do i send my cover letter as an attachment

Should I Attach A Cover Letter Or Write It In The Email

In This Guide:

Should i attach a cover letter or write it in the email.

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It's best to include a cover letter as a separate attachment in PDF format and also write a brief introduction in the body of the email highlighting your interest in the position and the attached cover letter. This way, the hiring manager can easily see both your email and cover letter in one place and it can also help to ensure that your formatting remains intact.

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Tips for Sending Email Cover Letters With Samples

How to Send an Email Cover Letter and Resume

• Send a Cover Letter Attachment
• Send an Email Cover Letter
• Contact Person, Subject, and Signature
• Check Spelling and Grammar

Send a Test Message to Yourself

Review a sample email cover letter.

• More Sample Cover Letter Emails

Marc Romanell / Photolibrary / Getty Images

What should you include in an email to apply for a job, and how should you send it? An email cover letter is a document sent with your resume to provide additional information on your expertise. It is written to provide information on why you are qualified for the job you are applying for and to explain the reasons for your interest in the company.

When you're sending an email cover letter, it's important to follow the employer's instructions on how to submit your cover letter and resume.

The job posting may specify the type of file you need to send, and how you should send it. If not, you can follow the instructions below to easily get your documents to the hiring manager.

It's also important to make sure that your email cover letters are written as well as any other correspondence you send. Even though it's quick and easy to send an email, it doesn't mean that you should write anything less than a detailed cover letter focused on why you are a good match for the job you are applying for. Here are some tips for sending email cover letters.

Sending Email Cover Letters and Resumes as Attachments

• If the job posting says to include your cover letter and resume as an attachment, you can easily attach PDF files to your email message. 
• If your cover letter and resume are Word documents, click “File, Save As, PDF (.pdf)” to save your documents as PDF files.
• For Google Docs files, click “File, Download, PDF (.pdf)” document. 
• PDFs are more professional, they retain the format, and they cannot be edited by someone else after you’ve shared them. 
• Save the files with your name, so they don't get mixed up with other applicants' materials, e.g., yournamecover.pdf.

Need more help? Here's a step-by-step guide to sending your resume and cover letter as an attachment .

Sending Email Cover Letters Without Attachments

• Some employers do not accept attachments. In these cases, paste your cover letter into your email message.
• Use a simple font and remove any fancy formatting. 
• The best way to do this is to copy the content from your original resume and cover letter, and then “Paste Special, Unformatted Text” into the email message.
• You can “Paste Special” by left-clicking inside the body of the email and selecting "Paste Special" from the dropdown menu.
• You don’t know what email provider the employer is using, so simple is best. The employer may not see a  formatted message  the same way you do. So if it’s plain text, you can be sure it will render correctly.

Contact Person, Subject Line, and Signature

• How to Address an Email Cover Letter : Here's how to address a cover letter sent in an email message, including what to use when you have details of a contact person, and how to address it if you don't.
• The Subject Line of Your Message : Make sure you list the position you are applying for in the subject line of your email, so that the employer is clear as to what job you are applying for. For example, Subject: Jane Doe, Social Media Manager Position.
• Include Your Signature: Include an email signature with your contact information, comprising name, address, email address, and telephone number, so it's easy for the hiring manager to get in touch with you.

Double-Check Your Letter for Spelling and Grammar

Make sure you spellcheck and check your grammar and capitalization. They are just as important in an email cover letter as in paper cover letters.

Send the message to yourself first to test that the formatting and attachments work. If everything looks good, resend to the employer.

Here's an example of an email cover letter. Also see below for more samples.

Sample Email Cover Letter

Subject: Administrative Assistant/Receptionist Job – Roger Smith

Dear Ms. Cole,

I was excited to see your listing for the position of administrative assistant/receptionist at ABC Market Corp. I believe that my five years' experience in office administration and my passion for your products make me an ideal candidate for this role.

You specify that you’re looking for an administrative assistant with experience scheduling appointments, maintaining records, ordering supplies, and greeting customers. I’m currently employed as an administrative assistant at XYZ company, where I have spent the past five years honing these skills.

I’m adept at using all the usual administrative and collaboration software packages, from Microsoft Office and SharePoint to Google Docs and Drive. I’m a fast learner, and flexible, while always maintaining the good cheer that you’d want from the first person visitors see when they interact with the company.

I have attached my resume and will call within the next week to see if we might arrange a time to speak.

Thank you so much for your time and consideration.

Roger Smith Phone Email LinkedIn Profile URL (optional)

More Sample Email Cover Letters

Review more sample email cover letters and templates for a variety of role types.

• Email Cover Letter Template : Template to use when creating an email cover letter.
• Sample Email Cover Letter Message : Sample cover letter email message to use to apply for a job.
• Sample Email Cover Letter With Attached Resume : Sample email cover letter to use when you are sending your resume as an attachment.
• Email Cover Letter - Part-Time Job : Email cover letter sample for applying for a part-time job.
• Email Cover Letter - Summer Job : Email cover letter sample for applying for a summer job.
• Professional Email Message : Sample professional email to use for job search or for asking for professional assistance.

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Email Cover Letter and CV | Sending Tips and Examples

What is an email cover letter?

An email cover letter is essentially a job application email through which you apply for a job. The email must contain your cover letter, either in the body of the email or as an attachment, and your CV as a separate attachment.

Do you need to send your CV and cover letter via Email?

