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7 Examples: How to Email a Resume to an Employer

Last Updated on August 17, 2026 by Status.net Editorial Team

Part 1Understanding the Resume Email Process

First, let’s go over the basics to ensure that your email gets the attention it deserves.

Subject Line

A clear and concise subject line is important. It’s the first thing the recipient will see, so make it count. Include your full name and the position you’re applying for. For example:
Marketing Manager Application – Jane Smith

Email Address

Double-check that you have the correct email address for the potential employer. Little mistakes like this can make a big difference. If you’re unsure, give the company a call and ask for the correct contact information.

Salutation

Start your email with a professional greeting. If you know the recipient’s name, use it. If not, a simple “Dear Hiring Manager” will suffice.

Body

The body of your email should be concise and to the point. In just a few sentences, mention the position you’re applying for and explain why you’d be a good fit for the role. List a few key skills or achievements that make you stand out from other candidates.

Example 1
I’m excited to apply for the Marketing Manager position at (…) Company. With over five years of experience in digital marketing and a proven track record of increasing sales, I’m confident that my skills and passion for creating engaging content make me the right candidate for this position.

Attachments

Before sending, double-check that you have attached both your resume and any other required documents (e.g., cover letter, portfolio, etc.). Make sure to send them in a format that is compatible with the recipient’s software (usually PDF or Word).

Closing

End your email with a polite closing and your full name. You can also include your phone number and email address, making it easier for the employer to contact you. For example:
Thank you for considering my application. I look forward to the opportunity to further discuss my candidacy. Please don’t hesitate to reach out if you have any questions.

Best regards,
(Name)

Part 2Creating a Strong Subject Line

  • When you’re sending a resume to an employer, the subject line of your email plays an important role in capturing their attention. Pick a clear and concise subject line that introduces your purpose, highlights your qualifications, or refers to the specific job opening.
  • For instance, you can combine your name and job title along with the job position you’re applying for, like this: “Jane Doe – Marketing Specialist Applying for Marketing Manager Position”. Another alternative is to mention your most impressive skills or accomplishments, such as “Certified Project Manager Seeking a New Opportunity”.
  • Avoid generic phrases such as “Applying for Job” or “Resume Submission”. These may get lost amid the employer’s numerous emails or convey a lack of effort on your part. Also, steer clear of all-uppercase subject lines as those might appear unprofessional and could be mistaken for spam.
  • Tailor your subject line to the company and position you’re targeting. If the job posting includes a specific reference number or job code, make sure to include that in your subject line. This will help your email get noticed and sorted correctly by the hiring team or applicant tracking system. For example, “John Smith – Graphic Designer – Job Code #12345”.

Part 3Choosing a Professional Email Address for Your Resume

The email address you use tells an employer something about you before they even read your resume. A professional-sounding address builds trust; a casual or outdated one can raise doubts.

Best practices for your email address:

  • Use a variation of your real name, such as firstname.lastname@email.com or firstnamelastname@email.com.
  • Stick with well-known providers like Gmail, Outlook, or Yahoo.
  • Avoid nicknames, birth years, or random numbers (e.g., cooldude1995@email.com).
  • If your name is common and already taken, add a middle initial or a professional keyword, such as jane.m.smith@email.com.

If your current email address feels unprofessional, creating a new one takes just a few minutes and is completely free. Use this new address consistently across your resume, LinkedIn profile, and all job application correspondence so employers can easily connect the dots.

Part 4How to Email a Resume to an Employer: Email Body Examples

Introduction

When sending your resume via email, it’s important to make the email body stand out. This is the first thing the employer will read, so be sure to create a lasting impression. Use a friendly and professional tone to engage the reader, while maintaining clarity and conciseness.

Content

Begin with a clear and well-structured subject line. Include the job title you are applying for and your name, for example: “Marketing Specialist – Jane Doe.” This will help the employer quickly identify your email’s purpose.

In the email body, start by addressing the recipient by their name, if known, or use a polite and respectful greeting, such as “Dear Hiring Manager.” Next, introduce yourself and briefly explain your intention in applying for the position. Connect your skills and experiences to the job requirements to show how you are a great fit for the role. Don’t forget to mention where you found the job posting, especially if it was a referral from a mutual connection.

