Why Emailing Resumes Matters (Get Noticed)
In today’s digital age, knowing how to email a resume and cover letter is an essential skill for any job seeker. Email has become the primary method for submitting applications, making it crucial to master the process. Understanding the nuances of emailing your resume can significantly impact your chances of landing an interview. A well-crafted email with a professionally formatted resume and cover letter shows that you pay attention to detail and understand modern workplace etiquette. Ignoring these aspects can lead to your application being overlooked. Employers often use email as a first impression, so a polished application can set you apart from other candidates. By following best practices, you increase your visibility and signal your professionalism and preparedness, significantly boosting your odds of getting hired.
Formatting Your Resume for Email
Before sending your resume, it’s important to format it correctly for email compatibility. Different email clients and devices can render documents differently, so proper formatting ensures your resume looks as intended, regardless of how it’s viewed. This reduces the risk of your resume appearing unprofessional or unreadable. Key aspects of formatting involve choosing a clean and readable font, such as Arial, Calibri, or Times New Roman, with a font size between 10 and 12 points. Avoid overly complex layouts or graphics that might not display well. Use clear headings and bullet points to organize your information, making it easy for the hiring manager to quickly scan your qualifications. Proper formatting showcases your attention to detail and commitment to quality. Consider the use of white space to avoid a cluttered appearance.
Choose the Right File Type
Selecting the correct file type is critical when emailing your resume. The most widely accepted and recommended format is PDF (Portable Document Format). PDFs preserve the formatting of your resume, ensuring that it appears exactly as you designed it, regardless of the recipient’s operating system or software. This prevents any formatting issues or distortions that might occur with other file types. Avoid using formats like .doc or .docx unless specifically requested by the employer, as these can sometimes be incompatible or open up security risks. When saving your resume as a PDF, make sure to select the ‘save as PDF’ option in your document editor and ensure the file size is reasonable to avoid any sending issues. Using PDF ensures your resume presents your qualifications professionally and seamlessly.
Name Your Resume File
The name you give your resume file is more important than you might think. A well-named file helps the recipient quickly identify the document and keep their inbox organized. Always use a clear, professional naming convention that includes your name and the document type. For example, use ‘FirstNameLastName_Resume.pdf’ or ‘FirstNameLastName_CoverLetter.pdf’. Avoid generic file names like ‘resume.pdf’ or ‘document.pdf’, as these can get lost among other attachments. If you’re applying for a specific position, you might also include the job title in the file name, like ‘FirstNameLastName_JobTitle_Resume.pdf’. A descriptive and organized file name tells the employer that you’re organized and professional. This simple step enhances your credibility and increases the chance that your application will be properly managed and reviewed.
Crafting the Perfect Email Subject Line
The subject line is the first thing a recruiter or hiring manager sees, and it can determine whether your email gets opened or ignored. A compelling and clear subject line will grab the reader’s attention and increase the likelihood that they’ll review your application. The goal is to make it easy for the recipient to understand the email’s purpose at a glance. A well-crafted subject line shows you’re attentive to detail and respects the recipient’s time. Avoid vague or generic subject lines. A good subject line should be concise, specific, and professional. The subject line should be informative, direct, and align with the job application requirements. Using a clear and effective subject line significantly increases the chances of your email being opened and your resume being reviewed.
Email Subject Line Best Practices
To create an effective email subject line, follow these best practices. If you’re applying for a specific job, include the job title and the job reference number (if available). This allows the recruiter to immediately understand what position you are applying for. If the job description doesn’t specify, use a subject line like ‘Application for [Job Title] – [Your Name]’. Avoid using overly casual language, slang, or unnecessary exclamation points. Keep the subject line brief, ideally under 50 characters. Proofread your subject line to avoid any typos or grammatical errors, as this reflects your attention to detail. Ensure the subject line is relevant to the content of your email, making it clear and easy for the recipient to understand the email’s purpose. By following these guidelines, you significantly improve your email’s open rate.
How to Write the Email Body
The email body provides context for your resume and cover letter, serving as an introduction and a quick overview of your qualifications. It should be professional, concise, and tailored to the job you’re applying for. The tone should be formal, demonstrating your communication skills and enthusiasm for the opportunity. This section is an opportunity to showcase your personality and make a positive first impression. Use this area to highlight key achievements or skills relevant to the position. Make the reader eager to open your attachments, showing your interest and giving the hiring manager a good reason to look at your resume and cover letter. Avoid making the email body too long or overly complex. Make every word count and keep it focused on why you are a good fit for the job.
Start with a Professional Greeting
Beginning your email with a professional greeting sets a formal tone and demonstrates respect. If you know the hiring manager’s name, use it—e.g., ‘Dear Mr./Ms. [Last Name]’. If you don’t know the name, use a general salutation like ‘Dear Hiring Manager’ or ‘Dear [Company Name] Hiring Team’. Avoid overly casual greetings like ‘Hi’ or ‘Hey’, unless specified by the company culture. Ensure you spell the recipient’s name correctly, double-checking for accuracy. Your greeting is the initial step in building a professional rapport. A well-chosen greeting immediately signals that you value their time and appreciate the opportunity. This small but significant detail contributes to a positive first impression and shows you’re taking the application process seriously.
