How to email a resume

LinkedIn is now the most convenient way to apply for jobs. But still most of the companies use resumes to hire employees for their organizations.

Many job seekers make mistakes when they are asked to email their resumes for job openings. Because they don’t know how to and what to put in an email when submitting a resume to a potential employer.

As a result, they missed out on their employment opportunities. That’s why it is important to know how to email your resume properly in order to make yourself stand out and get more job offers.

This article will teach you some great tips for emailing your resume. Follow them if you want to obtain more job winning chances!

Why should you email a resume

Most hiring managers nowadays prefer an electronic version of your resume than a printed copy. In addition, most companies are increasingly adopting applicant tracking systems to screen out the finest candidates.

As a result, you must have an electronic version of your resume. Otherwise, the company will be unable to enter your resume into their applicant tracking system (ATS).

Sending your electronic resume to employers via email is the best way to do so.

Also, if you are not applying for jobs through LinkedIn or other job boards, you should email your resume to companies.

The job description will educate you on where and how to send your resume. If you are going to email your resume for a job opening, always remember to follow the instructions in the job description.

sample email with a resume

How to send your resume via email

First, carefully read the job posting. It explains how to send your resume by email. If the job posting doesn’t specify how to send it, you can follow the steps below.

01. Use a clear subject line

The subject line is quite important in any email. The subject line of your email will help the employer to decide whether or not to open it.

The purpose of sending the email should be clearly stated in the subject line. When sending an email with a resume, the subject line should include your name, the job title, and a job identification number if there is any.

Most of the time, the job description specifies how you should include the subject line.

See these sample subject lines that can be used when emailing a resume.

  • Resume – Emma Lee for Social Media Manager Position
  • Content Writer (Job ID: #2384577) – Jane Doe
  • Marketing Manager Position – Harry Smith

02. Address with the name of hiring manager

If you address the email with the name of the hiring manager, it indicates that you have done good research on the relevant company.

Remember that when addressing an email it should be very professional. So avoid casual greetings. Because it can highlight your unprofessionalism.

  • Dear Mr. Harvey
  • Hi David / Hey Mrs. Lewis

If you can not find the name of the hiring manager, you can use one of the following options.

  • Dear Sir/Madam
  • Dear Hiring Manager
  • Dear Human Resources Director

03. Give a short introduction about yourself

The first paragraph should introduce yourself and briefly describe the job you are seeking. Make sure this introduction paragraph is no more than three sentences long.

Take a look at the sample introduction paragraphs provided below.

  • My name is David, and I’m writing to express my interest in the job opening at ABC Company. All of the documents requested in the listing are attached to this email.

  • I am Eliza. Please consider my application for the position of Digital Marketing Manager at your organization. The requested documents attached herewith.

  • My name is Emma Lee, and my résumé and cover letter for the position of Senior Content Writer attached to this email.

04. Specify why you apply for the position

Next you want to mention the reasons for applying for the job. It is more important if you can demonstrate your qualifications for the position, experience, relevant accomplishments and why you want to apply for it.

Just highlight a few things that made this company stand out above other companies in your job search.

Keep in mind that this is not your cover letter. Therefore everything you write should be brief. See the sample paragraph below:

I have 5+ years of experience working with SEO, SEM, and PPC. I am hoping to learn more Marketing Strategies from you since you are one of the best in the industry.

05. Invite your potential employer to meet in person

This is similar to a call to action. Mention that you would like to meet with them in person. As a result, the employer will recognize your desire to work with them. You should also state that you’re looking forward to a reply.

06. Include your email signature

This is often called an email footer. You must ensure that your contact information in an email signature is up to date and correct. Tell them who you are, what you do, and how they may contact you. Because your potential employers will use these details if they need to contact you.

An email signature simple can be like this:

[First Name] [Last Name]
[Email address]
[Phone number]
[Link to your LinkedIn Profile]

07. Attach the necessary documents

If you carefully read the job advertisement, you will find instructions on how to email your resume. Some companies may request you to email the text of your resume. Some employers may request a PDF or Word file of your resume.

You must ensure that you send them what they have requested. This is due to the fact that the application tracking systems they use may only support a limited number of file formats.

Not only that, but also be sure to send every document they request. They may also request a cover letter or a short introductory video about yourself. If they request them all, you should deliver them all exactly in the format they prefer.

However, as a general rule, we prefer that you email your resume in PDF format. It is considered as the best file format for emailing your resume. It will help you in preserving the content and format of your resume.

Tips for emailing a resume

Use a professional email address

If you send your resume with an unprofessional email address that will spoil your candidacy. That’s why you need to have a professional email address from a reputable email service provider such as Google (Gmail), Yahoo (Yahoo Mail), or Microsoft (Outlook).

If you still don’t have a professional email, try to create one with your first and last name. Avoid using fancy and vague words.

Proofread as much as you can

Make sure your resume is free of grammatical and typo errors. So, once you’ve finished drafting your email, double-check it for errors. If any are discovered, take urgent steps to fix them.

If the employer notices any errors in your subject line, the body of your email, or any attachments, he or she will assume that you are an unprofessional candidate.

Most email systems provide a built-in spell checker that you can use. You can also use other tools such as word processors, proofreading software such as Grammarly, and so on. However, the best way to catch grammar and spelling mistakes is to proofread it yourself or give it to a friend.

Get the assistance of email templates

Take a look at this sample email template if you’re not sure how to compose an email to an employer. It’s quite OK to be inspired and gain an idea of how to format your email message by reviewing an example.

Send a test email to yourself

Before you submit your email to the employer, double-check that there are no errors in your email message. Sending yourself a test email message is the best approach to check this. This manner, you can be certain that your email is flawless and ready to send to the employer.

Undo send if needed

If you’re sending your resume over Gmail, you should be aware of this. Gmail offers a very useful function. It is possible to undo an email sent by accident to the wrong recipient. Also,  suppose you finish the email and accidentally push the send button, but then realize you forgot to attach your resume or an important document.

In such a case, you can unsend the sent email, and you have a maximum of 30 seconds to take the necessary action. This is something that many people are unaware of, yet it is really important.

Watch this video to learn how to undo sending a Gmail message.

Email your resume even there is no vacancy

This is one of the most effective resume tips that only a very few people use. You may think that you should only send resumes to companies when there is an opening. However, even if there are no vacancies, sending your resume by email will result in more job opportunities.

Do you know that the majority of organizations fill their positions without even advertising the vacancy? To fill their vacancy, they may use internal contacts or other online methods such as LinkedIn. However, they may also consider resumes that arrive directly in their email inbox in order to fill the positions.

So taking advantage of this is a sensible move. Therefore, even if there are no job vacancies published, feel free to email your resume.

Sample email that is ready to copy and paste

Subject: Position of Digital Marketing Manager – [Your Name]

Dear Recruiting Manager,

I’m highly interested in applying for the Digital Marketing Manager position at your company.

Please see my resume and cover letter attached herewith. Let me know if you require further more information.

Thank you very much for taking the time to read this.


[Your Name]
[Email Address]
[Phone Number]
[LinkedIn URL]