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What to Say When Emailing a Resume (with Examples)

10 min read · Updated on June 12, 2024

Introduce yourself professionally when you email your resume

You've written the perfect resume and tailored it to the role you're aspiring to. What should you do next? A few years back, you'd have printed it off on some quality paper, addressed an envelope in your best handwriting, posted it off, and settled in to wait for a response. These days, though, it's more common to email your resume. It's faster, it's more professional, and it's easier to share a file than a printout.

But if you're going to email your resume, what should you say? Should you attach a cover letter? How much detail should you include? 

So many questions! 

But fear not, TopResume is here to help you decide what to say when emailing a resume, and we have answers to all these questions and more. Settle in as we guide you through it.

Should I email my resume?

Yes! It's absolutely fine to email your resume when you apply for a job. In fact, it's usually preferred to printed correspondence these days. Of course, the most important point is that you should follow the instructions on the job posting. If it requests a printed resume or a resume uploaded via an online portal, you should definitely apply in line with those instructions. However, if there are no specific instructions, an email application is advisable. Just make sure you're addressing it to the right person!

General rules for emailing your resume

Before we get into the specifics, let's refresh on some general guidelines for emailing your resume to a company. After all, first impressions count, so using proper email etiquette is important.

Use a professional email address. “ HotLips69@...” may have seemed cool and funny when you set up the account, but does it really convey that you're a credible professional? If necessary, set up a new email account to use for job applications – and remember to check it regularly for responses!

Add a clear subject line. Make the point of your email clear with a logical  subject line – you could include the job title of the vacancy you're applying for, for example, or refer to the fact that the email is a job application or resume.

Choose a professional greeting. Think “Dear [name],” or even just “[name],” rather than “Hiya” or “Greetings.” While email is less formal than a letter, you still need to keep the tone professional.

Be concise. Short,  snappy paragraphs are easier to read on a screen, and no one wants to trudge through pages of waffle to find the information they need. Respect the reader's time by keeping it simple.

Add a formal sign-off. A version of “thank you” and your name is sufficient – you may also want to add your professional title, a contact number, and a link to your portfolio if you have one.

Don't forget the attachments! Make sure that you've actually attached your resume (and your cover letter, if required). Ensure they have sensible file names, too: “Jay Miller – Resume” or “J Miller – Sales Executive Resume” is more professional and easier to retrieve than something like “JM 010224 v3” or simply “Resume.” Also, double-check the file type that you're sending – check out our article  Word vs PDF  if you're not sure.

What to say when emailing your resume – the detail

So now we've reviewed the basics of email etiquette, let's get down to business. You need to know what to say when emailing a resume. Well, the exact wording will vary depending on the situation, the role, and your personality, but you'll certainly need to include the following:

Why you're emailing

Your reader may have a ton of open vacancies and is likely to receive many resumes for each one. Make their life easier by clearly stating the role you're interested in applying for. If you have a reference number for the vacancy, you can include that too.

Your elevator pitch

Briefly explain who you are , what you do, and why you're the right person for the open role. This doesn't need to take up a lot of space or be very detailed – the key thing here is to be convincing enough for them to want to open your resume document to find out more. Include whatever information is most pertinent to the role – that could be your academic qualifications, your industry experience, awards and accolades, or particular skills. Refer to the job posting to find out what the company wants to see in a successful candidate and ensure the requirements are reflected in your email.

A call to action

Encourage the reader to open your resume, reach out with further questions, or schedule an interview. This one little line can show your enthusiasm for the role, emphasize your professionalism, and prompt your reader to take the next step in progressing your application.

What to say when emailing a resume – sample messages

Do you need a bit more inspiration to craft your message? Take a look at these sample emails and use them as a frame for your own resume email. Remember, the job advert is your cheat sheet when it comes to deciding what details to prioritize here.

What to say when cold emailing a resume

To: Katie French

From: Matthew Cole

Subject: Sales resume

I've long admired XYZ Inc. as a leading supplier of home tech solutions and have heard many positive reviews about your company as an employer. To that end, I am attaching my resume in the event that a sales vacancy may soon arise.

As you can see, I have enjoyed a successful 10-year career in technology sales and am a committed user and advocate of your products. This year, I am on track to exceed my sales target by 46%. I would bring an extensive network of industry contacts and a proven ability to motivate sales teams to surpass expectations.

If there are no suitable vacancies at the moment, please feel free to keep my resume on file for future reference. I look forward to hearing from you soon.

Matthew Cole

Sales Manager, Acme Products

What to say when emailing a resume in response to a job posting

Subject: Sales Executive vacancy (Ref: ABC123)

In response to your advertisement for a Sales Executive, I am attaching my resume. As you can see, I combine eight years of sales experience with a degree in Marketing and three awards for excellence in sales roles. 

The advertised role is particularly interesting to me, as it will allow me to leverage my expertise in technical sales, provide the opportunity for international growth, and establish trusted relationships with your clients to open new avenues for revenue and increased sales.

Please don't hesitate to reach out to me if you have any questions; I look forward to discussing my suitability further with you at an interview.Thank you for your consideration,

Sales Executive, Acme Products

What to say when emailing a resume to a recruiter

Subject: Healthcare Roles

Dear Katie,

I saw on JobBoard.com that you are recruiting for several healthcare roles, and would like to submit my resume for your consideration. I combine 10 years' experience as a Healthcare Assistant with numerous industry certifications and consistently receive positive patient feedback.

I look forward to hearing from you,

What to say when emailing a resume to follow up on a conversation

Subject: Finance Manager follow-up

Following our phone discussion earlier today, I would like to reiterate my interest in the Finance Manager position and attach my resume for your consideration.

As you can see, I am currently fulfilling the Finance Manager role at XYZ Company and am looking forward to developing my career within a global organization. I have a master's degree in Business Administration, as well as extensive experience in managing the finance function within a security business. I look forward to bringing my leadership skills to your team of finance experts.

Please reach out to me at 555-555-5555 when you have had a chance to review my attached resume.Regards,

Finance Manager, XYZ Company

What to say when emailing a resume following a referral

Subject: Events Manager vacancy

Dear Ms French,

Please find attached my resume. I have been referred to the Events Manager position by one of your colleagues, John Day, who I previously worked with at ABC Inc. Having delivered many successful events with John as my manager, I'm flattered that he has now asked me to apply for your open role. 

I've recently delivered a conference for 800 international delegates and a team building event for 5 national teams, both of which were very well received and were completed within challenging budgets. I am confident that I can bring a similar level of client satisfaction to DEF Inc. and look forward to discussing the position further with you.

Please don't hesitate to get in touch to schedule an interview at your convenience,

555-555-5555

Should you attach a cover letter when emailing a resume?

Now we've covered what to say when emailing a resume, it's time to consider the cover letter. As you can see, we recommend that the body of the email be kept short and concise. If you feel the need to include more detail, you can consider attaching a cover letter as well as a resume. There's no obligation to do this unless a letter is specifically requested as part of the application instructions, but it does give you the opportunity to expand on key points of interest.

Top tip: You may like to read our article on  how to write a cover letter to make sure you get this part of your application bang on!

How long does it take to hear back after emailing a resume?

Don't panic if you don't hear back immediately! While email is a speedy way to apply, recruiters and hiring managers receive many resumes for every open role and need time to sift through them, create shortlists, and schedule interviews. That said, certain recruiters have a reputation for ghosting unsuitable candidates, or your application may simply have been overlooked, so there's no harm in following up after a week or two if you haven't heard anything.  

What to write in a follow-up email

Subject: Communications Assistant vacancy (ref: 12345)

I emailed my resume to you last week in response to your advertisement for a Communications Assistant. I just wanted to check that you'd received it, and to reiterate that I remain very interested in the role.

If you didn't receive the resume or have further questions regarding my application, please do get in touch with me either via email or by phone at 555-555-5555.

Email with confidence

Now you know what to say when emailing your resume in any situation, you're ready to apply for your dream job! Use this checklist to make sure you've nailed it before you hit the send button:

Correct email address and personalized greeting

Appropriate subject line

Clarification of the role you're applying for

Elevator pitch

Call to action

Professional sign-off

Attachments attached

Final proofread

If you feel that your resume isn't quite ready to be unleashed upon the world, why not get an expert opinion? Our free resume review will explain which areas need further work before you submit your application.

Recommended reading:

How to Write the Perfect Goodbye Email to Co-Workers & Clients

The Networking Email That Works Every Time

How To Use AI To Prepare For A Job Interview

Related Articles:

Guide to Writing a Great Resume with No Work Experience

How To Write a Sick Leave Letter (with Template and Example)

Business Analyst Skills: Add to Improve Your Resume!

See how your resume stacks up.

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How to Send a Cover Letter Email

You only get one chance to make a first impression which is why your  cover letter email  is so important.  Emailing a cover letter  is your chance to show why you’re the  best candidate for the job  and to demonstrate that you’re a professional who is serious about the application.

The  email cover letter  should provide information on your expertise, such as your  qualifications, skills, and experience  as well as the reasons why you’re applying for the role. You need to show the employer why you’re a good fit for the position and to  grab their attention  so they look at your resume.

Candidates are often too quick to  send an email cover letter . This is a mistake. It is worth spending some time  focusing on each aspect  of the  cover letter  to ensure it’s up to scratch. In a competitive job market, marginal gains are everything.

Your  professional resume  is still the  most powerful tool  you have at your disposal when you’re job hunting and using a  resume builder  is an effective way of nailing it. Your  cover letter  needs to work in tandem with your resume.

How to send an email cover letter

One of the most important pieces of cover letter  advice  is to always  follow the employer’s instructions . Failure to  follow basic instructions  during the application process gives the wrong impression. It seems sloppy and unprofessional.

Sending an email cover letter and resume as attachments

If the instructions in the job posting say to  include your cover letter as an attachment , then do so. Either include it as a  Word document or as a PDF . As you’ll include both your  resume and cover letter  it’s important to clearly name both files (e.g. petergreencover.pdf and petergreenresume.pdf).

Sending an email cover letter as the main email

If the job posting instructions don’t state whether to include your  cover letter as an attachment , it is best to  copy and paste your cover letter  and include it as the main email, with just your resume attached. This way, when an employer double clicks on your application email, they will instantly see your  attention-grabbing cover letter .

How to write a an email cover letter for a job application

A  professional cover letter  should follow a clear  cover letter format . It should start with a header, an opening paragraph (why you’re applying), a second main paragraph (why you’re the best candidate), a closing paragraph (thank them for their time and state what’s attached), and an electronic signature.

Before you start writing it, you should carefully read through the job posting and  identify the key job requirements . You should then analyze your own expertise and be ready to show  how your skill set matches the job . Each cover letter should be tailored for each application.

You should choose some examples of when you’ve demonstrated  each key requirement  and include them in your cover letter. This is  much more convincing  than just saying you’re innovative, creative, or dynamic.

Don’t send a boring cover letter that starts with: 

“My name is Maria Smith and this cover letter is intended to express my interest in the Finance Manager position as listed on Glassdoor. I believe my background in technology companies and finance experience makes  me an ideal candidate for this role.”

Use the introduction to capture the attention of the reader . You can use a sentence showing that you’re aware of their company and why you’re interested in them specifically and to briefly introduce your value proposition.

In the  second paragraph , explain why you’re the perfect fit. Ask yourself the following questions:

• What are some programs/initiatives  you worked on that have had a big impact?
• Did you get promoted fast?
• What skills do you have that match the requirements of the job?
• Did you save  time or made money for your organization?

In the  last paragraph , you can tell the hiring person that you’d love to be considered for the role.

Cover letter email example

Get more  cover letter examples  advice in our guide with tips and information about all aspects of a good cover letter structure.

Subject: Customer Services Position: Jane Cooper

Dear Ms. Wilson,

I would like to express my interest in the position of Customer Service Representative which is advertised on LinkedIn. I believe that my four years of experience in customer services and my positive attitude make me the ideal candidate for this position.

