Letter For A Fresh Graduate

Our next example showcases a recommendation letter for a student. Here's how you could craft it:

June 25, 2024 Dr. Helen Garcia [email protected] | (555) 908-3001 Dear Jose Scott, I am delighted to recommend Samantha Lee, a recent graduate from our Business Management program at University Hub, where I served as her academic advisor and thesis supervisor. During her studies, Samantha demonstrated a keen understanding of business analytics, significantly contributing to a university project that saw a 20% efficiency improvement in our administrative processes. She is exceptionally motivated and has shown great promise in her analytical and leadership capabilities. I am confident that Samantha’s motivated and analytical mindset, combined with her academic achievements, will make her an outstanding addition to your team. She is well-prepared to transition from academic excellence to workplace success. Please feel free to reach out to me for any more detailed discussion at [email protected] . Sincerely, Dr. Helen Garcia

This example showcases the candidate's academic achievements and best personality traits!

Example #4: Writing A Personal Job Reference Letter (Friend Or Family)

Our final example shows how to write a letter of recommendation for someone you have a personal relationship with. Here's how you can craft it:

June 25, 2024 Michael Thompson [email protected] |  (555) 777-8888 Dear Ryan Parsons, I am writing to recommend my dear friend, Daniel Richards, with whom I have collaborated on numerous volunteer projects, including organizing community clean-up events. Our projects have not only been successful but also awarded for community impact. Daniel has shown a consistent ability to lead and inspire teams, leading to a 50% increase in volunteer participation in our projects. He is incredibly passionate and empathetic, traits that have enhanced his leadership and organizational skills. Daniel’s dedication to community service is profound and inspiring. I strongly recommend Daniel for the role at your organization, confident that his passion and empathetic nature will greatly benefit your team. His commitment to making a positive impact is undeniable. For any further information, please feel free to contact me at [email protected] or (555) 777-8888. Best wishes, Michael Thompson

This example highlights the candidate's achievements and their inspiring personality!

Want to get the layout out of the way when writing your letter of recommendation? Then access our free letter of recommendation template ! Simply go to Canva , edit the template, download it to PDF, and send it its way!

Professional Letter Of Recommendation Template

Final Takes

At this point, you already know everything you need to craft an awesome job reference letter. Here's a recap:

• Ask the person you're recommending if there's anything, in particular, they'd like you to add
• Use metrics to showcase their results
• Add something positive about their personality traits in the work environment
• Wrap that up into a neat letter of recommendation template (like ours!). Don't forget to add your contact info!

And, in case you ever need a recommendation letter yourself, c heck out this article on how to ask someone to be a reference for a new job!

Paula Martins

Paula is Cultivated Culture's amazing Editor and Content Manager. Her background is in journalism and she's transitioned from roles in education, to tech, to finance, and more. She blends her journalism background with her job search experience to share advice aimed at helping people like you land jobs they love without applying online.

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