Example 2

Dear [Name],

I hope this finds you well. My name is [Your Name], and I am writing to apply for the Marketing Specialist position advertised on your company’s career page. With over 5 years of experience in digital marketing and a proven track record in increasing brand visibility, I am excited about the opportunity to bring my expertise to your team. I was referred to this position by John Brown, a current Marketing Specialist at your company, who recommended that I submit my resume.

Closing Remarks

To wrap up your email, express your enthusiasm for the potential opportunity and thank the recipient for considering your application. Let the employer know that you have attached your resume and any other requested documents to the email. Provide your contact information and invite them to reach out if they have any questions or require more information.

End your email with a professional closing, followed by your full name and email signature.

Example 3

Thank you for taking the time to review my application. I am confident that my skills and experiences make me a strong candidate for the Marketing Specialist position. I have attached my resume for your review and am available to discuss my qualifications further at your convenience. Please don’t hesitate to reach me by phone at (555) 123-4567 or by email at jane.doe@email.com.

Sincerely, [Your Name]

Part 5Attaching the Resume Right

Before hitting the send button, ensure that you attach your resume. There are a few things you should keep in mind when sending your resume to a potential employer.

  • Choose the Right Format: Save your resume in either a PDF or Word document format. PDF is preferred as it preserves the formatting and can be opened on any device without compatibility issues.

Example: FirstName_LastName_Resume.pdf

  • Properly Name the File: Use your full name and the word “Resume” for easy identification. Adding the targeted job title can also help make your email stand out to the hiring manager.

Example: Jane_Doe_Marketing_Resume.pdf

When composing the email, the subject line and content are essential for making a good impression. Here’s how you can approach it:

  • Subject Line: A clear and professional subject line is vital. Mention relevant context such as the job title, any reference or job number mentioned in the job posting, and your full name.

Example: Application for Marketing Specialist – Jane Doe (Job ID# 12345)

  • Email Content: Start with a friendly greeting addressing the recipient by name (e.g., “Dear Mr. Smith” or “Hi Sandra”). If you don’t know their name, a simple “Hello” can suffice. In the message body, briefly introduce yourself and mention the position you are applying for. Include how you found the job posting and why you feel you are an excellent candidate for the position.

Example 4

Hello Steve,

My name is (…), and I am applying for the Marketing Specialist position I found on LinkedIn. With my five years of experience in digital marketing and proven track record in driving engagement and sales, I believe I would be a great fit for the role.

Please find my resume attached for your review. I am excited about the prospect of working for X Company and contributing to its growth.

I look forward to discussing my qualifications with you further. Thank you for considering my application.

Best regards,

[Name]
name@email.com
(123) 456-7890

Part 6Best Resume File Format for Email: PDF vs. Word Document

Choosing the right file format can make the difference between a resume that looks polished and one that arrives with broken formatting. Here is what you need to know about the two most common options.

PDF (.pdf)

  • Preserves your layout, fonts, and spacing exactly as you designed them.
  • Opens consistently on every device and operating system.
  • Preferred by most hiring managers because the document always looks the same.
  • Ideal when no specific format is requested.

Word Document (.docx)

  • Easy for recruiters and applicant tracking systems (ATS) to parse and search.
  • Some older ATS platforms handle .docx files more reliably than PDFs.
  • Formatting can shift slightly depending on the recipient’s version of Word or default fonts.

Which should you choose? If the job posting specifies a format, use that format. If no preference is stated, PDF is typically the safest choice. Some applicants send both: a PDF for visual consistency and a .docx as a backup.

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File naming matters too. Use a clear, professional name like FirstName-LastName-Resume.pdf. Avoid generic names like resume_final_v3.pdf. Hiring managers download many files, and a well-named document is easier to locate later.

To save your resume as a PDF from most word processors, go to File > Save As (or Export) and select PDF from the format dropdown. Always open the PDF after saving to confirm everything looks correct.

Part 7Professional Email Signature Tips for Resume Emails

Your email signature is the last thing a hiring manager reads, and it serves as a quick-reference contact card. A clean, professional signature reinforces your credibility and makes it effortless for the employer to reach you.