I am used to working in a target-driven environment and have surpassed my personal targets for three consecutive years. I have also won two ‘Passion Awards’ for my approach towards delivering excellent customer service. My strong communication skills, which have been recognized through consistent positive feedback from our customers.

Thank you for taking the time to consider my application. Please find a copy of my resume attached. I look forward to having the chance to discuss what I can bring to the role in more detail.

Sincerely yours,

Jane Cooper

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What To Write in an Email When Sending a Resume to an Employer? (+3 Email Templates)

• Klara Cervenanska , 
• Updated January 12, 2024 7 min read

Have you found a job posting that asks you to submit your resume via email? Or maybe you’ve decided to approach your dream company directly. If so, you’re probably asking yourself right now — what to write in an email when sending my resume so I will stand out?

Sometimes employers provide clear instructions on what the email format should include. If that’s the case, follow the employer’s directions closely. 

But if you can’t find any instructions, don’t worry — you can follow the best practices described in this article!

Additionally, there are also 3 email templates for what to write in an email when sending a resume to an employer that you can download and edit to your liking.

Table of Contents

Click on a section to skip

3 sample emails for sending your resume to recruiters:

How to email a resume: a few tips to keep in mind before sending the email.

• Write an effective subject line. It's the first thing they're going to see

Email body for sending a resume: Keep it crisp, yet formal

Attaching files — resume and cover letter, what should you do before sending your email, what to write in your resume email key takeaways.

Feel free to use any of these templates as your first draft.

#1 Template of an email to send with your resume

#2 template of an email to send with your resume, #3 template of an email to send with your resume.

Additionally, these 10 more job application email templates will give you the help you need at any stage of the hiring process.

Finally, if you already have a fantastic LinkedIn profile but no resume, there's no need to write your CV from scratch. You can  convert your LinkedIn profile into resume  in seconds.

Before you start writing, ask yourself this:   Who is the person you're writing to?

Try to find the hiring manager's contact details so you can address them by name. A slightly more personal approach can decrease the chance of your resume being forgotten or disposed of.

Remember that   your email address needs to be professional . Emails like julezizcoolz@yahoo may have been cool in 2005, but not anymore. Instead, create a professional email address that consists of your first and last name.

You should also consider when to email your resume. In general, you want your email to be among the first ones they receive that day. This means you should send it very early — ideally before 8am.

The same applies for days of week. The later in the week you send your email, the lower the probability that someone reviews it. This is why you should send it very early on a Monday morning.

Naturally, do not put off applying if it's a first come first serve kind of job application. 

Key takeaways:

• Look up the hiring manager's contact details;
• Your email address needs to be professional;
• Send it on a Monday, ideally well before 8am;

Write an effective subject line. It's the first thing they're going to see

Sure, the subject line is just a tiny part of the whole email. However, it's also the very first thing the recruiter is going to see. That's why you want the subject line of your resume email to be absolutely spot on.

First of all, check the job posting for instructions regarding the submission. There may be a preferred subject format the company uses. If that's the case, then you need to stick to it.

However, if there are no instructions, you should stick to the standard format for subject lines :

• Subject: ‘Job application’ – Job title, Job ID (if applicable) — Your Name
• Example: Job application – Office Manager, Job ID #1553 — Ian Lumberjack
• Example (with referral): Referral from John Wick: Job application – Graphic Designer, Job ID #1554  — Nina Hughes

If someone recommended you for the job, definitely make this clear in the subject line. You can add your title or qualification if you wish — but remember, keep the subject line succinct.

Start off with a formal greeting and address the hiring manager by name (preferably last name).

In the first short paragraph you should state who you are, why you are sending this email and what the email contains.

Continue the next paragraph with a short but effective introduction of your best and proudest achievements. Of course, only mention those achievements that are relevant for the job. Close this paragraph by saying what value you would bring to the company and which skills you will use to accomplish this.

In the closing paragraph you need to say that you're looking forward to hearing back from them and meeting in person. You may add a captivating call for action   but be careful not to sound rude or overly keen.

Yours faithfully (US English) or Yours sincerely  (British English).

And finally, a professional signature is a must! Remember to include your contact details.

[Your name]

[Your job title]

[Email address]

[Phone number]

[LinkedIn profile] -  optional 

Remember, you want to keep the body of the email short and succinct. Don't go in too much detail otherwise you might loose the hiring manager's attention. 

Keep in mind that you simply cannot elaborate on every accomplishment and every work experience due to limited space. The email needs to be informative and concise.

This should go without saying but, don't forget to attach your resume to the email! 

Consider whether it's relevant to also attach your cover letter . When you apply for a job in bigger companies you may actually benefit from sending your cover letter as well as your resume. Just remember not to repeat yourself too much in your email body and your cover letter.

Avoid naming the attachments generically or randomly. Names like fghjvh.pdf or resume2.pdf can make it hard for the hiring manager to find these documents later. Name your a ttachments in a way that makes them easy to find   — Name_Surname_Resume.pdf and Name_Surname_Cover_Letter.pdf

The best format for sending your resume and cover letter is .pdf or .doc. We suggest saving your documents as  PDFs , since it's a universally accepted file format, it's easy to open and will not distort the formatting of your documents.

If you’re considering sending a video resume, you should know  how to convert video to MP4 , as it’s the most common format supported across different browsers and devices.

Keep in mind that files should not be larger than 10MB. Otherwise  they might be considered suspicious.

Last but not least, before sending it out, get your resume analyzed to make sure it contains everything it should.

• Resume and cover letter need to be sent as attachments;
• Name your attachments in a way that makes them easy to find;
• Save documents in the PDF format;
• Files should not be larger than 10MB.

Before you send the email with your resume and cover letter, you should check it for any spelling or grammatical mistakes.

Having bad grammar is definitely not something you want to be remembered for. Ask a friend to proofread all your documents. It can make a big difference. 

Additionally, it may be a good idea to send yourself a test email to see whether the formatting and layout of the email is up to the expected standard.

Don't forget to test download and open your files. Check whether you've attached the right file(s).

Also, avoid using any colorful fonts, pictures or emoticons. 

We can check your resume for you.

Scan your resume for issues and see how it compares against other resumes in our database.

Sending your resume attached to a well-written email can be a very effective strategy. It can help you find a way around ATS algorithms that filter out unsuitable resumes before they can even get to an HR employee for evaluation.

So how do you write one?

• Before you start writing the email, make sure you know who to address. Knowing the hiring manager's name will make the email feel more personal and decrease the chance of it being forgotten.
• Your resume address should sound professional. Send your resume email early on a Monday morning for maximum effectiveness.
• We have provided you with email templates. No matter which one you choose, remember — keep the email short, informative and professional.
• Attach your resume and cover letter in the PDF format and name them in a way that makes them easy to find, for example  Name_Surname_Resume.pdf and Name_Surname_Cover_Letter.pdf
• After you have written the email and attached the documents, ask someone to proofread it for you to avoid any grammar errors and typos. Lastly, send yourself a test email to check the formatting and test download the files. 

After you send in your resume, cover letter and your job application, wait for a couple of days before sending a follow up email .

Christy's word of advice

For bigger companies, your application will probably be forwarded straight to the ATS, so just a short email referencing the attached cover letter/resume is fine. An exception is if you’ve been referred to them directly, in which case, keep it formal but mention the referee’s name. For smaller companies where your application is more likely to be manually reviewed, showing a bit of personality will help you to stand out.

Christy Morgan, Resident HR Expert

Concluding thought — even if you construct the perfect email to send with your resume, you still need to make sure you have an impressive resume and cover letter.  

We've got you covered. Check out these articles to help you create the perfect resume and cover letter:

• How to Write a Resume: The Only Resume Guide You’ll Need in 2024
• The Only Cover Letter Guide You’ll Need in 2024 (+Examples)

When emailing your resume to a hiring manager, start with a formal greeting using their last name. In the first paragraph, briefly introduce yourself and explain the purpose of your email. Next, highlight your most relevant and proud achievements, linking them to the value you can bring to the company and the skills you'll use to achieve this. Conclude by expressing your eagerness to hear back and the hope of meeting them in person. Sign off with "Yours faithfully" (US English) or "Yours sincerely" (British English), and include a professional signature with your contact details.

When sending your resume to a hiring manager via email, the subject should always include your name and purpose, e.g. Job application – Job title — Your Name .

In your email when sending a resume with a reference, briefly introduce yourself, mention the position you're applying for, and how you came to know about it. Specifically mention your reference's name and your relationship with them . Then continue by highlighting your most relevant and proud achievements, linking them to the value you can bring to the company. Conclude by expressing your eagerness to hear back and meeting them in person. Sign off.

Klara graduated from the University of St Andrews in Scotland. After having written resumes for many of her fellow students, she began writing full-time for Kickresume. Klara is our go-to person for all things related to student or 'no experience resumes'. At the same time, she has written some of the most popular resume advice articles on this blog. Her pieces were featured in multiple CNBC articles. When she's not writing, you'll probably find her chasing dogs or people-watching while sipping on a cup of coffee.

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How to Start a Cover Letter To Keep Recruiters Reading

Customers Interviewed by:

Writing a good cover letter starts with the first word, so you need to know how to start a cover letter right.

Starting a cover letter on the right note is crucial to grab the recruiter’s attention. Whether you’re struggling with a blank document or have a solid foundation, a cover letter needs a punchy opening to make an impact on the hiring team.

What are the key ingredients to starting the perfect cover letter?

Here’s what we’ll cover in this article:

• What to include in your cover letter header.
• How to start a cover letter greeting.
• How to write an impressive cover letter opening paragraph.
• How to start a cover letter off strong.
• Examples of how to start a cover letter.

Each puzzle piece of your cover letter opener creates a detailed picture of who you are as a candidate. It proves to the recruiter that you’re worth contacting for a job interview . Make a standout first impression with your cover letter by including:

• A header with your contact information.
• A personalized greeting.
• A powerful opening statement.

Create your cover letter with AI to customize it for the job description. Optimize your cover letter and resume with Jobscan to get more interviews.

What to include in a cover letter header

The top of your cover letter should include a header with your critical contact information, like:

• Your name and professional title.
• Your phone number.
• Your email address.
• Your LinkedIn profile link.

You can also include other relevant links. These could be to your portfolio website, GitHub, Medium profile, or other industry-specific resources. They will help the recruiter understand your skills.

Include the date, the recipient, the company name, and the address or location of the organization. (This will depend on whether it’s an in-person, hybrid, or remote environment.)

Below is an example of a cover letter including personal information in the header with the date and company information below. This example was created with the Jobscan Cover Letter Generator .

Use our Cover Letter Generator to save yourself time writing your cover letter. The header section will auto-populate based on your resume, so all the details match perfectly.

How to write a cover letter greeting

If you usually start your cover letters with “Dear Sir/Madam” or “To whom it may concern,” it’s time to reinvent your greetings. Not only is this a boring way to start a cover letter, it can come across as lazy.

With a little investigation, it’s easier than ever to find the names of the recruiters or hiring teams. By taking a little time, you can personalize your greeting to boost your chances of a recruiter reading your cover letter from start to finish.

Beat out the 84% of job seekers who don’t find the hiring manager’s name to personalize their applications and go the extra mile.

How can you find the right person to address in your cover letter?

Turn to LinkedIn or the organization’s website.

On LinkedIn, you can either search for the company’s recruiter or talent acquisition team members. Or you can go to the “People” tab of their LinkedIn page to explore the current employees.

Suppose you’re looking for a job at PCL Construction and want to find the name of the recruiter who will likely be reading your cover letter. You can go to the search bar and find the recruiter managing that department by city.

With just a quick search, you’ll find the hiring team members in charge of the role you’re applying for!

You can also go directly to a company’s website and look for the “Team” or “About Us” page for information.

