Sample Cover Letters For Resumes Email Etiquette

Email Cover Letter Sample and Tips

Writing a hard copy cover letter is becoming less of the norm these days. This is because, more than ever, people are sending job application materials through job websites or via email. This includes submitting resumes and cover letters online.

When asked to submit your job materials (such as your resume and any other related documents) as an email attachment, the email itself acts as your cover letter.

See below for an example of an email cover letter, and tips for how to write it and what to include your message. Here are some tips on how to write and send a quality email cover letter.

Use a Professional Email Address 

First, before you start drafting your letter, make sure your email address is professional. Along with the subject line, your email address is the first thing the employer will see – it is your first impression.

If you are using an informal address that you created years ago like funnygal@oldemail.com or crazymike@email.com, it may be a good idea to open a new account specifically for communication between you and hiring companies. Get a new professional address that includes your first and last name, if possible.

State Your Name and the Job in the Subject 

In the subject line of the email, clearly state the position you are applying for and also include your name. This way, the hiring manager will know, at a glance, that you are writing to apply for a job.

With a clear subject line, the employer is more likely to read the email. Also be sure to proofread your subject line before sending the email – a typo in the subject line is not a good first impression, and might lead to your email being deleted!

Start With a Greeting

If possible, greet a particular person in your letter.

 Figuring out the recipient may be as easy as reading the name on the email address in which you are sending your resume. If it isn’t that obvious, double check the job listing to see if a name is mentioned. You can also check the company website (see if there is a directory or list of staff members), or call the company and ask the administrative assistant for help. If none of this works, you can use a greeting like “Dear Hiring Manager.”

What to Include in the Email Message

An email cover letter includes pretty much the same content as a hard copy cover letter, with a few optional additions. Start your letter by expressing your interest in the job opening, and mention the job title by name. Follow this with some of your previous experience that will show the reader that you are qualified for the position. 

Focus on specific examples when explaining that you have certain qualities or skills. Make sure all of the information you include is directly related to the job for which you are applying. Do not be afraid to brag a little bit about your accomplishments; this is the time to “sell” yourself to them. 

A benefit to sending your cover letter by email is the ability to attach URLs within the body of your message.

For example, if you are applying for a technology driven position like a web designer, freelance writer, or software developer, you can insert links to work you have done in the past. Nothing shows what a good fit you will be for the job like real life examples of what you can do.

Close With a Thank You and Signature

Finally, close your email cover letter with a thank you and express your readiness to meet the hiring manager in person for an interview. You might also want to add that your resume is attached to the email (if this is the case).

Then, include a closing (such as “Best” or “Sincerely”) and your full name. Underneath your name, include an email signature. This is something you can set up on your email account. It appears at the bottom of every email you send, and includes important contact details, such as your email address and phone number.

It might also include your full address, employment information, or a link to your LinkedIn profile.

Attach Your Resume (Unless Told Otherwise)

Attach your resume to your email message in the format requested by the employer. If a specific format isn't required, send it as a PDF or Word document. Of course, do not do this if the employer specifically tells you to submit your resume in some other way (such as through a website or via mail).

Sample Email Cover Letter With Resume Attached

Subject Line of Email Message: Communications Director Position - Your Name

Email Message:

Dear Hiring Manager,

I read your job posting for a Communications Director with interest. I am confident that my ten years of experience in communications in both the private and public sector make me an ideal fit for the position.

In my position as Communications Director for XYZ Company, I wrote articles for the company website, managed guest author submissions, and wrote and sent a weekly email newsletter to subscribers. I received consistent praise from the director for my attention to detail and clear, straightforward writing style.

While Assistant Communications Director for Assemblyperson Susan Smith, I researched, drafted and amended legislation, wrote press releases, and was responsible for office communications and correspondence.

I also have extensive experience writing on a freelance basis on labor issues, which, I believe, would be an ideal match for this position. Articles are available for your review at:

URL
URL
URL

Additional writing samples and my resume are attached. If I can provide you with any further information on my background and qualifications, please let me know.

