How to Submit a Resume: Best Practices for Email, Online, and In-Person Applications

You’ve crafted the perfect resume. The formatting is clean, your achievements are quantified, and every word positions you as the ideal candidate. But all that work means nothing if your resume doesn’t reach the hiring manager in the right format, at the right time, through the right channel.

How you submit your resume matters almost as much as what’s on it. A poorly formatted email attachment, a resume that crashes an applicant tracking system, or an in-person delivery that catches a manager at the wrong moment can derail an otherwise strong application.

This comprehensive guide covers everything you need to know about submitting your resume professionally—whether you’re applying via email, job boards, company websites, or in person.

Understanding Modern Resume Submission Channels

Today’s job seekers navigate multiple submission channels, each with its own conventions and requirements:

Online Job Boards and Portals

Platforms like LinkedIn, Indeed, Glassdoor, and industry-specific job boards are often the first stop for job seekers. These platforms may:

• Allow you to upload your resume directly
• Parse your resume to auto-fill application forms
• Require you to build a profile that serves as your resume
• Connect you directly to company applicant tracking systems

Company Career Websites

Many organizations prefer applications through their own career portals, which typically:

• Route applications through their applicant tracking system (ATS)
• Require account creation and profile completion
• Ask for supplementary information beyond your resume
• Provide job-specific application questions

Email Applications

Direct email submission remains common, particularly for:

• Smaller companies without formal ATS systems
• Positions found through networking
• Roles posted on company websites with email instructions
• Follow-up applications after initial contact

In-Person Submission

While less common in the digital age, in-person resume submission still occurs:

• At job fairs and career events
• During informational interviews or networking meetings
• For local businesses and retail positions
• When requested by a hiring contact

Submitting Your Resume by Email

Email remains one of the most personal ways to submit a resume, giving you direct communication with potential employers. Here’s how to do it professionally:

Crafting the Perfect Subject Line

Your subject line determines whether your email gets opened or lost in the inbox. Follow these guidelines:

Include the job title and your name:

• “Marketing Manager Application - Sarah Johnson”
• “Software Engineer Position - John Chen Resume”
• “Application: Senior Accountant - Maria Garcia”

If there’s a reference number, include it:

• “Application for Position #12345 - Marketing Manager - Sarah Johnson”

When referred by someone:

• “Referred by David Park - Marketing Manager Application”

Avoid vague subjects:

• ❌ “Resume”
• ❌ “Job Application”
• ❌ “Please Review”
• ❌ “Interested in Position”

Writing the Email Body

Your email isn’t just a delivery vehicle—it’s your cover letter or introduction. Structure it as follows:

Opening: Address the recipient by name when possible. State the position you’re applying for and how you found it.

Body: Briefly highlight your key qualifications (2-3 sentences). This should complement, not repeat, your cover letter if you’re attaching one.

Closing: Express your interest in discussing the opportunity, thank them for their time, and include your contact information.

Example:

Subject: Marketing Manager Application - Sarah Johnson

Dear Ms. Williams,

I am writing to apply for the Marketing Manager position at BrightPath Marketing, as advertised on LinkedIn. With five years of experience in digital marketing and a proven track record of increasing lead generation by 40%, I believe I would be a strong addition to your team.

Please find attached my resume and cover letter for your review. I am particularly excited about BrightPath's focus on data-driven marketing strategies, which aligns with my experience implementing analytics frameworks that directly informed campaign decisions.

I would welcome the opportunity to discuss how my experience can contribute to BrightPath's continued success. Thank you for your consideration.

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

Attachment Best Practices

File format:

• PDF is the preferred format—it preserves formatting across devices and operating systems
• Only use Word (.docx) if specifically requested
• Avoid .pages, .odt, or other uncommon formats

File naming: Use a clear, professional naming convention:

• “Sarah_Johnson_Resume.pdf”
• “Johnson_Sarah_Marketing_Manager_Resume.pdf”
• “Resume_SarahJohnson_2025.pdf”

Avoid:

• “Resume_Final_v3_UPDATED.pdf”
• “MyResume.pdf”
• “Document1.pdf”

File size: Keep attachments under 5MB total. If you’re including multiple documents (resume, cover letter, portfolio), consider whether they can be consolidated.

Multiple attachments vs. combined PDF: Unless specified otherwise, attach resume and cover letter as separate PDFs. Some systems handle multiple attachments better, while others prefer a single combined document—follow any instructions provided.

