How to Send Your Resume Using Email?

Not sure what to include in an email when applying for a job? Simply attaching your resume and clicking Send is rarely enough to make a good impression.

Although emailing a resume seems like a simple task, it is often your first direct contact with an employer. A clear, polite, and professional message shows that you pay attention to details and are genuinely interested in the opportunity.

Even the strongest resume can lose its impact if the email is rushed or poorly written. Taking a few extra minutes to personalize your message and follow basic email etiquette can encourage recruiters to open your application and give it proper attention.

A well-written email can sometimes be the factor that helps you move to the interview stage instead of being overlooked.

Some employers include detailed instructions for submitting applications. Whenever they do, follow every requirement carefully.

If no directions are provided, don't worry. The simple tips below will help you write a professional email with confidence.

We'll also explain what information to include and share three ready-to-use email examples that you can easily customize for your own job applications.

Tips: How to Email Your Resume as a Professional 

Before writing your email, there are a few simple things you should check to improve your chances of getting noticed.

• Try to identify the person responsible for hiring and address your email directly to them whenever possible. If their contact information isn't listed in the job advertisement or on the company's website, you can often locate it using professional contact search tools.
• Always use an email address that looks professional. An address based on your first and last name creates a much better impression than an old nickname or casual username.
• Timing also matters. If possible, send your application early in the morning so it appears near the top of the recruiter's inbox. Many career experts also recommend applying earlier in the week, since recruiters are generally busiest later in the week.
• If the employer reviews applications as they arrive, submit yours promptly. Otherwise, spending a little extra time writing a polished email can make your application stronger.

It's also worth checking whether your email reaches the recipient's inbox. Spam filters occasionally block legitimate applications, so testing your email beforehand with deliverability tools can help avoid that problem.

Write a Subject Line That Gets Attention

The subject line may be short, but it is usually the first thing a recruiter notices.

Before writing it, review the job posting carefully. Some employers ask applicants to follow a specific subject format, and you should always use it if instructions are provided.

If there are no requirements, keep the subject line clear and professional.

Effective Subject Line Examples

• Subject: Job Application – Job Title – Your Name
• Example: Job Application – Office Manager – Ian Lumberjack
• Example with Referral: Referral from John Wick – Job Application – Graphic Designer – Nina Hughes

If someone referred you to the company, mentioning their name in the subject line can be helpful. You may also include a professional title if it's relevant, but avoid making the subject unnecessarily long.

Five Steps for Writing a Resume Email

Not sure how to organize your email? Breaking it into a few simple sections makes the process much easier.

1. Begin with a Professional Greeting

Open your email with a polite greeting and address the hiring manager by name whenever possible. Check the company's website or LinkedIn page to find the correct contact. If you can't identify the right person, a general greeting is perfectly acceptable.

2. Introduce Yourself and Explain Your Purpose

In your opening paragraph, briefly introduce yourself, explain the reason for your email, and mention that your resume is attached for review.

3. Highlight Your Most Relevant Qualifications

In the next paragraph, focus on the experience or achievements that best match the position. Choose examples that show how your skills can benefit the employer and explain, in a few sentences, why you believe you're a strong candidate for the role.

4. Finish with a Clear Next Step

Wrap up your email by thanking the recruiter for their time and expressing your interest in moving forward. Let them know you would be happy to discuss your qualifications in an interview. A polite invitation to continue the conversation works much better than sounding demanding or impatient.

5. End with a Professional Signature

Close your message with a formal sign-off such as "Kind regards," "Sincerely," or "Best regards,". Under your name, include your phone number, email address, current job title if relevant, and an optional link to your LinkedIn profile. Using a professional email signature can also make your application look more polished and organized.

Tip: If you have an online portfolio, personal website, or work samples, include the link in your signature. It gives employers an easy way to learn more about your experience without making your email longer.

Keep the message brief and focused. Recruiters often read many applications each day, so a short email is more likely to be read from beginning to end.

Remember that your resume already contains the details of your work history. The email should simply introduce your application and encourage the employer to open the attached documents.

Below is a simple example you can use as a starting point.

 

Resume Email Example

Subject: Application for [Job Title] – [Your Name]

Dear [Hiring Manager's Name],

I am writing to apply for the [Job Title] position at [Company Name]. I found the opening through [Job Board or Website] and would like to be considered for the role.

I have [X years] of experience in [industry or field], where I have developed strong skills in [relevant area]. In my previous position, I successfully [mention one achievement related to the role].

My resume is attached for your review. I would appreciate the opportunity to discuss how my experience could benefit [Company Name].

Thank you for your time and consideration.

 

Best regards

[Your Name]

[Email Address]

[Phone Number]

You can edit this sample to match your own background and the position you're applying for.