I look forward to hearing from you. Thank you for your consideration.

Sincerely,

Your Name
Address
Email
URL
Phone

Imagine you find a job offer of your dreams. You know you’d be a great fit. You make a perfect, customized resume and write a compelling cover letter. Then you send your job application via email.

 

Then you wait… and wait… and wait. Two weeks gone and you’re not getting the callback.

 

How come?!

 

I happen to know the answer to that: nobody even saw your resume.

 

And why’s that?

 

Because you don’t know how to email a resume the right way. Yet.

 

Don’t worry, you’re about to learn a proven, easy way of emailing a resume, plus some extra tricks you can use along the way.

 

In this guide I’m going to show you:

 

  • How to email a resume and a cover letter the right way and get more job offers.
  • A resume email sample better than 9 out of 10 resume emails out there.
  • How to get in touch with the hiring manager before sending a resume via email.
  • The most important rules of resume email etiquette.

  

Here's a sample resume made using our resume builder.  

 

Want to save time and have your resume ready in 5 minutes? Try our resume builder. It’s fast and easy to use. Plus, you'll get tips and right vs. wrong examples while writing your resume. See +20 resume templates and create your resume here.

 

Sample Resume to Send via Email - See 20+ resume templates and create your resume here.

 

1

How to Email a Resume Step By Step

 

Tired of ending up in the resume Black Hole?

 

Emailing a resume to a prospective employer instead of applying via job board application forms might just do the trick.

 

Why?

 

First of all, it adds a personal touch and shows your persistence.

 

If done right, the hiring manager will be more enthusiastic about reviewing a job application sent via a personalized email. Trust me, they’re stuck in that Black Hole, too. They’ll be happy to ditch those hundreds of identical job board applications.

 

Secondly, it boosts your odds of avoiding an Applicant Tracking Software (ATS) resume test.

 

The sad truth is that many resumes never make it to a human reader. They're weeded out by the ATS. Sending a resume by email, directly to a human being makes it more likely that you’ll receive the attention you deserve.

 

That said, there’s still a couple of crucial things to keep in mind when emailing a resume. Let’s go through the basics.

 

Here are 7 steps to successfully emailing a resume.

 

How to Email a Resume?

 

  1. Use an effective subject line
  2. Address the hiring manager by name
  3. In the first paragraph, tell the hiring manager who you are and why are you contacting them
  4. In the second paragraph say what value you’d bring to the company
  5. Close the resume email body with saying you’re eager to meet in person
  6. Add a professional signature with your contact details
  7. Attach your resume and a cover letter saved in PDF with professional file names

 

Before I show you how it works in practice, I want to introduce you to someone.

 

Meet Jason. He’s a successful Web Developer. He wants to join XYZ Corp. as an IT Manager. And the email he sent to XYZ’s hiring manager will get him there.

 

Let’s have a look at Jason’s email resume example:

 

Sample email for job application with resume

 

(1)Subject line:Prolific Senior Web Developer Seeks IT Manager Position with XYZ

 

(2)Dear[Hiring Manager’s Name],

 

(3)Please find attached a copy of my resume and a cover letter for the IT Manager position at XYZ.

 

(4)As the winner of the 2015 Webby Award for Best Navigation and Structure, with a proven record of increasing user experience scores by over 40% on 25+ websites and online apps, my goal is to leverage 10 years of experience to help XYZ succeed with optimizing the UX on your three key online platforms.

 

(5)I am looking forward to meeting you in person to share my insights and ideas on making XYZ’s web development quicker and more effective.

 

Sincerely,

 

(6) Jason McMillan

Senior Web Developer

linkedin.com/in/jason-s-mcmillan

j.mcmillan@gmail.com

555-555-5555

 

(7) Attachments:

Jason-McMillan-Resume-XYZ.pdf

Jason-McMillan-Cover-Letter-XYZ.pdf

 

Now, that’s one hell of a resume email. He’s sure to get a call from the hiring manager.

