How To Write Email For Sending Resume: Crafting the Perfect First Impression
Sending your resume via email is often the first point of contact you have with a potential employer. This means that your email is crucial; it’s your chance to make a positive first impression and demonstrate your professionalism. A poorly written email can easily land your application in the “rejected” pile before a recruiter even glances at your resume. Let’s explore how to write an email for sending a resume that shines.
The Anatomy of a Killer Email: Essential Components
Before you even start typing, consider the key elements your email needs to succeed. Think of it as building a house: you need a solid foundation, walls, and a roof. Your email has the same requirements.
Subject Line: The Headline That Grabs Attention
Your subject line is critical. It’s the first thing the recipient sees and determines whether they’ll open your email. Generic subject lines like “Resume” or “Job Application” are easily overlooked. Instead, be specific and clear.
A good subject line includes:
- Your Name: This immediately identifies the sender.
- The Job Title: If you’re applying for a specific role, mention it.
- A Concise Keyword: Use relevant keywords from the job description.
Examples:
- “John Doe - Software Engineer Application”
- “Jane Smith - Marketing Specialist Resume”
- “David Lee - Application for Project Manager Position”
The Greeting: Setting the Tone
Start with a professional greeting. Avoid overly casual greetings like “Hey” or “Hi there.” Use:
- “Dear [Hiring Manager Name],” (If you know the name. Research the company to find it!)
- “Dear Hiring Team,” (If you don’t know the specific person).
The Body: Making Your Case
This is where you introduce yourself and highlight your qualifications. Keep it concise and focused.
Closing: Leaving a Lasting Impression
End with a professional closing and your contact information.
Crafting the Perfect Email Body: Step-by-Step Guide
Now, let’s break down the body of your email into manageable sections.
Introduction: Briefly Introduce Yourself and the Purpose
In the first paragraph, state your intention clearly. Mention the job you’re applying for and where you saw the listing.
Example:
“Dear [Hiring Manager Name],
I am writing to express my interest in the [Job Title] position at [Company Name], as advertised on [Platform]. I was particularly drawn to [mention something specific that attracted you to the role or company].”
Highlighting Relevant Skills and Experience: The Power of Snippets
Don’t repeat your resume verbatim. Instead, choose two or three key skills or accomplishments that directly relate to the job description. Use quantifiable results whenever possible.
Example:
“In my previous role at [Previous Company], I increased sales by 15% within six months by implementing a new marketing strategy. I also have extensive experience in [relevant skill 1] and [relevant skill 2], which I believe align well with the requirements of this position.”
Show, Don’t Just Tell: Adding Value
Instead of just stating your skills, provide a brief example of how you’ve used them successfully. This adds credibility and demonstrates your abilities.
Expressing Enthusiasm and Summarizing Your Suitability
Reiterate your interest in the position and the company. Briefly summarize why you’re a good fit.
Example:
“I am confident that my skills and experience align perfectly with the requirements of this role, and I am eager to contribute to [Company Name]’s success. I am a highly motivated and results-oriented individual with a passion for [industry/field].”
Call to Action: What Do You Want the Recipient to Do?
End with a clear call to action. Express your willingness to discuss your qualifications further.
Example:
“Thank you for your time and consideration. I have attached my resume for your review and would welcome the opportunity to discuss my qualifications further. I am available for an interview at your earliest convenience.
Sincerely,
[Your Name] [Your Phone Number] [Your Email Address] [Link to your LinkedIn Profile (Optional)]”
Formatting and Presentation: Making it Easy to Read
A well-formatted email is easy to read and demonstrates professionalism.
Paragraph Length: Keep it Concise
Use short, concise paragraphs. Aim for no more than four to five sentences per paragraph.
Font and Size: Choose Wisely
Stick to a standard, professional font like Arial, Calibri, or Times New Roman. Use a font size between 10 and 12 points.
White Space: Give Your Eyes a Break
Use ample white space between paragraphs to improve readability.
Grammar and Spelling: Proofread Meticulously
Always proofread your email carefully for any grammatical errors or typos. Use spell-check, but also read through it yourself to catch any mistakes that spell-check might miss. Consider asking a friend or colleague to review your email before sending it.
Attaching Your Resume and Cover Letter: Essential Considerations
This is where you submit the documents that truly make your application stand out.
File Format: PDF is Your Friend
Always save your resume and cover letter as PDFs. This ensures that the formatting remains consistent regardless of the recipient’s device or software.
File Naming: Be Professional
Use a clear and professional file name.
Examples:
- “JohnDoe_Resume.pdf”
- “JaneSmith_CoverLetter.pdf”
- “DavidLee_Resume_ProjectManager.pdf”
Mentioning the Attachments: Don’t Forget!
In your email body, clearly state that you have attached your resume and cover letter.
Example:
“I have attached my resume and cover letter for your review.”
Avoiding Common Email Mistakes: Red Flags to Dodge
Certain mistakes can immediately disqualify your application.
Typos and Grammatical Errors: The Deal Breaker
As mentioned above, this is the most common and easily avoidable mistake.
Generic Content: Tailor Your Email
Avoid sending generic emails. Customize your email to the specific job and company. Research the company and show that you understand their needs.
Overly Casual Language: Maintain Professionalism
Refrain from using slang, emojis, or informal language.
Lengthy Emails: Keep it Concise
Recruiters are busy. Keep your email concise and to the point.
Poor Formatting: Easy to Read
Use proper formatting to make your email easy to read.
Sending Your Email: The Final Steps
Before hitting the “send” button, double-check everything.
Double-Check the Recipient: Accuracy is Key
Verify the recipient’s email address to avoid sending your application to the wrong person.
Test Your Email: Make Sure It Arrives Correctly
Send a test email to yourself to ensure that the formatting and attachments are correct.
Send at the Right Time: Timing Matters
Consider the time of day and day of the week when sending your email. Generally, sending it during business hours on a weekday is best.
FAQs: Addressing Common Email Questions
Here are some frequently asked questions to help clarify any remaining uncertainties.
Should I include a cover letter with my email?
Yes, unless the job posting explicitly states otherwise, always include a cover letter. It allows you to personalize your application and elaborate on your qualifications.
Is it okay to follow up on my application?
Yes, but do so politely and professionally. Wait at least a week or two after sending your initial email before following up. A brief, polite email is sufficient.
What if I don’t know the hiring manager’s name?
If you can’t find the hiring manager’s name, use “Dear Hiring Team,” “Dear [Department] Team,” or research the company and try to find a contact through LinkedIn.
How important is it to customize my email for each job?
It is extremely important. Generic emails are easily identified and often discarded. Customizing your email shows that you’ve taken the time to understand the role and the company.
Can I use a template for my email?
While templates can be helpful as a starting point, always personalize them. Tailor the content to each specific job application.
Conclusion: Mastering the Art of the Resume Email
Writing a compelling email to send your resume is an essential skill in the job-seeking process. By focusing on a clear subject line, a well-crafted body, professional formatting, and careful proofreading, you can significantly increase your chances of landing an interview. Remember to tailor each email to the specific job and company, highlighting your relevant skills and experience. By following these guidelines, you’ll be well on your way to making a positive first impression and securing your dream job. Good luck!