/ Resume Writing

Emailing a Resume: The Complete 2018 Guide with Examples

Emails are the new age letters.

Emailing a resume is like posting a letter. Or not!

In this post, we will show you exactly how to send your resume to the employer. You will then be able to draft a professional email which will get you noticed by the recruiter.

Before emailing a resume, you should have it ready.

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

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

Now that you have your professional resume and cover letter ready, let us learn how to email a resume.

Emailing a resume is not as easy as it seems.

There are various steps involved in submitting 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?

A big question regarding resumes is that why should it be mailed?

Sending the email to the recruiter makes it appear more personalized.

The recruiter is looking to find the perfect candidate. Your resume mail helps them clear a lot of things about you as a potential hire. Your resume mail to the company is an opportunity in disguise.

It differentiates you from all the resumes that go to the employer via other platforms.

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

Quick Tip: In the resume world, it works on the first come, first serve basis. In fact, if you apply on Mondays, it is likely to give you a better chance at grabbing your job.

Find the Hiring Manager

The first step before sending a resume mail is to ensure that you have the right email address.

This email address must be of the hiring manager. Other people like CEO's, Product Managers etc are not responsible for hiring employees and interns.

If you do not have the right email address, you can search about the company's profile on Google or LinkedIn. Another option is to call at the company's office reception and ask for the required details.

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

hiringmanagername@company.com

OR

firstname.lastname@company.com

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

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

It must be ensured that your email id does not contain any slangs like cool/hot etc. This will make you look insincere in the recruiter's mail box. So why risk your job?

Also, do ensure that you don't email the resume using yahoo or hotmail ids. They are outdated and using them makes you appear outdated. Use either your personal domain or Gmail.

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

What does your Subject Line say?

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

The employer has a lot of applications that he has to go through on a daily basis. To make your application stand out, you must include a catchy subject line.

Your subject line must tempt the recruiter to open it and make the mail irresistible.

The subject line should contain the description of the job, that you are applying for. It is very impressive if you can include your highest achievement in the subject line.

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 subject line could be:

Highly skilled/Prolific Management Professional Seeks Assistance Manager Position with ABC

You can make your subject line more powerful by starting it with power verbs. Have a look at some of the best power verbs for resumes.

Writing the Email Body!

In step three, we proceed to the body of the email.

Some simple rules of thumb for your professional resume mail are:

1. Keep it short and simple

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

In the email body, be sure to specify who you are, why you are contacting the organization and what value you would add to the organization. It filters you from the rat race and makes you a priority of the recruiter.

Once you edit the email body/ cover letter, you must get it proof read.

Quick tip: Run it through a spell check!

2. Avoid any formatting in the email text

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

Remove any colors and keep the font style simple and size readable for the recruiter.

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 and bucketing 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. Mention the attachments clearly

3 things can happen when you are emailing your resume and cover letter:

  • You include both the cover letter and resume in the email itself
  • You include cover letter in the email and resume in the attachment
  • You include your cover letter and resume in the attachment

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

If you are attaching your documents, consider the format in which you send them before sending the mail. 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.

Also, do not forget to name your resume accordingly. You should include your first name and last name in the document name.

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

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

Sign or Signature

Ending your resume email is equally important.

Instead of simply signing off 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 chance simply because they were not available when the recruiter decided to call them back.

Try to include as much details as you possibly can. Example: Email id, LinkedIn profile, Phone number, etc.

Press SEND

Before hitting send, a better option would be to email yourself.

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

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 your resume reviewed by our professionals before you send it. Go through our website here.

A sample template

Dear [Hiring Manager’s Name],

Possessing a track record of [quantified and quality achievements], I'm a [no. of years] years experienced, value-driven and result oriented person. Highly skilled in [best skill/s] to help your company reach exceptional heights.

Looking forward to meeting you in person.

Please find attached a copy of my resume and cover letter for [job profile/field].

Sincerely,

[Your name]

[Your job title/field]

[Email address]

[LinkedIn profile]

[Phone number]

Attachments:

Andrew-Murphy-Resume.pdf
Andrew-Murphy-Cover-Letter.pdf

Happy Resume Writing!