Should I Attach a Cover Letter or Write It in the Email?

In the age of electronic job applications, one question puzzles countless job seekers: when emailing your application, should you attach your cover letter as a separate document or write it directly in the body of the email? It’s a practical question with significant implications for how your application is received, read, and evaluated.

The truth is, both approaches can work effectively depending on the circumstances. The best choice depends on what the employer requests, how the company likely manages applications, industry norms, and practical considerations about readability and presentation. Understanding the strengths and limitations of each approach empowers you to make strategic decisions that maximize your chances of getting your application noticed and read.

This comprehensive guide explores everything you need to know about cover letter submission formats. We’ll examine the advantages and disadvantages of attachment versus email body approaches, provide guidance on when to use each method, offer formatting tips for both scenarios, and address common questions and concerns. By the end, you’ll have a clear framework for making this decision confidently for every application.

Understanding Your Submission Options

Before diving into recommendations, let’s clearly define the two main approaches and their variations. Understanding exactly what each option entails helps you execute your chosen strategy effectively.

The Attached Cover Letter Approach

With this method, you write your cover letter as a separate document—typically a Word document or PDF—and attach it to your application email alongside your resume. The email itself becomes a brief introductory message, often just a few sentences, directing the recipient to the attachments.

This approach treats the cover letter as a formal, standalone document. It preserves your formatting choices, presents professionally when printed, and clearly separates the cover letter from the resume as distinct application components.

A typical email using the attachment approach might read:

“Dear [Hiring Manager],

Please find attached my resume and cover letter for the [Position Title] role. I’m excited about this opportunity and believe my experience in [relevant field] would enable me to contribute significantly to your team.

I look forward to discussing my qualifications further.

Best regards, [Your Name] [Phone Number]“

The Email Body Cover Letter Approach

With this method, the cover letter content appears directly in the email itself. Rather than attaching a separate cover letter document, the email IS your cover letter. Your resume remains an attachment, but the cover letter text is what the recipient sees immediately upon opening your message.

This approach prioritizes immediate readability. The recipient doesn’t need to open attachments to read your cover letter—it’s right there in front of them. It’s a more contemporary approach that acknowledges how busy professionals often engage with email.

The email using this approach would contain your full cover letter content in the body, formatted appropriately for the email environment, with your resume attached.

Hybrid Approaches

Some job seekers use hybrid strategies. For instance, you might include a condensed version of key points in the email body while also attaching the full formal cover letter. Or you might attach the cover letter but include a substantive opening paragraph in the email that goes beyond a simple “please see attached.”

These approaches can work but require careful execution to avoid seeming repetitive or unfocused. Generally, it’s cleaner to commit to one primary approach rather than awkwardly straddling both.

When to Attach Your Cover Letter

Attaching your cover letter as a separate document is often the right choice in several specific scenarios. Understanding when this approach works best helps you make strategic decisions.

When the Employer Requests Attachments

If a job posting specifically asks for a cover letter and resume to be submitted as attachments, follow those instructions precisely. Many employers use this approach because it integrates with their applicant tracking systems (ATS) or document management workflows. Deviating from clear instructions signals that you don’t follow directions—not the first impression you want to make.

Look for instructions in the job posting regarding submission format. Phrases like “please submit your resume and cover letter as PDF attachments” or “attach your application materials” indicate the attachment approach is expected.

When Applying Through Formal HR Channels

Large organizations with established HR departments often prefer attached documents because they can be easily filed, printed for review, and processed through standardized systems. If you’re applying to a Fortune 500 company, a government agency, or any organization with formal application procedures, attached documents are typically appropriate.

These organizations may also specify file formats (PDF is most common for formal applications) and naming conventions (e.g., “LastName_FirstName_CoverLetter.pdf”). Following such specifications demonstrates professionalism and makes the hiring team’s job easier.

When Your Cover Letter Uses Complex Formatting

If your cover letter includes design elements, multiple fonts, color, your logo or personal branding, or careful visual formatting, attachment is the only way to preserve these elements. Email body formatting is limited and displays differently across email clients. What looks great in your Outlook might appear jumbled in the recipient’s Gmail.

For candidates in design, marketing, creative fields, or anyone using a visually distinctive cover letter format, attachments preserve the presentation you’ve crafted.