 

Pro Tip: If you’d like to email your resume directly to the hiring manager but you don’t know how to get in touch with them, read on. We’ll cover that in-depth.

 

So, now that you’ve seen what to write in an email when sending a resume and a cover letter, let’s see what exactly makes this resume email so great.

 

Writing a perfect resume email is just a fraction of all the things you have to keep in mind before you click send. Get our free checklist, make sure nothing slipped your mind, and start getting more interviews: 46 Things You Need To Do Before You Send Your Resume

 

2

The Subject Line Is Not as Basic as It Seems

 

What if I told you that hiring managers test candidates before reviewing their resumes?

 

The way you submit your application documents also matters. Sure, you can upload your resume and cover letter through a generic online application form. You’ll just end up in the same folder as the other 250 candidates.

 

Or, you can send a personalized resume email and be in pole position right away!

 

That is, only if your email gets opened. And guess what?

 

It depends solely on your subject line. So make the most of it.

 

State that you’re applying for a job, include the name of the position, job identifier (if applicable), and add some personal branding. Like this:

 

Resume email sample subject line:

 

How Do You Start an Email For a Job

 

right

Subject: Award-winning HR specialist seeks Employer Branding Manager position #12345

 

The hiring manager just rescheduled her meeting to review this application.

 

wrong

Subject: Resume and cover letter for your consideration

  

This one looks like a generic email spammed out to every company within 100 miles.

 

Pro Tip: If the job offer asks for applying via email, check if the employer demands all applicants to use the same subject line, for instance, “Application for Position XYZ - [Your Name].” If so - you have to play by their rules.

 

When to send a resume email?

 

On Mondays, between 6am and 10am.

 

Research has shown that applying on Mondays boosts your interview rate by 46% compared to the average. Submitting your resume between 6am and 10am (when almost nobody else does it) brings about a staggering 89% rise in hireability!

 

At the same time, keep in mind the golden rule: first come, first served. It's best to apply within 4 days since the job posting went live. So if you come across an interesting job offer on Thursday, email your resume right away, don't put it off until the following Monday.

 

One more tip, always remember to make your whole job application relevant and specific to the job you’re trying to land. This is called tailoring. It’s the most effective strategy for job seeking. Want to know how to do it right? Read our quick guide: 6 Tips on How to Tailor Your Resume to a Job Description (Examples)

 

3

What Everybody Ought to Know About a Resume Email Template

 

Most job seekers make a common mistake:

 

They think that their email body for sending a resume should read exactly the same as their cover letter.

 

It shouldn’t.

 

Why?

 

Recruiters and hiring managers don’t have the time to review cover letters in their entirety. Your resume email has to be short and sweet. Just enough to make the hiring manager go, “Aaah, interesting!”

 

In your resume email body, write only about the most relevant things. Make it a sneak peek of your job application. Make it irresistible.

 

Remember how our candidate, Jason, did it? You can use his resume email as a template:

 

What to write in an email when sending a resume and a cover letter?

 

Sample email for a job application with resume - email body:

 

Dear [Hiring Manager’s Name],

 

Please find attached a copy of my resume and a cover letter for[the name of the position].

 

As a[your major success], with a proven record of[your measurable, quantified, relevant achievements], my goal is to leverage my skills and knowledge to help[the name of the employer] succeed with[the employer’s specific plans].

 

I am looking forward to meeting you in person to share my insights and ideas on [how you’re going to help the prospective employer with their goals].

 

Sincerely,

 

[Your name]

[Your job title]

[LinkedIn profile]

[email address]

[phone number]

 

That’ll do it. When sending a resume via email, you can’t afford to elaborate on everything. Make your resume email concise and skimmable.

 

Use the same mail format for sending a resume with a reference. Just remember to mention the name of your reference in the first paragraph.

 

Pro Tip: If the job ad explicitly asks for a “cover email,” a “covering email,” or an “email cover letter,” these are the only instances where you actually should paste your cover letter into your resume email. You can still attach your cover letter in a separate file, just make sure it matches the content of your cover email.