With the massive technological boom over the past decade, we have seen the dramatic rise in email applications. Sending an email is free, it doesn’t require a stamp, visit the post office or a trip to the company you’re applying for. It all happens within seconds and with just one click of a button.

There are two main reasons why you would send an email to a recruiter:

• When you’re applying for a job
• When you’re enquiring about job opportunities at their company

In this guide, we will mainly focus on applying for jobs that have already been advertised . However, read on as there are also tons of tips and examples for those who wish to inquire about job opportunities via email.

The format of an email cover letter + template

The format of an email cover letter slightly varies from the format of a standard cover letter. For example, there is no need to include your personal details such as name and address on the right side of the letter because your attached CV will already contain all this information. Moreover, it will take up valuable space.

Your email to the recruiter should be in the following format:

Click here to download this template.

Before you start…

1. Have your perfect CV and cover letter ready

Before working on drafting your email, make sure that you have already written and prepared your CV and cover letter. Check out How to write a Cover Letter and How to write a CV guides for more tips and examples.

2. Be formal

The job application process is a formal process. As such, you have to have a formal approach to writing your email job application.

• Don’t use contractions (e.g. I’m instead of ‘ I am ‘ or Let’s instead of ‘ Let us ‘)
• Write in complete sentences
• Write in paragraphs (not in short lines, as you would in text messaging)
• Use formal greeting (use ‘ Dear Sir/Madam ‘, ‘ Dear [Surname], ‘ or ‘ To whom it may concern ‘ rather than ‘ Hey ‘, ‘ Hi ‘, or ‘ What’s up? ‘)
• Don’t write in capitals (IT’S NOT NICE TO READ TEXT IN CAPITALS!)

You can find more information on formal writing here .

3. Use a professional email address

You must use a professional email address when contacting the recruiter.

It should be:

• It should be short in length
• It should contain your name
• It shouldn’t contain any/many numbers

Acceptable examples:

• [email protected]

Unacceptable examples:

4. Keep it short and to the point

You only have one chance to grab the attention of the prospective employer, so keep the letter short and to the point. Employers only tend to scan CVs and cover letters for less than a minute. Anything longer than a single side of A4 will most likely not be read or considered. Why take the chance? You will have plenty more opportunities in the later stages of the recruitment process, including during the job interview, to fully impress the prospective employer.

5. Write the content of the email in a separate document first

It is highly recommended to write your letter in a separate Word document first rather than typing it up on the actual email client in one go. This is because there will be a smaller chance of losing your work because of the loss of internet connection or the software crashing in the middle of writing your letter.

It also gives you additional time to properly check your written document for grammar and spelling mistakes.

How to send a cover letter and CV via email

Let’s get started…

1. Email subject line for job application

The subject of your email should be the job position followed by the job ID or job reference number:

• IT Manager (ID: W124)
• Receptionist (Job Ref. A2014)
• Cleaner (Job ID: AFT2421)

That’s all that is required.

If you decide to add anything extra, e.g. including your name or a short message, please keep it short as there is a limit on how much of the subject line will be shown to the recruiter when they receive it in their inbox.

Do not write your subject line in capital letters

Some applicants, in a desperate attempt to make their email stand out from the rest, write the subject line of their emails in capital letters, like this:

This is not recommended for two reasons:

• It is awful to read, and;
• You come over as either too desperate or too aggressive. In the worst case scenario, you come over as both.

QUESTION: Should you write the cover letter in the body of the email or send it as an attachment?

Some employers prefer attachments, whereas others prefer the letter in the body of the email. Please check for company requirements on the job advertisement. If the company has not specified their preference, it is up to you how you’d like to send your cover letter to them.

It’s decision time!

As previously stated, there are two acceptable ways of doing this:

1. Include the cover letter as an attached file

If you decide to attach your cover letter separately to the email, always write a short message in the body of the email introducing yourself and giving the reason for emailing the recruiter – don’t leave it blank! The content of your email body should be short, informative and to the point:

Another good example:

Please find attached my CV and Cover Letter for the position of Senior Research Fellow.

I look forward to hearing from you!

Kind regards, Michael Harper.

2. Write the cover letter in the body of the email

This is the most popular way of sending an email job application.

I can already hear you ask “which one is better?” glad you asked.

Our recommendation is to write the cover letter in the body of the email. It gives the opportunity to make a strong and memorable first impression, allowing you to grab the prospective employer’s attention within seconds.

If you send it as an attachment, on the other hand, the employer has to take the additional step of finding and opening your letter in order to read it. Some recruiters will not open attachments out of fear of infecting their computers by viruses.

Warning: Don’t include the same cover letter in the body of the email and as a file attachment. That is just a weird thing to do and makes you look very indecisive.

The remainder of the guide will show you step-by-step how to write your email covering letter in the body of the email:

How to start an email

2. employer’s personal details.

The first few lines of your letter should be the personal details of the recruiter:

• Recruiter’s full name
• Recruiter’s job title
• Company name
• Company address

Good example:

3. Opening salutation/greeting

The next line of your covering letter is the opening salutation, which should be written in the following format:

“Dear” followed by their honorific title (Mr, Mrs, etc.) and surname.