Targeting a greeting to a specific person is easier to do in smaller organizations. If you’re applying for a role at a large company, you can still write an engaging but more general greeting on your cover letter, such as:

• Dear [Department] Hiring Manager,
• Dear [Department] Team,
• Dear [Director of or Head of] Department,
• Dear [Company Name] Hiring Manager,

How to write a powerful cover letter opening paragraph

Recruiters spend just seven seconds scanning a candidate’s application , so it’s critical to capture their attention in the first line.

Be concise in your cover letter and choose your words with the desired impact in mind. Avoid falling into the old traps of opening your cover letter by stating what role you’re applying for and how you found it. Remember, you have a precious few seconds to illustrate how you can help the organization fulfill its needs, so make every sentence count.

Read the examples below and ask which one will have a greater impact on employers.

“I am thrilled to apply for the Research Analyst position at YouGov, where my experience in leading market research projects that boosted client engagement by 25% and my expertise in data interpretation have consistently delivered actionable insights and strategic recommendations. Using my skills in analyzing primary research data, I’m looking forward to helping your organization make data-backed decisions to drive growth and profitability in your projects.”

“I am excited to apply for the Research Analyst position at YouGov, an esteemed global online research company well-known for its accurate data and market insights. With my background in managing market research projects, interpreting data, and delivering actionable recommendations, I believe I can contribute significantly to your team.”

The point of your cover letter isn’t just to restate your skills from your resume . You need to prove the impact of your skills and how you’ll bring that impact to the organization.

It’s not about you, it’s about the company’s needs.

Tips for writing a strong cover letter opener

Now that you know what puzzle pieces you need to start a cover letter right, here are some tips to help wow the recruiter with its content.

1. Let your enthusiasm and passion shine through

Your resume illustrates your skills and qualifications , but your cover letter is the place to tell a story. Share what company qualities excite you, what draws you to the organization’s mission or values, and what direct experience you have with the company’s product or service.

Communicating your enthusiasm gives the recruiter an idea of how engaged and dedicated you’ll be to your performance.

With over five years of hands-on experience in property management, I am deeply passionate about creating exceptional living experiences for residents. Your industry-leading services and premium standards in property management systems make me excited about the opportunity to bring my dedication and expertise to your esteemed team.

2. Mention any mutual connections

If you have a professional connection in the company or were referred to a position, name-drop that connection at the top of your cover letter. A connection can help boost your chances of getting an interview, especially if that person can act as a reference.

Give your connection a heads-up if you discovered the opportunity on your own without a referral. That way, if they’re asked about you informally by the hiring team, they’ll know to expect questions.

If you want to give your cover letter a boost with a connection, you can reach out to someone in the company before you apply. Be genuine and try to connect with someone on the team you would be working with. Ask an authentic question or reach out to discuss their experience in the company. Tell them you want to apply for an opening. But don’t try to reach out to anyone just to get a name to plug in your cover letter. It can come across as disingenuous.

My interest in the Health Systems Analyst role was significantly piqued after speaking with Jane Doe, an eHealth Policy Analyst at your organization. Jane highlighted the cutting-edge technology initiatives and collaborative atmosphere within your IT department, which align perfectly with my 7 years of experience in healthcare IT, focusing on electronic health records (EHR) systems and data security.

3. Incorporate your company research

Writing a compelling cover letter requires that you do some research to show the recruiter that you’re aligned with the company’s values, mission, and culture. You need to express to the recruiter why you want to work at their specific organization .

Keep an eye on industry news and learn about the company’s latest projects. By incorporating details about what the organization is currently achieving, you position yourself as a better interview candidate over other applicants.

Your recognition as an industry leader, demonstrated by winning the Best Employer Award for three consecutive years and your successful launch of the community outreach initiative, highlights [Company Name]’s dedication to both employee well-being and social responsibility. I have a track record of increasing employee satisfaction by 20% through strategic wellness programs and look forward to contributing to your continued success.

4. Highlight your most impressive achievement

A well-written resume illustrates your achievements , but your cover letter is the best vehicle to add context and tell a compelling story to show off your impact. You can directly tie it into the role you’re applying for and help the recruiter forge connections between what you have accomplished in the past to what you can achieve for the future—particularly for their company.

In my previous role as a project manager at Apex Management Co, I spearheaded a comprehensive cost-reduction initiative that saved $500,000 annually by optimizing supply chain operations and renegotiating vendor contracts. This accomplishment directly relates to the efficiency and budget management skills required for the Operations Manager position at your organization, where I am eager to contribute to your mission of streamlining processes and enhancing operational efficiency.

5. Clearly state your unique value

In a sea of applicants, it can feel difficult to set yourself apart. But the truth is, no one has the same combination of experience or skills you do. The key to standing out is learning how to frame your unique value to solve a company’s problems. Expand on the key skills listed in the job description and draw on your research of the organization to explicitly spell out how you’ll benefit the team.

With a unique blend of creative and technical skills, I designed a user interface for the HealthCo App that increased user engagement by 40% through user-centered design principles and rigorous usability testing. I am looking forward to bringing this expertise to your organization as a UX Designer, addressing your need for more engaging and intuitive user experiences, particularly as you expand your digital offerings.

6. Keep your cover letter short

Remember that you want the recruiter to read your cover letter from start to finish, so make sure every sentence is meaningful and cut out the fluff. There should be plenty of white space to break up the text and not overwhelm the reader.

Reference our cover letter examples for inspiration on crafting the perfect cover letter.

Let AI write your cover letter for you

Jobscan’s premium Power Edit includes a cover letter generator that harnesses the power of AI to write a customized cover letter based on your tailored resume and the job description. With one click, you’ll generate a cover letter that follows best practices.

You can use it as a framework to defeat blank page syndrome and include anecdotes, details about your mutual connections, and bits of information from your research to impress the hiring team. You can make any alterations in Power Edit and download the PDF when it’s done and ready to be attached to your tailored resume.

Key takeaways

Your cover letter could be the key to landing the interview. By following these essential tips on how to start a cover letter, you’ll capture the attention of the hiring team from the first sentence.

Remember these cover letter rules as you start your writing.

• Make a clear opening statement that shows passion, knowledge, and your unique value.
• Keep your cover letter short—stick to a few concise paragraphs to make it readable.
• Be specific and clear about what you’ll bring to the role.
• Stay away from humor—the tone can be difficult to read.
• Avoid reusing the same cover letter and write a custom cover letter for each job.
• Don’t overinflate your accomplishments or lie about connections that don’t exist.

When including your contact information on a cover letter or resume, make sure to provide the following details: Full Name: Your first and last name. Phone Number: A number where you can be easily reached. Make sure your voicemail is professional. Email Address: Use a professional email address, preferably one that includes your name. Mailing Address: Include your current street address, city, state, and zip code. LinkedIn Profile: If you have a LinkedIn profile that is up-to-date and professional, include the URL. Professional Website or Portfolio: If applicable, include a link to your personal website or online portfolio showcasing your work. This ensures potential employers have multiple ways to reach you and can view your professional online presence.

A good opening sentence for a cover letter can grab the reader’s attention and introduce your purpose for writing. Here are a few examples: For a job application: “I am excited to apply for the [Job Title] position at [Company Name], as advertised on [where you found the job posting]. With my background in [your field or relevant experience ], I am eager to bring my skills and passion to your team.” For a career change: “With a strong foundation in [current field], I am thrilled to apply for the [Job Title] role at [Company Name] to leverage my skills in [new field].” For a specific achievement: “Having recently led a successful [project or achievement], I am enthusiastic about applying for the [Job Title] position at [Company Name] to bring my expertise in [specific skill or area] to your innovative team.” For expressing enthusiasm: “I have long admired [Company Name]’s commitment to [specific value or mission], and I am excited to apply for the [Job Title] position to contribute to your impactful work with my experience in [relevant experience or field].” For a networking referral: “After speaking with [Referrer’s Name], I am inspired to apply for the [Job Title] position at [Company Name] where I can utilize my skills in [specific skill or area] to further your goals.” These starters aim to make a strong first impression by highlighting your enthusiasm, relevant skills, and connection to the company.

Your cover letter opening should contain the following key elements: Your Enthusiasm for the Position: Show genuine excitement and interest in the role you are applying for. This sets a positive tone and captures the reader’s attention. Specific Mention of the Job Title and Company Name: Clearly state the position you are applying for and the name of the company. This ensures the reader knows exactly what role you are interested in. Brief Introduction of Yourself: Include a concise introduction that highlights who you are and what you bring to the table. This can include your current role, relevant experience, or a key achievement. Connection to the Company: Mention something specific about the company that resonates with you, such as their mission, values, recent achievements, or reputation in the industry. This demonstrates that you have researched the company and are genuinely interested in working there. A Hook or Key Strength: Highlight a key skill or accomplishment that makes you a strong candidate for the position. This can be a significant achievement, a unique skill set, or relevant experience that sets you apart from other applicants. Here is an example that incorporates all these elements: “I am excited to apply for the Marketing Manager position at XYZ Company, where I can combine my passion for innovative marketing strategies with my skills in digital advertising. With over five years of experience in driving successful campaigns that increased brand awareness and sales, I am eager to bring my expertise to your dynamic team. I have long admired XYZ Company’s commitment to sustainability and innovative product development, and I am thrilled at the opportunity to contribute to your impactful work. My recent achievement in boosting social media engagement by 40% through targeted campaigns is a testament to my ability to drive results and my dedication to excellence.”

To start a cover letter greeting effectively, follow these guidelines: Address the Hiring Manager by Name: Whenever possible, find out the name of the hiring manager or the person responsible for hiring. Addressing the letter to a specific person shows that you have done your research and adds a personal touch. Use a Professional Salutation: Use a formal greeting such as “Dear” followed by the person’s title (Mr., Ms., Dr., etc.) and last name. Avoid using first names or informal greetings. When You Don’t Know the Name: If you cannot find the hiring manager’s name, use a general but professional greeting such as “ Dear Hiring Manager ” or “Dear [Department] Team.” Avoid Outdated Phrases: Refrain from using outdated or overly formal phrases like “To Whom It May Concern.” A modern, professional greeting is more effective. Examples: When you know the hiring manager’s name: “Dear Ms. Smith,” When you know the hiring manager’s title and department: “Dear Marketing Team Lead,” When you don’t know the hiring manager’s name: “Dear Hiring Manager,” When applying to a specific department: “Dear Marketing Team,” Starting your cover letter with a proper greeting sets a professional tone and demonstrates your attention to detail.

Kelsey is a Content Writer with a background in content creation, bouncing between industries to educate readers everywhere.

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How To Write a Sample Email to Send a Resume to a Recruiter

3 key takeaways

• The best way to write an effective job application email to a recruiter is to get straight to the point.
• Lead with the outcomes you’ve achieved and how you align with the role in an application email.
• Teal’s Job Application Tracker includes email templates for every stage of your job search.

HR professionals and recruiters don’t actually like sorting through resumes. They can see hundreds in a single day, even if they’re using an ATS.

To get through them, they’ve created procedures to prioritize the best-fit candidates. 

That’s why, if you’re going to email your resume directly to a recruiter, that email has to catch their eye. It has to be appealing enough to get them to willingly review yet another resume.

In this article, you’ll learn how to craft the perfect sample resume to send to a recruiter. You can also speed up the process and keep track of the jobs you’ve already applied for using Teal’s Job Tracker and Email Templates .

Struggling to land interviews with your resume? Get started with Teal’s AI Resume Builder for free.

How to write an email with your resume to a recruiter

In most cases, if you’re sending your resume to a recruiter it’s because:

• They’ve reached out to you, either on LinkedIn or through email, to express interest in your background and your fit for the role. 
• They list their email in the job posting, asking for resumes in their inbox rather than in an application.
• You’ve discussed work with someone on social media, in-person, or another medium and they’ve asked you to send your resume.