When You Want Your Cover Letter Printed

If there’s any chance your cover letter will be printed—for review meetings, candidate files, or interview reference—an attached document ensures it prints cleanly. Email body content may print awkwardly, with headers, signatures, and email client formatting cluttering the page.

Traditional industries like law, finance, and academia often involve printed materials in their hiring processes. If you’re targeting these fields, attached cover letters make practical sense.

When to Write Your Cover Letter in the Email Body

The email body approach offers distinct advantages in certain contexts. Recognizing these situations helps you leverage this format effectively.

When You Want Maximum Immediate Impact

Many busy professionals preview or skim emails before deciding whether to open attachments. When your cover letter is the email body, they read it immediately—there’s no extra step required. This immediacy can be valuable when you’re trying to capture attention in a high-volume inbox.

Recruiters who receive dozens or hundreds of applications daily often appreciate not having to open multiple attachments to evaluate each candidate. Your compelling opening paragraph is right there when they open your email.

When Applying to Startups or Small Companies

Smaller organizations typically have less formal processes. The hiring manager might be reading applications on their phone, on a crowded laptop screen, or between meetings. Making your content immediately accessible by putting it in the email shows you understand modern communication and respect their time.

Startups and small companies also tend to favor direct, efficient communication over formal conventions. An email-body cover letter aligns with this culture.

When the Employer Suggests or Implies This Approach

Some job postings say things like “send an email explaining why you’re interested” or “email us about your relevant experience.” These instructions suggest the employer wants substantive email content rather than a brief note with attachments. Read the posting carefully and match the implied communication style.

If a job posting provides a hiring manager’s direct email rather than a generic HR address, this often signals a preference for more personal, less formal communication—which the email body approach facilitates.

When You Want to Simplify for the Recipient

Minimizing attachments reduces friction. Some email security systems flag multiple attachments or unfamiliar file types. Some recipients are cautious about opening attachments from unknown senders. By putting your cover letter in the email and attaching only your resume, you reduce potential barriers between your application and its intended reader.

Strategic Considerations for Your Decision

Beyond situational factors, several strategic considerations should inform your approach. These perspectives help you make thoughtful choices that align with your broader application goals.

Industry Norms and Company Culture

Research industry norms before deciding. Creative industries, tech, and startups tend to favor direct, contemporary communication. Traditional professional services—law, accounting, consulting—often expect formal attached documents. When possible, research the specific company’s culture and communication style.

Websites, social media presence, and employee reviews on sites like Glassdoor can provide insights into company culture. If everything about a company signals formality and tradition, attached documents are safer. If the company emphasizes innovation, disruption, and modern practices, the email approach might resonate better.

Applicant Tracking Systems (ATS)

If the employer uses an ATS—and most mid-to-large companies do—understanding how these systems handle applications matters. Most ATS are designed to process attached documents, extracting text and storing files for review. Some may not capture email body content as effectively.

When you know an application goes through an ATS (often indicated by an online application portal), attached documents are typically safer. The email body becomes secondary to the attached files the system processes.

However, if you’re sending applications directly to hiring managers via email—bypassing formal systems—the ATS consideration doesn’t apply. Tools like those available at 0portfolio.com can help you create ATS-optimized documents that perform well regardless of submission method.

Personal Branding Consistency

Consider how each approach affects your personal brand presentation. If you’ve invested in developing distinctive resume and cover letter designs that showcase your professional identity, attachments preserve that investment. The email body approach works better for candidates prioritizing message over visual presentation.

Your cover letter design should match your resume in formatting, fonts, and overall aesthetic. If your resume is beautifully designed, an email body cover letter creates an inconsistent experience. If both documents are clean and simple, either approach maintains consistency.

Technical Considerations

Think about what devices and email clients the recipient might use. Email body formatting can appear differently across Gmail, Outlook, Apple Mail, and mobile devices. If you use the email body approach, keep formatting simple: avoid elaborate signatures, embedded images, or unusual fonts that might not render correctly.

Attachments have their own technical considerations: file size limits, format compatibility, and naming conventions. A PDF ensures your cover letter appears exactly as intended regardless of the recipient’s software.

Formatting Guidelines for Attached Cover Letters

If you choose the attachment approach, follow these guidelines to ensure your cover letter presents professionally.

