What to write in your email when sending a resume to an employer (with templates)

Don't know what to write in your email when sending your resume to an employer? We've got you covered.

Knowing what to write when emailing your resume can make the difference between securing an interview and being ignored.

If the employer has given clear instructions on what the email format should be, then follow those directions. This is common for graduate positions.

However, if there are no instructions then you can follow the best practices described below. Plus, we'll provide 2 email templates you can copy to keep things simple.

2 email templates for sending your resume to employers and recruiters

If you need an example email for sending your resume to prospective employers, feel free to copy one of the templates below for your first draft.

Email template 1 - Experienced candidates

This email template is best if you already work in a similar job or industry to the role for which you're applying.

Here's an example of that template in action:

Email template 2 - Graduates

If you're a student, it's best to put more focus on what interests you about the job opportunity. Of course, if you have relevant work experience then you can also include sections from the email template above.

Here's an example of that template:

How to email your resume: A few hints to bear in mind before hitting send

Before we get into what to say in the email with your resume, let's look at some quick tips that will help set you up for success.

• Work out who the recipient of the email will be. Try to find the name of the hiring manager or recruiter who's advertising this job. It helps your email to sound more personal.
• Remember to use a professional sounding email address. You want to send the email from an address like james.simpson@gmail.com. Do not use one like little_princess@gmail.com. If you're a university student, your university email is a great one to use.
• Send the email at an appropriate time. It's best to send the email early in the morning, ideally before 8am. This maximizes the chance the hiring manager will see it when they get to work and check their email. Also, send the email on a work day (Monday to Friday for most jobs).

Write a strong subject line. It's the first thing they'll see

A solid subject line significantly increases the chances that your email gets opened by the hiring manager or recruiter.

Firstly, check if the job advert contains instructions on how to email your resume. They may have an email subject format that you must use.

If that's not the case, then you should stick to this format:

Here's an example:

What if someone has referred me for the job?

If someone at the company has recommended you for the job, you should 100% include this in the email subject. Here's an example:

What to include in your email when sending your resume to an employer

If you can't think of what to write when sending your resume, follow these 5 steps. You can see a couple of examples at the start of this article.

1. Start with a formal greeting. Ideally address the hiring manager by name. If you can, try to find the name of the hiring manager. It might be on the job advert, or you could do some LinkedIn research. This approach sounds more personal. Start your email with "Dear Mark Zuckerberg" or "To Mark Zuckerberg". If you can't find their name, start with "Dear hiring manager".
2. Next, add an intro paragraph explaining who you are, why you're emailing, and what the email contains (your resume!).
3. In the 2nd paragraph, highlight why your relevant experience for the job and any achievements you've had in previous roles. This is a great place to include any required skills on the job advert that you possess.
4. End with a call to action. You can also propose next steps. Say you're looking forward to hearing back and hope to be invited to interview.
5. Sign off professionally and include your contact details. If you included the hiring manager's name at the start of the email, end with "Yours sincerely". If you wrote "Dear hiring manager" (i.e. you do not know the name of the person you're emailing) then end with "Yours faithfully". Include your name and email address as a minimum. You can also add your phone number and LinkedIn profile.

Remember to keep your email brief. Hiring managers and recruiters tend to be busy and won't read a long email (however well it's written).

Attaching the files - your resume (and cover letter)

DO NOT FORGET TO ATTACH YOUR RESUME.

I know that sounds obvious, but it's amazing how many people forget. Applying for jobs can be stressful after all.

What's the best format to send my resume in?

The best format for sharing your resume is PDF (.pdf). PDF documents can be viewed on virtually any computer or mobile regardless of whether they're running Windows, macOS, Linux etc.

What to check before sending your resume via email

To make sure your email has the desired impact, here's a checklist to go through before hitting send.

1. Is your resume definitely attached?
2. Check you've spelt the hiring manager's name correctly (people hate it when you misspell their name)
3. Read your email through to check for spelling or grammar mistakes. If these aren't your strongpoints, get a friend or family member to proofread your email content. Or, you can get ChatGPT to review it.
4. Also check your resume for spelling and grammar mistakes. Hiring mangers may feel you're careless if there are mistakes
5. Avoid using any colorful fonts, pictures, and emojis in your email unless you feel they're appropriate for the position

Key takeaways on what to write in your email when sending your resume

Sharing your resume with a hiring manager by sending a well crafted email can be a very effective approach. It can help you bypass ATS algorithms that filter out resumes before they even reach the recruiter or hiring manager.

Here are the key takeaways on how to write a great job application email:

1. Try to find the name of the hiring manager or recruiter to include in your email
2. Send your resume early in the morning on a working day
3. Make sure your resume sounds professional. Look at our templates above for examples
4. Keep your email brief, people are too busy to read an essay
5. Make sure your resume is attached before sending. Ideally send your resume in PDF format with a professional file name like james-simpson-resume.pdf
6. Ask someone to proofread your resume and email before hitting send

Once you've sent your resume, wait for 2-3 working days before sending a follow-up email.