Briefly Introduce Yourself & State Your Intent
After the greeting, provide a brief introduction of yourself and clearly state your intent. Mention the specific position you are applying for, and where you found the job listing (e.g., LinkedIn, company website, etc.). Briefly explain why you are contacting them, emphasizing your strong interest in the role and the company. Make sure your intention is clear and easy to find. This section immediately establishes your purpose and sets the stage for the rest of the email. Demonstrate your enthusiasm and explain your suitability for the job. Keep it concise, focusing on the key details that immediately make you stand out. This clarity shows the recipient that you understand the job requirements and are taking the application seriously. This section is a gateway for the hiring manager to continue reading about your skills.
Highlight Your Key Skills & Experience
Use this part of the email body to briefly highlight your most relevant skills and experience. Choose one or two of your most impressive accomplishments or qualifications that directly relate to the job description. Quantify your achievements whenever possible using numbers and data to demonstrate your impact. For example, instead of saying ‘Improved sales,’ say ‘Increased sales by 15% within six months’. Tailor your highlights to the specific requirements of the job, making your application more relevant. Avoid simply repeating what’s in your resume; offer a unique perspective or a brief anecdote that adds value. This is your chance to create a strong initial impression, showing why you stand out and making the reader want to learn more about you.
Mention Your Attachments
Clearly state that you have attached your resume and cover letter in your email body. This helps the recipient quickly understand what files to expect. Indicate the file names and mention that they are included for their review. A brief, direct statement such as ‘Attached you will find my resume and cover letter’ is sufficient. Ensure your attachments are easy to open. This shows professionalism and helps the hiring manager easily locate your documents. This step ensures the hiring manager does not miss your crucial application materials. Confirming the attachments’ presence in the email body eliminates any confusion.
End with a Call to Action
Conclude your email with a polite call to action, expressing your interest in an interview. Thank the hiring manager for their time and consideration. Reiterate your enthusiasm for the role and your eagerness to discuss your qualifications in more detail. Include your contact information (phone number and email address) in the closing. This provides an easy way for the hiring manager to reach you. End with a professional closing such as ‘Sincerely,’ ‘Best regards,’ or ‘Thank you’. Be polite and professional, and make sure you are easy to contact. A well-crafted call to action encourages a prompt response and leaves a positive lasting impression. This shows you are proactive and eager to take the next step in the hiring process.
Attaching Your Resume and Cover Letter
Attaching your resume and cover letter is a straightforward process, but it’s important to do it correctly to avoid any issues. Ensure you have saved your documents in the correct file format, preferably PDF. Locate the ‘Attach’ or ‘Attach Files’ button in your email client. This might look like a paperclip icon. Click the button and browse your computer to select the files you want to attach. Always double-check that the correct files have been attached before sending your email. It’s very easy to attach the wrong version. Be careful and check again before sending. If you are sending both a resume and cover letter, make sure both are attached and are easy to identify with the correct file names. It is also good to check the file size. Test sending an email to yourself to ensure everything is working correctly.
Preview and Proofread Your Email
Before sending your email, always preview it to ensure everything looks correct. Check the formatting, the attachments, and the overall presentation. Proofread your email carefully for any grammatical errors, spelling mistakes, or typos. These errors can create a negative impression and potentially damage your chances. Read your email aloud, as this can help you catch errors that you might miss when reading silently. Make sure your contact information is correct and up-to-date. Check that the recipient’s email address is accurate. Consider asking a friend or family member to proofread your email for a second opinion. A well-proofread email shows professionalism and attention to detail, which are vital in any job application. This step is essential for a polished application and enhances your credibility.
Send Your Email at the Right Time
The timing of when you send your email can influence its visibility. While there is no universally perfect time, there are some general guidelines. Sending your email during the business hours of the recipient’s time zone is generally advisable. Mid-week (Tuesday, Wednesday, or Thursday) is typically the best time to send job applications. Early mornings or late afternoons are often preferred, as this is when people are more likely to check their emails. Avoid sending your email on weekends or holidays. However, there is no guarantee, and the best time might depend on the company and the hiring manager’s routines. If you find out the usual routine, try to send the email when the hiring manager is likely to read and review it. Tailor your approach to the specific company and industry. Timing can contribute to whether your email gets noticed.
Follow Up After Sending Your Email
Following up after submitting your application demonstrates your continued interest and attention to detail. It is acceptable to send a follow-up email within a week or two after submitting your application, unless the job posting specifically states otherwise. In your follow-up, politely reiterate your interest in the role and briefly mention any key qualifications. Keep the tone professional and concise, showing your respect for the hiring manager’s time. If you haven’t received a response, a gentle follow-up shows initiative and determination. Avoid being overly persistent, as this can be perceived as annoying. If you do not receive a response after multiple attempts, accept that the company may not be interested. Following up demonstrates your professionalism and dedication, increasing your chances of a positive response.