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How to email a resume: dos and don'ts for professional communication

How to email a resume: dos and don'ts for professional communication

  • What to do first
  • How to email a resume
  • What to write in an email when sending a resume
  • 3 Example emails
  • Key takeaways

Learn how to email a resume like a pro with expert dos and don'ts. With our essential tips, you can craft effective emails that catch employers' attention.

You've searched high and low for the perfect career opportunity, and finally, you've found it. Now comes the tricky part: writing the email to send along with your resume. You want to make a good impression, but you're not sure exactly how to email a resume. Saying the wrong thing can mean the difference between landing an interview or being overlooked. With our tips and advice, you will be able to communicate effectively and confidently. 

In this article, we explore:

  •  What to do before emailing your resume

  • How to email a resume

  • What to write in an email when sending a resume

  • 3 example emails for sending a resume 

What to do first

Before jumping into writing the contents of the email, review and tailor your resume for the specific position you’re applying for. Double-check the job description for key phrases and ensure your resume emphasizes those terms as you describe your skills, experience, and accomplishments.

Make sure you are sending the email from a professional email address. You can’t go wrong with using some variation of your name. To leave a positive first impression, avoid inappropriate email addresses like [email protected] or [email protected]

When crafting your email, first identify the recipient, ensuring that your message reaches the right person. Look closely at the job posting to determine if there are specific instructions regarding who should receive your application. By carefully following instructions, you demonstrate attention to detail and increase the likelihood that your email will be seen by the appropriate party.

How to email a resume

Starting with the subject line, be clear and concise, while capturing the reader’s attention. Everyone’s bombarded with email so include the position title you're applying for to make it easy for the recipient to identify your email. The standard format would be something like “HR Manager Application” or “Melissa Frank Resume: Sales Rep”.

Expert Tip

For an added personal touch, get creative and personalize the subject line to something unique and attention-grabbing.

Here are a few examples: 

  • From your next Operations Coordinator

  • Mary Smith, Accountant Here…Ready to save you money!

  • Looking for a 5-star Customer Service Rep?

Maintain brevity in your email communication to keep your message concise and to the point. Convey your thoughts clearly within a limited word count, typically no more than 100 words.  A succinct email demonstrates your respect for the recipient's time and increases the likelihood that they will read your entire message. Remember, in today's fast-paced digital environment, capturing attention quickly is key.

Additionally, project a professional tone throughout your message. Avoid using overly casual language or slang, as this can diminish the professionalism of your communication. Carefully proofread your email before sending it to catch any spelling or grammatical errors, as these can leave a negative impression.

  • Follow up with a polite email to inquire about the status if you haven't heard back within a week or two,
  • Pay close attention to the job description. If the job posting specifies how to apply (e.g., through a specific portal or with certain documents), make sure to follow those instructions carefully.
  • Use generic email templates that don't allow for any customization. Recruiters can often spot these from a mile away.
  • Include irrelevant information or unrelated personal details.
  • Send the message without proofreading
  • Forget to attach your resume. Forgetting can make you appear careless.
  • Use slang, emojis, or overly casual language. Maintain a professional tone throughout your email.

What to write in an email when sending a resume

There are five main components to include in the body of your email when sending your resume. Let’s break them down: 

  • Start with a polite greeting. Address the recipient by name if possible. If you're unsure of the recipient's name, you can use a general salutation such as "Dear Hiring Manager." 

  • Begin your email with a brief introduction. State the purpose of your email and express your interest in the position. Mention where you found the job posting if applicable. 

  • Share key details in the body of your email. Provide a brief overview of your qualifications and why you're a strong candidate for the role. Highlight key skills and experiences relevant to the job.

  • Conclude your email with a polite closing.   Inform the hiring manager that your resume is attached. Then, include a professional sign-off with your full name.

3 Example emails

The following example leverages the applicant’s years of experience:

Example: Years of Experience

Subject Line: Influential project manager seeking challenging opportunity

 Hi [Hiring Manager's Name],

I am writing to express my interest in the project manager position advertised on [Website]. With 12+ years of experience in project management, I have led cross-functional teams to complete a multimillion-dollar project under budget and ahead of schedule.

My expertise in team leadership, budget management, and resource allocation would make me a valuable asset to your team.

Please find attached my resume for your consideration. I am eager to further discuss how my background aligns with the needs of [Company Name].

Thank you for your time and consideration. 

Best regards,


Here is an example that utilizes data and skills:

Example: Data and Skills

Subject Line: Finance manager looking to drive results at [Company Name]

Dear [Hiring Manager's Name],

I am excited to apply for the finance manager position at [Company Name] as advertised on LinkedIn. With my ability to implement cost-saving measures that result in an average of 27% increase in profitability, I am confident in my ability to contribute effectively to your finance team. My background in financial analysis, budget management, and GAAP aligns well with the requirements of the role.

Enclosed is my resume for your review. I look forward to the opportunity to discuss how my skills and experiences can benefit [Company Name]. Thank you for considering my application. 



Here is an example that projects enthusiasm and relevant data:

Example: Enthusiasm and Relevant Data

Subject Line: Resourceful content manager ready to elevate your brand [resume inside]

Hello [Hiring Manager's Name],

When I saw your opening for the content manager position on [Website], I was eager to apply.

With a background in developing and implementing successful content strategies that boosted website traffic by 30%, I am confident in my ability to drive engagement and enhance your brand’s visibility. I am particularly excited about the opportunity to work in a dynamic environment, where I can leverage my passion for creating content strategies to drive innovation and make a meaningful impact. 

Attached is my resume for your review. I welcome the chance to discuss how my skills and expertise align with your needs. Thank you for your time and consideration.

Warm regards, 


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Key takeaways

  1. Before emailing your resume, tailor it to the specific job you're applying for and ensure your email address is professional.

  2. Keep your email concise, focusing on the most relevant information about your qualifications and interest in the position.

  3. Follow a structured format for your email, including a clear subject line, greeting, introduction, body, and closing.

  4. Personalize each email and address the recipient by name whenever possible.

  5. Proofread your email carefully before sending it to catch any errors and ensure a professional tone throughout.

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