Overview
The most common and effective way to apply for a job is by sharing your resume in email with the Recruiter. However, it’s not just enough to share your Resume as an attachment and have a brief message alongside it, you need to put more thought into what you write in the mail body. In this article, we’ll learn how to send resume in mail to land more interviews.
We will cover:
- 5-Step Process on how to Send Resume in Mail
- 5 Email Templates for sending Resume (if you’re feeling a little lazy XD)
- 10 actionable tips to write damn good Emails
5-step guide on how to send Resume in Email
Step 1: Research & Preparation
- Find the Right Contact: Identify the correct email address or the specific recruiter’s name if possible.
- Review the Job Description: Understand which skills and experiences are most important so you can highlight them in your email.
Why It Matters: Accurate research helps you tailor your email, making it more relevant and increasing your chances of getting noticed.
Step 2: Draft a Clear Email Subject for Sending Resume
- Use the Job Title: Include the position you’re applying for (e.g., “Application for Software Developer – [Your Name]”).
- Keep It Short: Avoid overly long subject lines, as recruiters often scan emails quickly.
Why It Matters: A straightforward subject line ensures the recruiter immediately knows your purpose and prevents your email from getting lost.
Step 3: Write a Concise Email Body
- Introduce Yourself: Start with a polite greeting, stating your name and the position of interest.
- Highlight Key Fit: Briefly mention 1–2 relevant skills or accomplishments.
- Express Enthusiasm: Show genuine interest in the role and the organization.
Why It Matters: A well-structured and concise email respects the recruiter’s time and prompts them to open your resume.
Step 4: Attach Your Resume Correctly
- Use the Preferred Format: Typically, send a PDF for consistent formatting.
- Name the File Clearly: Example: “YourName_Resume.pdf.”
- Optional: Attach a cover letter or portfolio link if relevant and requested.
Why It Matters: Ensuring the recruiter can easily access and identify your document prevents tech issues and confusion.
Step 5: Review & Send
- Proofread Everything: Check your email text, subject line, and resume for typos or grammar errors.
- Include a Signature: Add your name, phone number, and any relevant link (like LinkedIn).
- Hit Send: Double-check you’re using the correct email address, and then confidently send your application.
Why It Matters: A final review catches any last-minute mistakes and maintains a professional tone, improving your credibility.
5 Sample Email Templates for Sending Resume
If you’re confused on how to draft an Email when sending Resume to the Recruiter, we have come up with 5 simple, professional and effective samples which you can copy and use as per your requirement.
1. Straightforward and Concise Email
Our Advice: This email template is the most concise the to-the-point way to share your Resume with the Recruiter and will certainly get the job done in a professional and effective way. In most cases, we believe this will work well for you.
Subject: Application for [Job Title/Role] – [Your Name]
Dear [Mr./Ms./Dr.] [Recruiter’s Last Name],
I hope you’re doing well. I am reaching out to apply for the [Job Title] position at [Company Name], as advertised on [platform/job portal]. I believe my [mention key skill or qualification] and [number of years] of experience in [relevant field] make me a strong candidate for this role.
I have attached my resume for your review. I would welcome the opportunity to discuss how my background can contribute to [Company Name]’s continued success.
Thank you for your time and consideration. I look forward to hearing from you soon.
Best regards,
[Your Full Name]
[Contact Number]
[LinkedIn Profile/Portfolio URL, if applicable]
2. Value-Focused Email
Our Advice: This Email Template provides value to the Recruiter by sharing more insights about you as a candidate which might help them make a decision. This email makes it more appealing to check out your Resume.
Subject: [Your Name] – Resume for the [Job Title] Position
Dear [Mr./Ms./Dr.] [Recruiter’s Last Name],
I trust you are doing well. I came across the [Job Title] opening at [Company Name] and was immediately interested. With [mention years of experience] in [related field], I have successfully [describe a relevant achievement or responsibility], which I believe aligns well with this role’s requirements.
Enclosed is my resume detailing my professional journey. I am confident that my expertise in [key skill/technology/area] and commitment to delivering results can add value to [Company Name].
If you have any questions or would like to set up a discussion, please let me know. Thank you for your consideration, and I look forward to the opportunity to connect further.