Timing Your Email

Best times to send:

• Tuesday through Thursday, mid-morning (9-11 AM) in the recipient’s time zone
• Avoid Mondays (inbox overflow from weekends) and Fridays (start of weekend mode)
• Avoid sending outside business hours—it can appear desperate or disorganized

Consider scheduling: Most email clients allow you to schedule sends. Write your email when convenient, but schedule it to arrive during optimal hours.

Submitting Through Online Job Portals

Online applications through job boards and company websites have their own set of best practices:

Preparing Your Resume for ATS

Applicant Tracking Systems scan and parse resumes before human eyes ever see them. Optimize your resume by:

Using standard formatting:

• Stick to common fonts (Arial, Calibri, Times New Roman)
• Avoid tables, graphics, headers/footers, and text boxes
• Use standard section headings (Experience, Education, Skills)

Including relevant keywords:

• Mirror language from the job description
• Include both spelled-out terms and acronyms (Search Engine Optimization (SEO))
• Use industry-standard job titles and skills

Maintaining clean formatting:

• Submit in PDF format unless .docx is specified
• Avoid excessive formatting that might confuse parsers
• Test your resume through an ATS simulator if possible

Resources like 0portfolio.com can help you create ATS-optimized resumes that maintain professional aesthetics while ensuring your qualifications are properly recognized by automated systems.

Completing Online Applications

Read all instructions carefully. Each application may have specific requirements—missing a required field or uploading the wrong format can disqualify you immediately.

Don’t rely solely on resume parsing. When systems auto-fill information from your resume, review every field. Parsing errors are common, and incorrect information reflects poorly on your attention to detail.

Answer optional questions. While not required, optional questions are opportunities to distinguish yourself. A thoughtful response shows genuine interest.

Tailor your resume to each application. Even when applying to multiple positions, customize your resume to emphasize the most relevant qualifications for each role.

Keep login credentials organized. Create a system for tracking:

• Which jobs you’ve applied to
• Login credentials for each portal
• Application dates and status
• Follow-up reminders

Handling Multiple Choice and Assessment Questions

Many online applications include screening questions. Approach these strategically:

Be honest. Lying about qualifications will eventually catch up with you, either during interviews or on the job.

Understand what they’re screening for. If a question asks about years of experience, they likely have a minimum threshold. Meet it honestly or don’t apply.

Take assessments seriously. Many companies use skills assessments as part of the application. Complete them thoughtfully—rushing through reflects poorly on your candidacy.

Submitting Through Company Career Websites

Company career portals often have specific requirements and processes:

Creating a Strong Profile

Many company career sites require you to create an account and profile. Treat this profile as seriously as your resume:

• Complete all profile sections fully
• Use a professional photo if requested
• Keep information consistent with your resume
• Update your profile if you apply for multiple positions over time

Following Application Instructions

Company career pages often include specific instructions that differ from general best practices:

• Required file formats
• Supplementary documents (cover letter, portfolio, references)
• Application questions
• Expected timeline

Follow these instructions exactly. Failure to follow directions is often an immediate disqualifier, signaling poor attention to detail or inability to follow processes.

What to Include Beyond Your Resume

Company applications may request additional materials:

Cover letter: Even if optional, include one. It demonstrates extra effort and genuine interest.

Portfolio or work samples: If relevant to the role, have these ready in an accessible format (PDF or link to professional portfolio site).

References: Some applications request references upfront. Have three to five professional references prepared with current contact information and their explicit permission.

Salary expectations: Research market rates for the position beforehand so you can provide a reasonable range if asked.

In-Person Resume Submission

While less common in the digital era, in-person resume submission still has its place:

At Job Fairs and Career Events

Print multiple copies. Bring 20-30 printed resumes on quality paper—more than you think you’ll need.

Use a professional folder or portfolio. Keep resumes crisp and unwrinkled.

Prepare your elevator pitch. Have a 30-second summary of your qualifications ready.

Collect business cards. Get contact information for follow-up communication.

Take notes immediately after conversations. Jot down key points while details are fresh.

Follow up within 24-48 hours. Send personalized emails referencing your conversation.

During Networking and Informational Interviews

Be prepared but not presumptuous:

• Have resumes available but don’t push them on contacts
• Only offer your resume if the conversation naturally leads there
• Ask permission: “Would it be helpful if I left my resume with you?”
• Follow up with a digital copy via email

For Local Businesses and Retail Positions

Some positions—particularly in retail, hospitality, and small local businesses—still accept in-person applications:

Research before arriving. Know about the business and the position you’re interested in.

Choose appropriate timing. Avoid peak business hours. For restaurants, try between meal rushes. For retail, avoid weekends and holiday periods.