• Always use formal greeting (e.g. ‘ Dear Sir/Madam ‘, ‘ Dear [Surname] ‘ or ‘ To whom it may concern ‘ rather than ‘ Hey ‘, ‘ Hi ‘, or ‘ What’s up? ‘)
• It’s always best to find out the name of the employer to whom you are written the letter. This makes the letter more personal and convincing.
• If you’re addressing the employer by name, only include their surname (Dear Mr Kent) and not their full name (Dear Mr Simon Kent).

The next line should include today’s date in full ( 10 November, 2018 instead of 10/11/18 ), aligned to the right.

5. Introductory paragraph

State the reason why you are writing this covering letter.

For example:

I am writing to express my interest in the Electrical Engineer role listed in The Worcester News, 19th of March 2017. After carefully reviewing the job requirements, I feel I have all the necessary experience and technical skills to excel in this position, and I would wholly appreciate your consideration.

• These are the first few sentences that the prospective employer will be reading about you; make sure the introductory paragraph is short , to the point and is written for high impact .

6. Paragraph 2

In this paragraph, clearly outline the reasons why you would be a suitable candidate for this position. Make mention of your relevant education, qualifications, work experience, strengths, skills and abilities.

I graduated in 2014 with a first-class degree in Librarianship from the University of Essex, and I worked for a year as a Junior Librarian at Summerfield College. Both my education and work experience have given me a great insight into the purpose, function and processes of libraries. I am trained in all the standard library information and data management systems.

• Try to back up your statements with real-world examples. For instance, if you wrote that you have an “ excellent track record in sales “; back it up by tangible and verifiable performance information, e.g. by stating that you “ increased the company’s sales by 23% in six months. “

7. Paragraph 3

Following on from paragraph 2, expand on more reasons why you would be the ideal candidate for this job position.

I graduated in 2015 with a 2:1 degree in Business Management from the Queen’s University Belfast, something which kindled my passion for business and the economy. I studied a broad variety of topics ranging from Marketing Principles and Corporate Responsibilities to Leading Change and Strategic Management. I am a driven, ambitious and analytical individual with the excellent ability to analyse current business operations and offer meaningful solutions based on the findings.

8. Paragraph 4

This is going to be the final information-packed paragraph of your cover letter. Mention any other selling points that you have and state the reason why you are interested in working for this particular company.

I am especially attracted to joining your organisation because of the emphasis it puts on long-term growth and training within the company. Challenges motivate me, and I believe that I would be able to bring together my prior knowledge and skills as a competent Recruitment Officer. I am confident that my records of impressive accomplishments over the past few years prove that I will become a valuable asset to Lancefield Recruitment.

• Do research about the company you are applying for and use your findings to draft this paragraph. This will make you look interested, intelligent and resourceful in the eyes of the prospective employer.

How to end the email

9. closing statement.

The final paragraph is usually a polite call for action in which you state that you are looking forward to meeting the prospective employer. It must also contain a reference to your CV that you have attached with the application.

Useful phrases you can use:

• Please find attached my CV for your consideration.
• I have attached my CV with this email.
• For your consideration, my CV is attached with this email.

10. Closing salutation

The closing greeting should be “Yours sincerely” only if you addressed the employer by name (e.g. Dear Mrs Sanders) at the beginning of the letter.

If you used “Dear Sir/Madam” or “To whom it may concern” as the opening greeting of your letter, it should end with “Yours faithfully.”

Other alternatives that you may use instead of “Yours faithfully”:

• Best regards
• Kind regards
• Best Wishes

11. Signature & Sender’s name

Sign off the letter with a signature followed by your name.

If you do not have a scanned or electronic signature, you can write the signature in the following format:

• Email address
• Telephone number
• LinkedIn profile – optional

That is it – you should now have a perfectly written email cover letter!

• Don’t rush by writing and sending your email in one go – you will most likely forget to include important things or make many factual, grammatical or spelling mistakes. Write a draft version first, take a break, and then come back again in a few hours time to review it.
• Don’t forget to attach your files ! You only have one chance to make a good impression, make sure you don’t mess it up with clumsy mistakes.
• Send a test email to yourself first to double-check the email’s format and whether attachments can be opened.
• Give the attachments identifiable file names, for example, “ Julia_McCaree_CV.pdf ” is better than “ newhkh34.pdf “

Shall I send my documents in Word (.doc or .docx) or PDF format? Both methods are acceptable. However, we recommend you send it as a PDF file because that will preserve the format and presentation of your documents; including margins, padding, spacing and indentation.

How do I find out if my job application email has been received? Unfortunately, you can’t be sure whether the employer has opened or read your email unless they tell you so. Some email clients allow you to ask for a “Read” receipt after the sender has opened your email. However, you will only receive a “Read” receipt if the recipient decides to send you one.

After how many days shall I follow-up my application? Most job vacancies will state the timeframe in which you should hear back from them if you have been shortlisted for an interview. Many job vacancies will state: “If you do not hear back from us within 2 weeks time, please assume that your application has been unsuccessful this time.” If, however, this is not specified you should get in touch with them after a week to follow-up on your initial application.

Should I use the “ high importance ” flag when sending my application? No, not really. The high importance flag has lost its value years ago. Besides, there is a chance that you will come across as rude as why should your job application email be more important or urgent than those of other senders? More than 90% of emails are sent without one.

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• Cover Letter Tips

Should You Combine Your Cover Letter and Resume into One Document?

The internet has impacted virtually every area of life, including the job search process. Gone are the days when a job seeker would simply hand an employer a cover letter and resume in paper form. Today, more companies than ever accept digital copies of those job search documents.

