Email to Send a Resume: What to Write When Submitting Your Application

In today’s job market, emailing your resume directly to a hiring manager or recruiter is still a common practice—whether responding to a job posting, following up on a networking connection, or making a cold outreach. The email that accompanies your resume is your first written communication with a potential employer, and it sets the tone for how they perceive your candidacy.

This guide covers everything you need to know about crafting the perfect resume email, from attention-grabbing subject lines to professional closings.

Why Your Email Matters

First Impressions Count

Before a recruiter even opens your resume, they see your email. A poorly written email can undermine an otherwise strong application:

• Subject line determines if it gets opened
• Opening lines decide if it gets read
• Professional tone influences perception
• Errors suggest carelessness

The Email as Mini Cover Letter

When you email a resume, the email body often serves as a brief cover letter—especially if no separate cover letter is requested. It should:

• Introduce who you are
• Explain why you’re contacting them
• Highlight key qualifications
• Generate interest in your resume

Crafting the Perfect Subject Line

Subject Line Best Practices

Your subject line should be:

• Clear and specific
• Professional
• Under 60 characters (visible on mobile)
• Informative about the email’s purpose

Subject Line Formulas

For Posted Job Applications:

• Application: [Job Title] – [Your Name]
• [Job Title] Application – [Your Name]
• Applying for [Job Title] – [Reference Number if provided]
• [Job Title] Position – [Your Name]

For Referral Applications:

• Referral from [Name] – [Job Title] Application
• [Referrer’s Name] Recommended I Apply – [Job Title]
• [Job Title] Application – Referred by [Name]

For Networking Follow-ups:

• Following Up: [Meeting/Event] – [Job Title] Interest
• Great Meeting You at [Event] – Resume Attached
• [Mutual Connection’s Name] Suggested I Reach Out

For Cold Outreach:

• Experienced [Your Title] Interested in [Company Name]
• [Industry] Professional – Exploring Opportunities
• Introduction: [Your Name] – [Your Specialty]

Subject Line Examples

Good:

• “Application: Senior Marketing Manager – Sarah Johnson”
• “Software Engineer Position – Referred by James Chen”
• “Following Up from Chicago Tech Conference – Resume Attached”

Avoid:

• “Resume” (too vague)
• “URGENT – PLEASE READ” (unprofessional)
• “Desperately Seeking Employment” (desperate)
• “Possible Job Opportunity???” (unclear)

Structuring Your Email Body

The Basic Structure

1. Professional Greeting
2. Opening Line (purpose of email)
3. Value Proposition (why you’re a good fit)
4. Call to Action (what you want them to do)
5. Professional Closing
6. Signature Block

Length Guidelines

Keep your email concise:

• 3-4 short paragraphs maximum
• 150-200 words ideal
• Easy to read on mobile devices
• Key points visible without scrolling

Writing Each Section

Professional Greeting

When You Know Their Name:

• “Dear Ms. Johnson,”
• “Dear Mr. Chen,”
• “Dear Dr. Williams,”

When You Don’t Know Their Name:

• “Dear Hiring Manager,”
• “Dear Recruitment Team,”
• “Dear [Department] Team,”

Avoid:

• “Hey” or “Hi there”
• “To Whom It May Concern” (outdated)
• “Dear Sir or Madam” (outdated)
• Misspelling their name

Opening Line

State the purpose immediately:

For Job Postings: “I am writing to apply for the [Job Title] position advertised on [where you found it].”

For Referrals: “[Name] from your [department/company] recommended I reach out regarding the [Job Title] opportunity.”

For Networking Follow-up: “It was great meeting you at [event] last week. As discussed, I’m reaching out about opportunities at [Company].”

For Cold Outreach: “I’m a [your title] with [X] years of experience in [industry], and I’m reaching out to explore potential opportunities at [Company].”

Value Proposition

This is your pitch—brief but impactful:

Highlight Relevant Experience: “With 7 years of experience in digital marketing and a track record of increasing online conversions by 40%, I believe I would be a strong addition to your marketing team.”

Connect to Company Needs: “Your recent expansion into the healthcare sector aligns perfectly with my 5 years of experience in healthcare marketing technology.”

Mention Key Qualifications: “My background includes [specific skill], [specific achievement], and [relevant certification], all of which directly align with the requirements outlined in your posting.”

Call to Action

Guide them to the next step:

Standard: “I have attached my resume for your review and would welcome the opportunity to discuss how my experience aligns with your needs.”