 

Even if you craft the perfect email to send a resume, you still need a killer cover letter. Luckily, we’ve got a comprehensive, dedicated guide to show you how to write the best cover letter out there. Give it a read: How To Write A Cover Letter [Complete Guide With Examples]

 

Plus, a great cover letter that matches your resume will give you an advantage over other candidates. You can write your cover letter in our resume builder here. Here's what it might look like:

 

See more templates and create your resume and cover letter here.

 

4

Almost No One Makes a Personal Connection But It Works So Well

 

Online job offers don’t always reveal who’s going to read your resume.

That’s a shame because you are much more likely to get hired if the hiring manager knows of you beforehand.

So, how do you get in touch with a hiring manager?

 

Well, you might have heard about the six degrees of separation:

 

You’re only separated from the likes of Kevin Bacon, The Queen of England, and Bill Gates by six other people.

That’s why networking is important. You may not know the hiring manager, but you probably know someone who does.

 

So, what you’re going to do?

Reach out to friends, alumni, and former colleagues to see if they can put you in touch with the right person.

 

Okay, but what if you’ve actually never networked and have few professional connections?

Do some research to find the internal recruiters or HR personnel responsible for processing resumes where you want to work.

Start with the company’s website to find the name of the hiring manager. Then, move to LinkedIn to see if you can find their email address.

While finding a name is easy, finding an email address can be harder. Start by using an app called findthat.email.

Once you've found a promising LinkedIn profile, the app will generate an email address for you.

If that doesn't work, you can try the oldschool way and use Google.

Start your search with the company’s email domain:

*@company.com

The search may not lead you directly to the hiring manager’s personal email address, but it’ll show you what formula the company uses for all of its email addresses.

See, most companies use the same formula:

j.smith@company.com
john.smith@company.com

If you can find that formula, all you need to do is plug in the hiring manager’s name.

Can’t find the address formula either? You’ve only got the names of the company and the hiring manager?

Good news!

You’ve still got enough information. Here’s an Email Permutator that automatically generates all possible combinations of the hiring manager’s name and the company’s domain.

Run them through a free email verification tool like MailTester. It isn’t flawless, but it’s a good way to lower your bounce rate.

 

Pro Tip: If you've always wanted to work somewhere, don't wait for open positions or linger on job boards. Reach out by emailing a resume. Position yourself now so you'll be in the right place later.

 

Note, not all hiring managers will appreciate receiving unsolicited resumes.

Which is why you will want to start the process by sending the hiring manager an invite via LinkedIn.

Why?

By making a connection on LinkedIn first, the hiring manager gets a heads up. Otherwise, emailing a resume may come across as unprofessional or even as spam.

Julie Dossett, Communications Lead at LinkedIn Canada, says:

 

Communications Lead at Linkedin Canada
Be sure to avoid sending a generic message when you send an invitation to connect. Remember, it's your chance to make a first impression! Be clear about why it’s worthwhile to make the connection. One good approach is to say that you would be really excited to work for the company and explain why, or that you are inspired by something or someone at the organization.

 

So you know how to send a resume via email, or a message to the hiring manager on LinkedIn. What’s next? You can be sure they’ll check your online presence. Good news is, you can have a shining online professional persona in a few easy steps! Read our guide to learn how to do it: How to Check Your Online Presence Before Recruiters Look You Up

 

 

Writing a good resume email for a job application is a very effective strategy few job seekers use. Now you know how to do it right. Just remember the key strategies we covered.

 

What to say in an email with a resume attached?

 

Use a strong subject line. Include the name of the position, the offer id, and spice it up with some personal branding.

 

Make your resume email short. It’s not your cover letter all over again. Focus only on your most stellar achievements.

 

Finish with a call to action. Say that you’re eager to meet in person to discuss how you can contribute to your prospective employer’s success.

 

Find the hiring manager’s name and email address.

 

Finally - don’t forget to attach your resume and a cover letter!

 

Do you have any questions on how to write an email for job applications? Want to learn more about resume email writing? Let us know in the comments!

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