In fact, many companies and employers now only accept emailed digital cover letters and resumes so they can make use of applicant tracking systems (ATS). Unfortunately, there’s been little effort to standardize submission processes, and that can make it a little confusing for the average job seeker.

For example, how should you submit your emailed resume and cover letter? Should you send them separately or combine them into one document? In this post, we’ll examine both options and offer the advice you need to make the best decision.

What’s the difference between a cover letter and resume?

Before you decide whether to combine your cover letter and resume into one document, it is helpful to make sure that you fully understand each of these important tools. The fact is that each of these documents has its own role to play in the job search process, and they have some major differences:

Each of these documents serves a distinct purpose in the job search process. Resumes are designed to provide an employer with an easy way to quickly assess your qualifications. The main purpose of a cover letter is to help the employer understand your motivations, goals, and personality. Both are important documents, but they are not interchangeable.

Your cover letter should be a targeted document that focuses on your qualifications for a specific job role. It should contain information about why you are the best candidate for the position and what you hope to achieve for the employer if you are hired. Your resume is more of a marketing tool that highlights your skills, relevant work experience , and educational qualifications in an easily digested summarized format.

Structure and format

These two documents also have dramatically different structures and formats . Your resume will be divided into specific sections for easier consumption and will include bullet point lists of relevant skills and achievements. Cover letters look more like any other written communication, conveying your message in full sentences and paragraphs.

Cover letter and resume: to combine or not to combine?

Let’s get right to the main question here: should you combine your cover letter and resume into one document? As a general rule, you should try to avoid it wherever possible. Since resumes and cover letters serve two very different roles in the job search process, they should be treated as separate documents. The only time you should even consider combining these two documents is when the company has instructed you to do so.

Review the instructions

Whenever possible, it’s a good idea to get the submission guidelines for the position straight from the source. That means asking the company’s hiring manager how your resume and cover letter should be sent. If there are clear instructions, it’s important to follow them to the letter to maximize your chances of receiving the right type of attention. On those rare occasions when a company wants a combined document, the job posting will usually include that instruction.

Why you should not combine these two documents

In most instances, however, you will discover that the instructions are vague. Perhaps the only instruction is that your resume must be emailed. If that’s the case, then you should always choose to leave these two documents as separate files. There are several very good reasons to do so:

If you include these two tools in one document, applicant tracking systems may reject it. That can happen if the ATS mistakes your cover letter for a resume and assesses it based on its rules for resume approval.

Hiring managers often want to go directly to your resume to review your qualifications. If your cover letter is part of that document, it could be a distraction that frustrates your reader.

Your cover letter and resume serve different purposes. Keeping them separate helps to ensure that each document receives the attention it deserves.

What if employers request that your cover letter and resume be combined?

As we noted above, there may be times when a specific employer requests that a resume and cover letter be sent as one document. Obviously, that request should be honored if you want to be considered for an interview. The important thing then is to ensure that you combine them properly. The following tips can help:

Decide which document you want the employer to see first

Since the cover letter serves as your introduction, there is a case to be made for putting it in the front of the resume. If you want to make sure that the ATS scores your resume properly, however, you may want to put the resume at the beginning of the document. That can also help hiring managers quickly access your qualifications.

Create a new document

Make sure that you create an entirely new document for your combined file. That will enable you to keep them separate for other companies and submissions. Then copy and paste your resume and cover letter into this new document. Be sure to save the file with an appropriate file name. For example: JohnSmithResumeCoverLetter.docx or JohnSmithResumeCoverLetter.pdf.

Use proper formatting

When you paste each document into your combined file, make sure that you retain the original formatting. Also, be sure to include a page break at the end of the first document so that the next document begins on a fresh page.

Submit the combined file

Once you have your new combined file, submit it to the company. If the online job posting includes submission instructions, follow them to the letter. Otherwise, simply send it to the appropriate email address.

How to email your cover letter and resume

When emailing your cover letter and resume, either include the cover letter as an attachment or copy and paste its text into the email message. Don’t do both. 

It is generally recommended that you submit both the resume and cover letter as file attachments rather than having any part of them in the body of your email message. What you can include in the email text is confirmation that you have attached the resume and cover letter files.

Of course, you also need to decide whether you want to submit a Word document or a PDF file. Once again, review the job board instructions to see what the company is requesting. If there is no specific option listed, then the best thing to do is to submit each document in a Word file. 

Sample cover letter and resume template

Below, you will find a resume and cover letter template that you can use to ensure that your job search documents contain the information that employers want to see. You can use these templates to guide you as you create your own cover letter and resume:

Resume template

[Your first and last name]

[Your Phone number]

[Your Email address]

Professional Summary

[No more than three sentences highlighting your qualifications, experience, and achievements.]

Core Competencies

[Bullet point list of your relevant skills. Use multiple columns to list 12-15 top skills ]

Employment History

[Company name], [city], [state] | [Employment dates]

[Job title]

Job responsibility and achievement

[Repeat employment history for additional jobs, in reverse chronological order]

[Name of school], [city], [state]

[Degree], [major]

[Date you graduated] It should be noted that you don’t have to include education dates if you graduated more than one year ago. 