In the first case, recruiters are sending out dozens of canned messages to all candidates within their database, or within a LinkedIn search. They often have a list of criteria they’re using to run this search, and you just happen to fit within that data set.

They know the more emails they send out, the more likely they are to get a response and, hopefully, find the right candidate within those responses. 

In both the first and second scenarios, recruiters are seeing a lot of emails from a lot of people. That is why you shouldn’t send your resume to a recruiter until you are sure it’s a decent match for your skills, work history, and interests for your next role.

Learn as much about the role as you can first. When you feel secure enough to send your resume, you can send it with confidence.

Once you’re ready, here’s how to email a resume to a recruiter:

Step 1: The subject line for a resume email

Your subject line is your first impression, and if it’s too generic, it’ll be completely ignored. An anonymous recruiter on a hiring forum made this clear, stating: 

“As someone who has seen a ton of these, I 100 percent do not suggest something generic. It's quite obvious from some people that they sent the same email to several people. These emails get ignored 90 percent of the time unless the hiring manager is desperate. As for the title, I suggest [you] to be very clear in what you are looking for, even if it's a little long. Example: "Expression of interest for XX-0X Position - [group name, ex: Policy Division] - Seeking Deployment Opportunity."

That’s why your email subject line needs to be a clear indicator of these few things:

• Who you are (name)
• The role you’re applying for
• Your qualifications, if applicable (MBA, CP, Ph.D…)

Email subject lines are rather short, even on a desktop (60 characters at most), but they’re even shorter in mobile inboxes. 

You need to be clear not only about why you’re reaching out, but also put the most important words at the beginning to ensure they’re seen. 

Sample subject line in an email to send to a recruiter

If you’re referred to by someone, that’s what you should include first. The subject line, in that case, might look something like this:

If you weren’t referred, here are a few other examples of email subject lines to a recruiter:

• Notice of Interest - [Job title you seek]
• Applying for [Position] – [Name] Resume
• “[Job title][Your name],[Your qualification or job title]

Step 2: Greeting

Keep your greeting simple and professional with a “Hello” or “Dear” followed by their first name. 

Just be sure to spell it correctly. They won’t take kindly to being called something other than their name, especially when you can generally just look at their email to ensure correct spelling. Check their LinkedIn profile if you are unsure.

Step 3: Introduction

The introduction of your email is the first line after your greeting, and it’s really more of a courtesy than anything else.

You don’t need to draw it out. One or two sentences explaining why you’re reaching out and how you found out about the opportunity is adequate, especially if you were referred to the role. If you were, be sure to name drop.

If you really want to stand out from the standard email though, get straight to your message and express your enthusiasm for the position with something that stands out. 

Sample intro in an email to send to a recruiter

Step 4: Qualifications and value proposition in your email body

Don’t just list your qualifications in your email as if it’s a resume. Instead, share the biggest highlights of your career in a conversational tone.

The best way to do this is to think through the outcomes you’ve produced in your position. If the role you’re applying for, or the roles you’ve had in the past, are not outcome based, consider how your work contributed to business goals. 

Maybe you’ve led a team that completed a detrimental project for the company. Maybe you’ve saved the company money somehow or increased the efficiency of an internal process. 

If former or current employers have benefited from your work in any way, share that. Then, of course, also share any certifications or earned titles, such as Ph.D.

Sample qualifications in an email to send to a recruiter

This works because it’s straightforward. Instead of oversharing, it dives right into the  results of past work. It wastes no time delivering the essential details that’ll help the recruiter make a decision.

Pro tip: Teal’s Job Tracker includes job application email templates tailored to your resume and cover letter.

Step 5: Call to Action

Point the reader in the direction you want them to take with confidence. Don’t leave it open-ended. 

For example, “please let me know if I’m a good fit” is too passive.

Instead, you want to be more assertive to earn the hiring manager's attention, urging them into action without coming across as entitled or pushy.

Sample call to action in an email to send to a recruiter

“Please see my resume attached to the link in my portfolio [URL] to check my samples and testimonials. My resume is also attached to this email. If I look like a fit, I'd love the opportunity to speak with you further on how I can apply my skills to [outcome] for [Company]. I'm available all Tuesday and Wednesday next week. Would you be up for a chat?”

Step 6: Best resume email closings and sign-offs

After asking for a meeting or closing with another call to action, thank the recruiter for their time and consideration. 

Sign off your email with a professional closing, such as "Best regards," "Sincerely," or "Thank you."

Include your full name, contact information, and any relevant links (such as your LinkedIn profile) in your email signature.

There are a few websites that make it easy to create a professional email signature . 

Sample signature in an email to send to a recruiter

You simply have to go into your email settings, to your signature, and paste your professional email signature there. From then on, every email you create will automatically include your signature. 

Step 7: Attaching your resume to a recruiter email

A lot of job applicants question whether or not they should email their resume as a word doc or a PDF file . 

A PDF has long been thought of as the clean and professional standard. They also have the advantage of maintaining your formatting, so recruiters will always see your resume as intended. 

But recently Word docs have been making a come back due to fears that ATS software isn’t able to read PDFs. 

However, as long as the text in the PDF isn't rasterized or cluttered with images and icons, an ATS should be able to read it. 

Annette Marie, a job seeker, shared this word of caution about using PDF resumes for job applications:

“The entire top portion of my PDF resume did not appear in the finished ATS scan, but everything appeared when I scanned my Word document (.docx). However, it’s worth mentioning that the top portion of my resume is within a text box, which may explain the issue. Just be cautious with shapes and objects, as they don’t seem to be compatible when using a PDF format. Nonetheless, the PDF still presents well for in-person interviews.”

Recruiters may sometimes favor Word doc resumes due to their ability to make changes, either to the formatting, or to remove certain items that might lead to unconscious bias (such as a picture).

Some recruiters might also need to remove contact information in order to protect your details and keep their clients from contacting you directly. 

But you’d have to be willing to have a recruiter alter your resume, potentially without consulting you. 

Unless they’re a career coach, a trusted friend, or a resume writing service, no one should be editing your resume. 

Step 8: Follow up on your recruiter email

There are several ways to follow up on a job application email, because, no, you don’t necessarily have to follow up via email.

• Email: It’s rare for recruiters to get through all of their emails in one sitting, so it might take a few days to get to yours. But, if you haven’t heard back in a couple of days, it’s safe to send an email reasserting your interest in the position.

Aside from re-expressing your interest, you might also want to ask when you’ll be able to connect with a hiring manager. You can also reattach your resume and cover letter. 

Sample follow up job application email template

Subject line: [Your Name] - Job Application Follow-up for [Position] at [Company] Hello [Hiring Manager's Name], A few weeks ago, I applied for the [Position Title with Hyperlink to the Application] role at [Company Name]. I'm very excited about this opportunity, so I wanted to reach out, introduce myself, and see if you have any details from the hiring manger about the decision timeline. I'm a [Your Current Job Title] at [Your Current Company Name] who's [insert relevant qualifications and/or accomplishments] over the last [X] years. In particular, I'm interested in [Company Name] because [mention specific reasons why you're interested and why you’re a good fit]. Please let me know if you have any questions about my application or require further information from me. I look forward to hearing from you soon and learning more about the timeline. I can't wait to share some of my ideas on [insert challenge or goal related to your desired new job title]. [Best/Kind regards/Thank you], [Your Name] [Your Phone Number] [Your LinkedIn]

• Phone: Resort to a phone call only after you haven’t heard back on your follow-up email. 
• LinkedIn: Try to avoid reaching out to a recruiter on LinkedIn unless that was their initial method of contacting you. The reason? It’s far more informal and some recruiters only use their LinkedIn for personal use, or may not check it regularly. 

Here’s a simple follow-up LinkedIn message template : 

Dear [Contact Name], I recently submitted my application for the [Position] at [Company], and I wanted to follow up to express my continued interest in the opportunity and inquire about the status of my application. I am excited about the possibility of joining the team at [Company], and I believe my skills and experience make me a strong fit for the [Position]. I am confident that my [mention of relevant skills, qualifications or experiences] would contribute to the success of the team and the company. If there are any additional materials or information I can provide to support my application, please let me know. I am eager to further discuss my qualifications and how I can contribute to the success of [Company]. Thank you for considering my application. I look forward to hearing from you soon. Best regards, [Your Name] [Your Phone Number]

Note: Within Teal’s Job Application Tracker, you’ll find job application email templates to get your started in crafting a personalized email to a recruiter.

Common mistakes to avoid when sending your resume via email

Most emails sent to a recruiter are canned—a template or exact copy of an email sent again and again with little to no alterations. And recruiters are sick of it. 

Jules Lalo, a recruiter , echoes this when with this statement:

“One of my pet peeves is a CV with no context [in the email] intro [so] I have to decipher what group level they are substantively. This has a huge impact on filtering later on.”

In other words, recruiters aren’t just asking for more details and personalization from you because they don’t like it. They simply need more details to help place you in a role or ensure you’re a right fit (and they want to be able to find your email later).

But a lack of context isn’t the only mistake many job seekers make when sending a job application email. Here are a few common mistakes recruiters see: 

Using an unprofessional email address

Elby James , a former HR associate and resume consultant, finds it shocking how often people send emails from unprofessional email addresses. 

“The email address should be a professional email address. I don't mind Gmail or AOL but really, how much does it cost to buy a domain name today? Especially when it is for something as important as your career.

I remember seeing email addresses such as [email protected] . [email protected] . [email protected] . ”

Spelling errors on your resume or in the email 

Spelling mistakes won’t be a make or break for all recruiters, but it can be a put off for many, especially in a short email. With tools like Grammarly available today, most recruiters don’t take kindly to spelling mistakes. 

Elby shares his thoughts on this as well:

“I abhor typos. Maybe this is the graduate English major inside of me acting out but really, there is no need for typos; there are two reasons I say this: The first reason is spell check… it’s free! The second reason is [that] a resume is an important document, you should check it as many times as possible.”

Try to avoid buzzwords

You might be keyword stuffing your resume to get into the candidate pool, but you shouldn’t apply that same logic to a recruiter email. And really, you should try to avoid overstuffing your resume as well. 

Recruiters will often use keyword stuffing as a mental filter. They’ll automatically toss any resume or email that overly-uses buzzwords.

They need to be able to tell what you do in the simplest of terms and with a quick glance. But if you’re using phrases like—“transformed big-thinking into actionable steps, aligning with business goals and channel objectives”—no one will understand you. 

Pro tip: Teal’s free Chrome Extension shares the top five keywords in a job posting for free, and Matching Mode helps you optimize your resume accordingly (meaning you only need to use the most important words).

Lack of personalization

It doesn’t take a lot to personalize an email to a recruiter. 

You’ll keep most of the details the same, like your qualifications and your call to action. But you’ll alter the company’s name, the recruiter’s name, and details about how you found out about the role. 

You’ll also want to alter anything pertinent to the role itself, such as how your experience applies. This isn’t the same for every role, and it’s very easy to tell if you aren’t paying attention to those differences. 

Recruiters want to know exactly how you fit that role, without digging. 

Start with a sample email to send a resume to a recruiter

As you may have caught on, recruiters see hundreds of resumes. They’re unsurprised by most stylings or attempts to be unique. But they’re far more numb to the generic resume emails they see all day.

So while it’s important to add personalization, get straight to your point, and include only the most compelling details in your email, you still need an email template to get started.

While recruiters may see a lot of emails, there’s truth to the job search being a numbers game. The longer you spend on one email, the longer you might be searching for a role. You might even miss out on some opportunities because you’re spending too much time on emailing a recruiter that will spend only seconds determining whether or not to put you in a candidate pool.

Using a sample resume email for recruiters as a template, you can speed up the process while adding some personalization. 

To find simple, but effective job application email templates, try Teal’s Resume Builder. Teal’s Job Application Tracker includes email templates to send your email to recruiters and hiring managers.