Include the following elements in your signature:

  • Full name exactly as it appears on your resume.
  • Phone number where you can reliably be reached.
  • Professional email address (the same one you are sending from).
  • LinkedIn profile URL (optional, but highly recommended).
  • Portfolio or personal website link (if relevant to the role).

Here is a simple example:

Best regards,
Jordan Taylor
(555) 987-6543
jordan.taylor@email.com
linkedin.com/in/jordantaylor

Keep your signature free of images, quotes, and excessive color. Many corporate email systems strip out images or display them as attachments, which can look cluttered. A text-based signature loads quickly and looks polished on any device.

Set up this signature in your email provider’s settings so it automatically appears at the bottom of every new message. That way, you will never forget to include your contact details.

Part 8Professional Phrases for Mentioning Your Attached Resume

The way you reference your attachment sets the tone for your entire email. A smooth, confident phrase signals professionalism, while an awkward one can distract from your qualifications. Below are several tried-and-true phrases you can drop into your email:

  • “I have attached my resume for your review.” Simple, direct, and universally appropriate.
  • “Please find my resume attached for your consideration.” Slightly more formal, well suited for corporate roles.
  • “Attached is my resume highlighting my experience in [field].” Adds a touch of specificity that helps the reader know what to expect.
  • “I have included my resume and cover letter as attachments.” Useful when sending multiple documents.
  • “My resume is attached for your reference.” Clean and professional for follow-up or inquiry emails.

A few phrases to use with caution:

  • “Please accept the attached resume” can sound slightly presumptuous. Soften it to “Please find attached my resume” if you want a similar feel.
  • “Kindly find attached” is common in some regions but can feel overly formal in American and British English. Know your audience.

Whichever phrase you choose, place it naturally within a sentence so it flows with the rest of your email. Avoid starting and ending multiple sentences with the word “attached,” as repetition can make the message feel mechanical.

Part 9How to Send a Cover Letter and Resume in One Email

Many job postings ask you to submit both a cover letter and a resume. When you email these together, you have two solid options: attach them as separate files, or paste your cover letter directly into the email body and attach only the resume.

If the employer’s instructions specify a preference, always follow those directions exactly. When the posting is silent on format, the cleanest approach is to attach both documents as PDF files with clear file names. For example:

  • Resume file: Jane-Smith-Resume.pdf
  • Cover letter file: Jane-Smith-Cover-Letter.pdf

Your email body should still include a brief, professional message. Here is a sample you can adapt:

Subject: Marketing Coordinator Application – Jane Smith

Dear Ms. Rodriguez,

I am writing to apply for the Marketing Coordinator position listed on your careers page. Please find my cover letter and resume attached for your review.

My three years of experience in content marketing and campaign analytics align well with the qualifications you described. I would welcome the chance to discuss how I can contribute to your team.

Thank you for your time and consideration. I look forward to hearing from you.

Warm regards,
Jane Smith
jane.smith@email.com
(555) 123-4567

If you prefer to use the email body as your cover letter, write two to three concise paragraphs that highlight your qualifications and enthusiasm for the role. Then attach only the resume. This method saves the hiring manager a click and can feel more personal.

Whichever route you choose, mention every attachment in the body of your email so the reader knows what to expect. A simple line like “I have attached my cover letter and resume for your consideration” removes any guesswork.

Part 10Email Resume Templates for Different Job Situations

Every job application is a little different. The email you send to an HR department looks different from the one you send to a recruiter, and a cold inquiry feels different from a response to a posted opening. Below are ready-to-use templates you can customize for the most common scenarios job seekers face.

How to Email Your Resume Directly to an HR Department

When you send your resume directly to an HR department, professionalism and clarity matter above all else. HR professionals often review dozens of emails per day, so make yours easy to scan and act on.

Subject: Application for [Job Title] – [Your Full Name] – [Job ID if applicable]

Dear [HR Manager’s Name or “Hiring Team”],

I am submitting my resume for the [Job Title] position at [Company Name]. With [number] years of experience in [your field], I am confident I can bring meaningful value to your team.