Certifications/Licenses

[Name of certification or license, organization providing it, and relevant dates]

Awards and Achievements

[Award, honor, achievement]

Cover letter template

[Your city and state]

[Recipient's first and last name]

[Company name]

[Company address]

Dear [Recipient's name],

My name is [your name] and I am interested in discussing the open [position name] position at your company. I have [length of experience] experience as a [your profession] and am confident that I can provide a great deal of value for your company if hired.

I have recently been employed at [relevant employer name], where I was responsible for [cite job duties using keywords that match the skills needed in the open position]. Prior to that, I [provide examples of job duties that show your qualifications to fill the company’s open job]. I would love to have the opportunity to use these skills as part of your team.

I have included my resume with this letter so that you can evaluate my qualifications and experience at your leisure. I appreciate your consideration and look forward to having the opportunity to discuss the position with you in greater detail.

Respectfully,

[Your name]

You should choose to send your cover letter and resume as separate documents, unless the company has instructed you to combine them into a single file. More importantly, make sure that you get those critical job search tools into the right hands so that you can increase your chances of landing an interview!

Want to know whether your resume has what it takes to capture a hiring manager’s interest? Get a free resume review from our team of experts today!

Recommended Reading:

How to Tailor Your Resume to Different Positions (Examples)

How long should a resume be in 2023?

How to Get Your Resume Past the ATS Scans

Ken Chase, Freelance Writer

During Ken's two decades as a freelance writer, he has covered everything from banking and fintech to business management and the entertainment industry. His true passion, however, has always been focused on helping others achieve their career goals with timely job search and interview advice or the occasional resume consultation. When he's not working, Ken can usually be found adventuring with family and friends or playing fetch with his demanding German Shepherd. Read more resume advice from Ken on  ZipJob’s blog .

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Job seekers initially struggle with the issue or whether or not to send a cover letter with the resume at all. After that has been settled, a sometimes more complicated issue arises over how to send the cover letter to the employer. Some hiring managers expect and prefer that applicants send both job search documents to the company's email address, sometimes as attachments, but not always. You want to do your best to appease "selecting officials" during the hiring process, showing that you understand how to be a professional and follow instructions.

Job Advertisement

Carefully review the employer's application instructions before sending the cover letter anywhere. Many people find leads on job bank websites, which include full job descriptions, as well as an "Apply" button at the end of the text. Click that hyperlink to discover the employer's preference for receiving both the cover letter and resume documents. In some cases, the installed email client, such as Microsoft Outlook, Gmail or Yahoo! Mail, automatically opens on the computer you are using. Alternatively, some employers redirect you to their company's "Employment" website to begin the application process, which includes instructions about how to send the cover letter.

Default Attachment Instructions

Don't feel stumped if you can't find any instructions in the job advertisement. Kim Isaacs is a resume expert for the Monster.com website, and her recommendation is to copy and paste the text of your cover letter into the body of the email message, by default, instead of attaching the word-processed document itself. In addition, she recommends that you convert text in the email message to a "plain-text" or ASCII format, which uses a basic font and little-to-no special formatting. Most email client applications include a button or link that automatically converts formatted text to plain-text. Keep your resume document in its word-processed format and follow normal attachment procedures, unless the employer states otherwise.

Combined With Resume

Email attachments, such as word-processed documents, can harbor viruses and other malware that adversely affects companies' computer systems. While most businesses have anti-virus, firewalls and other security measures in place, many recruiters and hiring managers refuse to open attached cover letters and resumes in email messages from applicants. Alternatively, the employer may prefer that you copy and paste the text from both documents into the body of the email, again, usually in plain-text format. Paste the text of the cover letter before the resume. Include a message at the end of the cover letter, such as "Please see resume below."

Web-Based Job Applications

Many employer application websites feature an "Upload" button, which allows for direct sending of the cover letter and resume documents to the hiring company's applicant tracking system. Alternatively, you may have to copy and paste your cover letter text into a form-field on the Web page, and then hit the "Submit" button. Although "attachment" is often associated with email during the job search, employers have ultimate control over how applicants can express interest in new job opportunities.

• Resume Power: Cover Letter FAQ
• Microsoft Office: Outlook: Change the Message Format to HTML, Rich Text, or Plain Text
• PRWeb: Sometimes It's the Simple Resume That Stands Out
• Career One Stop: Job Search -- Online Applications
• Resume Power: How to Email a Text Resume
• Recruiter.com: Did LinkedIn Kill the Cover Letter?

Damarious Page is a financial transcriptionist specializing in corporate quarterly earnings and financial results. Page holds a medical transcription certificate and has participated in an extensive career analysis and outplacement group workshop through Right Management. The West Corporation trained and certified him to handle customer support for home appliance clients.

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• 1 How to Attach a Cover Letter to a Resume When You Have to Use an Employer Website
• 2 What Is a Soft Resume?
• 3 How to Send a Cover Letter & CV by E-mail
• 4 How to Create a Download File for a Resume

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• What to Say When Emailing a...

What to Say When Emailing a Resume (with Examples)

10 min read · Updated on January 11, 2024

Introduce yourself professionally when you email your resume

You've written the perfect resume and tailored it to the role you're aspiring to. What should you do next? A few years back, you'd have printed it off on some quality paper, addressed an envelope in your best handwriting, posted it off, and settled in to wait for a response. These days, though, it's more common to email your resume. It's faster, it's more professional, and it's easier to share a file than a printout.

But if you're going to email your resume, what should you say? Should you attach a cover letter? How much detail should you include? 