If you're unsure how to begin, an AI writing assistant can help create a first draft. Just remember to review the text carefully and personalize it before sending your application.

Attach Your Resume and Cover Letter Correctly

It may sound obvious, but always double-check that your resume is actually attached before sending the email.

Many applicants spend so much time writing the email that they accidentally forget to include the most important file.

A few additional tips can help you avoid common mistakes.

• If the employer requests a cover letter, or if one would strengthen your application, attach it along with your resume. Avoid repeating the same information in your email, resume, and cover letter.
• Give your files clear names instead of generic ones like resume.pdf or document2.pdf. File names such as John_Smith_Resume.pdf and John_Smith_Cover_Letter.pdf make it much easier for recruiters to identify your documents.
• Whenever possible, save your files as PDF documents. PDFs keep your formatting consistent across different computers and are accepted by most employers. If PDF isn't requested, a Word document is usually acceptable as well.

If you're submitting a video resume, use a widely supported format such as MP4 so the employer can open it without compatibility issues.

Keep attachment sizes reasonable. Files larger than about 10 MB may be blocked by some email systems or trigger spam filters.

Before sending your application, review your resume one final time to make sure it is complete, accurate, and free of errors.

Quick Checklist for Attachments

• Attach your resume and cover letter when appropriate.
• Use descriptive file names that include your name.
• Save documents as PDF whenever possible.
• Keep file sizes below 10 MB.

Check Everything Before You Click Send

Before submitting your application, carefully proofread the email and all attached documents for spelling, grammar, and formatting mistakes.

Another person may notice errors that you've overlooked, so asking a friend or colleague to review your application can be worthwhile.

It's also a good idea to send a test email to yourself. This allows you to confirm that the formatting looks correct and that every attachment opens properly.

Finally, verify that you've attached the correct files before sending the message.

Keep your email simple and professional by avoiding decorative fonts, emojis, or unnecessary images. These additions rarely improve an application and may distract from your qualifications.

Common Email Mistakes You Should Avoid

When deciding what to write in an email when sending your resume, it's surprisingly easy to overlook small details. Sadly, even a minor mistake can leave a poor impression and lower your chances of getting a response.

For that reason, avoid these common application email mistakes:

• Sending oversized attachments: Large files may fill the recipient's inbox or stop your email from being delivered. Keep your resume and other attachments below 10MB whenever possible.
• Using the same email for every application: Sending a copy-and-paste email without adjusting it for the role or employer can make you seem uninterested. Spend a few minutes customizing every message.
• Ignoring the employer's instructions: If the job listing requests a certain subject line, document format, or extra information, make sure you follow those directions. Missing simple requirements may suggest you overlooked important details.
• Writing in an overly casual style: A polite and friendly tone is fine, but avoid slang, emojis, or informal wording. Your email should always sound respectful and businesslike.
• Skipping the final review: Proofreading only takes a few minutes, yet it can help you catch spelling mistakes, grammar issues, or missing information before you press send.

Here's an example of an email that misses several of these basics:

 

Poor Email Example

Subject: Job application

Hi,

I'm applying for the marketing position you advertised. I believe I'd be a good candidate because I have experience in this field and I'm a quick learner.

I've attached my resume. Please let me know if you need anything else.

 

Thanks,

John

 

Avoiding these mistakes helps your application look more polished and gives you a better chance of being invited to an interview.

Conclusion: What should you write in an email when sending a resume?

Sending your resume with a clear, professional email is one of the best ways to apply for a job. A strong email also helps your application reach a recruiter after passing through ATS screening systems.

So, what should your email include?

• Before writing, find out who will receive your application whenever possible. Addressing the hiring manager by name makes your message feel more personal and memorable.
• Use a professional email address. If possible, send your application early on Monday morning, when recruiters are more likely to notice new emails.
• Use one of the sample email templates as a starting point. Whatever format you choose, keep your message brief, relevant, and professional.
• Attach both your resume and cover letter as PDF files. Give them clear filenames such as Name_Surname_Resume.pdf and Name_Surname_Cover_Letter.pdf so they're easy to identify.
• Before sending your application, ask someone to review your email and documents for grammar mistakes or typos. It's also worth sending yourself a test email to confirm the formatting looks correct and the attachments open properly.

Tip: Before clicking Send, read the job advertisement one more time and check whether the employer has provided specific application instructions. They may ask for a certain email address, subject line, file format, or details to include in the message. Following these instructions shows attention to detail and helps prevent your application from being missed. If no special requirements are listed, simply follow the standard guidelines covered in this article.

After sending your resume, cover letter, and application, wait a few days before sending a polite follow-up email.

Final thought: A professional email can strengthen your application, but it works best when it's paired with a well-written resume and a strong cover letter.