What To Write When Emailing A Resume: Crafting the Perfect Message
So, you’ve polished your resume until it gleams and are ready to apply for your dream job. But wait! Before you hit send, you need to craft the perfect email to accompany your resume. This isn’t just about attaching a file; it’s your first real opportunity to make a positive impression. A poorly written email can land your resume in the “deleted” folder faster than you can say “cover letter.” Let’s dive into how to write an email that grabs attention and gets you noticed.
The Subject Line: Your First Impression
The subject line is the gatekeeper of your email. It’s the first thing a recruiter or hiring manager sees, and it needs to be compelling enough to warrant a click. Avoid generic subjects like “Resume” or “Job Application.” Instead, be specific and professional.
Here are a few examples of excellent subject lines:
- “Application for [Job Title] - [Your Name]”
- “Resume Submission - [Your Name] - [Job ID, if applicable]”
- “[Your Name] - [Job Title] Application - [Source of Advertisement]” (e.g., LinkedIn, Indeed)
The goal is to make it instantly clear what the email contains and who it’s from. This helps the recipient prioritize and ensures your email doesn’t get lost in the shuffle.
The Opening: Making a Strong First Statement
Your opening paragraph should be brief, engaging, and immediately establish your purpose. Don’t waste time with unnecessary pleasantries; get straight to the point. Briefly state the position you’re applying for and where you saw the job posting.
Here’s a good example:
“Dear [Hiring Manager Name],
I am writing to express my keen interest in the [Job Title] position advertised on [Platform - e.g., LinkedIn, company website]. My skills and experience align well with the requirements outlined, and I am confident I can make a significant contribution to your team.”
If you don’t know the hiring manager’s name, use a more general salutation like “Dear Hiring Manager” or “Dear [Company Name] Hiring Team.” Always research to find a specific name if possible; it shows initiative and attention to detail.
Highlighting Your Key Qualifications: The Meat of Your Email
This is where you showcase your value. Keep it concise and focused on the most relevant skills and experiences that align with the job description. Don’t simply reiterate your resume; instead, provide a brief, compelling snapshot of your key accomplishments and how they match the employer’s needs.
Consider these points:
- Quantify your achievements: Use numbers and data to demonstrate your impact (e.g., “Increased sales by 15%,” “Managed a team of 10 employees”).
- Tailor your message: Customize your email for each application, highlighting the specific skills and experiences the employer is looking for.
- Focus on results: Instead of just listing responsibilities, emphasize the outcomes you achieved.
- Keep it brief: Aim for 3-4 sentences highlighting your most relevant qualifications.
Here’s an example:
“In my previous role at [Previous Company], I successfully managed a portfolio of [Number] clients, consistently exceeding sales targets by an average of 12%. I am proficient in [Skill 1], [Skill 2], and [Skill 3], and possess a proven ability to [Key Achievement related to the role].”
Demonstrating Company Knowledge: Show You’ve Done Your Homework
Showing that you’ve researched the company demonstrates your genuine interest and initiative. Briefly mention something you admire about the company or a specific project that resonated with you. This can be a subtle but powerful way to stand out.
For instance:
“I am particularly impressed by [Company Name]’s recent work on [Project or Initiative]. My passion for [Industry] aligns perfectly with your company’s mission to [Company Mission].”
The Call to Action: Making it Easy to Move Forward
Don’t leave the recipient guessing what you want them to do. Clearly state your desire for an interview and express your availability.
Here’s a solid closing:
“Thank you for your time and consideration. I have attached my resume for your review and welcome the opportunity to discuss my qualifications further. I am available for an interview at your earliest convenience.”
Professional Closing and Contact Information: Dotting the I’s and Crossing the T’s
End your email with a professional closing like “Sincerely,” “Best regards,” or “Thank you.” Include your full name, phone number, and email address. Consider adding a link to your LinkedIn profile as well.
Here’s an example:
Sincerely,
[Your Full Name] [Your Phone Number] [Your Email Address] [Link to your LinkedIn profile (Optional)]
Proofreading and Formatting: The Final Polish
Before sending your email, proofread it meticulously. Check for any typos, grammatical errors, or formatting inconsistencies. Use a professional font like Arial, Calibri, or Times New Roman, and ensure your email is easy to read. Consider using a spell checker and grammar checker to assist you.
Attaching Your Resume and Cover Letter: Properly Labeling Your Files
Always attach your resume and cover letter as separate PDF files. PDFs preserve the formatting of your documents, ensuring they look the same on any device. Name your files clearly: “Your Name - Resume.pdf” and “Your Name - Cover Letter.pdf.” This helps the recipient quickly identify the documents.
When to Send: Timing Your Application for Maximum Impact
While there’s no magic formula, consider sending your email during the business hours of the hiring manager. Avoid sending emails late at night or very early in the morning, as they might get buried. Research the company’s time zone to ensure your email is received at a reasonable time.
Addressing Common Emailing Mistakes: Avoiding Common Pitfalls
- Sending without proofreading: This is a cardinal sin. Always proofread!
- Using a casual email address: Create a professional email address (e.g., yourname@email.com).
- Not tailoring your email: Generic emails are easily dismissed.
- Including irrelevant information: Focus on what matters to the employer.
- Forgetting the attachment: Double-check that your resume and cover letter are attached.
Following Up: Showing Persistence (Without Being Annoying)
If you haven’t heard back within a week or two, it’s perfectly acceptable to send a polite follow-up email. Keep it brief and reiterate your interest in the position.
Here’s a good template:
“Dear [Hiring Manager Name],
I hope this email finds you well.
I am writing to follow up on my application for the [Job Title] position. I am still very interested in this opportunity and believe my skills and experience align well with the requirements.
Please let me know if you require any further information.
Thank you for your time and consideration.
Sincerely,
[Your Name]”
Adapting Your Approach: Different Scenarios and Considerations
The best approach will vary depending on the situation. For example, if you’re applying through a recruiter, they might have specific instructions. Always follow the instructions provided in the job posting. If you’re sending a cold email to a company, be even more concise and focus on demonstrating your value.
Frequently Asked Questions (FAQs)
What should I do if the job posting doesn’t list a specific contact person?
In this scenario, research the company’s website or LinkedIn profiles to find the name of the hiring manager or someone in the relevant department. If you can’t find a specific name, use a more general salutation like “Dear Hiring Manager” or “Dear [Department Name] Hiring Team.”
Is it okay to use a template for my email?
While templates can provide a starting point, always customize them to fit the specific job and company. Generic templates are easily recognizable and can make you appear less interested.
How long should my email be?
Keep your email concise and to the point. Aim for a length of around 4-6 paragraphs. Recruiters and hiring managers are busy, so respect their time.
Should I include a cover letter?
Always include a cover letter unless the job posting specifically states otherwise. A cover letter allows you to elaborate on your qualifications and tell your story more effectively than a short email.
What if I have gaps in my employment history?
Address any gaps in your employment history briefly and honestly in your cover letter. Explain the reason for the gap (e.g., career break, travel) and highlight any skills or experiences you gained during that time.
Conclusion: Mastering the Email Application
Writing the perfect email when submitting your resume is more than just a formality; it’s a crucial step in landing your dream job. By crafting a compelling subject line, highlighting your key qualifications, demonstrating your knowledge of the company, and following up professionally, you can significantly increase your chances of getting noticed. Remember to always proofread, tailor your message, and make a strong first impression. By following these guidelines, you’ll be well on your way to crafting emails that get you interviews and, ultimately, the job you want.