Key highlights from my background include:

  • [Relevant achievement or skill]
  • [Second relevant achievement or skill]

I have attached my resume for your review and would appreciate the opportunity to discuss this role further. Please feel free to contact me at [phone number] or [email address] at your convenience.

Thank you for your time.

Sincerely,
[Your Full Name]
[Phone Number]
[Email Address]

If you know the HR manager’s name, always use it. A personalized greeting signals that you have done your homework and care about the details.

Email Template for Sending a Resume with No Experience

Applying for your first job or switching to a new industry can feel daunting, especially when you have limited direct experience. The key is to lead with transferable skills, education, and genuine enthusiasm.

Subject: Application for [Job Title] – [Your Full Name]

Dear [Hiring Manager’s Name],

I am excited to apply for the [Job Title] position at [Company Name]. While I am early in my career, I bring strong [relevant soft skill, e.g., communication, problem-solving, or organizational] abilities developed through [school projects, volunteer work, internships, or part-time roles].

During my time at [School or Organization], I [briefly describe one accomplishment or relevant project]. I am eager to apply this foundation to your team and grow within [Company Name].

I have attached my resume for your consideration. I would love the chance to learn more about this opportunity and show you what I can contribute.

Thank you for your time and consideration.

Best regards,
[Your Full Name]
[Phone Number]
[Email Address]

Focus on what you can offer. Hiring managers reviewing entry-level applications look for motivation, a willingness to learn, and evidence that you understand the role. Even a short, confident email can leave a strong impression.

How to Ask If a Company Is Accepting Resumes by Email

Sometimes you want to work for a company that has no job opening listed. A well-crafted inquiry email shows initiative and can put you at the top of the list when a role does open up.

Subject: Inquiry About Opportunities in [Department or Field] – [Your Full Name]

Dear [Hiring Manager’s Name or “Hiring Team”],

I admire the work [Company Name] is doing in [specific area or recent achievement], and I would love to contribute my skills in [your area of expertise]. I am reaching out to ask whether you are currently accepting resumes or anticipate any upcoming openings in [department or role type].

I have attached my resume for your reference. If there is a more appropriate person or process for me to follow, I would be grateful for any guidance you can share.

Thank you so much for your time. I look forward to any opportunity to connect.

Warm regards,
[Your Full Name]
[Phone Number]
[Email Address]

Keep this email short and respectful of the reader’s time. Mention something specific about the company so the recipient can see you have genuine interest, and always make it easy for them to redirect you if needed.

Sample Email for Sending Your Resume to a Recruiter

Recruiters are allies in your job search. They are motivated to place qualified candidates quickly, so your email should highlight your strongest qualifications and make their job easier.

Subject: Experienced [Your Title/Field] – Open to New Opportunities

Dear [Recruiter’s Name],

I came across your profile on [LinkedIn, company website, or referral source] and wanted to introduce myself. I am a [your current title] with [number] years of experience in [industry or specialty]. I am currently exploring new opportunities and believe my background could be a strong fit for roles your firm is working to fill.

A few highlights:

  • [Key achievement or credential]
  • [Second key achievement or credential]
  • [Preferred location, remote preference, or salary range if appropriate]

I have attached my resume for your review. I am happy to discuss my experience in more detail at your convenience. Thank you for considering me, and I hope to connect soon.

Best,
[Your Full Name]
[Phone Number]
[LinkedIn Profile URL]

When emailing a recruiter, including your LinkedIn URL is especially helpful. Recruiters often cross-reference profiles, and having the link ready saves them time.

How to Email a Resume on Behalf of a Friend or Referral

Referring a friend for a job is a generous act that can help both your friend and the hiring team. When you forward someone else’s resume, transparency and professionalism are essential.

Subject: Referral for [Job Title] – [Candidate’s Full Name]

Dear [Hiring Manager’s Name],

I would like to recommend [Friend’s Full Name] for the [Job Title] position at [Company Name]. I have had the pleasure of working with [Friend’s First Name] for [duration or context], and I can speak to their strong [relevant skill or trait].