Document Format

PDF is the gold standard for attached cover letters. PDFs preserve formatting exactly, open on any device, and can’t be accidentally edited. Word documents are acceptable but carry slight risks—different versions of Word might display documents differently, and recipients could accidentally modify the file.

Some employers specifically request Word format because their ATS processes it better. When given specific instructions, follow them. Otherwise, default to PDF.

File Naming

Name your file professionally and helpfully. Generic names like “Cover Letter.pdf” or “Document1.pdf” are unhelpful when an employer has hundreds of attachments to manage. Include your name and document type:

• JaneSmith_CoverLetter.pdf
• Jane_Smith_Cover_Letter.pdf
• JSmith_Marketing_CoverLetter.pdf

If applying for a specific role, you might include the position title:

• JaneSmith_MarketingManager_CoverLetter.pdf

Follow employer instructions if they specify naming conventions.

Document Design

Your cover letter design should complement your resume without being overly elaborate. Clean, professional formatting with consistent fonts and adequate white space works universally. If you’re using a designed template, ensure it remains readable and doesn’t prioritize style over substance.

Header information typically includes your name, contact details, the date, employer address, and salutation. This traditional format signals professionalism and matches employer expectations.

Accompanying Email Content

When your cover letter is attached, the email itself should be brief but not dismissive. Include:

• A greeting using the hiring manager’s name if known
• A clear statement of what you’re applying for
• A brief sentence or two highlighting your interest or relevant qualifications
• Mention that your resume and cover letter are attached
• A courteous closing

Keep this content to 3-5 sentences. The email’s job is to direct attention to your attached materials, not replicate their content.

Formatting Guidelines for Email Body Cover Letters

The email body approach requires different formatting considerations. Follow these guidelines for maximum effectiveness.

Subject Line Strategy

Your subject line matters more when your cover letter is in the email body. It’s the first thing recipients see and determines whether they open your email. Be clear and specific:

• Application for Marketing Manager Position – Jane Smith
• [Position Title] Application – Your Name
• Experienced [Job Title] Interested in [Company Name] Role

Avoid vague subjects like “Job Application” or “Resume” that don’t distinguish your email from dozens of others.

Opening and Structure

Email body cover letters should be slightly more concise than traditional attached letters. Email readers scan more than they read in depth, so get to compelling content quickly. Your opening sentence should immediately establish who you are and what position you’re seeking.

Structure your email with clear visual breaks. Avoid dense walls of text. Short paragraphs (2-4 sentences) improve readability. Consider using line breaks to create visual separation between sections.

Formatting Constraints

Keep formatting simple because email rendering is unpredictable:

• Use standard fonts available on all systems (Arial, Verdana, Times New Roman)
• Avoid tables, columns, or complex layouts
• Use bold sparingly for emphasis rather than colors or unusual formatting
• Skip headers, logos, or graphic elements that might not display correctly
• Be cautious with bulleted lists—they often format inconsistently across email clients

Your email should be readable whether someone views it on a desktop, phone, or tablet, in Outlook, Gmail, or any other client.

Signature Considerations

Your email signature provides contact information without cluttering the letter body. A professional signature should include:

• Your full name
• Phone number
• Professional email address
• LinkedIn profile URL (optional but often helpful)
• Portfolio or personal website (if relevant)

Avoid elaborate signatures with multiple images, quotes, or excessive information. Keep it clean and functional.

Resume Attachment

Even when your cover letter is in the email body, you still need to attach your resume. One clean resume attachment is easy to manage and download. Name it professionally following the same conventions you’d use for an attached cover letter.

Common Questions and Concerns

Several questions frequently arise regarding cover letter submission formats. Addressing these concerns helps you navigate specific situations confidently.

What If the Posting Doesn’t Specify a Format?

When no format is specified, either approach can work. Consider the company type, industry, and overall tone of the job posting. Formal language and traditional industries suggest attachments. Casual language and modern companies often welcome email body approaches.

When truly uncertain, attached documents are the slightly safer default—they’re universally acceptable and present more traditionally professional.

Should I Include Both?

Including both a substantive email body AND an attached cover letter risks seeming repetitive or disorganized. If you want coverage, write a brief (3-4 sentence) email summary highlighting key points and attach the full cover letter. But don’t simply duplicate content across both locations.