Dress professionally. Your appearance is part of your application.

Ask to speak with the manager. Direct contact is more effective than leaving a resume with any available employee.

Be prepared for an on-the-spot interview. Some managers conduct preliminary interviews immediately.

Common Resume Submission Mistakes

Avoid these errors that can derail otherwise strong applications:

Technical Mistakes

Corrupted or unreadable files: Always test your files before sending. Open them on a different device to confirm formatting.

Wrong file format: Follow specified format requirements exactly. When in doubt, PDF is safest.

Broken links: If you include portfolio links, verify they work and don’t require login credentials.

Large file sizes: Compress images and keep files manageable. Some email systems reject large attachments.

Content Mistakes

Sending the wrong resume version: If you customize resumes for different applications, double-check you’re sending the correct version.

Mismatched cover letter and resume: Ensure your cover letter references the correct company and position.

Outdated contact information: Verify your phone number and email are current and professional.

Typos in email: Proofread your email as carefully as your resume. An error in your subject line or greeting is immediately visible.

Process Mistakes

Applying multiple times for the same position: One application per position unless explicitly invited to reapply.

Ignoring application instructions: If they want a specific subject line format or file naming convention, follow it exactly.

Failing to follow up: A brief follow-up email one to two weeks after applying demonstrates continued interest.

Following up too aggressively: One or two follow-ups is appropriate. More than that crosses into harassment.

Following Up After Submission

A thoughtful follow-up can keep your application top of mind:

When to Follow Up

• After email submission: Wait one week for initial follow-up
• After online application: Wait one to two weeks
• After job fair: Follow up within 24-48 hours
• If a timeline was given: Respect it. Don’t follow up before they said they’d be in touch

How to Follow Up

Keep it brief and professional:

Subject: Following Up - Marketing Manager Application - Sarah Johnson

Dear Ms. Williams,

I hope this email finds you well. I wanted to follow up on my application for the Marketing Manager position, submitted on September 15th. I remain very interested in the opportunity and would welcome the chance to discuss how my experience in digital marketing could contribute to BrightPath's team.

Please let me know if you need any additional information from me. Thank you for your time and consideration.

Best regards,
Sarah Johnson

What to avoid:

• Demanding responses or expressing frustration
• Following up too frequently
• Lengthy emails restating your qualifications
• Asking questions answered in the job posting

Tracking Your Applications

Organization is crucial when job searching actively:

What to Track

• Company and position title
• Date applied
• Method of application (email, portal, etc.)
• Contact person and their information
• Materials submitted
• Follow-up dates and responses
• Interview schedules
• Offer status

Tracking Tools

• Spreadsheet (Google Sheets, Excel)
• Job search apps (JibberJobber, Huntr)
• Project management tools (Trello, Notion)
• Simple document or notebook

Using organizational tools alongside resources like 0portfolio.com helps maintain a systematic approach to your job search, ensuring no opportunity falls through the cracks.

Special Submission Scenarios

Submitting for Multiple Positions at the Same Company

If a company has several relevant openings:

• Apply separately to each position with tailored materials
• Acknowledge awareness of multiple openings in your cover letter
• Be prepared to discuss which role interests you most
• Don’t apply to every opening—focus on genuine fits

Submitting When the Position Isn’t Posted

Unsolicited applications can work, especially for networking connections:

• Research the company thoroughly
• Identify the appropriate contact (hiring manager, department head)
• Clearly explain why you’re reaching out and what you offer
• Be patient—unsolicited applications often require more follow-up

Reapplying After Rejection

If you want to apply to the same company again:

• Wait at least six months unless circumstances have significantly changed
• Apply for a different position or level
• Acknowledge your previous application if relevant
• Highlight what’s changed since your last application

Conclusion

Submitting your resume might seem like the final step, but it’s actually a critical part of your application strategy. The most impressive resume in the world won’t help you if it’s formatted incorrectly, sent to the wrong person, or lost in an ATS parsing error.

By understanding the nuances of each submission method—email, online portals, company websites, and in-person delivery—you position your application for success. Pay attention to details, follow instructions meticulously, and present your materials with the same professionalism you’d bring to an interview.

Remember that your application submission is often your first impression on a potential employer. Make it count by demonstrating attention to detail, respect for their process, and genuine interest in the opportunity.

Tools like 0portfolio.com can help you prepare professional application materials optimized for any submission method. Combined with the strategies in this guide, you’ll be ready to get your resume in front of the right people, in the right format, at the right time.

Your dream job is waiting. Now you know exactly how to submit the application that lands it.