What to write in an email when sending a resume: template + tips

In our current digital age, it’s still common for businesses to advertise available roles online and request that job applications are sent in via email - whether it goes directly to the hiring manager's inbox, or to the company's central careers and jobs email address.

Quite a different experience to applying for roles via a job board or online portal, it's a crucial factor you need to think about during your job search. How do you send a resume via email that’s concise and still stands out?

For starters, it’s critical to read the employer’s instructions for the job application. If you send your resume using the wrong method or in an incorrect format, you’ll show a lack of attention to detail and risk having your application overlooked or missed altogether. Or, if the organisation is hiring multiple roles and specifically uses a job reference number, which you fail to include in your email application, it's unlikely the hiring manager will spend any time trying to figure out which job it belongs to.

To make things easier, we’ve created this simple guide on how to email a resume and it includes a resume template that you can use to tailor when applying for jobs by email.

Tips for sending your resume to an employer via email

When applying for a job by email, double-check the instructions in the job listing to make sure you’ve ticked all the right boxes. Is your resume file in the correct format? Do you need to include a separate cover letter or can the body of your email be your cover letter? Do you need to use a specific subject line or quote a job reference number? Getting these small div right will help ensure your resume is looked at and considered for the role.

If there are no specific instructions about how to send your resume via email, stick to the following:

1. Keep it succinct

Introduce yourself, explain why you are writing the email, and outline the documents you have attached. Include a warm but professional sign-off expressing that you hope to hear from the hiring manager further.

2. Triple-check your message and documents

Run your email message, resume, cover letter, and any other documents through a spelling and grammar check, and read over each piece to ensure it makes sense. Importantly, ensure you have tailored it to the current job you are applying for, as your CV and cover letter templates may still mention a previous business name from a past job application.

3. Use a professional email address

You might like to email your friends from StarWars_Lover_88@hotmail.com, but for job applications you should use a professional email address that contains all or part of your first and last name.

4. Send yourself a test message

Before you send the email to the employer, send yourself a test message with your documents to make sure all the formatting is correct and that all the attachments open as they should.

5. Personalise your email for each job application

While it may be tempting to use the same email for every job application, personalising your message can make a significant difference. Research the company and their culture, and tailor your email to show that you are genuinely interested in the specific role and company. This can be achieved by mentioning specific projects, initiatives, or values that align with your experience and goals.

6. Use a clear and informative subject line

A clear subject line is vital for capturing the attention of the hiring manager. The subject line should include the job title or reference number, if available, and your full name. For example: "Marketing Manager Application - Jane Doe". This makes it easier for the hiring manager to identify your application among others and highlights your professionalism.

7. Format your resume and attachments correctly

When sending your resume and other attachments, make sure they are in a universally accepted format, such as PDF. This ensures that the documents will be displayed correctly, regardless of the software used by the hiring manager. Also, label your files clearly, including your name and the document type (e.g., "Jane_Doe_Resume.pdf").

8. Follow up on your application

After sending your resume email, consider following up with the hiring manager or the company's HR department after a week or two. This demonstrates your continued interest in the role and helps keep your application at the top of their mind. Be respectful and professional in your follow-up email, acknowledging the hiring manager's busy schedule while reiterating your enthusiasm for the position.

Sample email to send resume for job - template

Wondering how to send a resume email? Not sure what to say when emailing a resume? Follow this email template as a starting point and be sure to tailor it to suit the job you are applying for, while also following any specific instructions in the job ad.

Email subject: [Job Reference Number and/or Job Title] – [Your Full Name]

Email body: Dear [Hiring Manager’s Name],

Please find attached a copy of my resume and a cover letter for the [Job Reference Number and/or Job Title] position at [Company Name], as advertised on [Job Ad Source].

With [X] years’ experience in [areas of expertise and skills] and a proven record of [list 3 key achievements], my goal is to leverage my expertise to help [Company Name] succeed in achieving [company vision/team goals].

I look forward to hearing from you to discuss this exciting opportunity further.

If you need any additional div from me, please don't hesitate to get in touch.

Yours sincerely,

[Your Name]

[Your Email and Phone Number]

[Additional links, such as your LinkedIn profile or online portfolio URL]