Wondering how to email a resume?

[Click here to directly go to the complete emailing sample. ]

Emails are the new age letters.

Emailing a resume is like posting a letter. Or is it?

In this post, we will delve deep into how to email a resume, with samples, for applying to various jobs. After going through this guide, you will know exactly what to write in an email when sending resume to recruiters.

In case you want the summary, here it is:

  1. Find the email id of the recruiter/hiring manager
  2. Write a crisp resume email subject line to capture attention
  3. Introduce yourself in the beginning of the resume email body
  4. Follow it up by concisely mentioning the value you bring to the company
  5. End the resume email body by asking for a suitable interview/meeting time
  6. Create a professional signature with all your relevant contact details
  7. Attach all relevant documents including resume and cover letter
  8. Test run the email to see if everything is in order

Once you are sure that your email is ready, make sure to check the following points:

  1. Make sure the email-id is correct
  2. Use a no-frills to-the-point subject line and ensure that you have a professional signature in the end containing all your details
  3. Don't forget to attach the resume and cover letter before you hit 'send'

Read on for more in-depth information on how to email a resume.

You can build a resume by using our professional resume templates in our Online Resume Builder.

You can also write a professional cover letter, by referring to this blog post.

Emailing a resume is not as easy as it seems.

There are various steps involved in sending a resume via email. By following these steps you can make a very powerful and long lasting impact in the mind of the recruiter.

This post will cover the following topics:

Why Email Resume?

These days you can easily apply to most jobs on a job portal by either filling out a form or submitting your resume.

Sending resume email might seem moot at first glance when you've already applied through a portal.

So the question arises- is sending resume email really that important? Why should you go through the extra process of emailing the resume?

The answer is one word: Personalization!

Emailing resume to a recruiter gives you a chance to make it more personalized.

Amidst the millions of people who are applying to jobs in the same standard way, a crisp email with your resume and cover letter attached has the potential to give you that edge.

All recruiters are looking to find the perfect candidate. When you write an email to send resume to a recruiter, you have the chance to make a great first impression.

If you know the right way of how to email a resume, you can probably go to the top of the recruiters' list of candidates.

The way you present your resume matters a lot when you're applying to jobs. A genuine effort from your side is always appreciated.

What is the right time for emailing a resume?
Quick Tip:
In the recruitment world, it works on a first come-first serve basis. In fact, if you apply on Mondays, it is likely to give you a better chance at grabbing that coveted job.

If you already know how to email a resume, you can skip to the end and view our resume email samples directly!

Sample Email For Job Application with Resume

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Now for the hands on part- you can find a sample email for sending resume to a recruiter.

We encourage you to go ahead and use this sample email to send resume and cover letter to recruiter and hiring managers of your target jobs.

Go through the below given example of an ideal email:


Finding the Hiring Manager or Recruiter's Email

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The first step before sending a resume email is to ensure that you have the correct email address of the recruiter.

This email address must be of the hiring manager. Other stakeholders like CEOs, Product Managers, or even the Head of the concerned department, are not directly involved in screening candidates at this stage of the recruitment.

If you do not have the right email address, you can look up the company's profile on Google, LinkedIn, the website, or related public platforms. Another option is to call the company's office reception and ask for the required details.

This is how most hiring managers id's look like:




Quick Tip: In case you still do not have the email address, email your resume to the company's concerned department. However, you must mention a line about forwarding your mail to the required department. You may close your email with: "Please forward my mail to the concerned department."

Also, it is extremely important that your own email id looks professional.

Ensure that the email id you use to send the resume does not contain any slangs like cool/hot etc. This will make you look insincere in the recruiter's eyes. So don't compromise your chances of landing an interview.

Imagine a recruiter receives two resumes - one sent from johnhalford@gmail.com and the other from gymfreakjim@gmail.com. Which one do you think has a greater chance of getting shortlisted?

Even if Gym Freak Jim is better qualified for the job, do you think the recruiter will even open his email?

Also, if you can, avoid emailing your resume using Yahoo/Hotmail IDs. They are outdated and using them makes you appear outdated. Use either your personal domain or Gmail for emailing a resume.

A perfect example of your professional email id could be: firstnamelastname@example.com

Now that you know where to send the resume email, we'll move on to what to write in an email when sending a resume and cover letter to a recruiter.

We'll follow that up by providing you a nice resume email sample which you can use while emailing a resume.

Subject Line for Resume Email

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The second step to submitting a resume online is to have a powerful resume email subject line.

The recruiter has a lot of applications that they have to go through on a daily basis. To make your resume email stand out, you must include a subject line that catches their attention.

Your subject line for resume email should make the recruiter want to read the rest of the email.

