Emailing a Resume: Template & Tips for Job Seekers

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Emailing a Resume: Template & Tips for Job Seekers

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Martyna Jasielska

Content Manager

Martyna Jasielska

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For almost anyone living in the 21st century, sending an email is a no-brainer — we do it all the time, right? Several times a day, at least. But emailing your resume is different — this is no random impromptu office meetup invitation. As with many aspects of your resume, it’s the little things that count, and getting your initial email wrong can undermine your candidacy before you even get the chance to make your case. You never get a second chance at a first impression, right?

Why? How? Well, we’re about to get into that. 

First, last and most of all, it’s about actually following the instructions in the job ad. A lot of people tend to get too giddy too fast (OMG this is perfect!!!1!) and just click to send their resume off without taking the time to see what the recruiter actually wants.

If you do this, your resume is probably going straight in the trash, along with all the work you put into it. Sorry not sorry — that’s the truth.

I mean, come on, who wants to bother interviewing someone who cannot follow simple instructions? 

Don’t worry, though. I’ll walk you through the process step by step to make sure your resume gets all the attention it deserves.

But first things first. You do have a resume, right? If not, we are probably getting way ahead of ourselves 😄 Not a problem. Check out my detailed guide on how to write a good resume and come back when you are done so we can take the next step together

Now that we got that out of the way, it’s time to get to all the things to keep in mind when emailing a resume to do it right and not miss any great job opportunities. So buckle up and let’s do this!

When do you email in a resume?

Till this day, resumes and cover letters are still often handed directly to the hiring manager, or the receptionist at the company you are applying at.

Recruiting companies, however, typically prefer resumes be emailed in, probably due to the sheer volume of resumes and cover letters they receive on a daily basis — if every one of those was printed up, the entire Amazon rainforest might be gone by now! 

When do you email in a resume?

So if the job offer you found online requests you email your resume in, don’t go overboard by making an unsolicited trip to the company. At best, you’ll be a bit of a nuisance, and at worst, you’ll come off as desperate — needless to say, neither of those traits will get you a job.

The right subject line

The recruiter will likely be getting a lot of emails about the position being advertised, so make sure you get the subject line right so they know why you are writing right off the bat.

Don’t just use something bland like “Office manager resume”, though. 

Use the little space available in the subject line to stand out from the rest and sell yourself a little. Something more along the lines of:

Efficient and organized manager with 10 years’ experience seeking Office Manager position

Tons of resume emails never even get opened because the author put absolutely no effort into standing out from the rest.

And this kind of makes sense, if you think about it — you can’t expect a recruiter to take an interest in you if you are not showing any real interest in the position they are offering.

Of course, if the job offer has explicitly stated that a certain subject line is required, use that one.

Otherwise, a little effort can go a long way.

A human touch

“To whom it may concern”…really? We’re well into the 21st century, you can do better than that.

The same goes for the tired, old-fashioned, “Dear Sir or Madam”.

I cannot stress this enough — personalization matters. Nobody wants to feel like they are getting the exact same canned email as every other company in the neighborhood, not to mention a lack of personalization just screams “LAZY!”.

A human touch

There is usually some information about who posted the job in the job offer itself, and if not, yay Internet!

LinkedIn, the company website, a Facebook friend you have who happens to work there — there is no shortage of possibilities to find out whom you will be writing.

And if you really cannot find one reliable name, use:

“Dear Hiring Manager” or
“Dear Marketing Team”

If you’re still having trouble finding the person to address your resume email to, you might find my guide on how to address a cover letter helpful.

You’re welcome! 😄

How to write a good resume email

A good resume email is made up of a few parts:

💡 Part 1

“Dear Ms. Johnson/Hiring Manager/Marketing Team,”

As we just discussed, personalization matters. Use whatever information was in the job offer to help you figure out how to address this email, or do a little digging of your own. Whatever you can do to avoid sounding pre-baked and robotic, do it.

💡 Part 2

“Please find attached my resume and cover letter.”

This automatically makes it crystal clear why you are writing and lets the recruiter know that you will be giving them the documents they asked for.

What’s that? Don’t have a cover letter yet? Don’t worry. I’ve written a detailed guide on that, too! Check it out here.

💡 Part 3

Time to sell yourself a little!