So many questions! 

But fear not, TopResume is here to help you decide what to say when emailing a resume, and we have answers to all these questions and more. Settle in as we guide you through it.

Should I email my resume?

Yes! It's absolutely fine to email your resume when you apply for a job. In fact, it's usually preferred to printed correspondence these days. Of course, the most important point is that you should follow the instructions on the job posting. If it requests a printed resume or a resume uploaded via an online portal, you should definitely apply in line with those instructions. However, if there are no specific instructions, an email application is advisable. Just make sure you're addressing it to the right person!

General rules for emailing your resume

Before we get into the specifics, let's refresh on some general guidelines for emailing your resume to a company. After all, first impressions count, so using proper email etiquette is important.

Use a professional email address. “ HotLips69@...” may have seemed cool and funny when you set up the account, but does it really convey that you're a credible professional? If necessary, set up a new email account to use for job applications – and remember to check it regularly for responses!

Add a clear subject line. Make the point of your email clear with a logical  subject line – you could include the job title of the vacancy you're applying for, for example, or refer to the fact that the email is a job application or resume.

Choose a professional greeting. Think “Dear [name],” or even just “[name],” rather than “Hiya” or “Greetings.” While email is less formal than a letter, you still need to keep the tone professional.

Be concise. Short,  snappy paragraphs are easier to read on a screen, and no one wants to trudge through pages of waffle to find the information they need. Respect the reader's time by keeping it simple.

Add a formal sign-off. A version of “thank you” and your name is sufficient – you may also want to add your professional title, a contact number, and a link to your portfolio if you have one.

Don't forget the attachments! Make sure that you've actually attached your resume (and your cover letter, if required). Ensure they have sensible file names, too: “Jay Miller – Resume” or “J Miller – Sales Executive Resume” is more professional and easier to retrieve than something like “JM 010224 v3” or simply “Resume.” Also, double-check the file type that you're sending – check out our article  Word vs PDF  if you're not sure.

What to say when emailing your resume – the detail

So now we've reviewed the basics of email etiquette, let's get down to business. You need to know what to say when emailing a resume. Well, the exact wording will vary depending on the situation, the role, and your personality, but you'll certainly need to include the following:

Why you're emailing

Your reader may have a ton of open vacancies and is likely to receive many resumes for each one. Make their life easier by clearly stating the role you're interested in applying for. If you have a reference number for the vacancy, you can include that too.

Your elevator pitch

Briefly explain who you are , what you do, and why you're the right person for the open role. This doesn't need to take up a lot of space or be very detailed – the key thing here is to be convincing enough for them to want to open your resume document to find out more. Include whatever information is most pertinent to the role – that could be your academic qualifications, your industry experience, awards and accolades, or particular skills. Refer to the job posting to find out what the company wants to see in a successful candidate and ensure the requirements are reflected in your email.

A call to action

Encourage the reader to open your resume, reach out with further questions, or schedule an interview. This one little line can show your enthusiasm for the role, emphasize your professionalism, and prompt your reader to take the next step in progressing your application.

What to say when emailing a resume – sample messages

Do you need a bit more inspiration to craft your message? Take a look at these sample emails and use them as a frame for your own resume email. Remember, the job advert is your cheat sheet when it comes to deciding what details to prioritize here.

What to say when cold emailing a resume

To: Katie French

From: Matthew Cole

Subject: Sales resume

I've long admired XYZ Inc. as a leading supplier of home tech solutions and have heard many positive reviews about your company as an employer. To that end, I am attaching my resume in the event that a sales vacancy may soon arise.

As you can see, I have enjoyed a successful 10-year career in technology sales and am a committed user and advocate of your products. This year, I am on track to exceed my sales target by 46%. I would bring an extensive network of industry contacts and a proven ability to motivate sales teams to surpass expectations.

If there are no suitable vacancies at the moment, please feel free to keep my resume on file for future reference. I look forward to hearing from you soon.

Matthew Cole

Sales Manager, Acme Products

What to say when emailing a resume in response to a job posting

Subject: Sales Executive vacancy (Ref: ABC123)

In response to your advertisement for a Sales Executive, I am attaching my resume. As you can see, I combine eight years of sales experience with a degree in Marketing and three awards for excellence in sales roles. 

The advertised role is particularly interesting to me, as it will allow me to leverage my expertise in technical sales, provide the opportunity for international growth, and establish trusted relationships with your clients to open new avenues for revenue and increased sales.

Please don't hesitate to reach out to me if you have any questions; I look forward to discussing my suitability further with you at an interview.Thank you for your consideration,

Sales Executive, Acme Products

What to say when emailing a resume to a recruiter

Subject: Healthcare Roles

Dear Katie,

I saw on JobBoard.com that you are recruiting for several healthcare roles, and would like to submit my resume for your consideration. I combine 10 years' experience as a Healthcare Assistant with numerous industry certifications and consistently receive positive patient feedback.

I look forward to hearing from you,

What to say when emailing a resume to follow up on a conversation

Subject: Finance Manager follow-up

Following our phone discussion earlier today, I would like to reiterate my interest in the Finance Manager position and attach my resume for your consideration.

As you can see, I am currently fulfilling the Finance Manager role at XYZ Company and am looking forward to developing my career within a global organization. I have a master's degree in Business Administration, as well as extensive experience in managing the finance function within a security business. I look forward to bringing my leadership skills to your team of finance experts.