Frequently Asked Questions

What should you write in an email when sending a resume to a recruiter.

When sending a resume to a recruiter, keep your email concise and professional. Start with a clear subject line, greet the recruiter by name, briefly introduce yourself, highlight key achievements, include a call to action, and close with a professional sign-off.

What should you write when sending a CV via email?

When sending a CV via email, include a personalized greeting, a short introduction stating why you’re reaching out, and a summary of your qualifications and accomplishments. Add a clear call to action, thank the recruiter for their time, and attach your CV in a preferred format.

What should you write in an email subject line when sending a resume?

Your email subject line should clearly indicate who you are, the role you’re applying for, and any relevant qualifications. Examples include "Notice of Interest - [Job Title]", "Applying for [Position] – [Your Name]", or "[Job Title] - [Your Name], [Qualification]".

Sarah Colley

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How to Email a Resume and Cover Letter Attachment

Sample Email for a Job Application With Attachment

Ashley Nicole DeLeon / The Balance

Depending on the job for which you're applying, you may need to attach your resume and cover letter to an email as you reach out to the hiring manager. That's often the case with smaller employers. For other employers, you'll generally apply online or via a job board, but you'll still want to know how to properly attach a resume and cover letter in case you're coordinating any interviews via email.

What's the easiest way to attach your resume and cover letter to an email message? When you're asked to send a resume or cover letter via email, follow these steps to ensure you have correctly attached your documents. You'll also want to explain what you are sending and why, add your signature to the email, and include a subject line that will get your message opened and read by the recipient.

Key Takeaways

• Most employers request a Microsoft Word document or a PDF file of your resume. 
• It's easy to save your documents in the file format requested by an employer.
• When saving your documents, use your name as the file name.
• Include a subject line that states who you are and what job you are applying for in the email message.

Check the Employer's Instructions

When you apply for jobs via email , the employer may require you to send your resume and cover letter as an attachment to an email message. It's important to send your attachments correctly, include all the information you need so your email message is opened and read, and let the receiver know how they can contact you to schedule an interview.

What's most important is to follow the employer's instructions and send exactly what they have asked for in the format it's requested. If you don't, your message may end up in a spam or trash folder.

Save Your Cover Letter and Resume

When sending your cover letter and resume attachments, the first step is to save your resume as a PDF or a Word document. The job posting should specify how to send the attachment. This way, the receiver will get a copy of the resume in the original format.

If there aren't instructions on how to send your documents, submit your resume as either a Microsoft Word document (.doc or .docx) or as a PDF file. These are the formats most commonly preferred by employers, and it's easy to save the documents and add them as attachments to your email message.

You can either save your cover letter in document format or write it directly in the email message.

Save as a Word Document

If you have word processing software other than Microsoft Word, save your resume as a Word (.doc or .docx) document. Select File , then Save As .

Save a Google Doc as a Word Document

If you don't have Microsoft Word, you can save a Word (.docx) version of a Google Doc. Select File then Download and choose Word Document (.docx).

How to Save as a PDF

Whether the employer requests a PDF file or you opt to send a PDF, here's how to convert a document file.

To save a Word document as a PDF:

• Select  File then Save As  in Microsoft Word.
• Select  PDF  from the  Format  drop-down menu.

To save a Google Doc as a PDF:

• Select  File then Download and choose  PDF Document .

Choose a Unique File Name

When saving your document, use your name as the file name , so the employer knows whose resume and cover letter it is, i.e., janedoeresume.doc or janedoecoverletter.doc.

Don't simply use "resume" as a file name because it will be hard to differentiate your resume from those of the other applicants.

Include a Subject in the Email Message

The subject line is one of the most important parts of the email messages you send to apply for jobs. If you don't include one, your message may not even get opened. 

Your email message must include a subject line, and it should explain to the reader who you are and what job you are applying for. Be specific, so the recipient knows what he or she is receiving. Employers often hire for many positions at the same time, so include both your name and the job title.

Add a subject to the email message before you start writing it. That way, you won't forget to include it afterward.

Here's what to write:

Subject: Your Name - Job Title

If the employer requests additional information, like a job ID number, be sure to include that too.

Write an Email Message to Send With Your Resume

Once you have saved your resume and cover letter, and they are ready to send, the next step is to write an email message to send with your documents.

First, open your email account. Then click on Message at the top left of the screen or click on File > New > Message .

You can either write your cover letter as part of the email message or send it as an attachment. Here's how:

Write Directly in the Email

You can either type your cover letter directly into the email message , copy and paste it from a word processing document, or if the company requests an attachment, send your cover letter and resume with the email message. So, your choices are to send a cover letter attachment or to use the email message as your cover letter.

If you are attaching a cover letter, your email message can be brief. Simply state that your resume and cover letter are attached. Offer to provide additional information and let the reader know how you can be contacted.

Be sure to follow the directions in the job posting for how to apply when sending your cover letter and resume or your application may not be considered.

Adding Your Signature to the Email

It is important to include an email signature with your contact information, so it's easy for hiring managers and recruiters to get in touch with you.

Include your full name, your email address, and your phone number in your email signature, so the hiring manager can see, at a glance, how to contact you. If you have a LinkedIn profile , include it in your signature. Do the same with any other social media accounts you use for career and business purposes.

Sample Email Signature

Jared Harshbarner jared.harshbarner@email.com 617-123-3790 linkedin.com/in/jared.harshbarner

How to Add Your Signature

To add your signature to your email message, click on File > Insert > Signature if you have a signature saved that you use for job searching. If you haven't created an email signature, type your contact information (name, email address, phone, LinkedIn) at the bottom of your message.

Attach Your Resume and Cover Letter to an Email Message

Once your email message is ready to send, you need to attach your resume and cover letter to your message:

Click on Insert > Attach File. Your email client will display a list of files in the default file folder of your computer. If your resume and cover letter are stored in a different folder, click on the appropriate folder.

Click to select the file you want to add to your email message , and then click on Insert to attach the document to your email message. Take the time to carefully proofread the message before you send it.

Before you click Send , send the message to yourself to be sure all the attachments come through, and your email message is perfect.

Send a copy of the message to yourself, as well as to the company, so you have a copy for your records. Add yourself as a BCC (blind carbon copy) by clicking BCC and adding your email address.

Then click Send , and your cover letter and your resume will be on their way to the employer.

Review a Sample Email Message

Here's a sample email message sent with resume and cover letter attachments to apply for a job.

Subject: Sarah Smith – Museum Docent

Dear Ms. Cooper,

I’m writing to apply for the summer docent program at the Museum of Local History.

I have extensive docent experience, having volunteered at both the Harbor Museum and ABC Art, and have led tours both as a student leader and a member of the town historical society. In addition, I’m a lifelong town resident and an enthusiastic amateur historian.

I’ve attached my cover letter and resume for your review. I hope you’ll contact me at your convenience to discuss the program and arrange an interview. Thank you for your time.

Sarah Smith sarah.smith@email.com 555-555-1234 linkedin.com/in/sarahsmith

Frequently Asked Questions (FAQs)

Is it better to send a word document or a pdf to apply for a job.

A PDF file retains the format of your resume and letter, so the recipient will see them as you wrote them when they open the file(s) you sent. A Word document is easily read by the Applicant Tracking Systems (ATS) that employers use to manage job applications. What's most important is to follow the company's application guidelines.

How can I be sure my documents are formatted correctly?

Send a test message, and email your resume and cover letter to yourself before you send it to the employer. That way, you'll know your documents are formatted and attached correctly.

ZipJob. “ Should You Send Your Resume as a PDF or Word Doc? "

Google. " Create, View, or Download a File ."

Microsoft. " Save or Convert to PDF or XPS in Office Desktop Apps ."

Adobe. " How to Convert a Google Doc to a PDF ."

WTO / Letters and Emails / Cover Letters / 32 Email Cover Letter Samples | How to Write (Examples)

32 Email Cover Letter Samples | How to Write (Examples)

An Email Cover Letter is a formal document sent by an applicant to the hiring manager expressing their interest in a job position.

It supports the resume and gives more details about you as an applicant. It can be sent either as an attachment or as part of the main body.

The purpose of the cover letter is to support a resume. It elaborates on personal attributes and skills related to the position you are applying for to increase your chances of getting a job. It achieves its purpose by mentioning previous job experiences associated with the position you are applying for. Thus, the cover letter helps in supporting your resume, which can be less effective when submitted alone.

Free Templates

Whether you’re applying for a job or reaching out to a potential client, the templates provided below offer a convenient and professional way to craft your cover letter. By using these templates, you can save time and ensure that your cover letter is well-structured and visually appealing. With customizable sections for your contact information, introduction, skills, and closing, the templates make it easy for you to create a compelling cover letter that leaves a lasting impression.

How to Write and Send the Cover Letter

When sending it, you should consider specific aspects, such as sending it as an attachment, the position you are applying for, and what to include in the main body.

Some of these aspects, which should be considered, are discussed below:

Send your cover letter as an attachment

Some organizations may request that the cover letter be sent as an attachment. Hence, ensure that you save the document as a PDF (portable document file) file that cannot be edited by someone else after you submit it. Saving the document under your name helps avoid confusion for the hiring manager and makes your application stand out.

If an employer does not accept the attachments, you should then copy your cover letter and paste it as the body. Ensure that you have corrected the formatting, as copy-pasting may affect the original format of the letter. In this case, once the hiring manager opens your email, they will directly see your cover letter.

Add an informative subject line

A subject line states the purpose, and it should be short, precise, and grammatically correct to establish professionalism. In addition, it helps the hiring manager understand its purpose and helps your application stand out among other applicants. The length of the subject line should be between 46 and 70 characters. Ensure that you mention the position you are applying for and your name in the subject line. This information helps the hiring manager know the position you are applying for and differentiate different cover letters.

On the email subject lines, write “Customer Service Representative- Mike Bond.”

Start with a greeting

Start the cover letter with a greeting and keep it professional, not friendly. Mentioning the hiring manager’s name creates a natural bond and interest in the hiring manager. It also increases your chances of getting hired.  Before sending the application, research the company’s website to identify the hiring manager’s name. If the name is not available on the website, you can contact the organization directly and request the name from their customer service agent. This shows that you have taken an interest in the opportunity, and you have learned how the organization and its employees operate. If you do not know the hiring manager’s name, a general phrase can be used.

“Dear sir/madam.”

Write a simple message in the body

In the body, mention the position you are applying for and state the qualities you possess that are relevant to the position. In this section, you can also mention previous work experiences that are helpful or relate to the open position. These details help increase the chances of you getting hired as some of the qualities might be what the hiring manager is looking for. Additionally, mention how you can use your skills to improve the performance or output of the organization. 

Include examples

Give examples of previous accomplishments in the cover letter, which will spike interest in the hiring manager and ensure they relate to the position you are applying for. In addition, ensure you have researched the organization’s operations so that the examples you provide positively impact the business. 

Attach URLs

URLs are links that can be attached to them to help you provide more details about your capabilities by giving the hiring manager a link to access some samples of your work. This is applicable in several fields, such as graphic design , freelance writing or art.

Close with a thank you

At the closing, remember to thank the hiring manager again for the opportunity they gave you.

“I thank you for the opportunity and am looking forward to your response.”

Sign off with your signature

Signing off on the cover letter shows professionalism. Use courteous words such as sincerely, best regards, or thank you. In addition, a digital signature can be added along with an email and personal telephone number. These details ease communication in the case the hiring manager wants to give feedback or request additional details.

Attach your resume

Attach your resume, as it helps the hiring manager know you and your level of education, work experience, and personal interests. Ensure that your resume is written in a professional way to capture the attention of the hiring manager.