Not everyone feels super comfortable bragging, but brag you must if you want to stand out. This doesn’t mean you should go on an over-the-top. Arrogant rant about how awesome you are. But you do need to write a few sentences about things you have accomplished to get the recruiter interested enough to open your resume at all. 

💡 Part 4

“I look forward to a face-to-face meeting when I can share my thoughts and ideas on how to…”

Once again, make sure the person reading this email knows why it would be worthwhile to invite you in for an interview. A good call to action is where it’s at!

💡 Part 5

“Sincerely/Yours sincerely/Kind regards,” followed by your name AND contact details.

Don’t forget a professional, courteous sign-off! Phrases like, “Speak soon” or “Take care” are way too personal and presumptuous. “Yours faithfully”, on the other hand is a little too old fashioned for my taste, though it no doubt beats no sign off at all. 

All in all, a good resume email should look something like this:

Subject: Efficient and organized seasoned manager seeking Office Manager position 

Dear Ms. Johnson,    

I am attaching my resume and a cover letter for the position of office manager.    

As a manager with over 10 years’ experience, with a proven record of reducing office costs and employee turnover, my goal is to leverage my skills and knowledge to help Kruger Industrial succeed with its plans to revamp its internal structure and improve employee satisfaction.    

I am looking forward to meeting you in person to share my insights and ideas on how we can make Kruger Industrial a leading New York employer.

Sincerely,  

Sandra Atkins
Office Manager 
https://uk.linkedin.com/sandra-atkins

sandra.atkins@gmail.com
(223) 791-68-81

Attachments

As you’ve just promised, time for the attachments.

Make sure both your resume and cover letter are both in PDF format (unless otherwise requested, of course), so you can be sure they always look exactly as you intended, regardless of what device or program is used to open them.

Do’s and don'ts

Do’s and don’ts

Avoid the most common mistakes made when emailing a resume by checking this quick list of do’s and don’ts before hitting send.

Do:

  • Use a professional-sounding email address.
    This email constitutes the beginning of your recruitment process, meaning you need to be official from the get-go. Don’t expect to be taken seriously, or indeed to even receive a reply, if you send your resume email from the “cutekittycat99@hotmail.com” account you created when you were 16. Your email address should be some version of your name and surname, say “sandra.atkins@gmail.com” or “s.atkins@gmail.com” , and if those are taken, throw in a number or two and you’re home. 
  • Send your email within approximately 4 days.
    Most businesses claim to have found the candidate they were looking for within the first few days of the job offer being available online. This means that the longer you wait, the smaller your chances of getting the job. The job market waits for no one!
  • Use a spell check.
    No recruiter is going to bother opening your resume or cover letter if your email is riddled with typos. Every writing software out there has a spell check, so use it!

Don’t:

  • Make your email just a copy of your cover letter.
    Your cover letter is your cover letter, and your email is your email — they are separate entities, or at least they should be. What would be the point of writing the same thing in your email that you’ve also attached as a separate document? And imagine the bewildered look on the recruiter’s face that fades to annoyance when they realize they’ve just wasted time on reading the same thing twice. Ouch.
  • Granted, there ARE cases when your cover letter should BE the email
    You send in response to the job offer — when that is the case, the job offer usually explicitly requests you send a so-called an “email cover letter” or a “cover email”. Otherwise, your email should reveal just enough about you to get the recruiter interested in the documents you’ve attached.
  • Go on forever.
    As I am sure you’ve figured out from reading this guide, the email you send a long with your resume and cover letter should not go on for pages. A few very succinct paragraphs, even a sentence or two or three each, are enough. Save it for the cover letter!
  • Send your email in the middle of the night.
    You may be a night owl, and maybe you are the most productive in pitch darkness, wrapped in a blanket on the couch. The recruiter probably isn’t, though. And that’s why the best time to send a resume is considered to be Monday at around 9 a.m. That said, remember that it is best to send in your resume within 4 days of the job offer being posted, so if that happens to be more than 4 days away, don’t wait!

And that’s it.

That’s all there is to sending a resume email that is sure to get you callback. And when you get invited in for an interview, come right back here so we can prep for it together!

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Martyna Jasielska

Martyna Jasielska

Content Manager

Martyna Jasielska

Content Manager

Content Manager Content Manager...