Sincerely,
[Your Full Name]
[Contact Number]
[LinkedIn Profile/Portfolio URL, if applicable]
3. Referral-Based Email
Our Advice: This email template is applicable if you have gotten a referral from an existing employee and you wish to follow up on the same. We recommend using this template to make it clear that you’re a referral and showcase your interest in the company to the Recruiter.
Subject: Referral – [Your Name]’s Resume for [Job Title] Role
Dear [Mr./Ms./Dr.] [Recruiter’s Last Name],
I was referred to you by [Referrer’s Name/Colleague], who mentioned that [Company Name] is seeking a [Job Title]. I am pleased to share my resume, showcasing [brief highlight of your background] and [years of experience] in [field/industry].
Having collaborated with [Referrer’s Name] on [project/initiative], they believe my background in [specific skill/technology] might be a great fit for [Company Name].
Attached, you’ll find my resume for your review. I would welcome the opportunity to discuss how my experience can contribute to the growth of [Company Name]. Thank you for your time, and I look forward to your response.
Warm regards,
[Your Full Name]
[Contact Number]
[LinkedIn Profile/Portfolio URL, if applicable]
4. Detail-Oriented Email with Cover Letter Mention
Our Advice: This is a more detail oriented Email where you speak more about your achievements to impress the Recruiter. This Resume mail format is effective in our opinion as it makes the Recruiter aware of your strengths and incentivizes them to open your Resume.
Subject: Application for [Job Title] – [Your Name]
Dear [Mr./Ms./Dr.] [Recruiter’s Last Name],
I hope you’re doing well. I am writing to apply for the [Job Title] position at [Company Name], which was recently posted on [where you found it]. Attached, you will find both my resume and a cover letter detailing my experience and accomplishments in [mention relevant field/skill].
Here are a few highlights from my professional journey:
- [Key achievement 1]
- [Key achievement 2]
- [Key achievement 3]
These experiences reflect my dedication to [specific result/outcome] and my ability to thrive in a fast-paced environment. I would love the chance to discuss how I can help [Company Name] meet its strategic objectives.
Thank you for your time and consideration. I look forward to speaking with you soon.
Kind regards,
[Your Full Name]
[Contact Number]
[LinkedIn Profile/Portfolio URL, if applicable]
5. Warm and Personable Email (For Smaller Companies or Startups)
Our Advice: If you’re applying in a smaller company or a startup, having a more personable and warm approach when sending resume in email is important. This Email Template does the job well by being a mix of professional and personable.
Subject: [Your Name] – Excited to Apply for [Job Title] at [Company Name]
Hello [First Name of Recruiter if the company is more casual],
I hope your day is going well. I recently learned about an opening for a [Job Title] at [Company Name] and was immediately drawn to your [mention something unique about the company’s culture or products].
With [years of experience/qualification] in [field/industry], I have enjoyed [mention a standout accomplishment or project] and am eager to bring my skill set to [Company Name].
Attached is my resume, where you’ll see my background in [related skill/area]. I would love the opportunity to learn more about the role and share how I can contribute to the team.
Thank you for your consideration, and I’m looking forward to hearing from you soon.
Best wishes,
[Your Full Name]
[Contact Number]
[LinkedIn Profile/Portfolio URL, if applicable]
10 Tips to help you send Resume in Email to Recruiter
Now, finally, we will cover some basic guidelines and tips you should keep in mind when sending your Resume to the Recruiter.
1. Use a Clear, Relevant Subject Line
Always include the job title, reference number (if provided), and your name in the subject line (e.g., “Application for Marketing Manager – Rahul Sharma”). This helps the recruiter quickly identify the purpose of your email and may prevent it from being overlooked.
2. Address the Correct Person
Wherever possible, find out the name or designation of the hiring manager or HR representative. A personalized greeting such as “Dear Ms. Gupta” shows attention to detail and respect, which can give a more professional impression compared to a generic greeting.
3. Keep It Brief and Professional
Your email body should be concise but impactful—just a few sentences explaining who you are, why you’re applying, and why you’d be a good fit. This format respects the recruiter’s time while showcasing your clarity and communication skills.
4. Highlight Key Qualifications in the Email
Mention one or two major achievements or strengths that directly relate to the position. This sparks the recruiter’s interest and can prompt them to open your attachment right away to learn more about your background and experience.
