What To Write On Email When Sending Resume: Crafting the Perfect Introduction

Sending your resume via email is a crucial step in the job application process. It’s your first real introduction to a potential employer, and what you write in the email can significantly impact whether your application gets noticed. This article will provide a comprehensive guide on what to write on email when sending a resume, ensuring you make a strong first impression and increase your chances of landing that interview. We’ll delve into the nuances of crafting a compelling email, covering everything from the subject line to the closing remarks.

The Anatomy of a Winning Resume Submission Email

Your resume submission email isn’t just a formality; it’s a marketing opportunity. It’s where you demonstrate professionalism, showcase your personality (appropriately, of course), and highlight your suitability for the role. A well-structured email shows you’ve taken the time and effort to present yourself in the best possible light. Let’s break down the key components.

Crafting a Killer Subject Line: Getting Noticed from the Start

The subject line is the first thing a recruiter or hiring manager will see. It’s your chance to grab their attention immediately. Avoid generic subject lines like “Resume” or “Application.” Instead, be specific and professional.

Here are some effective subject line 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”)
  • [Your Name] - Resume for [Company Name] - [Job Title] (e.g., “Sarah Jones - Resume for Acme Corp - Project Manager”)

Keep it concise, clear, and relevant. The goal is to make it easy for the recipient to understand what the email is about and to quickly identify the relevant application.

The Opening: A Warm and Professional Greeting

Begin your email with a professional greeting. Use the hiring manager’s name if you know it (researching their name on LinkedIn is often a good idea). If you don’t know the name, use a general greeting like “Dear Hiring Manager” or “Dear [Company Name] Hiring Team.”

The Body: Highlighting Your Value Proposition

This is the heart of your email. Here’s where you explain why you’re the right fit for the job.

  • Express Your Interest: Start by clearly stating the position you’re applying for and where you saw the job posting.
  • Summarize Your Key Skills and Experience: Briefly mention a few key skills or experiences that directly align with the job requirements. This isn’t a resume rehash; it’s a concise summary.
  • Connect Your Skills to the Company’s Needs: Explain how your skills and experience can benefit the company. Show, don’t just tell, how you can solve their problems or contribute to their goals.
  • Mention Specific Achievements: Whenever possible, quantify your accomplishments. Use numbers and data to demonstrate your impact. For example, instead of saying “Managed marketing campaigns,” say “Managed marketing campaigns that increased lead generation by 20%.”
  • Keep it Concise: Recruiters are busy. Aim for a brief and impactful message.

Attaching Your Resume and Cover Letter (If Applicable)

Clearly state that your resume (and cover letter, if you’re including one) is attached. Use a professional filename for your documents (e.g., “JaneDoe_Resume.pdf”). Ensure the files are in a common format like PDF to ensure compatibility.

The Closing: A Call to Action and Professional Sign-Off

End your email with a clear call to action. Express your interest in an interview and thank the recipient for their time and consideration.

Here’s an example:

“Thank you for your time and consideration. I am eager to learn more about this opportunity and discuss how my skills and experience can benefit [Company Name]. I look forward to hearing from you soon.

Sincerely,

[Your Name]”

Tailoring Your Email to Different Job Applications

The best approach to writing an email when sending your resume varies depending on the job and the company.

Applying Through a Company’s Website

When applying through a company’s website, you might be prompted to upload your resume and cover letter. However, even in these cases, sending a follow-up email is often a good idea. This allows you to reiterate your interest and provide a more personalized touch.

Applying Through a Recruiter or HR Contact

If you’re applying through a recruiter or HR contact, tailor your email to their specific needs. Research their background and experience to understand their priorities. Highlight the skills and experience that are most relevant to their clients or the roles they are filling.

Networking and Cold Outreach

If you are networking or reaching out to someone you don’t know, your email needs to be even more compelling. Personalize it by mentioning something specific about the company or the person you’re contacting. Refer to a mutual connection or a project of theirs that you admire. This shows you’ve done your homework and are genuinely interested.

