How To Write An Email With Resume: Land Your Dream Job
So, you’ve got your resume polished, ready to go, and you’re about to start firing off applications. But wait! The email you craft to accompany your resume is just as crucial as the document itself. It’s your first real interaction with a potential employer. A well-written email can make you stand out from the crowd; a poorly written one can send your application straight to the digital trash bin. This guide will walk you through every step of crafting a compelling email that increases your chances of landing that coveted interview.
1. Understanding the Importance of a Strong Email Introduction
Think of your email as a digital handshake. It’s the initial impression you make. A rushed, generic email signals a lack of attention to detail and, frankly, a lack of genuine interest in the role. This isn’t just about sending a resume; it’s about introducing yourself professionally and demonstrating why you’re the best fit for the job. Your email needs to be more than just a simple attachment notification.
2. Subject Line Savvy: Crafting a Subject Line That Grabs Attention
The subject line is your first, and often only, chance to capture a recruiter’s attention. It needs to be clear, concise, and relevant. Avoid vague subjects like “Resume” or “Job Application.” Instead, consider these options:
- [Your Name] - [Job Title] Application (e.g., “Jane Doe - Marketing Manager Application”)
- Application for [Job Title] - [Your Name] (e.g., “Application for Software Engineer - John Smith”)
- [Job Title] Application - [Your Name] - [Reference Number, if applicable] (e.g., “Project Manager Application - Sarah Lee - Ref: 12345”)
The key is to be specific and make it immediately obvious what the email is about.
3. Personalizing Your Email: Addressing the Right Person
Generic greetings like “To Whom It May Concern” are a major turn-off. Do your research and find out who the hiring manager or recruiter is. This shows you’ve taken the time to personalize your application. If you can’t find a specific name, try “Dear Hiring Team” or “Dear [Department Name] Team.” Always strive for a personal touch.
4. The Body of the Email: What to Include and How to Say It
This is where you sell yourself. The body of your email should be concise, professional, and highlight your most relevant skills and experience. Here’s a suggested structure:
4.1. Opening Paragraph: The Hook
Start with a brief, engaging introduction. Mention where you saw the job posting and express your interest in the role. Show enthusiasm!
4.2. Second Paragraph: Why You’re a Great Fit
This is where you connect your skills and experience to the job requirements. Don’t just list your skills; provide specific examples of how you’ve used them to achieve results. Quantify your accomplishments whenever possible (e.g., “Increased sales by 15%”).
4.3. Third Paragraph: Call to Action
Clearly state your desire for an interview. Reiterate your interest and thank the recipient for their time and consideration. Make it easy for them to take the next step.
4.4. Closing: Professional Sign-Off
End your email with a professional closing, such as “Sincerely,” “Best regards,” or “Thank you for your time.” Follow this with your full name.
5. Attachment Etiquette: Formatting and Naming Your Resume
Your resume should be attached as a PDF file. This ensures that your formatting remains consistent across different devices and operating systems. Name your file clearly, using your name and the job title (e.g., “JaneDoe_MarketingManager_Resume.pdf”). This helps the recruiter easily identify your resume.
6. Proofreading and Editing: The Devil is in the Details
Before hitting “send,” proofread your email carefully. Check for typos, grammatical errors, and any inconsistencies. Ask a friend or family member to read it over as well. A polished email demonstrates professionalism and attention to detail.
7. Tailoring Your Email: Customizing for Each Application
Never send a generic email to multiple companies. Take the time to tailor your email to each specific job and company. Research the company and the role, and highlight the skills and experiences that are most relevant to that particular position. This shows you’re genuinely interested in that specific opportunity.
8. Email Examples: Putting it All Together
Here are a couple of example emails to get you started:
Example 1: Concise and Direct
Subject: John Smith - Software Engineer Application
Dear Mr. Jones,
I am writing to express my strong interest in the Software Engineer position advertised on [Platform]. With five years of experience in developing and implementing software solutions, I am confident I possess the skills and experience to excel in this role.
In my previous role at [Previous Company], I led the development of [Specific Project], resulting in a 20% increase in user engagement. I am proficient in [List relevant skills].
I have attached my resume for your review and welcome the opportunity to discuss my qualifications further. Thank you for your time and consideration.
Sincerely,
John Smith
Example 2: More Detailed and Enthusiastic
Subject: Sarah Johnson - Marketing Manager Application
Dear Hiring Team,
I am writing to express my enthusiastic interest in the Marketing Manager position at [Company Name], as advertised on [Platform]. I have been consistently impressed by [Company Name]’s innovative approach to [Industry/Specific Area], and I am eager to contribute my expertise to your team.
My experience includes [Number] years of experience in marketing, specializing in [Specific Area]. At [Previous Company], I successfully launched [Specific Campaign], which resulted in a [Specific Result, e.g., 30% increase in leads]. I am skilled in [List Relevant Skills, e.g., Content Marketing, SEO, Social Media Management]. My resume provides additional detail on my qualifications.
I am eager to learn more about this opportunity and how my skills can benefit [Company Name]. Thank you for your time and consideration. I look forward to hearing from you soon.
Sincerely,
Sarah Johnson
9. Following Up: Staying Top of Mind (But Not Annoying)
If you haven’t heard back within a week or two, it’s perfectly acceptable to send a polite follow-up email. Reiterate your interest, briefly reference your qualifications, and thank them again for their time. Keep it brief and professional. Avoid sending multiple follow-up emails.
10. Common Email Mistakes to Avoid
- Typos and Grammatical Errors: Always proofread!
- Generic Greetings: Research the recipient.
- Long, rambling paragraphs: Keep it concise.
- Lack of personalization: Tailor your email to the specific role.
- Sending the wrong attachment: Double-check before sending.
- Being overly casual: Maintain a professional tone.
- Not including a call to action: Make it easy for them to contact you.
FAQs
What if the job posting doesn’t list a specific contact person?
In this case, research the company’s website and LinkedIn profiles to try to find the hiring manager or the relevant team. If you can’t find a specific name, using “Dear Hiring Team” or “Dear [Department Name] Team” is a suitable alternative.
How long should my email be?
Keep it concise. Aim for a few short paragraphs, typically between 150-250 words. Get straight to the point and highlight the most important information.
Is it okay to use templates?
You can use templates as a starting point, but make sure to personalize them for each application. Don’t simply copy and paste; tailor the content to the specific job and company.
What if I don’t have much experience?
Focus on your transferable skills, any relevant coursework or projects, and your enthusiasm for the role. Highlight your willingness to learn and contribute.
When is the best time to send my application email?
There’s no single “best” time, but consider sending your email during business hours, Monday through Friday. This increases the likelihood that your email will be reviewed promptly.
Conclusion: Crafting Your Perfect Email
Writing an email with your resume is a crucial step in the job application process. By focusing on a strong subject line, personalizing your message, highlighting relevant skills and experience, and adhering to professional formatting, you can significantly increase your chances of landing an interview. Remember, your email is your first impression – make it count. By following these guidelines and paying attention to detail, you can craft a compelling email that showcases your qualifications and helps you stand out from the competition, ultimately leading you to your dream job.