What To Write In Email When Sending Resume: Crafting the Perfect Introduction
Sending your resume via email is a crucial step in the job application process. It’s often the first interaction you’ll have with a potential employer, so what you write in the email significantly impacts your chances of getting noticed. This article provides a comprehensive guide to crafting compelling emails that grab the reader’s attention and showcase your qualifications effectively. We’ll delve into the essential elements, discuss various email styles, and provide examples to help you write an email that gets results.
The Core Components of a Successful Resume Email
Before diving into specific examples, let’s break down the fundamental components every effective email needs. These elements work in concert to create a positive first impression and encourage the recipient to open your resume.
A Compelling Subject Line: Making a Strong First Impression
Your subject line is the first thing the hiring manager sees, so it needs to be clear, concise, and attention-grabbing. Avoid generic phrases like “Resume Attached.” Instead, use a subject line that immediately identifies the purpose of the email and highlights your qualifications. Consider these options:
- “Application for [Job Title] - [Your Name]”
- “[Your Name] - [Relevant Skill] & [Job Title] Application”
- “Enthusiastic [Your Profession] Seeking [Job Title] Opportunity”
The Salutation: Setting the Tone
Start your email with a professional salutation. If you know the hiring manager’s name, use it: “Dear Mr./Ms./Mx. [Last Name],” is always preferable. If you don’t know the name, use a general salutation like “Dear Hiring Manager” or “Dear [Company Name] Hiring Team.” Always ensure you address the recipient correctly.
The Body: Showcasing Your Value Proposition
This is where you introduce yourself, state your purpose, and highlight your relevant skills and experience. Keep it concise, focusing on the most important aspects of your qualifications. Don’t simply restate your resume; instead, provide a brief overview that encourages the reader to learn more.
The Call to Action: Guiding the Reader
Clearly state what you want the reader to do next. Do you want them to review your resume? Are you available for an interview? Make it easy for them to take the next step.
The Closing: Professionalism and Gratitude
End your email with a professional closing, such as “Sincerely,” “Best regards,” or “Thank you for your time and consideration.” Include your full name, contact information (phone number and email address), and a link to your LinkedIn profile if you have one.
Different Email Styles: Tailoring Your Approach
The best email style depends on the specific job and your personal brand. Here are a few common styles, each with its strengths:
The Direct and Concise Approach
This style is best for roles where efficiency is valued. It’s straightforward and gets straight to the point.
Subject: Application for Marketing Manager Position
Dear Hiring Manager,
I am writing to apply for the Marketing Manager position advertised on [Platform]. My resume, attached for your review, details my five years of experience in developing and executing successful marketing campaigns. I am proficient in [List Key Skills].
I am available for an interview at your earliest convenience. Thank you for your time and consideration.
Sincerely,
[Your Name] [Phone Number] [Email Address] [LinkedIn Profile URL (Optional)]
The Enthusiastic and Engaging Approach
This style is useful when you want to convey your passion for the role and the company.
Subject: Passionate [Your Profession] Seeking [Job Title] Opportunity
Dear Mr./Ms. [Hiring Manager’s Last Name],
I am writing to express my keen interest in the [Job Title] position at [Company Name]. I have been consistently impressed by [Company’s Accomplishment/Value], and I am confident that my skills and experience align perfectly with your needs. My resume, attached, provides further detail on my background, including my proven ability to [Highlight a Key Achievement].
I am eager to learn more about this opportunity and discuss how I can contribute to [Company Name]’s success. Thank you for your time.
Sincerely,
[Your Name] [Phone Number] [Email Address] [LinkedIn Profile URL (Optional)]
The Referral Approach
If you were referred by someone, this style is essential.
Subject: Referral from [Referrer’s Name] - Application for [Job Title]
Dear Hiring Manager,
I am writing to apply for the [Job Title] position, as recommended by [Referrer’s Name]. [Referrer’s Name] spoke highly of the opportunities at [Company Name], and I am excited about the possibility of joining your team. My resume, attached, highlights my experience in [Relevant Skills].
