what to write on email when sending resume

Resume email — 8 examples and template

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

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 business email templates .

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 in certain cases, may find silly email addresses as offensive. So it's best to put your best foot forward and go with a professional email.

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!!!”).

Need to write a great resume email? Try MailMaestro for free!

MailMaestro can help you draft a professional resume email in seconds. One of our standout features is the Improve existing email option . You can input your draft and MailMaestro's AI email assistant will refine it, making it more professional, concise, and compelling.

🪄 MailMaestro tip:

Use MailMaestro's Improve existing email feature. Customize any of the email examples below to suit your needs. Or, enter a quick sentence explaining the message you'd like to convey. After filling in the placeholders, use MailMaestro's Improve existing email option. Then, paste your draft into the text box. Make sure to select your preferred email tone and length. And just like that, you'll have a polished email ready to send!

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.

Hi (Recipient's name),

My name is (name) and I’m applying for the position of (job name). I have attached a copy of my resume with this email.

I’ve worked in the industry for (X) years and have a considerable amount of transferable experience. I’ve read the job description and feel I have the skills and expertise to excel in the role.

The role of (job name) is a huge opportunity in an incredible organization, and I am excited to apply.

If you have any questions, please don’t hesitate to contact me (insert contact details). Can you confirm that you have received this email and let me know about the next steps in the process.

Kind regards,

(Your name)

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.

My name is (name), and I’m applying for the position of (job name). I have attached my resume to this email.

I’ve reviewed the job description and feel I have all the critical skills, including all professional qualifications. You’ll also find details of my previous roles and current position.

My salary expectations for the role are (insert details).

Can you explain how the process works and what the following stages will be?

You can contact me on (insert details). I look forward to hearing from you about how we move forward with my application.

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. 

My name is (name), and I’m scheduled to attend an interview for the (job name) position on (date).

Before I come to meet you, I thought I'd provide some background information on my previous experience and professional qualifications. I've attached my resume to this email which I hope you and the panel will get a chance to review.

If you have any questions, I’m happy to answer them during my interview.

I’m looking forward to meeting you and learning more about this fantastic role.

Many thanks,

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.

I recently sent you a copy of my CV in application for the post of (job name).

The application deadline has now passed, so I am contacting you to ask whether you have made any decisions on who to interview.

I’m excited about the role and believe my skills and experience make me an excellent candidate.

Please let me know what the next steps in the process are. If you need to contact me, email is usually best. My email address is (insert address).

Thank you in advance,

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.

I’m applying for the position of (job name) at (company).

As requested in the job description, please find my resume attached alongside a cover letter. In my cover letter, I explain why I am applying for the position, my previous experience, and salary expectations.

If you have any questions, you can call me at any time on (insert number) or email me at (insert address).

Kindest regards,

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.

Thank you for considering my resume for the position of (job title) at (company name).

While I was disappointed at not being shortlisted for the interview, I understand the reasons. I want to stay in contact with you if possible and ask that you kindly send me details of any future opportunities that you feel I may be suitable for.

My preferred email address is (insert details).

You are more than welcome to keep my CV on file and don’t hesitate to contact me if you have any questions.

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.

Thanks for offering to review a copy of my CV! I’ve attached my CV to this email.

If you want, you can make changes to my CV, or let me know if it’s easier to schedule a call to go through it. You should have all my details, but if you don’t, it’s (insert details).

Really appreciate all your help.

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.

Thank you for sending me your email for the (insert job role) position.

The deadline for all applications is (insert date). After this date, we will review all CVs and contact those who have been successful at getting through to the next stage.

We will be in touch with an update in due course.

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. 

I have attached my resume for the position of (insert details).

You’ll find details of my previous work experience, professional qualifications, and personal qualities in my CV. I’ve reviewed the job description and believe I meet all the essential requirements.

I’ve researched your company, am fascinated about your journey, and am excited about your future. I would be honored to play a part in that.

Please can you confirm that you have received this email? If you have any questions, contact me (insert details).

I await to hear of the next steps.

Why sending professiona resume emails are important

The importance of these email templates for sending resumes cannot be overstated. They not only provide a structured and professional framework for communication but also enhance your chances of making a positive impression. These templates guide you in making a professional inquiry, following up on applications, and acknowledging referrals effectively.

Additionally, always use a professional business email address to ensure your communications appear legitimate and trustworthy.

Further streamline your emailing process and personalize these templates efficiently by downloading the free AI email assistant , MailMaestro .

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!

Want to compose the perfect email?

Try our free AI email assistant – write, reply & summarize threads right inside your inbox.