Please reach out to me at 555-555-5555 when you have had a chance to review my attached resume.Regards,

Finance Manager, XYZ Company

What to say when emailing a resume following a referral

Subject: Events Manager vacancy

Dear Ms French,

Please find attached my resume. I have been referred to the Events Manager position by one of your colleagues, John Day, who I previously worked with at ABC Inc. Having delivered many successful events with John as my manager, I'm flattered that he has now asked me to apply for your open role. 

I've recently delivered a conference for 800 international delegates and a team building event for 5 national teams, both of which were very well received and were completed within challenging budgets. I am confident that I can bring a similar level of client satisfaction to DEF Inc. and look forward to discussing the position further with you.

Please don't hesitate to get in touch to schedule an interview at your convenience,

555-555-5555

Should you attach a cover letter when emailing a resume?

Now we've covered what to say when emailing a resume, it's time to consider the cover letter. As you can see, we recommend that the body of the email be kept short and concise. If you feel the need to include more detail, you can consider attaching a cover letter as well as a resume. There's no obligation to do this unless a letter is specifically requested as part of the application instructions, but it does give you the opportunity to expand on key points of interest.

Top tip: You may like to read our article on  how to write a cover letter to make sure you get this part of your application bang on!

How long does it take to hear back after emailing a resume?

Don't panic if you don't hear back immediately! While email is a speedy way to apply, recruiters and hiring managers receive many resumes for every open role and need time to sift through them, create shortlists, and schedule interviews. That said, certain recruiters have a reputation for ghosting unsuitable candidates, or your application may simply have been overlooked, so there's no harm in following up after a week or two if you haven't heard anything.  

What to write in a follow-up email

Subject: Communications Assistant vacancy (ref: 12345)

I emailed my resume to you last week in response to your advertisement for a Communications Assistant. I just wanted to check that you'd received it, and to reiterate that I remain very interested in the role.

If you didn't receive the resume or have further questions regarding my application, please do get in touch with me either via email or by phone at 555-555-5555.

Email with confidence

Now you know what to say when emailing your resume in any situation, you're ready to apply for your dream job! Use this checklist to make sure you've nailed it before you hit the send button:

Correct email address and personalized greeting

Appropriate subject line

Clarification of the role you're applying for

Elevator pitch

Call to action

Professional sign-off

Attachments attached

Final proofread

If you feel that your resume isn't quite ready to be unleashed upon the world, why not get an expert opinion? Our free resume review will explain which areas need further work before you submit your application.

Recommended reading:

How to Write the Perfect Goodbye Email to Co-Workers & Clients

The Networking Email That Works Every Time

How To Use AI To Prepare For A Job Interview

Related Articles:

Guide to Writing a Great Resume with No Work Experience

How To Write a Sick Leave Letter (with Template and Example)

Resume Mistakes: Red Flags Employers Are Looking For

See how your resume stacks up.

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How to Write a Cover Letter That Will Get You a Job

I ’ve read thousands, maybe tens of thousands, of cover letters in my career. If you’re thinking that sounds like really boring reading, you’re right. What I can tell you from enduring that experience is that most cover letters are terrible — and not only that, but squandered opportunities. When a cover letter is done well, it can significantly increase your chances of getting an interview, but the vast majority fail that test.

So let’s talk about how to do cover letters right.

First, understand the point of a cover letter.

The whole idea of a cover letter is that it can help the employer see you as more than just your résumé. Managers generally aren’t hiring based solely on your work history; your experience is crucial, yes, but they’re also looking for someone who will be easy to work with, shows good judgment, communicates well, possesses strong critical thinking skills and a drive to get things done, complements their current team, and all the other things you yourself probably want from your co-workers. It’s tough to learn much about those things from job history alone, and that’s where your cover letter comes in.

Because of that …

Whatever you do, don’t just summarize your résumé.

The No. 1 mistake people make with cover letters is that they simply use them to summarize their résumé. This makes no sense — hiring managers don’t need a summary of your résumé! It’s on the very next page! They’re about to see it as soon as they scroll down. And if you think about it, your entire application is only a few pages (in most cases, a one- or two-page résumé and a one-page cover letter) — why would you squander one of those pages by repeating the content of the others? And yet, probably 95 percent of the cover letters I see don’t add anything new beyond the résumé itself (and that’s a conservative estimate).

Instead, your cover letter should go beyond your work history to talk about things that make you especially well-suited for the job. For example, if you’re applying for an assistant job that requires being highly organized and you neurotically track your household finances in a detailed, color-coded spreadsheet, most hiring managers would love to know that because it says something about the kind of attention to detail you’d bring to the job. That’s not something you could put on your résumé, but it can go in your cover letter.

Or maybe your last boss told you that you were the most accurate data processor she’d ever seen, or came to rely on you as her go-to person whenever a lightning-fast rewrite was needed. Maybe your co-workers called you “the client whisperer” because of your skill in calming upset clients. Maybe you’re regularly sought out by more senior staff to help problem-solve, or you find immense satisfaction in bringing order to chaos. Those sorts of details illustrate what you bring to the job in a different way than your résumé does, and they belong in your cover letter.

If you’re still stumped, pretend you’re writing an email to a friend about why you’d be great at the job. You probably wouldn’t do that by stiffly reciting your work history, right? You’d talk about what you’re good at and how you’d approach the work. That’s what you want here.

