What Should I Write In Email When Sending Resume: Crafting the Perfect Introduction

Sending your resume via email is a crucial step in your job search. But, what should you actually write in that email? It’s not just about attaching your resume; the email itself is your first impression. It’s your opportunity to grab the hiring manager’s attention and demonstrate your professionalism. This article will guide you through crafting the perfect email when sending your resume, covering everything from subject lines to closing remarks. Let’s get started!

1. Mastering the Subject Line: Your First Impression

The subject line is arguably the most important part of your email. It’s what determines whether the recipient even opens your message. A generic or vague subject line will likely get lost in a sea of emails. Instead, aim for clarity and professionalism.

Here’s what to consider:

  • Specificity: Include the job title you’re applying for. This immediately tells the recipient what the email is about.
  • Clarity: Use concise and easy-to-understand language. Avoid jargon.
  • Keywords: While not the primary focus, incorporating relevant keywords from the job description can subtly signal your application’s relevance.

Examples of effective subject lines:

  • “Application for [Job Title] - [Your Name]”
  • “[Your Name] - Software Engineer Application”
  • “Resume Submission - [Job Title] - [Your Name]”

2. Opening the Email: A Professional and Engaging Greeting

The opening of your email sets the tone. Avoid overly casual greetings. Instead, aim for a professional and respectful approach.

Here’s a breakdown:

  • Use a Formal Greeting: “Dear [Hiring Manager Name],” is ideal if you know the name. If not, use “Dear Hiring Manager,” or “Dear [Company Name] Hiring Team,”
  • Acknowledge the Position: Immediately state the job you’re applying for. This reinforces the subject line.
  • Briefly State Your Intent: Clearly state that you are submitting your resume for consideration.

3. Briefly Introduce Yourself: Highlighting Key Skills and Experiences

This section is your chance to briefly introduce yourself and highlight your most relevant skills and experiences. This isn’t a repeat of your resume; it’s a concise summary designed to pique the reader’s interest.

Consider these points:

  • Tailor to the Job: Focus on the skills and experiences that directly align with the job description.
  • Quantify Your Achievements: Whenever possible, use numbers and metrics to demonstrate your impact.
  • Keep it Concise: Aim for 2-3 sentences that showcase your key qualifications.

Example: “I am writing to express my interest in the Marketing Manager position advertised on [Platform]. With five years of experience in digital marketing, including a proven track record of increasing website traffic by 30% and leading successful social media campaigns, I am confident I possess the skills and experience to excel in this role.”

4. Showcasing Your Value Proposition: Why You’re a Great Fit

This is where you explicitly connect your skills and experience to the needs of the company. Demonstrate that you understand the role and the company’s objectives.

Key strategies:

  • Research the Company: Before writing, research the company’s values, mission, and recent initiatives.
  • Address the Job Description: Identify the key requirements and demonstrate how your skills align.
  • Focus on Benefits: Explain how your skills and experience will benefit the company.

Example: “I am particularly drawn to [Company Name]’s commitment to [Company Value]. My experience in [Relevant Skill] aligns perfectly with your need for [Specific Requirement], and I am confident I can contribute to your team’s success in [Specific Area].”

5. Attaching Your Resume: Formatting and File Names

Ensure your resume is easily accessible and professional.

Here’s what to do:

  • Use a Professional File Name: Save your resume as “[Your Name] - [Job Title] - Resume.pdf” or “[Your Name] - Resume.pdf.” This is much better than “resume.docx.”
  • Attach a PDF: PDF format ensures your resume’s formatting remains consistent across different devices.
  • Mention the Attachment: In your email body, clearly state that your resume is attached.

6. The Closing: A Call to Action and Thank You

The closing should be professional and encourage further action.

Follow these guidelines:

  • Express Gratitude: Thank the hiring manager for their time and consideration.
  • Include a Call to Action: Indicate your availability for an interview.
  • Provide Contact Information: Include your phone number and email address, even though they are likely already in your email signature.
  • Use a Professional Closing: Use “Sincerely,” “Best regards,” or “Thank you,” followed by your name.

