How to Email a Resume: Expert Tips and Examples

You’ve written your resume and tailored it to the job. Now there’s one more important step: sending it correctly. A clear subject line, a professional message, and the right attachments can make the difference between getting noticed and being ignored.

Why sending a professional email with your resume matters

First things first, let’s talk about why you should send a good email with your resume. Simply attaching the document to an email and hitting “send” is unlikely to impress anyone. The message you write alongside your resume has to hit the right notes, too. 

• Boost your chances of being considered. An attractive, professional email shows recruiters that you understand hiring practices. A good subject line and tidy message incentivize them to open your message and read the attachment.
• Avoid your email looking like spam. The message also stops recruiters from thinking your email is spam. Some employers may even suspect your attachment is a virus if your message isn’t properly written, or lacks context.

How to email your resume: 8 simple steps

Knowing how to email a resume is an important skill, but it may not come naturally. You don’t want to write a massive essay for the recruiter to read, or go too light when it comes to context. Fear not, we have the answers. Follow these steps to perfect your email: 

1. Follow the employer’s instructions

Above any other advice we give you, the employer’s instructions come first. Often enough, a recruiter will include specific guidelines in the job description. These may include the following: 

• What to include in your resume email
• What file type to use as an attachment 
• How long the email should be
• Whether you should include a cover letter

While we will be looking at general advice, it’s important to note what the recruiter wants from you. By following their instructions to a tee, you show you have a keen eye for detail

2. Perfect the subject line

The subject line is one of the most important parts of your resume email. The majority of emails get sent to the trash based on their subject line alone.

Your subject line needs to grab attention, be easily identifiable, and maintain professionalism. It should also include your name and job title. 

Here’s an example: 

3. Address the hiring manager

Always address the hiring manager by name if you know it. A simple “Dear [First Name]” is fine, although you can use their last name if the company has a more formal culture.

If you don’t know their name, use “Dear Hiring Manager” or “Hello to the hiring team at [Company Name]”.

4. Write a concise email body

Next up, it’s time to get to the important part. When emailing a resume, the body of the email needs to make an impression, but it needs to be quick and concise. 

This isn’t your cover letter, it’s just a message to give important context to the recruiter:

Ideally, your email should be around 3-4 paragraphs long. Any more than that, and  it will look like a block of text. Get to the point quickly and make a big splash.

5. Wrap up your email

The end of your email should never be weak. You’ll want to wrap things up on a positive, energetic note, preferably with a call-to-action. 

For example, you might add something like:

Or, if it’s a more casual application, something direct like: 

After that, you should use a professional signature featuring your full name. You can sign off with something semi-formal, such as “Sincerely” or “Kind Regards”.

6. Attach your resume and cover letter 

Before you hit “send,” you need to make sure you’ve attached your resume. If you’re submitting a cover letter along with it, you’ll want to attach that here as well. 

When choosing which format to use, PDFs are preferable as data shows recruiters prefer this format.

Be sure to name the files correctly. A name like “Resume_V7” won’t cut it. Not only does this show the recruiter that it’s the seventh version of your document, but it also lacks your name. If the recruiter is looking for you in their mail or on their computer, they will find it hard.

Instead, opt for a simple format including your name, the title of the document, and the position. You can use a dash between the parts of each file name to keep it looking clean.

For a resume, that may look like: 

And, for a cover letter, it could be: 

You don’t need to overcomplicate the file name. Ahead of sending your email, check that your attachments are there, and that they work

7. Proofread and test your email

Even minor spelling mistakes can have a major impact on your professional future. We all make typos now and then. However, if you leave them in the body of your email, it’s bad news. Recruiters are looking for any reason to disregard an application, and errors are just that. 

Make sure you proofread your email thoroughly first. You can either do this by reading it aloud or by using a spellchecker function. You may also want to test your email by sending it to a different email address or to a friend. That way, you can see how it looks in an inbox.

8. Follow up (if appropriate) 

Let’s say you’ve emailed your resume to a recruiter and haven’t heard back in over a week. What happens next? Following up may feel needy, but it’s a good way to get your message to the top of their inbox. Wait at least five business days before sending a polite email.

You don’t have to overdo it. Simply write a couple of sentences expressing that you’re still interested in the role and asking for an update. Make sure the language and tone is professional. You'll find a great example of a follow up email further down in this article.

Examples of an email for your resume

Looking for some inspiration? We have you covered. Here are some examples of emails you might send, depending on the situation. 

Example responding to an advert

This example follows our tips perfectly. It will be quick and easy for the hiring manager to read and provide them with valuable information. Let’s quickly review what it does right

Example of a cold email

Cold emails can be tricky. The key is being upfront about your intentions in the first couple of lines. Here’s why this example of a cold email works:

Example of an email to a recruiter 

Subject: Marketing Vacancies 

Reaching out to recruiters doesn’t have to be hard. While you don’t have to cover all of your experience in this message, it’s worth highlighting some of your talents or background details. Here’s what’s working in this example: 

Example of an email based on a referral 

When you’ve been referred to a role, it’s important to mention that upfront. Let’s take a look at how this example email is working:

Example of a follow-up email

Following up is good practice, especially if you haven’t heard back after more than a week. In this example, the following elements work well: 

Use these resume email samples as a template for your own use. Simply fill in the hiring manager’s name, company name, and your own personal details.

Sending applications, and follow-ups, can be time-consuming. CVwizard’s resume templates make job hunting easier than ever. Simply fill out your information, pick a design that suits you, and create a professional level resume quickly and easily.

Resume email checklist: dos and don’ts

By this point, you should be feeling confident about writing that all-important email. Before you send your email, let’s make sure you’ve done everything right and avoided costly errors.

Key takeaways for emailing a resume

Emailing a resume may seem like a small step in the job application process, but it can have a big impact. A clear subject line, a professional email message, correctly named attachments, and a polite follow-up can help you make a strong first impression and increase your chances of getting an interview. Taking a few extra minutes to write a proper email shows professionalism and attention to detail — two qualities employers value.

Before you send your application, make sure your resume is clear, well-structured, and tailored to the job. You can use our CVwizard’s resume builder to create a professional resume in minutes, explore our resume examples for inspiration, and check our cover letter guides to complete your application.