Thank you for your time and consideration.
Sincerely,
[Your Name] [Phone Number] [Email Address] [LinkedIn Profile URL (Optional)]
Avoiding Common Mistakes: Email Etiquette Best Practices
Even a well-crafted email can fall flat if you make common mistakes. Here’s what to avoid:
Typos and Grammatical Errors: Proofread Meticulously
Always proofread your email and resume multiple times. Typos and grammatical errors create a negative impression and suggest a lack of attention to detail. Use a spell checker and consider having a friend or colleague review your email before sending it.
Generic Content: Tailor Your Email
Avoid sending a generic email to every employer. Customize your email for each job application, referencing the specific requirements of the role and highlighting the skills and experience most relevant to the position.
Lack of Clarity: Be Direct and Focused
Ensure your email is clear and easy to understand. Avoid jargon and overly complex language. Focus on the key information that the hiring manager needs to know.
Ignoring Instructions: Follow Application Guidelines
Always carefully read the job posting and follow any specific instructions provided. This might include formatting requirements, file naming conventions, or specific questions to answer in your email.
Formatting Your Email: Presentation Matters
The presentation of your email can impact how it is received.
Keeping it Concise and Readable: The Power of Brevity
Keep your email concise and easy to read. Use short paragraphs, bullet points, and white space to break up the text.
Attaching Your Resume Properly: Ensuring Accessibility
Always attach your resume in a professional format, such as PDF. This ensures that your resume will be displayed correctly on any device. Name the file appropriately, such as “Your Name_Resume_Job Title.”
Additional Tips and Tricks: Elevating Your Email Game
Beyond the basics, consider these advanced tips:
Research the Company: Demonstrating Interest
Research the company and tailor your email to reflect your understanding of their values and goals. This demonstrates genuine interest and shows that you’ve taken the time to learn about the organization.
Highlight Achievements: Show, Don’t Just Tell
Instead of simply listing your responsibilities, quantify your achievements whenever possible. For example, instead of saying “Managed social media accounts,” say “Increased social media engagement by 25% in six months.”
Follow Up Appropriately: Showing Persistence
If you haven’t heard back within a reasonable timeframe (usually one to two weeks), send a polite follow-up email. This demonstrates your continued interest in the position.
Test Your Email: Ensuring Deliverability
Send a test email to yourself to ensure that your formatting is correct and that your attachments are working. Also, double-check that your email address is professional and functional.
Frequently Asked Questions (FAQs)
Here are some frequently asked questions that people might have about writing an email when sending a resume.
How do I decide which email style is right for me? The best style depends on the company culture and the specific role. Research the company to get a feel for their communication style. If you are unsure, the direct and concise approach is always a safe bet.
What if I don’t know the hiring manager’s name? Use a general salutation like “Dear Hiring Manager” or “Dear [Company Name] Hiring Team.” It is always best to find the name if possible, but don’t worry if you can’t.
How long should my email be? Aim for a brief, focused email. Keep it to a few paragraphs, highlighting your most relevant qualifications. The goal is to entice the reader to open your resume.
Can I include a cover letter in the email body? While you can include a brief cover letter within the body of your email, it’s generally best to attach a separate cover letter document. This allows you to provide a more detailed and personalized introduction.
When should I send my email? There isn’t a perfect time, but weekdays during business hours are generally best. Avoid sending emails late at night or on weekends.
Conclusion: Mastering the Email Application
Crafting the perfect email when sending your resume is a critical skill for any job seeker. By understanding the core components, tailoring your approach to each opportunity, avoiding common mistakes, and following best practices, you can significantly increase your chances of getting noticed. Remember to focus on clarity, conciseness, and highlighting your most relevant qualifications. A well-written email is your opportunity to make a strong first impression and secure an interview. Now, you have the tools to write an email that effectively showcases your skills and experience, ultimately leading you to your next career opportunity.