[Friend’s First Name] has [briefly describe one relevant accomplishment or qualification]. I believe they would be a valuable addition to your team.

I have attached their resume for your review. Please feel free to reach out to me if you would like any additional context.

Thank you for your time.

Best regards,
[Your Full Name]
[Your Title and Company]
[Your Phone Number]

Always confirm with your friend before sending their resume. Make sure the version you attach is the most current one and that your friend is genuinely interested in the role.

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Part 11Reviewing Before Sending

Before sending your email with the resume attached, double-check everything. Make sure your email address looks professional, ideally using your first and last name.

When writing the subject line, mention the job title and your name. For example: “Marketing Manager – John Doe”. The subject line will help your potential employer instantly recognize the purpose of your email.

Now, let’s focus on the email body. Start with a polite salutation, addressing the recipient by their name, if possible. For example: “Dear Mr. Smith,”. If you’re unsure of their name, you may use: “Dear Hiring Manager,”.

In the email body, briefly introduce yourself and express your interest in the position. Mention the job title, how you found it, and why you would be a great fit. Here’s an example:

“My name is (…), and I am reaching out to apply for the Marketing Manager position I found on LinkedIn. With over 5 years of experience in digital marketing, and a proven track record of campaign success, I believe I am a strong candidate for this role.”

Remember to attach your resume to the email, and briefly describe it in the email body. For example:

“Please find attached my resume, which highlights my relevant qualifications and work history.”

A compelling closing statement can leave a lasting impression. Express your appreciation for their time and consideration, and provide your contact information. For example:

“Thank you for considering my application. I’m excited about the opportunity to contribute to your team. Please feel free to contact me at name@email.com or (555) 123-4567 to discuss further. I look forward to hearing from you.”

Lastly, use a professional closing, such as “Sincerely,” “Best regards,” or “Kind regards,” followed by your full name. Ensure your email is free of typos, grammatical errors, and maintain a polite tone throughout. Double-check everything before hitting send, as it can significantly impact your chances of landing an interview.

Part 12Common Mistakes to Avoid When Emailing Your Resume

Even a stellar resume can be overlooked if the email that delivers it contains preventable errors. Here are the most frequent mistakes job seekers make, along with easy ways to sidestep each one.

  • Forgetting the attachment. It happens more than you might think. Always double-check that your file is attached before you hit send. Some email providers will warn you if your message mentions “attached” but has no file; take advantage of that safety net.
  • Using a vague subject line. Subject lines like “Resume” or “Job” give the employer no context. Include the job title, your name, and any reference or job ID number.
  • Sending a generic, copy-paste email. Hiring managers can spot a mass email instantly. Personalize each message with the company name, the specific role, and a detail that shows you researched the organization.
  • Writing an email that is too long. Your email should be a concise introduction, not a full autobiography. Aim for three to five short paragraphs at most. Save the details for your resume and cover letter.
  • Using an unprofessional email address. Addresses with nicknames or jokes undermine your credibility. Stick with a clean, name-based address.
  • Ignoring the employer’s instructions. If the posting asks for a .docx file, a specific subject line format, or a particular piece of information, follow those instructions precisely. Deviating suggests you did not read the listing carefully.
  • Skipping a final proofread. Typos, wrong company names, and broken links are avoidable. Read your email out loud, or ask a trusted friend to give it a quick review before you send.
  • Attaching the wrong file. Accidentally sending an outdated resume or a document meant for a different company is a painful mistake. Rename and organize your files so you always grab the right version.

Taking five extra minutes to check these details can make the difference between landing an interview and landing in the spam folder.

Part 13Example of a Well-Written Resume Email

When you’re ready to email your resume to a potential employer, it’s important to craft an impactful message that highlights your strengths and conveys your professionalism. Below is a simple yet effective example of a well-written resume email:

Example 5

Subject: Marketing Coordinator Application – [Your Name]

Dear [Hiring Manager’s Name],

I hope this email finds you well. I came across the Marketing Coordinator position at X Company listed on [Job Posting Website], and I believe my background in digital marketing and project management makes me an ideal candidate for this role.