Cover Letter Samples

Following are some samples given for your better understanding:

Sample Cover Letter for a Graphic Designer Position

Subject: Application for Graphic Designer Position – Jane Doe

Dear Mr. David Smith,

I am writing to express my interest in the Graphic Designer position listed on BrightWeb Solutions’ website. With a Bachelor’s degree in Graphic Design from the Art Institute of Chicago and over five years of professional experience, I am eager to bring my creativity and expertise to your team.

At my current role at CreativeEdge Marketing, I successfully led the redesign of the company website and managed various digital design projects, resulting in a 30% increase in online engagement. My proficiency in Adobe Creative Suite, coupled with my passion for innovative and responsive design, aligns well with the requirements of your position.

I am particularly excited about the opportunity at BrightWeb Solutions because of your commitment to cutting-edge digital solutions. Your recent overhaul of the E-commerce platform for Luxe Fashion was both impressive and inspiring, and I am keen to contribute to similar groundbreaking projects.

Attached is my resume and portfolio for your review. Thank you for considering my application. I look forward to the possibility of discussing my potential contribution to your esteemed design team and am available for an interview at your earliest convenience.

Best regards,

[email protected]

(555) 123-4567

Sample Cover Letter for a Project Manager Position

S ubject: Project Manager Position Application – John Smith

Dear Ms. Emily Johnson,

I am reaching out to apply for the Project Manager position at Global Tech Innovations, as recently advertised on LinkedIn. My extensive experience in project management within the technology sector, coupled with a strong understanding of agile methodologies, positions me as an ideal candidate for this role.

In my current role at TechSolutions Inc., I spearheaded the ‘Smart Home Integration’ project, leading a team of 15. The project not only finished 20% ahead of schedule but also 15% under budget, demonstrating my ability to efficiently manage resources and drive results. My approach is results-oriented and efficiency-driven, perfectly aligning with the dynamic and innovative ethos of Global Tech Innovations.

I am particularly impressed by Global Tech’s dedication to smart technology solutions, especially your recent breakthrough in AI-powered automation systems. I am excited about the prospect of leveraging my experience in project management and strategic planning to contribute to such innovative endeavors.

Enclosed is my resume for your review. I am keen to discuss how my background and skills would be beneficial to Global Tech Innovations. Please feel free to contact me to arrange an interview at your convenience.

Thank you for considering my application.

(555) 987-6543

Key Takeaways

The two sample cover letters exhibit several key elements that make them effective and useful for job applicants writing similar letters.

• Both letters start with a clear subject line that specifies the position being applied for, immediately clarifying the purpose of the email. The salutation is formal and addresses the hiring manager by name, which adds a personal touch.
• Each letter highlights the applicant’s relevant educational background and work experience. 
• Both applicants detail specific achievements in their current roles, quantifying their success. They also mention specific skills pertinent to the job (e.g., proficiency in Adobe Creative Suite for the graphic designer, experience in leading a team for the project manager).
• Each letter shows that the applicant has researched the company and understands its objectives.
• Both letters end with a polite thank you, an invitation for further discussion or interview, and provide contact details, making it easy for the employer to follow up.
• The tone is professional and enthusiastic, demonstrating the applicant’s eagerness and fit for the role. The structure is well-organized, flowing logically from the introduction to the body section to the conclusion.

Email Cover Letter Examples

Below is a cover letter template:

Subject Line: Application for (the position you are applying for)

Dear (name of the hiring manager),

Following your advertisement (mention where you saw the advertisement), I am writing to express my interest in the (position you are applying for) in your organization. I have attached my resume as requested in the application guidelines.

I have vast experience in (mention a similar position), and I will use my capabilities to ensure that I fulfill the organization’s goal. I am a fast learner, a participant in teamwork, a keen listener, and a problem solver, and I will ensure that I do my best to satisfy the customers’ needs.

I am looking forward to your response and learning more from the organization to drive us towards its success. Thank you.

Kind regards,

First Last Name

Tips for Writing the Cover Letter

When writing it, ensure that you follow a specified format, and the following tips should be put into prior consideration.

Use a professional address

Along with the subject line, your email address is the first thing the hiring manager will see. Therefore, you need to create a good impression by using a simple one. Use a professional email address, as it shows decency and also increases your chances of getting hired. A professional address should be short and can be generated from your name.

Save your file correctly

Save it correctly to avoid a change of format when the document is changed from a Word document to a PDF document. Saving also entails ensuring that the correct topic sentence is used, making it easier for the hiring manager to identify the file and the position you are applying for. Ensure that you save your file as .doc or .pdf to preserve the original outlook of the cover letter. Moreover, ensure that you save the file name as first name-last name-cover letter, {Smith-Simon-cover letter} to make it easy for the hiring manager to trace your cover letter after they download it from the email attachments.

Pick a strong subject link

Pick a strong subject line that should entail your first and last name and the title of the position you are applying for. These details make it easier for the hiring manager to identify the position you are applying for, making your email stand out.

Keep it short and straightforward

Ensure that it is short and straightforward, only keeping your focus on the main ideas. A short email saves time for the hiring manager and gives them the chance to read through the entire letter. This increases your chances of getting hired.

Do some research

Doing detailed research before sending the cover letter is crucial, as it helps you identify important aspects of the company. Ensure that you confirm the open position so that you can apply for the correct job offer . Research the name of the hiring manager or contact the office number available on their website to confirm the name so that you can mention the hiring manager’s name.  

Send yourself a test email

You can send yourself a test email of your application and the attachments to see how it will appear to the recipient. This is important as it helps you know if the formatting is correct and if all attachments open correctly. After the test, you can send the application to the hiring manager, as there will be a minimal chance of errors on the cover. 

Check job application guidelines

Before submitting it, check the application guidelines closely, as different organizations provide different application procedures. Verify if the company has specified if the cover email should be sent as an attachment or as part of the main body. Following the correct specifications increases your chances of being hired. 

Final Thoughts

A cover letter is an important document that is used to support a resume by giving additional details about you as an applicant. Therefore, it is essential to follow specific guidelines while sending the application and ensure that the cover letter has the correct format. The letter should be written in a formal tone. The applicant’s details, including their name and email address, should be included on the cover letter.

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The Difference Between a Cover Letter and the Email You Send With Your Application

When it comes to making a job change, getting it right truly matters. You need to get the keywords right , the messaging right , the formatting right . You’ve got to find the right people to endear yourself to, and the right words for your cover letter and follow-up correspondence.

And, for the love of it all, you’ve got to nail the approach.

But, my oh my, there are so many considerations—so many things we all second guess ourselves on when applying for a job.

Should you make the cover letter the body of the email, or attach it separately? (Or both?) Do you address the person by first name, or go with Mr. / Ms. So-and-So? (And, does same rule apply for both?) How casual or formal do you need to be? Is there a right or wrong format for cover letters and emails? Does the cover letter need to be a page or less? How long should the intro email be?

Holy Hannah—it’s enough to make the coolest cucumbers among us start to feel like crazy people. And that’s even before you’ve made an introduction.

Deep breaths, everyone. Deep breaths. Let’s break this cover letter stuff down into manageable chunks. Here’s what you need to know:

Should the Cover Letter Be an Attachment or Just the Body of Email?

The short answer is: either. Not both, either.

If you ask 10 recruiters of hiring managers which they prefer, you’ll probably get five who say attachment and five who say email. But here’s the good news: Nearly all will report that it’s not going to make or break you either way. So, don’t let this topic unravel you.

I happen to be a proponent of “cover letter as body of the email,” and here’s why: It gives you the opportunity to make a strong, memorable first impression the millisecond that reviewer’s eyes open their inbox. You can draw someone in with an incredible opening line, and then showcase the ways in which you could contribute to the team.

If, instead, you decide to go with cover letter as attachment, you should be brief and point the reader to the attachments.

I’ve learned you are seeking a senior project manager with e-commerce experience and knowledge of Jira. That’s me. My attached resume and cover letter outline my qualifications for the role. Thank you very much for your consideration. I hope to hear from you soon!

Keep it brief if you go this route. Those on the receiving end won’t appreciate having to plow through a super long email and all your attachments.

Lastly, don’t even think about replicating the cover letter in both the email and the attachment. That’s just ridiculous (and, makes you look totally indecisive).

Now that we got that figured out, let’s answer the other questions that are probably eating at you:

Do I Use a First Name Salutation—or a More Formal One?

This is best answered with, “It depends”—for both the cover letter and the accompanying email. (I know, just doing my part to make things simple here.)

In all seriousness, it’s best to evaluate the tone and style of the organization you’re attempting to join, and then guess which salutation would be most would the appropriate and appreciated. You can do this pretty easily by reviewing the company’s website and social media presence.

Remember, you’re going to be hired for that next role if (and only if) you’re a “yes” to these three questions

• Do we think she can do this job?
• Do we like her?
• Do we think she’ll fit in around here?

That said, if you can introduce yourself in a way that implies right out of the gates that you’re a triple yes, you’re in business.

Is a Conversational Style Allowed?

In general, I think that job seekers get a bit too revved up about “proper” and end up losing sight of the fact that there’s an actual person at the receiving end of this (assuming you’re emailing your application directly).

Guess what? People like engaging, conversational reading. They notice when an applicant seems genuine, personable, and interesting. They appreciate when plowing through their pile of candidates doesn’t feel like total drudgery.

That being the case, unless you’re applying for a role within an extremely conservative or structured industry or organization, heck yes, a conversational style is allowed. Certainly, this is not your time to bust out a bunch of slang or (gasp) use language that could offend, but it’s a-ok to make your cover letter or intro email read like you’re a real person.

Just be sure and make it clear—in both cases—why you want to work for that company and what, specifically, you can walk through their doors and deliver.

Is the One Page Rule for Cover Letters Still True? What About in an Email?

Hard and fast “rules” make me crazy in general, so I’m not going to announce the exact length that your cover letter or your intro email need to be. I will simply suggest that you get in there, quickly endear yourself to the recipient, and then spell out, specifically, how and why you make perfect sense for the role you’re pursuing. And then wrap it up.

If you can pull it off with a one-page cover letter, absolutely. If you need a page and a half? So long as you’re peeling out any and all unnecessary blabber, knock yourself out. (And this article tells you how to cut it down to make it as effective as possible.)

For the email, again, get to the point and don’t be redundant if you’re also attaching a cover letter.

You can get these things right, for real. Nail the big stuff, sweat the details that truly matter, and get right to the business of making your grand entrance, well, one that’s grand.

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Try these Google Docs cover letter templates

1. Spearmint

3. geometric, 4. modern writer, 1. vancouver, 3. amsterdam, 5. santiago.

Google Docs is one of the most popular text editing software and with good reason—this cloud-based service is backed by the world’s leading tech company, meaning Google Docs is reliable, easy to use, and always at your fingertips. 

While you could create your cover letter in Google Docs from scratch, the platform also offers five cover letter templates that allow you to plug in your information and save precious time during your job search. In this blog, we’ll look at all five Google Docs cover letter templates, along with some alternatives if they don’t suit your style. Here’s what we’ll cover:

• Does Google Docs offer cover letter templates?
• The pros and cons of each template: Spearmint, Swiss, Geometric, Modern Writer, and Plum
• Alternative templates to try

How to craft an effective cover letter

About half of hiring managers say a strong cover letter has convinced them to give an interview to a candidate they might have disregarded based on a resume alone. Writing a cover letter is always worth your time!

Source: LinkedIn

What templates does Google Docs offer?

Whether you’re new to Google Docs or have been using it for a while, you may not have noticed that the platform offers a wide variety of templates from reports and brochures to meeting notes and project proposals. For job seekers, the collection of five resume and cover letter templates is particularly useful.

The five cover letter templates currently offered by Google Docs are Spearmint, Swiss, Geometric, Modern Writer, and Plum. You can access them by clicking on “Template Gallery” found on the upper right side of the Docs homepage. Let’s look at the details of each style:

The Spearmint template is the first of the Google Docs cover letter template collection. This template gets its name from the bright green bar at the top of the page which adds a fun pop of color. Below are pre-created sections for your name, your contact information, and the hiring manager’s details. Don’t forget to include the date between the two. The rest of the template is straightforward, with space to address the reader, add several paragraphs of text, and end the cover letter with your name.