Avoiding Common Email Blunders

Certain mistakes can immediately disqualify your application. Avoid these pitfalls:

  • Typos and Grammatical Errors: Proofread your email carefully. Use a spell checker and consider asking a friend to review it.
  • Generic Content: Avoid sending the same email to every company. Personalize each email to reflect the specific job and the company’s values.
  • Poor Formatting: Use clear and concise formatting. Break up long blocks of text with paragraphs. Make sure your email is easy to read on a variety of devices.
  • Unprofessional Email Address: Use a professional email address (e.g., yourname@email.com). Avoid using a childish or unprofessional email address.
  • Missing Information: Always include your contact information (phone number and email address) in your signature.

Optimizing Your Email for Applicant Tracking Systems (ATS)

Many companies use Applicant Tracking Systems (ATS) to manage applications. While the ATS primarily focuses on your resume, your email can also impact how your application is ranked.

  • Use Relevant Keywords: Incorporate keywords from the job description naturally within your email. This helps the ATS identify you as a good fit.
  • Keep it Clean and Simple: Avoid complex formatting that might confuse the ATS. Stick to a simple, professional layout.
  • Don’t Overstuff with Keywords: Focus on writing naturally and authentically. Keyword stuffing will be counterproductive.

Examples of Effective Email Content

Here are a few email examples to give you a better idea of how to structure your message:

  • Example 1: Applying for a Marketing Manager Position

    Subject: Jane Doe - Marketing Manager Application

    Dear Hiring Manager,

    I am writing to express my strong interest in the Marketing Manager position at [Company Name], as advertised on [Platform]. With over five years of experience in developing and executing successful marketing strategies, I am confident I possess the skills to excel in this role.

    In my previous role at [Previous Company], I led a team that increased website traffic by 35% and generated a 20% increase in qualified leads. I am proficient in digital marketing, content creation, and social media management.

    My resume is attached for your review. I am excited about the opportunity to contribute to [Company Name]’s marketing efforts and am available for an interview at your earliest convenience.

    Thank you for your time and consideration.

    Sincerely,

    Jane Doe

    [Phone Number]

    [Email Address]

  • Example 2: Applying for a Software Engineer Position

    Subject: John Smith - Application for Software Engineer

    Dear Hiring Team,

    I am writing to apply for the Software Engineer position at [Company Name], as I saw the role posted on [Platform]. I am a highly motivated software engineer with a strong background in [Specific Technologies] and a passion for building innovative solutions.

    During my time at [Previous Company], I developed and implemented [Project], which resulted in [Quantifiable Result]. I am proficient in [List Key Skills] and possess a proven ability to work collaboratively in a team environment.

    Attached is my resume, which further details my qualifications. I am eager to learn more about this opportunity and discuss how my skills and experience can benefit [Company Name]. Thank you for your consideration.

    Sincerely,

    John Smith

    [Phone Number]

    [Email Address]

FAQs About Resume Submission Emails

Here are some frequently asked questions about writing the perfect email when sending your resume:

Can I use the same email to apply for multiple jobs?

While you can use a template, it’s crucial to personalize each email to match the specific job description and company. Small changes can make a big difference.

Should I include a link to my online portfolio?

Absolutely! If you have an online portfolio, include the link in your email signature or within the body of your email. This provides the hiring manager with additional insights into your work.

Is it okay to follow up if I don’t hear back?

Yes, it’s perfectly acceptable to follow up. Send a brief follow-up email about a week to ten days after submitting your application. Reiterate your interest and ask if they require any additional information.

What if the job posting doesn’t provide a contact name?

If you don’t have a contact name, use a general greeting like “Dear Hiring Manager” or “Dear [Company Name] Hiring Team.” Research the company’s website or LinkedIn to see if you can find the name of the hiring manager or someone in HR.

What file format should I use for my resume and cover letter?

Always submit your resume and cover letter in PDF format. PDF files preserve the formatting of your documents and ensure they appear correctly on any device.

Conclusion: Mastering the Art of the Resume Submission Email

Writing an effective email to send your resume is about more than just attaching a document. It’s about crafting a compelling narrative that showcases your skills, experience, and enthusiasm. By following the guidelines outlined in this article – from crafting a compelling subject line to tailoring your message to the specific job and company – you can significantly improve your chances of landing an interview. Remember to be professional, concise, and enthusiastic. Your email is your first impression – make it count!