Generally, choose one approach and execute it well rather than awkwardly combining both.

What About Online Application Portals?

When applying through a company’s online portal or ATS, you typically upload documents to specific fields. The “email” decision doesn’t apply the same way. Upload your cover letter as a document to whatever field the system provides for it.

These systems often also include a text field for additional comments or a message to the hiring manager. Use this space for a brief, personalized note—not a duplicate of your cover letter content.

Do Recruiters Prefer One Approach?

Preferences vary among recruiters and hiring managers. Some appreciate the efficiency of email body cover letters; others prefer the organization of attached documents. You can’t know individual preferences in advance, so make the choice that best fits the specific application context rather than trying to guess what unknown recipients prefer.

What If I’m Following Up on a Previous Contact?

If you’re applying after networking, meeting someone at an event, or receiving a referral, the relationship context changes the calculus. Personal connections often warrant more direct, email-body communication that references your prior contact. The attachment approach can seem more formal than the relationship warrants.

Best Practices Regardless of Approach

Certain best practices apply whether you attach your cover letter or write it in the email body. These fundamentals ensure your application succeeds regardless of format.

Proofread Multiple Times

Nothing undermines a cover letter faster than typos, grammatical errors, or formatting problems. Whether in an attachment or email body, proofread your content multiple times. Read it aloud to catch awkward phrasing. Have someone else review it if possible.

For email body cover letters, send a test email to yourself first. View it on different devices to confirm formatting displays correctly.

Tailor Every Application

Generic cover letters are obvious and unpersuasive. Whether attached or in the email body, each cover letter should be customized to the specific position and company. Reference the job posting, demonstrate knowledge of the company, and explain specifically why you’re interested in this role.

This personalization matters more than format. A tailored email body cover letter outperforms a generic attached one every time.

Match the Tone and Style

Your cover letter should match the company’s communication style. Research how the company presents itself publicly. Formal companies warrant formal cover letters; casual companies appreciate more conversational tones. This matching should be consistent regardless of your chosen submission format.

Follow Instructions Precisely

When employers provide specific instructions about format, file types, naming conventions, or content requirements, follow them exactly. Failure to follow simple instructions signals carelessness and disqualifies many applicants before their qualifications are even considered.

Make Response Easy

Include clear contact information and express availability for next steps. Whether your cover letter is attached or in the email, the goal is to generate a response. Make responding easy by being clear about what you’re seeking and how to reach you.

Making Your Decision: A Quick Framework

When deciding between attachment and email body for a specific application, run through this quick framework:

1. Do the instructions specify a format? If yes, follow them. If no, continue.

2. Is this a large, formal organization or a small, casual one? Formal organizations favor attachments; casual ones often appreciate email body approaches.

3. Does your cover letter use visual design or complex formatting? If yes, use attachments to preserve it.

4. Are you applying through an ATS or online portal? These typically require attached documents.

5. Is this a personal email to someone you know or have been referred to? Personal connections often work better with email body content.

6. When in doubt, what’s the safer choice? Attached documents are the slightly more universal default.

This framework helps you make quick, confident decisions without overthinking each application.

Conclusion: Format Supports Message

The debate between attached cover letters and email body cover letters ultimately comes down to how best to deliver your message to your intended reader. Both formats can work effectively when used appropriately and executed well.

When in doubt about format, focus more energy on the content itself. A compelling cover letter that clearly demonstrates your value, shows genuine interest in the position, and makes the employer want to meet you will succeed regardless of whether it arrives as an attachment or in the email body.

What matters most is that your application is read, considered, and leads to the next step in the hiring process. Choose the format that best serves that goal given your specific situation. Prepare your materials carefully, proofread thoroughly, and submit with confidence knowing you’ve made a thoughtful, informed decision about how to present yourself.

The format is the envelope; your qualifications and enthusiasm are the message inside. Make sure both work together to create an application that opens doors.

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Successful job applications require attention to countless details, from format choices to content quality to strategic positioning. Taking time to understand these nuances—and make deliberate choices rather than defaults—distinguishes the candidates who get interviews from those whose applications disappear into the void. Master every element of the application process, and you’ll approach your job search with well-deserved confidence.