The subject should contain the job role you are applying for. It is very impressive if you can include your highest achievement in the subject line, but don't try to force it.

If you are not applying for any post but only dropping your mail for future prospects, you can mention the field instead of the job profile.

Quick Tip: If you have been recommended by anyone, it is best if you mention it in your subject line. It is possible that the recruiter notices it and you get preference over other candidates!

A perfect example of a powerful resume email subject line could be:

Senior Management Professional Seeking AVP Role at ABC Ltd.

You can make the subject line of your resume email more powerful by including power verbs. Have a look at some of the best power verbs for resumes.

Email Body for Sending Resume to a Recruiter

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In step three, we will explore how to write the resume email body section.

When sending a resume via email, the email body is where you really make the greatest impression and can put your case forward effectively.

Some basic things to keep in mind while writing a resume email body are:

1. Keep the body of resume email short and simple

Keep your resume email body short and crisp to save the recruiter's time. It is always better if you get straight to the point. Be concise and do not use difficult words or technical jargons in your resume mail.

Be sure to specify who you are, why you are contacting the organization and what value you would add to the organization. It separates you from the rat race and makes you a priority for the recruiter.

Once you edit the email body, you must proofread the entire document before you send.

Quick tip: Run it through a spell check!

2. Avoid any formatting in the resume email text

If you want your email to be read, it is advisable to remove all the formatting.

Remove any colors, keep the font style basic and ensure that the overall readability of the text is maintained.

Do not use HTML or other formatting options as you do not know which email client is being used by the recruiter.

However, you must take care of capitalization, bolding & subheadings in your resume.

Quick tip: If the format has been specified in the job description, you should religiously follow it while writing the resume email.

**3. Attachments: How to send resume in email **

There are 3 possibilities when it comes to emailing a resume and cover letter:

  • You include both the cover letter and resume in the resume email itself
  • You include cover letter in the email and send the resume as an attachment
  • You include both your cover letter and resume in the attachment of the email

Whichever option you go for, mention it clearly so as to not leave any scope for doubt. Recruiters are almost always in a hurry and it's quite likely that your attachment, resume or cover letter might get missed.

If you are attaching additional documents, consider the format in which you send them before sending the resume email. In case nothing is specified, docx or pdf formats are usually the way to go.

You can convert your documents to various formats online.

Quick tip: Between the two, pdf is slightly better than doc. This allows the formatting to remain unchanged. But in case the organization has specified a particular format, stick to that.

Also, do not forget to name your resume file accordingly. You should include your first name and last name in the file name and not leave a generic name like 'resume'.

A suitable example would be:
firstnamelastnameresume.docx, firstnamelastnamecoverletter.docx

Your resume will be downloaded into a folder containing hundreds of other resumes. A resume file name like 'new document' or 'resume' is a recipe for disaster.

Sign or Signature: Ending the Resume Email

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Instead of simply signing off your resume email with your first name in the end, you should include your full signature. This is very effective and makes it easy for the recruiter to contact you.

A lot of people miss their interview chances simply because their contact information wasn't readily available to the recruiter.

Try to include as all relevant details in your signature in your resume email. Example: Email id, LinkedIn profile, Phone number, etc.

Follow Up To Make Sure They Got it

It's perfectly acceptable to close the loop by ending another email if you don't get a confirmation that they got your resume. It's best to wait at least 3-5 days for a response before sending another email to confirm.

Test the Resume Email and Press SEND

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Before emailing resume to the recruiter, a better option would be to email yourself first.

This helps you assess the readability of the mail. You can see for yourself how the email looks, and if there are changes which are required to make it look better.

Ensure that the resume is attached with the email along with other documents.

Press SEND

Quick tip: It is advisable to get your resume reviewed by 3 people at least. This helps you get an idea of the changes you should make.

Get a resume review by our professional resume writers before you send it. Upload your resume to get a professional resume review.

Happy Resume Writing!

Key Takeaways

Every job profile requires a different resume and so does an email if such is the case wherein you need to communicate through emails.

Always remember the following points while sending your resume via emails:

  1. Always make sure that you are using an official email address to send your resume and cross check that the email address of the recipient is also correct.
  2. Write a suitable and relevant subject line for your email.
  3. Ensure that your email contains greeting/salutations and the body addresses your professional expertise in a brief manner.
  4. End your resume with your name and required personal details.
  5. Make it a habit that you cross check the attachments of your resume and cover letter before hitting the send button.

Still wondering how to send your resume via email?

You can directly go to our online resume builder for downloading a email-friendly PDF of your resume.

For more queries you can also write to team@hiration.com and get assistance from resume experts.