• Pros of this template : A fun accent bar that can be adapted to your style preferences. Complements the matching Spearmint resume template.
• Cons of this template : May be too simple for candidates in more creative fields.
• Who we recommend this template for : First-time job seekers, students, hospitality, and customer service professionals.

The second Docs cover letter template is called Swiss and features significantly more creative flair than the first option. This template offers a bold space for your name with your job title in flashy orange below. There’s also space for your details in the left column while the hiring manager’s information goes on the right. The text sits squarely in the center of the page adding extra emphasis and creating a more attention-grabbing layout.

• Pros of this template : Makes a bold statement and features a modern layout. Matches the Swiss Google Docs resume template.
• Cons of this template : The center placement of the text is less reader-friendly and can also make your cover letter appear longer.
• Who we recommend this template for : Creative professionals, artists, photographers, and anyone who needs a touch of design flair for their cover letter.

Geometric is, perhaps, the boldest of the Google Docs cover letter template collection. It features square patterns on both the upper right and the bottom of the page. This design features your name in a bold purple and your contact details in a more subdued gray. The date is listed in pink, followed by light gray text for the hiring manager’s information. There is room for three short paragraphs of text before your signature.

• Pros of this template : A striking design with bold color choices and a unique pattern means your cover letter is sure to stand out.
• Cons of this template : While the text color can be changed, the design colors at the bottom of the page cannot. This template also features less space for writing than others.
• Who we recommend this template for : Sales and marketing professionals, architects, executives, and self-employed people.

Ironically, the fourth Docs cover letter template, named Modern Writer, is not as modern as the name might suggest. Your name is placed in all caps at the top of the page where it’s sure to grab attention. A thick line divides the page before offering room for your personal contact details. The date is set to pink by default, although the color can be changed. There is no space dedicated to the reader’s details. The body of the letter spans across the page and is set to a typewriter-esque font with 1.5-line spacing by default. Besides an all-caps, pink placeholder for your signature, there are no other design details on the page.

• Pros of this template : Simple and draws attention to your name. 1.5-spaced text is easier to read.
• Cons of this template : The two font styles feel mismatched, although they can be updated based on your preferences. There is no place for the reader’s information.
• Who we recommend this template for : Administrative assistants, tech professionals, writers, teachers, academics, and social workers.

The final cover letter template available in Google Docs is called Plum. It’s described as a template for an “informal letter”. The placeholder for your name is a stylized italics font followed by the date. There is no space dedicated for your contact information or the addressee’s details, so you would need to add this information yourself. The greeting is in a larger-than-life font and there’s also a bolded introduction sentence, a feature not found on any of the other templates. This template features plenty of space to write.

• Pros of this template : Offers enough space to contain longer cover letters. Emphasizes the greeting and introduction to capture the reader’s interest.
• Cons of this template : There is no place dedicated to your contact details or the hiring manager’s information—a must for any complete cover letter. Could come across as too informal in certain situations.
• Who we recommend this template for : Marketing, advertising, media, and social media professionals.

Alternative cover letter templates to try

While Google Docs provides a simple framework to begin crafting your cover letter, the template collection may feel limiting for some job seekers. If you’re looking for additional designs, you might want to consider one of the 27 professionally designed templates available in the Resume.io cover letter builder. Here are some of our favorites:

We love this template for many reasons, but one of them is that it’s completely free to use and download! It features a clear header that draws attention to your name and job title, plus space to include all of your contact information. Beneath the elegant dividing line, you can add the hiring manager’s information and find plenty of space to write a compelling cover letter.

How can I create a cover letter for free?

Create a cover letter for free by trying out the Vancouver template inside of Resume.io’s cover letter builder or by using one of the Google Docs templates listed above.

This template is professional and classy, while still making a statement thanks to its subtle left-hand bar that can be edited to a color of your choosing inside of the intuitive cover letter builder. Another strong point of this template is the modern and elegant font style and the ability to download it as either a PDF or DOCX file depending on the employer’s preference.

If you need to make a statement, but color is not an option, Amsterdam is the right template for you. Featuring a bold box for your name and job title along with two clean dividing lines, Amsterdam is sure to make the hiring manager take notice without being over the top.

With a collection of full-page backgrounds to choose from, Rio is almost five different templates in one. Whether you’re into autumn reds, ocean blues, geometric orange patterns, soothing greens, or playful purple, Rio boasts creativity with unique font styles and subtle dividing lines.

Traditional doesn’t need to be boring. As a classic cover letter template, Santiago features a stately font and ample room for your contact details at the top of the page. Below the clean dividing line, you’ll find plenty of room to let your expertise shine as the star of your cover letter.

Is it OK to use a cover letter template?

Cover letter templates are designed to save you time and guesswork when it comes to creating a professional application, so it’s definitely OK to use a cover letter template. However, it’s important to choose a style that reflects your industry and experience level. You should also modify your cover letter template for every job you apply to. A professional cover letter builder can make this easier to accomplish.

Choosing a template is an important first step in creating a professional and convincing cover letter for a job application. Whether you’ve decided to go with a Google Docs cover letter template or an alternate choice, the information on your cover letter should still follow the same basic structure. Here’s what to include:

• Cover letter header . Start by neatly listing your contact details and the date. For an extra strong first impression, use matching cover letter and resume templates for a consistent header look.
• Greeting . Create a personal connection and show that you’re serious about the position by addressing the hiring manager by name. At a larger company, this may not be possible, so make sure the greeting at least contains the company or department name.
• Introduction . Grab the reader’s attention by introducing yourself and your most relevant experience and skills.
• Body . Dive into your relevant experiences, skills, and achievements and show how they align with the employer’s needs based on the job description.
• Conclusion . Wrap up your story by summarizing your qualifications and reiterating your interest in the role. Don’t forget a call to action.
• Signature . End with a professional goodbye, including your name. For letters submitted online, your typed name can serve as your signature.

One easy way to get started writing your cover letter is to look at an example! Check out our collection of free, copyable and adaptable cover letter samples for 300+ job titles.

Key takeaways

Google Docs cover letter templates provide a simple way to get started crafting your cover letter with five different styles to choose from. Each style has pros and cons so make sure to choose the one that is most appropriate for your industry and experience level. If you’re looking for more options, check out Resume.io ’s ever-expanding collection of cover letter samples, with adaptable examples to help you get started. 

No matter which layout you choose, make sure to include your name, contact information, a customized greeting, and a strong body section to make a good first impression and increase your chances of landing the job.

How to Send an Email Cover Letter (Examples)

By Status.net Editorial Team on November 15, 2023 — 13 minutes to read

An email cover letter is an opportunity for you to introduce yourself, highlight your qualifications, and explain why you’re the perfect fit for the job. Here are a few pointers to help you craft an effective email cover letter:

• Subject Line: Your subject line should clearly indicate the purpose of your email. Mention the job title you’re applying for and your full name, e.g., “Marketing Manager Application – Jane Doe.”
• Salutation: Address the hiring manager by their name, if possible. If you don’t know their name, a simple “Dear Hiring Manager” will suffice.
• Introduction: In the opening paragraph, you should mention the job title you’re applying for, where you found the job posting, and a brief introduction of yourself.
• Body: The body of your email cover letter should elaborate on your qualifications and experiences that are relevant to the job. Focus on showcasing your skills, achievements, and how you can contribute to the company’s success. Be sure to tailor your content to the specific job and company, demonstrating that you’ve done your research.
• Closing: Wrap up your email cover letter by thanking the hiring manager for considering your application. Express your enthusiasm for the opportunity and reiterate your interest in the position.
• Signature: Sign off with a professional closing, such as “Sincerely” or “Best regards,” followed by your full name, email address, and phone number.

One more tip: as email systems can sometimes strip out formatting or not display it consistently, it’s best to stick to simple formatting options, such as bold text, bullet points, and clear paragraph breaks. If you want to include additional information, such as your resume, consider attaching it as a PDF file to ensure consistent formatting across different devices and email platforms.

Key Elements of a Cover Letter

Subject line essentials.

Your email cover letter should start with a compelling subject line that quickly grabs the recipient’s attention, especially since it’s competing with other emails in their inbox. Keep your subject line concise, clear, and informative. For example, you could use a format like: “Marketing Coordinator Application – Jane Smith” or “Re: Job Application for Graphic Designer (Job ID: 12345)”. Tailor your subject line to the company and position, so the recipient can easily identify your message’s purpose.

Email Signature and Contact Information

An email signature is an essential part of creating a professional presence in your email cover letter. Your email signature should include your full name, phone number, and any relevant links, such as your LinkedIn profile or online portfolio. This makes it easy for the recipient to contact you regarding your application. For example: Jane Smith Phone: 123-456-7890 LinkedIn: linkedin.com/in/janesmithexample Portfolio: janesmithportfolioexample.com

The Importance of Professional Email Address

A professional email address sets a good first impression and shows that you’re serious about your job search. Avoid using email addresses that are unprofessional or include personal information. Stick to a simple format like [email protected] or variations that include your first initial and last name.

Selecting the Right File Name

When attaching your resume or other documents, choose a file name that clearly identifies the content and includes your name. This makes it easy for hiring managers to locate your documents among numerous other files. For example, “JaneSmith_Resume.pdf” or “CoverLetter_JohnDoe.docx” are appropriate file names.

Understanding File Types

Submitting your documents in the appropriate file format ensures that they’re easily accessible and readable by the recipient. The most commonly accepted file formats are .doc, .docx, and .pdf. It’s a good idea to stick to these formats unless the job posting specifies otherwise. In most cases, PDF files are preferred as they maintain consistent formatting across different devices and platforms.

How To Create an Effective Cover Letter

Creating the greeting.

Begin your cover letter with a formal yet friendly greeting. Address the hiring manager by name if possible; you can find this information from the job posting, company website, or LinkedIn. If the manager’s name is unattainable, go for general but professional salutations such as “Dear Hiring Manager” or “To Whom It May Concern.”

Describing Your Experience and Skills

Showcase your relevant experience in the opening paragraph of your cover letter. Briefly pinpoint the role you’re applying for and how your background aligns with the position. Avoid regurgitating your resume; instead, focus on what unique skills make you the perfect candidate for the job.

As you describe your skills, use clear and concise language. Structure this section with bullet points to make it easy for the employer to read and digest:

• Skill 1: Why it’s relevant
• Skill 2: How it’ll benefit the company
• Skill 3: Examples of how you’ve used it before

Detailing Your Achievements

Next, outline your most significant and relevant achievements. These can include promotions, academic success, or other awards. Focus on accomplishments that display your skills, strategic thinking, and leadership capabilities. Use data to back up your claims – incorporate specific numbers and percentages indicating how you made a difference in your previous positions.

Following the Employer’s Instructions

Carefully read the job posting and any instructions provided by the employer when crafting your cover letter. If they ask for specific formatting or mention certain keywords, comply with their requests. You demonstrate your attention to detail and ability to assimilate by following their instructions.

Optimizing the Closing Examples

A strong closing further supports your candidacy and invites the employer to take further action. Reiterate your enthusiasm for the role and express your desire to contribute to the company’s success:

Example 1 : “I am excited about the opportunities posed by this role and am confident that my skills will allow me to excel at [Company Name]. I look forward to the opportunity to discuss my application further.”

Example 2 : “Thank you for considering my application. I believe my expertise in [Skill/Area] will greatly benefit [Company Name]. I look forward to discussing how I can contribute to your team.”

Remember to include your contact information and sign off professionally using “Sincerely,” “Best regards,” or a similar phrase.

Formatting Your Email Cover Letter

Choosing the right font and spacing.

