You've spent hours crafting the perfect resume. But here's the thing – how you email it matters just as much as what's on it. A sloppy email can undermine even the most impressive resume, while a polished one can make recruiters excited to open your attachment. Let's make sure your resume lands in the right hands, the right way.
When Should You Email a Resume Directly?
Not every job application calls for a direct email. But in certain situations, emailing your resume is the best (or only) approach:
- The job posting specifically requests email submissions
- A recruiter or hiring manager gave you their email at a networking event
- You're following up on a referral from someone inside the company
- A small company doesn't have an online application portal
- You're reaching out for an informational interview that might lead to opportunities
Important
If a company has an online application system, always use it first. Emailing directly when there's a portal can make you seem like you don't follow instructions – a red flag for any hiring manager.
Crafting the Perfect Subject Line
Your subject line is your first impression – and often the deciding factor in whether your email gets opened or buried. Hiring managers receive hundreds of emails daily, so clarity wins over creativity here.
The Formula That Works:
[Job Title] - [Your Name] - [Job ID if applicable]Subject Line Examples:
Writing the Email Body
Your email body serves as a mini cover letter. Keep it concise (5-7 sentences max) while hitting these key points:
Professional Greeting
Use the hiring manager's name if you know it. "Dear [Name]" or "Hello [Name]" works well.
State Your Purpose
Mention the specific position you're applying for in the first sentence.
Your Value Proposition
2-3 sentences highlighting your most relevant qualifications and achievements.
Call to Action
Express interest in discussing the opportunity further.
Professional Sign-off
"Best regards" or "Sincerely" followed by your full name and contact info.
Copy-Paste Email Templates
Template 1: Standard Job Application
Subject: [Job Title] Application - [Your Name]
Dear [Hiring Manager's Name],
I am writing to express my interest in the [Job Title] position at [Company Name], as advertised on [Where You Found It].
With [X years] of experience in [relevant field], I have developed strong skills in [key skill 1] and [key skill 2]. In my current role at [Current/Recent Company], I [specific achievement with numbers if possible].
I have attached my resume for your review. I would welcome the opportunity to discuss how my background and skills would be a strong fit for your team.
Thank you for your time and consideration.
Best regards,
[Your Full Name]
[Your Phone Number]
[Your LinkedIn URL]
Template 2: Referral Application
Subject: [Job Title] - [Your Name] - Referred by [Referrer's Name]
Dear [Hiring Manager's Name],
[Referrer's Name] suggested I reach out regarding the [Job Title] position at [Company Name]. [He/She] thought my background in [relevant experience] would be a great fit for your team.
I bring [X years] of experience in [field], most recently [brief achievement]. I'm particularly excited about [specific aspect of the company or role] and would love to contribute to [company goal or project].
I've attached my resume and would be happy to discuss how I could add value to your team. Would you have 15 minutes this week for a brief call?
Thank you for your consideration.
Best regards,
[Your Full Name]
[Your Phone Number]
[Your LinkedIn URL]
Template 3: Cold Outreach (No Job Posting)
Subject: Experienced [Your Title] Interested in [Company Name]
Dear [Hiring Manager's Name],
I've been following [Company Name] for some time and am impressed by [specific company achievement, product, or news]. I'm reaching out to explore potential opportunities that might align with my background in [your field].
With [X years] of experience, I specialize in [key skills]. At [Current Company], I [achievement that would benefit their company].
I've attached my resume in case a position opens up that matches my qualifications. I'd also appreciate any guidance on how to stay informed about opportunities at [Company Name].
Thank you for your time.
Best regards,
[Your Full Name]
[Your Phone Number]
[Your LinkedIn URL]
Need a Resume to Email?
Create a professional, ATS-friendly resume in minutes with our free builder. Choose from 18+ templates designed to impress.
Create Your Resume FreeAttachment Best Practices
How you attach your resume matters more than you might think. Follow these tips:
- Use PDF format unless specifically asked for Word – PDFs maintain formatting across all devices
- Name your file professionally: "FirstName-LastName-Resume.pdf" not "resume_final_v3.pdf"
- Keep file size under 5MB to avoid email filters and easy downloading
- Double-check your attachment before sending – we've all hit send too soon
- Include a cover letter as a separate attachment if requested, or combine with resume in one PDF
❌ Bad File Names
- • resume.pdf
- • my resume 2025.docx
- • Resume FINAL (1).pdf
- • Document1.pdf
✓ Good File Names
- • Sarah-Johnson-Resume.pdf
- • JohnSmith-Marketing-Resume.pdf
- • Maria-Garcia-Senior-Accountant.pdf
- • FirstLast-Resume-2025.pdf
Common Mistakes to Avoid
These errors might seem minor, but they can cost you the interview:
- ✕Forgetting to attach your resume (more common than you'd think!)
- ✕Using an unprofessional email address – create one with your name if needed
- ✕Writing "See attached resume" as your entire email body
- ✕Sending to the wrong company (always double-check!)
- ✕Using "Reply All" when forwarding from another conversation
- ✕Sending late at night or on weekends (schedule for Tuesday-Thursday mornings)
- ✕Not proofreading – typos in your email suggest carelessness
- ✕Using a casual tone ("Hey!" or "What's up?")
Pro Tip: The Preview Test
Before sending, email yourself first. Check how the subject line and preview text appear in your inbox. Open the attachment to make sure it's the right file and displays correctly. This 2-minute check can save you major embarrassment.
Following Up After Sending
No response doesn't always mean rejection. Here's how to follow up professionally:
Wait 5-7 business days
Give them time to review applications before following up.
Keep it brief
A short email reiterating your interest is enough – don't resend your whole application.
Add value if possible
Mention a relevant article, company news, or new achievement.
Follow up once, maybe twice
After two follow-ups with no response, move on.
Follow-Up Email Template:
Subject: Following Up - [Job Title] Application - [Your Name]
Dear [Hiring Manager's Name],
I wanted to follow up on my application for the [Job Title] position that I submitted on [date]. I remain very interested in the opportunity to join [Company Name] and contribute to [specific company goal].
Please let me know if you need any additional information from me. I would be happy to schedule a call at your convenience.
Thank you for your consideration.
Best regards,
[Your Full Name]
The Bottom Line
Emailing a resume isn't rocket science, but the details matter. A professional email with a clear subject line, concise body, and properly formatted attachment shows employers you're serious, detail-oriented, and professional – exactly the qualities they're looking for. Don't forget to include a compelling cover letter.
Take the extra few minutes to personalize each email, triple-check everything before sending, and follow up appropriately. These small efforts can be the difference between landing an interview and getting lost in the inbox. Make sure your resume is tailored to each job.
Create Your Professional Resume Today
Build an ATS-friendly resume in minutes with our free resume builder. Download as PDF and start emailing to employers right away.
Create Your Resume Free