I have attached my resume for your review. In my previous role as a Digital Marketing Specialist at ABC Company, I achieved a 20% increase in website traffic and 15% growth in social media engagement over 12 months. I’m confident that my experience and skills can contribute significantly to the growth of X Company’s online presence.

I am excited about the opportunity to join your team and collaborate on innovative marketing strategies. I would appreciate the chance to discuss my qualifications further and learn more about the Marketing Coordinator position. Please let me know if there is any additional information I can provide or if we could schedule a time to connect.

Thank you for considering my application, and I look forward to the possibility of working together.

Best regards,

[Name]
[Phone Number]
[Email Address]
[LinkedIn Profile URL]

 

Example 6

Dear Mr. Johnson,

I hope this email finds you well. My name is Jane Smith, and I am very interested in the Project Manager position at (…) Company.

Please find attached my resume and cover letter for your review. I believe my experience and skills make me a strong candidate for this role, and I would be thrilled to contribute to your team’s success.

Thank you for taking the time to review my application. I look forward to the opportunity to discuss my qualifications further.

Warm regards,

[Name]

What is an example of an email when sending a resume with a reference?

When sending a resume with a reference, mention the reference in the body of the email and include their name, title, and your relationship.

Example 7

Dear Ms. Thompson,

I hope this email finds you well. My name is [Name], and I am writing to express my interest in the Senior Accountant position at your company. Your colleague, Jane Smith, suggested that I apply for this position, as she believes my skills and experience would be a good fit for your team.

Please find attached my resume and cover letter for your review. I am excited about the opportunity to work at X Company, and I am confident that my background in accounting will make me a valuable asset to your team.

Thank you for considering my application. I look forward to the possibility of discussing my qualifications further.

Kind regards,

[Name]

Part 14How to Send Your Indeed Resume to an Employer via Email

If you built your resume on Indeed and want to email it directly to an employer, you will first need to download it. Here is how:

  • Log in to your Indeed account and navigate to your profile.
  • Click on “Resume” in the top menu or profile section.
  • Select the resume you want to download.
  • Click the “Download” or “More” button and choose PDF as the file format.
  • Save the file to your computer or phone with a professional file name like FirstName-LastName-Resume.pdf.

Once downloaded, open your email provider (Gmail, Outlook, Yahoo, or any other service), compose a new message, and attach the file. Write a professional email body following the templates outlined earlier in this article, and you are ready to send.

Downloading your resume also gives you a chance to review it one more time. Check for outdated information, formatting issues, or missing details before you share it with a potential employer.

Part 15Email Resume Format and Structure: A Complete Breakdown

Understanding the overall structure of a resume submission email helps you write one quickly every time. Think of the email as having six distinct parts, each with a clear purpose:

  • From address: A professional email address using your real name.
  • Subject line: A concise line that includes the job title, your name, and any reference numbers.
  • Greeting: Address the recipient by name whenever possible. Use “Dear Hiring Team” as a reliable fallback.
  • Body (two to three paragraphs): Introduce yourself, state which position you are applying for, highlight one or two relevant qualifications, and mention your attachment.
  • Closing and signature: A courteous sign-off followed by your full name, phone number, email, and LinkedIn URL.
  • Attachment: Your resume (and cover letter, if applicable) in the requested file format, with a professional file name.

When all six parts are present and polished, the hiring manager receives a complete, professional package without having to ask for anything extra. This structure works whether you are responding to a posted opening, reaching out to an HR team, or inquiring about future opportunities.

If you like visual organization, keep the email body under 200 words. This length is long enough to convey genuine interest and short enough to hold attention on a busy workday.

Part 16What to Say When Emailing a Resume: Tone and Phrasing Guide

Finding the right words can feel like the hardest part of emailing a resume. You want to sound confident, warm, and professional all at once. Here are some guiding principles to help you strike that balance every time.