5. Attach Your Resume in the Right Format
PDFs are generally preferred to ensure consistent formatting on all devices. Double-check the file name (e.g., “YourName_Resume.pdf”) so it looks professional, and make sure your resume is up to date with the relevant information.
6. Include a Professional Signature
Add a simple, professional email signature with your full name, phone number, and any relevant link (like LinkedIn). This makes it easy for the recruiter to contact you or quickly reference your profile without scrolling back and forth.
7. Proofread Multiple Times
Spelling and grammatical errors can undermine your credibility. Before hitting “send,” thoroughly proofread the subject line, the body of the email, and your resume attachment to catch typos or formatting inconsistencies.
8. Avoid Overly Casual Language
While you don’t have to be overly formal, maintain a polite and respectful tone. Abbreviations, emojis, or slang can appear unprofessional and distract recruiters from your qualifications.
9. Check All Attachments and Links
Ensure your resume, cover letter, and portfolio links (if any) are properly attached and accessible. Broken links, missing files, or corrupt documents can derail your application and potentially ruin your first impression.
10. Follow Up Politely (If Needed)
If you haven’t heard back after a reasonable time (usually one to two weeks), sending a short, polite follow-up email can demonstrate your enthusiasm. Keep it succinct, respectful, and grateful for their time and consideration.
Conclusion
And that’s it! If you follow all our guidelines, tips and also incorporate our templates into your Email Strategy, you should see better results when you send a mail to the Recruiters with your Resume attached. It’s important to stay professional and also see it as a marketing pitch, and ensure you’re being impactful enough to get a revert.
Frequently Asked Questions (FAQ)
What is the best subject line for a resume email?
Use a clear, keyword-focused subject line referencing the job title, your name, and any reference code. This ensures your email stands out and quickly communicates your purpose to the recruiter.
Should I use a PDF or Word format for my resume?
PDF is often preferred because it preserves formatting on all devices. Word files can shift layout, but some employers specifically request them. Always check the job posting’s requirements.
How long should my resume email be?
Keep it short: one to two brief paragraphs. Introduce yourself, mention relevant experience, and highlight your enthusiasm for the role. This helps recruiters quickly grasp why you’re a great fit.
How soon should I follow up after sending my resume?
Typically, wait one to two weeks before sending a polite follow-up. This shows you’re interested without appearing pushy, and gives recruiters enough time to review submitted applications.
Is a cover letter necessary when emailing my resume?
Not always, but many employers appreciate a short cover letter. Check the job description: if it asks for one, include it. Otherwise, a concise email introduction often suffices.
Do I need to write a greeting or salutation in my email?
Yes. Addressing the recruiter by name (e.g., “Dear Ms. Roy”) adds a personal touch. If you don’t know their name, “Dear Hiring Manager” or “Hello Recruiter” is acceptable.
Can I send multiple resumes in one email to different positions?
Ideally, no. Personalize each resume email for each specific job. Sending multiple resumes in one email can appear disorganized and reduce your chances of making a strong first impression.
How can I confirm the employer received my resume?
Wait a week, then send a short, polite follow-up asking if they need additional information. This approach shows professionalism and reaffirms your interest in the role.
Is it okay to use informal language or emojis in my resume email?
Generally, avoid informal language and emojis when contacting recruiters. Professional communication helps create a positive impression and demonstrates you take the opportunity seriously.
How do I mention references in an email?
Usually, it’s best to wait until they’re requested. You can note “References available upon request” in your resume, or include them only if the job posting specifically requires it.
How to write in an email when sending a resume?
Start with a polite greeting, briefly introduce yourself, mention the job role, and highlight a key skill or achievement. Thank the recruiter for their time, and end professionally.
How can I send my CV in Gmail?
Log in, click “Compose,” address it to the recruiter, add a relevant subject line, write a brief message, then attach your CV (PDF or Word). Review and click “Send.”
How do I send my resume as an email attachment?
Choose a clear file name (e.g., “YourName_Resume.pdf”). In your email client, select “Attach” or the paperclip icon, locate the file, attach it, and verify it’s properly uploaded before sending.
How do I send my resume from Word to email?
Save your Word document with a professional file name. Then, open your email, click the attachment icon, select the saved file, and send. Alternatively, convert it to PDF for consistent formatting.