More Direct: “I would appreciate the chance to speak with you about this position. I’m available for a call at your convenience.”

With Availability: “I would be glad to discuss this opportunity further. I’m available Tuesday through Thursday this week and can adjust my schedule to accommodate yours.”

Professional Closing

Appropriate Closings:

• “Sincerely,”
• “Best regards,”
• “Thank you for your consideration,”
• “Regards,”

Avoid:

• “Cheers,”
• “Thanks!”
• “XOXO”
• No closing at all

Signature Block

Include:

• Full name
• Phone number
• Email address
• LinkedIn URL (optional but recommended)

Example:

Sincerely,

Sarah Johnson
(555) 123-4567
[email protected]
linkedin.com/in/sarahjohnson

Email Templates

Template 1: Standard Job Application

Subject: Application: Marketing Manager – Sarah Johnson

Dear Ms. Williams,

I am writing to apply for the Marketing Manager position posted on LinkedIn. With 6 years of experience leading digital marketing initiatives for B2B technology companies, I am excited about the opportunity to contribute to ABC Company’s marketing team.

In my current role at XYZ Corp, I have led campaigns that increased qualified leads by 45% while reducing cost-per-acquisition by 30%. My experience in marketing automation, content strategy, and team leadership aligns well with the requirements outlined in your posting.

I have attached my resume for your review. I would welcome the opportunity to discuss how my background and skills would benefit your team.

Thank you for your consideration.

Sincerely,

Sarah Johnson (555) 123-4567 [email protected] linkedin.com/in/sarahjohnson

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Template 2: Referral Application

Subject: Project Manager Application – Referred by Michael Chen

Dear Ms. Rodriguez,

Michael Chen from your Engineering department suggested I reach out regarding the Project Manager opening at TechStart Inc. He thought my background in Agile project management would be a strong fit for your growing team.

I have 5 years of experience managing software development projects, with expertise in Scrum, stakeholder management, and cross-functional team leadership. In my current role, I’ve successfully delivered 15+ projects on time and within budget, totaling over $8M in value.

Per Michael’s recommendation, I’ve attached my resume for your review. I would be grateful for the opportunity to discuss this position and learn more about TechStart’s project management needs.

Thank you for your time.

Best regards,

David Park (555) 234-5678 [email protected] linkedin.com/in/davidpark

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Template 3: Networking Follow-Up

Subject: Following Up from Denver Tech Summit – Marketing Opportunities

Dear Mr. Thompson,

Thank you for taking the time to speak with me at the Denver Tech Summit last Thursday. Our conversation about Innovate Corp’s expansion plans was fascinating, and I appreciate your insights into the marketing challenges you’re facing.

As discussed, I’m actively exploring marketing leadership roles and believe my experience in scaling marketing operations for growing tech companies could be valuable to Innovate Corp. I’ve successfully built marketing teams from 3 to 15 people and implemented systems that supported 200% revenue growth.

I’ve attached my resume as you suggested. I would be delighted to continue our conversation and learn more about potential opportunities at Innovate Corp.

Thank you again for your time at the conference.

Best regards,

Jennifer Martinez (555) 345-6789 [email protected] linkedin.com/in/jennifermartinez

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Template 4: Cold Outreach

Subject: Experienced Data Analyst – Exploring Opportunities at DataTech

Dear Hiring Team,

I am a data analyst with 4 years of experience in the fintech industry, and I am reaching out to express my interest in potential opportunities at DataTech. Your company’s work in predictive analytics aligns closely with my expertise and career interests.

In my current role at FinAnalytics Inc., I have developed dashboards that improved decision-making speed by 50% and built predictive models that increased customer retention by 20%. I am proficient in Python, SQL, Tableau, and machine learning techniques.

While I understand you may not have immediate openings, I would welcome the chance to introduce myself and learn more about DataTech’s analytics work. I have attached my resume for your reference.

Thank you for considering my inquiry.

Sincerely,

Alex Kim (555) 456-7890 [email protected] linkedin.com/in/alexkim

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Template 5: Recruiter Outreach

Subject: Senior Software Engineer – Open to Opportunities

Dear [Recruiter Name],

I am a senior software engineer with 8 years of experience in full-stack development, and I am currently exploring new opportunities. I came across your profile on LinkedIn and noticed you specialize in placing technology professionals at growth-stage startups—exactly the environment where I thrive.

