How To Write An Email Sending A Resume: Land Your Dream Job
Writing the perfect email to send with your resume is critical to landing your dream job. It’s your first impression, a chance to show the hiring manager that you’re not just qualified, but also professional, enthusiastic, and a good fit for their company culture. This guide provides a comprehensive breakdown of how to craft an email that will get your resume noticed and, ultimately, get you an interview.
Understanding the Importance of a Well-Crafted Email
Your resume is important, yes, but the accompanying email is equally significant. It’s not just a digital carrier pigeon; it’s a personal introduction, a chance to highlight your key accomplishments, and to demonstrate your communication skills. A poorly written email can immediately disqualify you, while a polished one can set you apart from the competition. Think of it as your digital handshake.
Crafting a Compelling Subject Line That Grabs Attention
The subject line is the first thing a hiring manager sees. It needs to be clear, concise, and attention-grabbing. Avoid generic subject lines like “Resume” or “Job Application.” Instead, use something specific and relevant.
- Example Subject Lines:
- “Application for [Job Title] - [Your Name]”
- “Experienced [Your Profession] Seeking [Job Title] Opportunity”
- “[Your Name] - [Relevant Skill] - Application for [Job Title]”
- “Enthusiastic [Your Profession] Applying for [Job Title] at [Company Name]”
The goal is to immediately inform the recipient of your intention and pique their interest.
The Perfect Email Body: Structure and Content
The body of your email is where you truly shine. Structure is key here. Break down your message into easily digestible paragraphs.
Greeting and Introduction
Start with a professional greeting. “Dear [Hiring Manager Name],” is always preferable. If you can’t find a name, use “Dear Hiring Manager,” or “Dear [Department Name] Team.” Briefly introduce yourself and state the position you are applying for.
Highlighting Your Key Qualifications and Accomplishments
This is where you connect the dots between your skills and the job requirements. Don’t just reiterate your resume; expand on key achievements. Quantify your accomplishments whenever possible. Instead of saying “Managed a team,” say “Managed a team of 10, increasing productivity by 15% in Q3.” This demonstrates value.
Tailoring Your Email to the Specific Job
Always tailor your email to the specific job description. Show that you’ve read the requirements and understand what the company is looking for. Use keywords from the job posting and highlight the skills and experiences that align with their needs. This shows that you’ve done your research and are genuinely interested in the role.
Expressing Your Enthusiasm and Interest
Let your enthusiasm shine through. Explain why you’re interested in the company and the specific role. Do your research! Mention something specific that resonates with you about their mission, products, or company culture. This shows you’re not just sending out a generic application.
Closing Professionally and Including a Call to Action
End with a professional closing, such as “Sincerely,” or “Best regards,” followed by your full name. Include a call to action by stating your availability for an interview and providing your contact information. Ensure your contact information is accurate and up-to-date.
Formatting Your Email for Maximum Impact
Formatting plays a crucial role in readability.
Keeping It Concise and Easy to Read
Keep your email concise and to the point. Hiring managers are busy; respect their time. Aim for a maximum of four or five paragraphs. Use short sentences and paragraphs to improve readability.
Using Proper Grammar and Spelling
Proofread, proofread, proofread! Errors in grammar and spelling are a huge turn-off. Use a spell checker and grammar checker. Consider asking a friend or family member to review your email before sending it.
Choosing a Professional Font and Font Size
Stick to a standard, professional font like Arial, Calibri, or Times New Roman. Use a font size of 11 or 12 points for optimal readability.
Attaching Your Resume and Cover Letter Correctly
Attaching your resume and cover letter correctly is essential.
File Naming Conventions
Use clear and professional file names. Instead of “resume.doc,” use “Your Name - Resume - [Job Title].pdf.” The PDF format is generally preferred because it preserves the formatting across different devices.
Verifying Your Attachments
Always double-check that you’ve attached the correct documents and that they open correctly. There’s nothing worse than sending a resume with missing pages or formatting errors.
Examples of Effective Email Body Templates
Here are a few template examples to get you started. Adapt these to your specific situation.
Template 1 (For a Job Posting): “Dear [Hiring Manager Name],
I am writing to express my keen interest in the [Job Title] position at [Company Name], as advertised on [Platform]. With [Number] years of experience in [Your Field] and a proven track record of [Achievement 1] and [Achievement 2], I am confident I possess the skills and qualifications to excel in this role.
In my previous role at [Previous Company], I was responsible for [Key Responsibility]. I am particularly drawn to [Company Name]’s commitment to [Company Value] and believe my skills align perfectly with your needs.
My resume, attached, provides further detail on my qualifications. I am available for an interview at your earliest convenience and can be reached at [Your Phone Number] or [Your Email Address].
Sincerely, [Your Name]”
Template 2 (For a Networking Referral): “Dear [Hiring Manager Name],
I am writing to you today because [Referrer Name] recommended I reach out regarding potential opportunities at [Company Name]. I have been greatly impressed by [Company Name]’s work in [Industry/Area] and I am eager to explore how my skills and experience in [Your Field] can contribute to your team.
I have [Number] years of experience in [Your Field], with a focus on [Key Skills]. I am particularly adept at [Specific Skill] and have consistently exceeded expectations in previous roles.
Attached is my resume for your review. I would be grateful for the opportunity to discuss how my skills and experience can benefit [Company Name]. Please feel free to contact me at [Your Phone Number] or [Your Email Address].
Best regards, [Your Name]”
Addressing Common Email Sending Mistakes
Avoid these common pitfalls to maximize your chances of success.
Neglecting to Proofread Your Email
As mentioned earlier, spelling and grammatical errors can be detrimental. Always proofread!
Using a Generic Subject Line
A generic subject line shows a lack of attention to detail.
Not Tailoring Your Email to the Job
Generic emails are easily identified and often discarded. Customize each email.
Sending an Unprofessional Email Address
Use a professional email address (e.g., yourname@email.com) rather than a whimsical one.
Failing to Follow Instructions
If the job posting has specific instructions (e.g., “include a cover letter”), be sure to follow them.
FAQs: Unveiling More Email Sending Secrets
Here are some frequently asked questions that provide further insights.
What if I don’t know the hiring manager’s name?
It’s perfectly acceptable to use “Dear Hiring Manager” or “Dear [Department Name] Team” if you can’t find a specific name. Try searching LinkedIn or the company website for the name of the person responsible for hiring.
Should I include a cover letter?
Yes, absolutely! A cover letter provides an opportunity to expand on your qualifications and express your enthusiasm. If the job posting specifically requests one, it’s essential.
Is it okay to use a template?
Yes, using a template is a great starting point, but always customize it to fit the specific job and company. Don’t send a generic template word-for-word.
How long should I wait to follow up after sending my email?
Wait about a week to ten days before sending a polite follow-up email. If you haven’t heard back after that, it’s likely they’ve moved on.
What if I have gaps in my employment history?
Address any employment gaps in your cover letter or email. Briefly explain the reason for the gap and focus on the skills you gained or activities you pursued during that time. Be honest and straightforward.
Conclusion: Your Path to Emailing Success
Writing an effective email to send with your resume is a crucial step in the job application process. By focusing on crafting a compelling subject line, structuring your email professionally, highlighting relevant qualifications, and tailoring your message to each specific job, you can significantly increase your chances of getting noticed. Remember to proofread meticulously, use a professional tone, and demonstrate your enthusiasm. By following these guidelines, you’ll be well on your way to landing that coveted interview and ultimately, your dream job.