• 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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Exactly What to Write in the Subject Line When Sending Your Resume

You'd be rich if you got paid for every hour you've put into this resume. It’s tailored top to bottom, chock full of action verbs , bursting with powerful bullet points , and you finally feel like it’s ready to go. Now you just need to get that document into the right hands—maybe someone who can interview you for a job you’re excited about or connect you with their friend who works at the company you’ve been eyeing. (And if you’re looking for more new opportunities to apply for, you can find thousands of job postings right here on The Muse !)

These days, you’re not as likely to be printing off your resume and sending it via snail mail, of course. Most of the time you’ll either be uploading your resume to an applicant tracking system or sending it in an email. And the last thing you want is for your message (and resume) to languish in someone’s inbox, unopened, or worse, be relegated to the spam or trash folders. Which means you need to craft a clear and compelling subject line.

That’s what this article is about: that handful of words that can lead someone to read the resume you worked so hard on—or not.

Why is your resume email subject line important?

You might be wondering what the big deal is—isn’t the content of your resume ultimately the most important thing here? Well yes, your resume should be in great shape, and that’s what will land you a call back. But it doesn’t matter how spectacular your resume is if no one opens the email to even read it.

The subject line is what will “determine if the email is opened and read or not,” says Muse career coach Steven Davis , founder and CEO of Renaissance Solutions , who has more than 20 years of recruiting experience. “Emails can contain viruses. They can also have information someone doesn’t care about. Busy people rarely open every email they get. The decision to either open or delete an email...is made based on the subject line and who the sender is.” Your job, Davis says, is to “motivate the person to open the email.”

Think about it from the recipient’s perspective: When your inbox is flooded with hundreds of emails a day, you need to know something isn’t spam or an ad or a generic message sent out by a brand before deciding to open and read it. “Everyone’s just really got a ton coming at them,” says Muse career coach Nekpen Osuan Wilson , the cofounder and CEO of WomenWerk . “People are busy and have a limited amount of time to do everything,” including filtering through the noise in their inboxes. You need a subject line that will cut through that noise.

Wait, when would I email my resume?

There’s a long list of scenarios in which you might send your resume via email. Here are a few of the most common:

• You’re applying for a job and the instructions tell you to email your resume, cover letter, and any other materials to a specific email address.
• You’re applying to a job with a referral or recommendation.
• You’re following up with a networking contact you met or had a conversation with (perhaps you mentioned you’re job searching and they said they’d keep an eye out for you and asked you to send over your resume).
• You’re sending your resume to a recruiter to have on hand for any roles that might be a good fit for you.
• You’re going on an informational interview and trying to give your contact some background info in advance.
• You’ve asked someone to review your resume and give you feedback and they’ve already agreed to do it, so now you’re passing on the document. (Don’t just assume they’ll do it before making sure they have time and are willing, Wilson says).

What to include in your resume subject line

When you’re responding to a specific job posting, check carefully for any instructions for your email subject line. If any directions exist, follow them—your assertion that you have a strong eye for detail will lose some credibility if you didn’t even read the role description closely. Otherwise, though, here are some elements you might include in a resume email subject line:

• The job title you’re applying for
• Any job code or position number listed on the job listing
• The name of anyone who referred you to the position: (and the fact that you’re being referred)
• Brief references to relevant education, credentials, skills, or experience
• Anything else you think the reader would find particularly compelling (optional): “Write emails from the perspective of the person reading it,” Wilson says. “What’s the priority or most important to the person reading this email? What do you want them to take away?” For example, when submitting your application, you might write, “Senior staff accountant job - Jess Lai, CPA” or, “Regarding the English teacher role (#3392)–“Teacher of the Year” winner with 15+ years of experience.”

7 subject line tips for emailing your resume

If you’re hoping someone will open your email, read your message, and look at the resume you worked so hard on, here are a few guidelines to follow.

1. Don’t forget to write a subject line!

Rule number one for writing a subject line is, you got it, writing a subject line. It might seem obvious, but haven’t you ever spent so much time agonizing over a message that you completely forgot to fill in this field? “It needs one or I’ll think you’re spam,” says Muse career coach Tara Goodfellow , owner of Athena Consultants . In fact, a message with an empty subject line might get filtered straight to spam and never make it into an inbox. If it doesn’t, the recipient might still delete or archive it as a reflex, especially if they don’t recognize the sender’s name.

2. Keep your subject line (and your email address) professional

“I’ve seen emails with, ‘What’s up?’ in the subject line. That’s a huge mistake,” Davis says. When it comes to sending off your resume, make sure you’re keeping your subject line professional and don’t use overly familiar language with a stranger (or even an acquaintance).

The subject line doesn’t work alone. Your email address also contributes to the crucial first impression. “Please review your email address and consider how it will be received [and] perceived,” Goodfellow says. It might mean something to you—perhaps it’s an inside joke or an old nickname—“but [it will] not come across as professional to someone who doesn’t know you,” she says. “Create a new one!”