Example: “Thank you for your time and consideration. I am available for an interview at your earliest convenience. You can reach me at [Phone Number] or [Email Address].

Sincerely,

[Your Name]”

7. Proofreading and Editing: The Importance of Accuracy

Before sending your email, meticulously proofread and edit it. Errors can undermine your professionalism and credibility.

Key steps:

  • Check for Typos and Grammatical Errors: Use a spell checker, but also read through the email carefully.
  • Verify Contact Information: Double-check your phone number and email address.
  • Read Aloud: Reading your email aloud can help you catch errors you might miss when reading silently.
  • Ask Someone Else to Review: Have a friend or colleague review your email for clarity and accuracy.

8. Adapting to Different Situations: Cover Letters, Networking, and Internal Applications

The email strategy may vary depending on the context.

Consider these scenarios:

  • Cover Letter: If the job posting requires a cover letter, include a brief introduction in your email and mention the attached cover letter.
  • Networking: When reaching out to a contact, personalize your email and mention how you met them.
  • Internal Applications: Follow your company’s internal application guidelines.

9. Best Practices for Email Etiquette: Professionalism is Key

Maintain a professional demeanor throughout the entire process.

Key considerations:

  • Professional Email Address: Use a professional email address (e.g., your name or a variation thereof). Avoid using a childish or unprofessional address.
  • Timeliness: Respond to emails promptly.
  • Follow-Up: If you haven’t heard back within a reasonable timeframe, send a polite follow-up email.

10. Examples of Successful Email Structures: Putting it All Together

Let’s look at some examples of successful email structures.

Example 1: Direct Application

Subject: Application for Software Engineer Position - John Smith

Dear Hiring Manager,

I am writing to express my interest in the Software Engineer position advertised on [Platform]. My background includes strong experience in Java, Python, and cloud technologies, with a proven track record of successfully delivering software solutions. I have developed and deployed multiple applications.

I am confident that my skills and experience align with the requirements of this role. My resume is attached for your review.

Thank you for your time and consideration. I am available for an interview at your earliest convenience. You can reach me at [Phone Number] or [Email Address].

Sincerely,

John Smith

Example 2: Networking Application

Subject: Referral for Marketing Manager Position - Jane Doe

Dear Mr. Brown,

I hope this email finds you well. I was referred to you by [Connection Name] at [Company Name].

I am reaching out to express my interest in the Marketing Manager position at [Company Name]. I have five years of experience in marketing, with a focus on digital strategy and campaign development. I have increased ROI by 20%.

I am confident I can contribute to your team’s success. Please find my resume attached.

Thank you for your time and consideration.

Sincerely,

Jane Doe

FAQs: Frequently Asked Questions

When is the best time to send the email?

While there isn’t a perfect time, sending your email during business hours (Monday-Friday, 9 am to 5 pm) is generally recommended. This increases the likelihood of your email being seen by the hiring manager when they are actively working on their emails.

Should I include a portfolio or links to my work?

Absolutely! If you have a portfolio, website, or links to your work, include them. This is a great way to showcase your skills and experience. Include these in the body of the email, not just the resume.

Is it okay to use a template email?

While templates can be helpful, customize them. Hiring managers can spot generic templates. Personalize the email to the specific job and company.

What if I don’t know the hiring manager’s name?

If you don’t know the hiring manager’s name, use “Dear Hiring Manager” or “Dear [Company Name] Hiring Team.” Researching the company’s website or LinkedIn can help you find the hiring manager’s name.

How long should I wait before following up on my application?

Wait one to two weeks after submitting your application before sending a polite follow-up email. This shows your continued interest without being overly persistent.

Conclusion: Crafting a Winning Email

In conclusion, sending a resume via email requires more than just an attachment. A well-crafted email is your first opportunity to make a positive impression and secure an interview. By mastering the subject line, crafting a professional opening, highlighting your key skills, showcasing your value proposition, and paying close attention to detail, you can significantly increase your chances of landing your dream job. Remember to tailor your email to each specific job, proofread meticulously, and maintain a professional tone throughout the entire process. Good luck with your job search!