You don’t need a creative opening line.

If you think you need to open the letter with something creative or catchy, I am here to tell you that you don’t. Just be simple and straightforward:

• “I’m writing to apply for your X position.”

• “I’d love to be considered for your X position.”

• “I’m interested in your X position because …”

• “I’m excited to apply for your X position.”

That’s it! Straightforward is fine — better, even, if the alternative is sounding like an aggressive salesperson.

Show, don’t tell.

A lot of cover letters assert that the person who wrote it would excel at the job or announce that the applicant is a skillful engineer or a great communicator or all sorts of other subjective superlatives. That’s wasted space — the hiring manager has no reason to believe it, and so many candidates claim those things about themselves that most managers ignore that sort of self-assessment entirely. So instead of simply declaring that you’re great at X (whatever X is), your letter should demonstrate that. And the way you do that is by describing accomplishments and experiences that illustrate it.

Here’s a concrete example taken from one extraordinarily effective cover-letter makeover that I saw. The candidate had originally written, “I offer exceptional attention to detail, highly developed communication skills, and a talent for managing complex projects with a demonstrated ability to prioritize and multitask.” That’s pretty boring and not especially convincing, right? (This is also exactly how most people’s cover letters read.)

In her revised version, she wrote this instead:

“In addition to being flexible and responsive, I’m also a fanatic for details — particularly when it comes to presentation. One of my recent projects involved coordinating a 200-page grant proposal: I proofed and edited the narratives provided by the division head, formatted spreadsheets, and generally made sure that every line was letter-perfect and that the entire finished product conformed to the specific guidelines of the RFP. (The result? A five-year, $1.5 million grant award.) I believe in applying this same level of attention to detail to tasks as visible as prepping the materials for a top-level meeting and as mundane as making sure the copier never runs out of paper.”

That second version is so much more compelling and interesting — and makes me believe that she really is great with details.

If there’s anything unusual or confusing about your candidacy, address it in the letter.

Your cover letter is your chance to provide context for things that otherwise might seem confusing or less than ideal to a hiring manager. For example, if you’re overqualified for the position but are excited about it anyway, or if you’re a bit underqualified but have reason to think you could excel at the job, address that up front. Or if your background is in a different field but you’re actively working to move into this one, say so, talk about why, and explain how your experience will translate. Or if you’re applying for a job across the country from where you live because you’re hoping to relocate to be closer to your family, let them know that.

If you don’t provide that kind of context, it’s too easy for a hiring manager to decide you’re the wrong fit or applying to everything you see or don’t understand the job description and put you in the “no” pile. A cover letter gives you a chance to say, “No, wait — here’s why this could be a good match.”

Keep the tone warm and conversational.

While there are some industries that prize formal-sounding cover letters — like law — in most fields, yours will stand out if it’s warm and conversational. Aim for the tone you’d use if you were writing to a co-worker whom you liked a lot but didn’t know especially well. It’s okay to show some personality or even use humor; as long as you don’t go overboard, your letter will be stronger for it.

Don’t use a form letter.

You don’t need to write every cover letter completely from scratch, but if you’re not customizing it to each job, you’re doing it wrong. Form letters tend to read like form letters, and they waste the chance to speak to the specifics of what this employer is looking for and what it will take to thrive in this particular job.

If you’re applying for a lot of similar jobs, of course you’ll end up reusing language from one letter to the next. But you shouldn’t have a single cover letter that you wrote once and then use every time you apply; whatever you send should sound like you wrote it with the nuances of this one job in mind.

A good litmus test is this: Could you imagine other applicants for this job sending in the same letter? If so, that’s a sign that you haven’t made it individualized enough to you and are probably leaning too heavily on reciting your work history.

No, you don’t need to hunt down the hiring manager’s name.

If you read much job-search advice, at some point you’ll come across the idea that you need to do Woodward and Bernstein–level research to hunt down the hiring manager’s name in order to open your letter with “Dear Matilda Jones.” You don’t need to do this; no reasonable hiring manager will care. If the name is easily available, by all means, feel free to use it, but otherwise “Dear Hiring Manager” is absolutely fine. Take the hour you just freed up and do something more enjoyable with it.

Keep it under one page.

If your cover letters are longer than a page, you’re writing too much, and you risk annoying hiring managers who are likely sifting through hundreds of applications and don’t have time to read lengthy tomes. On the other hand, if you only write one paragraph, it’s unlikely that you’re making a compelling case for yourself as a candidate — not impossible, but unlikely. For most people, something close to a page is about right.

Don’t agonize over the small details.

What matters most about your cover letter is its content. You should of course ensure that it’s well-written and thoroughly proofread, but many job seekers agonize over elements of the letter that really don’t matter. I get tons of  questions from job seekers  about whether they should attach their cover letter or put it in the body of the email (answer: No one cares, but attaching it makes it easier to share and will preserve your formatting), or what to name the file (again, no one really cares as long as it’s reasonably professional, but when people are dealing with hundreds of files named “resume,” it’s courteous to name it with your full name).

Approaching your cover letter like this can make a huge difference in your job search. It can be the thing that moves your application from the “maybe” pile (or even the “no” pile) to the “yes” pile. Of course, writing cover letters like this will take more time than sending out the same templated letter summarizing your résumé — but 10 personalized, compelling cover letters are likely to get you more  interview invitations  than 50 generic ones will.

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