3. Be brief

In an era when people are likely to be checking emails on their phones, you have to take into account the limited number of words they’ll see before the subject line gets cut off. The email marketing service Mailchimp, for example, recommends using no more than nine words and 60 characters as a best practice. So keep your subject line short and make sure you “use the first few words to get to the point,” Davis says. “Less is more.”

4. Follow directions (if there are any)

Yes, we said this already, but it’s worth repeating: For some roles, you’ll see a note at the bottom of the job description instructing you to submit your resume and other materials to a particular email address in order to apply. “Some of these general jobs inboxes have a specific format,” Wilson says. “That’s important to note. Make sure to follow that.” For instance, it might say: “Submit your resume, cover letter, and portfolio to [email protected]. Subject line: Senior product designer #29881.”

In these cases, you’ll want to use the exact subject line they give you, because they may be employing filters to sort and direct the messages to the right folder or person. If you want your resume to get where it needs to go and to make a good impression, “Follow. Instructions. Completely. In many cases, this is their first assessment of you,” Goodfellow says. Make it a positive one.

5. Make it clear why you’re sending your resume

In some cases, your subject line will be dictated by a set of instructions and you shouldn’t deviate from them. But otherwise, you have a little more leeway to make it irresistible in whatever way makes sense for the situation. The most important thing is to make it abundantly clear why you’re reaching out—and to be specific. That’s why if you’re applying for a job or sending your email to a recruiter, you should explicitly mention the job title.

“Don't assume the only job I’m working on is the one to which you applied. Please give me some context,” Goodfellow says. Recruiters are often hiring for dozens of roles at a time and you want it to be easy for them to mentally catalog your email (or to come up in an inbox search).

“So many people send me emails and the subject is, ‘Touching base,’ or, ‘Following up,’ or, ‘Checking in,’” Davis says. It’s easy to gloss over those vague subject lines when you don’t know who the sender is or why they’re reaching out. “The more specificity someone has in that subject line the more effective it will be.”

If you’re reaching out to a networking contact, Wilson says, you might try something like, “Following up to potentially join your team at SalesCo.,” “Let’s continue the conversation from SXSW,” or, “Following up from data science webinar chat - Alexandria Lopez.” If you’re following up on an intro, maybe it’s, “Thank you for making time, this is Jin from Hannah’s network.” Or if you saw someone post about an opportunity, you might mention it and try to highlight something you have in common, perhaps, “Fellow NYU alum regarding your LinkedIn post about open roles.”

6. Don’t be aggressive

Yes, it’s frustrating to feel like you’re sending emails into a void and getting no response. But it won’t help you to let that impatience or anger seep into your subject lines. “It can’t be too pushy,” Davis says. “Something as confrontational as, ‘Haven’t heard from you,’ or, ‘I sent my resume a week ago,’” isn’t going to encourage your audience to respond. In fact, it’ll probably do the opposite.

7. Proofread!

It should go without saying that you’d proofread your resume and cover letter for errors and typos (and then proofread it again and maybe have a trusted friend or family member give it a look with fresh eyes). Proofreading your subject line is equally as important. Again, it might be your very first impression and you don’t want it to also be your last.

“I still have to do this. When I’m typing my last name—and it’s long, I have two Os and two Ls—the last thing I want is someone thinking I can’t even spell my last name,” Goodfellow says.

Resume subject line examples

Need a few examples of what all this advice looks like in action? Here are some sample subject lines for different scenarios.

Resume email subject line examples for when you’re applying for a job

• Operations manager
• HR Generalist (REQ-7881) - Polly Kim
• Full-stack engineer #1769 - Asha Murray
• Financial analyst role application (Derrick James)
• Product marketing manager job application - Noah Cohen
• Application for research assistant role - Sasha Martin
• Application for UX researcher position (Tiffany White)
• Regarding the program coordinator position, applied January 28
• Regarding the product director role (experienced team leader, expert in agile development)

Resume email subject line examples for when you’ve been referred

• Referred by Sandra Rodriguez
• Recommended by Jordan Stein
• Following up on June Park’s introduction
• Customer success manager application (referred by Jessica O’Malley)
• Referred by Priya B. for email marketing manager role (R122)
• Hi Bob, Farid suggested I contact you

Resume email subject line examples for when you’re reaching out to a networking contact

• Following up on our chat at the HR Expo (this is Aya Belsky)
• Let’s continue our conversation on SEO from the marketing meetup yesterday
• Fellow UT-Austin alum from yesterday’s webinar following up
• Thanks for making time, this is Ashley from Marcelo’s network
• Following up to potentially join your department at XYZ Co.
• I forgot to mention at the data panel yesterday…
• Sending over my resume as promised (this is Marta from the sales happy hour)

Resume email subject line examples for when you’re sending your resume for feedback

• Thanks again for offering to review my SDR resume!
• Appreciate your time yesterday! Attaching my resume

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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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