My background includes leading development teams, architecting scalable systems, and mentoring junior engineers. I have expertise in React, Node.js, AWS, and have experience taking products from concept to launch.

I’ve attached my resume and would appreciate the opportunity to discuss any roles that might be a good fit for my experience.

Thank you for your time.

Best regards,

Chris Brown (555) 567-8901 [email protected] linkedin.com/in/chrisbrown

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Attaching Your Resume

File Format Best Practices

Preferred Formats:

• PDF (preserves formatting, universally readable)
• .docx (sometimes required by ATS)

File Naming:

• FirstName_LastName_Resume.pdf
• Sarah_Johnson_Marketing_Resume.pdf
• Resume_SarahJohnson_2024.pdf

Avoid:

• “Resume.pdf” (generic)
• “My Resume FINAL.pdf” (unprofessional)
• “resume_v3_final_REALLY_FINAL.docx” (messy)

What to Attach

Check the job posting requirements:

• Resume only
• Resume and cover letter
• Additional documents (portfolio, references, etc.)

Mention Attachments: “I have attached my resume for your review.” “Please find attached my resume and cover letter.” “I’ve included my resume, cover letter, and a portfolio link below.”

Common Mistakes to Avoid

Email Body Mistakes

Mistake: Repeating Your Entire Resume Keep the email brief—they’ll read your resume for details.

Mistake: No Personalization Avoid generic emails that could go to any company. Reference the specific company and role.

Mistake: Focusing on What You Want Focus on what you offer, not just what you’re seeking.

Mistake: Being Too Casual Maintain professional tone even if the company culture seems casual.

Mistake: Forgetting to Proofread Errors in your email suggest carelessness in your work.

Technical Mistakes

Mistake: Sending Without Attachment Double-check that your resume is actually attached before sending.

Mistake: Large File Sizes Keep attachments under 5MB total. Compress if necessary.

Mistake: Wrong Email Address Verify the recipient’s email address carefully.

Mistake: BCC Issues If sending to multiple recipients, use BCC to protect privacy—though individual emails are preferred.

Timing Your Email

Best Times to Send

Research Suggests:

• Tuesday-Thursday tend to have higher open rates
• Mid-morning (9-11 AM) works well
• Avoid Monday morning and Friday afternoon
• Consider the recipient’s time zone

Response Expectations

• Allow 1-2 weeks before following up
• Hiring processes take time
• No response doesn’t always mean rejection
• Follow up once, professionally

Following Up

When to Follow Up

If you haven’t heard back:

• Wait 1-2 weeks after initial email
• Send one professional follow-up
• Keep it brief and positive

Follow-Up Email Template

Subject: Following Up: Marketing Manager Application – Sarah Johnson

Dear Ms. Williams,

I wanted to follow up on my application for the Marketing Manager position that I submitted on [date]. I remain very interested in this opportunity and believe my experience in digital marketing would be valuable to your team.

If you need any additional information or would like to schedule a conversation, please let me know. I’m happy to provide further details about my background.

Thank you again for considering my application.

Best regards,

Sarah Johnson (555) 123-4567 [email protected]

Using Professional Tools

Creating and sending professional job applications can be streamlined with the right tools. Platforms like 0portfolio.com help you create polished resumes that are ready to attach to your professional emails, ensuring your entire application package makes a strong impression.

Final Checklist

Before hitting send:

☐ Subject line is clear and professional ☐ Recipient email address is correct ☐ Greeting uses correct name/spelling ☐ Opening states purpose clearly ☐ Body highlights relevant qualifications ☐ Tone is professional throughout ☐ Call to action is included ☐ Closing is appropriate ☐ Signature includes contact information ☐ Resume is attached ☐ File name is professional ☐ Proofread for errors ☐ Sent from professional email address

Conclusion

The email you send with your resume is more than just a delivery mechanism—it’s your first opportunity to make a positive impression on a potential employer. A well-crafted email with a compelling subject line, concise but impactful body, and professional presentation can significantly increase your chances of getting your resume read and landing an interview.

Remember these key principles:

1. Keep it concise - Respect the reader’s time
2. Be specific - Reference the job and company
3. Highlight value - Focus on what you offer
4. Stay professional - Proofread everything
5. Include a call to action - Guide next steps

With the right approach, your resume email becomes a powerful tool in your job search arsenal—one that opens doors and advances your candidacy before they even open your resume.