How to Word an Email When Sending a Resume: Tips and Tricks

When you’re sending a resume via email, it’s crucial to word your message in a professional and concise manner. This sets the tone for a potential employer’s view of you and ensures your email doesn’t end up in the spam folder. Below, you’ll find a quick overview, followed by a detailed guide on how to email your resume to make sure it stands out in a crowded inbox.

Step by Step Tutorial on How to Word an Email When Sending a Resume

Before we jump into the steps, it’s important to understand that your email is your first impression. You want to be clear, concise, and ensure that your email showcases you as the professional that you are. Let’s get started.

Step 1: Use a Professional Email Address

Start by using a professional email address, ideally one that includes your name.

Your email address is one of the first things a potential employer will see. It’s best to use an email that includes your first and last name. If your name is common, you may need to add numbers or initials, but avoid using nicknames or anything that could be deemed unprofessional.

Step 2: Craft a Clear Subject Line

The subject line should include your name and the position for which you are applying.

A good subject line is crucial—it’s your first chance to catch the hiring manager’s eye. Be sure to include the job title and your name. For example, "John Smith Application for Marketing Manager Position."

Step 3: Address the Hiring Manager by Name

If possible, address the email to the hiring manager by name instead of using a generic greeting.

A personal touch can make a big difference. If you know the name of the hiring manager, address them directly (e.g., "Dear Ms. Johnson"). If you’re unsure, "Dear Hiring Manager" is a suitable alternative.

Step 4: Write a Brief Introduction

Introduce yourself and express your interest in the position.

In the first paragraph, briefly introduce yourself and mention the job you’re applying for. Be sure to express your enthusiasm for the role and the company.

Step 5: Attach Your Resume and Cover Letter

Attach your resume and cover letter to the email, making sure they are properly formatted and labeled.

Make sure your documents are in a common format (like PDF) and are labeled with your name and the document type, such as "JohnSmith_Resume."

After you’ve sent your email, it’s time to wait for a response. In the meantime, you can continue to apply for other jobs or research the company further to prepare for a potential interview.

Tips for How to Word an Email When Sending a Resume

• Keep your email brief and to the point; hiring managers are busy and appreciate conciseness.
• Use a professional tone throughout the email; avoid slang and overly casual language.
• Make sure to proofread your email for spelling and grammatical errors.
• Follow any specific instructions for applying listed in the job posting.
• If you have a mutual contact, mention that in your introduction.

Frequently Asked Questions

Can I follow up on my application?

Yes, you can send a polite follow-up email if you haven’t heard back in a week or two.

Sending a follow-up email shows initiative and interest in the role. Just make sure not to pester the employer—give them enough time to process your application.

Should I send my resume as a Word document or a PDF?

It’s best to send your resume as a PDF unless the job posting specifies otherwise.

PDFs are generally preferable because they maintain your formatting and can be opened on any device.

What should I do if I don’t know the name of the hiring manager?

If you can’t find the hiring manager’s name, you can use a general greeting like "Dear Hiring Manager."

It’s always worth a quick search on the company website or LinkedIn to try and find the name, but if it’s not available, a general greeting is acceptable.

How long should my email be?

Your email should be brief—three to four paragraphs is sufficient.

Remember, your email is just a vehicle for your resume and cover letter. Keep it concise while making sure to include all the necessary information.

What if there’s a specific job ID I need to reference?

If the job posting includes a reference or job ID, make sure to include it in your subject line or email body.

This helps ensure your application gets to the right place, especially if the company is hiring for multiple positions.

Summary

1. Use a professional email address.
2. Craft a clear subject line.
3. Address the hiring manager by name.
4. Write a brief introduction.
5. Attach your resume and cover letter.

Conclusion

Sending a resume via email may seem simple, but it’s an art in itself. By following the steps outlined in this article, you can ensure that your email stands out to potential employers. Remember, the key is to be professional, concise, and to show a genuine interest in the position and company. Your email is the first impression you’ll make, so it’s worth taking the time to get it right. With a well-crafted email, you’ll be one step closer to landing that coveted interview and, hopefully, the job itself. Keep applying and refining your approach, and you’ll find your efforts pay off when sending a resume.