  • Open with purpose. Your first sentence should tell the reader exactly why you are writing. A straightforward opener like “I am writing to express my interest in the [Job Title] position” works well. Avoid overly creative introductions that delay the point.
  • Show genuine interest in the company. One or two sentences about why you admire the organization or how your values align with its mission can set you apart from applicants who send identical emails to fifty companies.
  • Highlight, then elaborate in the resume. Mention your strongest qualification briefly, perhaps your years of experience, a notable accomplishment, or a relevant certification. Let the attached resume carry the full story.
  • Be polite and concise. Words like “thank you,” “I appreciate your time,” and “I look forward to hearing from you” communicate respect. Avoid language that sounds demanding or entitled.
  • Avoid clichés that add no value. Phrases like “I am a team player” or “I think outside the box” are so common that they blend into the background. Whenever possible, replace abstract claims with a specific example or result.
  • Match the company’s tone. If you are applying to a creative agency with a playful brand voice, a slightly less formal email can show cultural fit. If you are applying to a law firm or financial institution, lean toward traditional business language.
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When in doubt, err on the side of formality. It is always easier to relax your tone in later exchanges than to recover from an email that felt too casual on first contact.

Part 17What to Write in an Email When Sending Your Resume

If you are staring at a blank email and wondering exactly what to write, you are in good company. This is one of the most common questions job seekers have. Here is a simple, proven formula you can follow for every application.

Paragraph 1: State Your Purpose

Open by naming the position you are applying for and where you found it. If someone referred you, mention their name right away. Example: “I am writing to apply for the Customer Service Representative role posted on your company’s careers page.”

Paragraph 2: Your Value in Brief

Summarize in two or three sentences why you are a strong candidate. Focus on your most relevant experience, a measurable achievement, or a key skill that matches the job description. Example: “With five years of experience resolving customer inquiries in high-volume call centers, I have consistently maintained a 97% satisfaction rating.”

Paragraph 3: Call to Action and Gratitude

Close by expressing interest in a conversation, confirming your attachment, and thanking the recipient. Example: “I have attached my resume for your review and would love the opportunity to discuss how I can contribute to your team. Thank you for your consideration.”

This three-paragraph structure keeps your message focused and easy to read. Hiring managers appreciate emails that respect their time while still conveying enthusiasm and professionalism.

Part 18Follow-Up Email After Sending Your Resume to an Employer

You sent a great email, attached a polished resume, and hit send. Now what? If you have not heard back within five to seven business days, a brief follow-up email is perfectly appropriate and often appreciated.

A follow-up achieves two things: it reminds the employer that you are interested, and it moves your name back to the top of their inbox. Keep the tone warm and patient. Here is a template you can personalize:

Subject: Following Up – [Job Title] Application – [Your Full Name]

Dear [Hiring Manager’s Name],

I hope this message finds you well. I submitted my resume for the [Job Title] position on [date], and I wanted to follow up to reiterate my enthusiasm for the opportunity.

I am very excited about the possibility of contributing to [Company Name] and would welcome the chance to discuss my qualifications at your convenience. Please let me know if there is any additional information I can provide.

Thank you again for your time and consideration.

Best regards,
[Your Full Name]
[Phone Number]
[Email Address]

Timing tips:

  • Send your first follow-up five to seven business days after the original email.
  • If the posting listed a deadline, wait until a few days after that deadline passes.
  • Limit yourself to one or two follow-ups total. Repeated emails can feel pushy.

If the employer responds, even with a “we are still reviewing applications” message, reply promptly and thank them for the update. Every positive interaction strengthens your candidacy.

Frequently Asked Questions

What’s a good subject line for sending a resume?

A good subject line is clear, concise, and professional. Include the job title, your name, and any relevant information like a job reference number. For example: “Marketing Manager – Jane Doe (Job Ref #12345)”.

What should the body of an email include when sending a resume?

The body of the email should include a brief introduction, the purpose of the email, a mention of the attached resume, and a closing statement. Start by greeting the recipient professionally, then introduce yourself and express your interest in the job. Explain that you are attaching your resume and any other required documents. Finally, thank the recipient for their time and consideration.

How do I politely submit my resume via email?

To politely submit your resume, start by writing a professional and courteous email. Address the recipient by their name, if possible. In the email, briefly introduce yourself, explain the purpose of the email, and mention the attached resume. For example: “Dear Mr. Smith, I hope this email finds you well. I am writing to express my interest in the Sales Associate position at ABC Company. Please find my resume attached for your review. Thank you for considering my application.”