When writing your email cover letter, start with a clean and easy-to-read font such as Arial, Calibri, or Times New Roman. Select a font size between 11 and 12, which is generally considered standard for professional correspondence. Use single-spacing throughout the body of your email cover letter and consider adding a space between each paragraph for better readability.

Ensuring Correct Spelling and Grammar

Before sending your email cover letter, thoroughly proofread it for any spelling or grammar errors. To catch mistakes, use the built-in spell checker in your email client, or consider using third-party tools. Additionally, reading your email cover letter out loud can help spot any awkward phrases or inconsistencies.

Formatting and Structure Tips

Here are some tips to format your email cover letter effectively:

• Subject line : Make sure to include a clear and concise subject line, such as “Job Application – Your Name – Job Title.” This will make it easy for the recipient to identify the purpose of your email.
• Salutation : Address the hiring manager by their first and last name, if you can find it, or use a general greeting like “Dear Hiring Manager.”
• Introduction : Introduce yourself and mention the position you’re applying for. Briefly explain why you’re a strong fit for the role.
• Body : Highlight your relevant experience and skills in 2-3 short paragraphs. Use specific examples to support your claims.
• Call-to-action : End your email cover letter by thanking the hiring manager for their time and mentioning that you’re looking forward to their response.
• Sign off : Use a professional closing, such as “Best regards” or “Sincerely,” followed by your full name. Don’t forget to include your contact information such as your email address and phone number below your name.

Key Tips for a Successful Email Cover Letter

Tuning your email message.

When writing an email cover letter, your message should be clear and concise. Use a professional yet friendly tone to demonstrate your enthusiasm for the role. Start with a clear subject line that includes the job title and your full name. In the body of the email, briefly introduce yourself and mention the position you’re targeting. You can also add a line that highlights your skills or experience relevant to the job. Make sure to proofread your email content to avoid grammatical errors and maintain a polished appearance.

Using Cover Letter Templates

Using a cover letter template can be a helpful starting point. It provides a layout that ensures a consistent, professional presentation. Look for a template that matches the industry and job you’re applying for, while still allowing you to showcase your personality. Try to find a balance between a visually appealing design and an easy-to-read format. Always tailor the content to the specific job you’re applying for, as hiring managers can easily spot a generic, one-size-fits-all cover letter.

Sending a Test Email

Before hitting send on your cover letter and resume, send yourself a test email. This practice will ensure that the email arrives in your inbox correctly and that the formatting is intact. It will also give you a chance to review the email from the recipient’s perspective, so you can make any necessary adjustments. Check for broken links, and make sure your attachments (like your resume) are in a commonly used format, such as PDF. This step is important for ensuring your application’s success, as a poorly formatted email could impact your chances of moving forward in the hiring process.

How To Manage the Application Process

Understanding the job description.

When applying for a job, it’s important to carefully read and understand the job description. This will help you tailor your cover letter and resume to the specific requirements and needs of the position. Look for keywords and phrases that describe the responsibilities and qualifications, and be sure to highlight your relevant experience in your application materials.

Researching the Company

Before sending your email cover letter, research the company to gather useful information. This will help you demonstrate your interest and knowledge of the organization in your cover letter. Look for the company’s mission, values, and recent news. Try to find ways to relate your experience and skills to the company’s goals and culture.

Using LinkedIn in Job Search

In your job search, don’t forget to leverage LinkedIn. Connect with people in your industry, and follow companies and influencers relevant to your career objectives. You can also find job postings on LinkedIn, and even apply directly using your profile. Customize your LinkedIn URL and use it as part of your email signature to make it easy for potential employers to learn more about you.

Part-Time and Summer Jobs

If you’re looking for part-time or summer jobs, your email cover letter should reflect the specific nature of these positions. Focus on your flexibility, availability, and willingness to work irregular hours. Highlight relevant skills and experiences, even if they’re not directly related to the position. This will show your adaptability and eagerness to learn.

Managing the Follow-Up

After sending your email cover letter and resume, consider following up with the company if you haven’t heard back within a week or two. A polite email or phone call can help keep your application front of mind and demonstrate your continued interest in the position. However, be respectful and avoid being pushy or overly persistent. Remember that hiring managers are often very busy and may take some time to respond.

Advanced Cover Letter Strategies

Using a cover letter builder.

A cover letter builder can be a valuable tool in crafting an impressive cover letter. These online tools often provide customizable templates and step-by-step guidance to help you structure your content. Plus, they can save you time by automating the formatting process.

To get started, you can search for a reputable cover letter builder and follow the prompts. Make sure to choose a template that matches the tone and style of the job you’re applying for. Then, input your information and adjust the prewritten text to reflect your experiences and skills.

Emphasizing Your Qualifications

To stand out, you should highlight your relevant qualifications. To do this, carefully review the job posting and note the key requirements. Then, match your skills and experiences to those points, using specific examples to demonstrate your capabilities.

For example, if the job requires strong time-management skills, mention how you successfully managed multiple projects simultaneously in a previous role. Use numbers and metrics, where possible, to emphasize your achievements. This targeted approach can help you catch the attention of a potential employer.

Highlighting Professional Achievements

Your cover letter should showcase your professional achievements, demonstrating how your accomplishments make you the ideal candidate. To do this effectively, include specific examples that illustrate your strengths.

For example, if you’re applying for a sales position, you could mention specific sales targets you’ve met or exceeded in the past, or discuss how you broke new ground by securing a big client.

Frequently Asked Questions

What are the key steps in writing an email cover letter.

To write an effective email cover letter, follow these steps:

• Start with a concise and professional subject line.
• Address the recipient professionally and use an appropriate greeting.
• Engage the reader with a strong opening sentence or paragraph.
• Highlight your relevant skills, experience, and achievements.
• Show enthusiasm for the company and position.
• Include a call-to-action, encouraging the employer to review your attached resume.
• Close your cover letter with a professional sign-off.

How should I customize my cover letter for different job applications?

Customizing your cover letter for each job application can boost your chances of success. Focus on these areas:

• Research the company and use your insights to show genuine interest and knowledge about their business.
• Study the job requirements and emphasize your skills and experiences that match well with the position.
• Address the hiring manager by their name if you can find it, or use a generic salutation.
• Mention any connections or referrals that might be relevant to the position or company.

What are some effective tips to make my email cover letter stand out?

To make your email cover letter stand out, consider these tips:

• Keep it concise and to the point, ideally no longer than one page.
• Use a professional, easy-to-read font.
• Break up your text with bullet points, bold text, or subheadings to emphasize key messages.
• Avoid cliches and overused phrases; be genuine and use your own voice.
• Proofread your cover letter multiple times and ask someone else to review it for errors or suggestions.
• Follow any specific instructions provided by the employer in the job posting.

What examples should I include in my email cover letter?

Including real-life examples in your cover letter can help demonstrate your expertise and suitability for the position. Follow these guidelines:

• Choose examples that are relevant to the job requirements and company values.
• Describe your achievements and successes in a specific, quantifiable manner.
• Focus on instances where your actions led to positive outcomes or improvements.
• Structure your examples using the STAR method (Situation, Task, Action, Result) for clarity.

Do I attach the cover letter to the email or include it in the body?

Including your cover letter in both the email body and as an attachment is a good approach. By doing this, you ensure that the hiring manager sees your cover letter, regardless of their email settings or preferences. Save your cover letter as a PDF to preserve formatting.

What should I put in the subject line when sending my cover letter and resume via email?

A compelling and professional subject line is important for capturing the attention of the hiring manager. Consider these guidelines:

• Include your name and the job title or position you are applying for.
• Use clear, concise language.
• Make sure the subject line matches any instructions provided by the employer in the job posting.
• An example could be: “Jane Doe – Marketing Specialist Application”
• 10 Examples: How to End an Email Professionally
• 3 Examples: Job Application Email (with Tips)
• 3 Administrative Assistant Cover Letter Examples (Guide)
• 3 Examples: How to Write a Job Offer Thank-You Letter
• 3 Detailed Examples: Job Interview Request Email Responses
• Cover Letter vs. Letter of Interest vs. Letter of Intent

We are aware of a global phishing scam with employees from companies impersonated across email, WhatsApp, and Telegram. We are confident that no PageGroup system has been breached.  Find out how to protect yourself  and the signs to look out for

Upgrade your resume: Top skills for an accountant in 2024

Crafting a powerful skill section on your resume can be a great way to capture a potential employer’s attention and help them see the scope of your abilities.  

This is more important than ever before, as our Talent Trends report revealed that over 30% of employers in accounting and finance found it difficult to hire in the last twelve months, citing a lack of sufficiently skilled candidates as the main reason. However, the challenge for many is learning which skills are most important for an accountant to prioritize.

Hard skills vs. soft skills

First, let’s identify the difference between hard and soft skills. Hard skills are measurable and tailored to a specific job, mainly acquired through formal education or training. Meanwhile soft skills are often defined as personality traits that apply across all roles and industries. Both skill types work in tandem to elevate your job performance.

Hard skills for an accountant

Data analysis skills.

Data analysis is one of the most important hard skills for accountants to refine. With a strong understanding of data analysis, accountants can help businesses evaluate performance, mitigate risks, maximize profits, and more. Highlighting such experiences will give you a competitive advantage in job applications.  

Cybersecurity knowledge

A business’s financial data is its most sensitive information, so understanding how best to protect it is crucial, especially considering the growing number of digital threats. Top accountants know and follow cybersecurity best practices, including strict access management and routine software maintenance, to reassure employers.   

Technology expertise

As technology evolves, so should your resume. For example, artificial intelligence remains a growing topic of conversation, resulting in 55% of accounting professionals believing that AI and other generative technologies will impact their careers long-term, according to our Talent Trends survey.

Fortunately, many new technological advancements have been proven to increase productivity for routine accounting tasks. For example, robotic process automation (RPA) can scan invoices and find discrepancies in financial records. So, it would be wise to develop a deep understanding of various accounting programs and software and emphasize your experiences with them on your resume.  

Related: Learn what tech skills are most in demand for accountants. 

Writing proficiency

While accountants are best known for their knowledge of numbers and figures, writing is also a significant part of an accountant’s duties. Accounting professionals are responsible for breaking down data or various processes into comprehensible terms for clients, coworkers, and stakeholders.  

For this reason, clear, concise writing is necessary, as it prevents significant misunderstandings and trouble down the line, making writing proficiency a sought-after trait.

Project management

As an accountant, you have access to various parts of the business and can offer valuable insights as a result. Having the ability to manage projects and routinely meet deadlines while honoring the organization’s goals shows employers that you can significantly contribute to their bottom line.

Soft skills for an accountant

Flexibility  .

Accounting has changed drastically over the years and will continue to evolve as technology progresses and clients shift their expectations. Showing you have experiences and techniques of adapting to change will help employers trust your ability to remain flexible in shifting conditions—an increasingly non-negotiable quality in accountants.

Critical thinking

In accounting, you handle a large volume of data on a regular basis. The trick is to make sense of that data and reach logical conclusions, highlighting the importance of thinking strategically beyond the spreadsheets. Showcase instances of proposals you made based on information you discovered and how it impacted the business.  

Collaboration & communication

Though accounting is not typically considered a highly collaborative profession, accountants must often work with other team members across departments. In those cases, maintaining clear communication to relay data and processes accurately is critical.

On your resume, be sure to share examples of building relationships with others and how such collaboration led to better outcomes.

Ethics & integrity

Accountants who possess and communicate a strong moral code are less likely to participate in fraudulent activities. Following ethical accounting practices makes you a desirable candidate for employers who value honesty and objectivity, no matter the circumstances. 

What’s next?

After you’ve updated your resume with these top skills, you’re in an excellent position to brand yourself as a standout accounting professional.  

At Michael Page, we have a wide range of accounting roles waiting for you. Browse our open accounting jobs or submit your resume to make yourself visible to employers looking for your qualifications.   

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