Can I send my resume using Gmail or other email providers?

Yes, you can send your resume using Gmail, Yahoo, Outlook, or any other email provider that allows you to attach files. Ensure you are using a professional email address, preferably one with your first and last name.

How do I send a resume through my phone?

To send a resume through your phone, you can use your email app to compose a new email, attach your resume file, and send it to the recipient. Some email apps also allow you to save email drafts, so you can compose the email on your phone and send it from a computer later.

What file format should I use when emailing my resume?

PDF is the safest and most widely preferred format because it preserves your layout on every device. If the employer specifically requests a Word document (.docx), follow their instructions. When in doubt, PDF is the standard choice. Always name your file professionally, such as FirstName-LastName-Resume.pdf.

How do I email a resume and cover letter together?

You can either attach both documents as separate PDF files or paste your cover letter into the email body and attach only the resume. Mention each attachment in your email so the hiring manager knows what to expect. Follow the employer’s instructions if the job posting specifies a preferred method.

What should I write when emailing my resume with no work experience?

Focus on your transferable skills, education, volunteer work, or relevant projects. Express genuine enthusiasm for the role and the company. A sentence like “While I am early in my career, my strong organizational skills and eagerness to learn make me a strong fit for this role” shows confidence and positivity.

How do I ask a company if they are accepting resumes?

Send a polite inquiry email explaining your interest in the company and the type of role you are seeking. Mention something specific about the organization that appeals to you, attach your resume, and ask if there are any current or upcoming openings. Keep the message short and respectful of their time.

Should I follow up after emailing my resume?

Yes. If you have not received a response within five to seven business days, a brief, courteous follow-up email is appropriate. Restate your interest in the position, reference the date you originally applied, and thank the employer again. Limit yourself to one or two follow-ups to remain respectful.

What is the best way to say ‘my resume is attached’ in an email?

A few professional options include “I have attached my resume for your review,” “Please find my resume attached for your consideration,” and “Attached is my resume highlighting my experience in [field].” Choose the phrase that fits the tone of your email and sounds natural within the sentence.

How do I email my resume to a recruiter?

Introduce yourself briefly, state your area of expertise and years of experience, and mention that you are open to new opportunities. Attach your resume as a PDF and include your LinkedIn profile URL. Recruiters appreciate a concise email that highlights your strongest qualifications and makes it easy to match you with open roles.

Can I email my resume on behalf of someone else?

Yes. When referring a friend or colleague, clearly state your relationship with the candidate and briefly explain why you believe they are a good fit. Attach their most current resume and make sure you have their permission before sending. Use a subject line like “Referral for [Job Title] – [Candidate’s Name].”

How do I download my Indeed resume and email it?

Log in to your Indeed account, navigate to your resume, and click the download button to save it as a PDF. Rename the file with your full name (e.g., FirstName-LastName-Resume.pdf), then open your email provider, compose a new message, attach the file, and write a professional message following standard resume email guidelines.

What email address should I use on my resume?

Use a professional email address based on your real name, such as firstname.lastname@gmail.com. Avoid addresses with nicknames, random numbers, or unprofessional words. If your preferred name combination is taken, add a middle initial. A clean email address helps build credibility before the employer even opens your resume.

How long should the email be when sending a resume?

Aim for three to five short paragraphs totaling roughly 100 to 200 words. Your email should introduce you, state which position you are applying for, highlight one or two key qualifications, mention your attachment, and thank the reader. Save the deeper details for your resume and cover letter.

What should I write in the subject line when sending a CV?

Include the job title, your full name, and any reference or job ID number. For example: “Application for Marketing Manager – Alex Johnson – Ref #4521.” A clear, specific subject line helps the hiring manager locate your email quickly and signals that you pay attention to detail.

Your Complete Interview Roadmap to Land Your Dream Job:
1) How to Prepare for a Job Interview: The Complete Guide
2) Full Guide to Common Interview Questions & Best Answers
3) The Right Questions to Ask After a Job Interview (Complete Guide)
4) How to Follow Up After a Job Interview and Actually Get the Job
Posted in: Job Interview