What to Write in an Email When Sending a Resume

When emailing a resume, write a brief, professional message that names the job, introduces you, and explains that your resume is attached. Use a clear subject line, address the recipient by name when possible, and close with your contact details; the email should support your application, not repeat your entire resume.

What the Email Should Do

Your email is a short introduction and a practical handoff. It helps the recipient identify your application, understand why you are writing, and find the attached document. A concise note also shows that you can communicate clearly in a professional setting.

In most cases, aim for roughly three to five short sentences. Mention the position and, if available, its job reference number. Add one relevant sentence about your background or interest, say that your resume is attached, and thank the reader. The exact tone can vary by workplace, but clarity and courtesy are useful in almost any field.

Choose a Clear Subject Line

A specific subject makes your message easier to recognize and sort. Follow any instructions in the job posting first: an employer may request a particular subject format, reference number, or information. Otherwise, include the role and your name.

Good: Application for Marketing Coordinator — Jordan Lee
Good: Resume: Customer Support Associate, Job 4821 — Sam Patel
Too vague: Resume
Too casual: Hey, check this out!

Keep the subject factual. Avoid claims such as “perfect candidate” or wording that could look like spam. If you are sending a resume after a referral or conversation, you can mention that context briefly, provided it is accurate.

A Simple Email Structure

Use this order so the reader can understand the purpose quickly:

Greeting: Use the recipient’s name if you can confirm it. “Dear Ms. Chen” is suitable for a formal setting; “Hello Maya” may fit a less formal one.
Purpose: State the role you are applying for and where you found it, if relevant.
Brief qualification: Give one specific, truthful reason your experience or skills relate to the job.
Attachment and thanks: Say that your resume is attached and thank the recipient for their time.
Sign-off: Use a professional closing and include your full name and a reliable way to contact you.

For example: “Hello Ms. Rivera, I’m applying for the accounts assistant position advertised on your careers page. My two years of experience supporting invoice processing and customer queries align with the role. I’ve attached my resume for your consideration. Thank you for your time. Best, Taylor Morgan, 555-010-1234.” Replace the example details with accurate information and use the contact format you prefer.

Adapt the Message to the Situation

Applying to a posted vacancy: Name the exact role and follow the application instructions. If the posting asks applicants to include a cover letter or answer screening questions, do that as well; an email alone may not complete the application.

Sending a resume after a referral: Mention the person who referred you only if they agreed to be named. For example: “Alex Kim suggested I contact you about the junior designer opening.” Do not imply that someone endorsed you if they only shared a contact detail.

Following up after a conversation: Remind the recipient briefly where you met or what you discussed, then attach the resume. A short reminder is more helpful than assuming they will remember every detail.

Making a general inquiry: If there is no advertised opening, state the kind of work you are seeking and why you are contacting that organization. Do not present an unsolicited resume as an application for a specific vacancy that does not exist.

Prepare the Attachment Before Sending

The attachment matters as much as the wording. Use the file type requested by the employer. If none is specified, PDF is often a practical choice because it generally preserves layout across devices; a Word document may be preferable when the employer requests one or uses a system that needs it.

Choose a clear filename, such as Jordan-Lee-Resume.pdf, rather than resume-final-new2.pdf.
Open the saved file and check that it is the correct, readable version, with no tracked changes or unintended comments.
Confirm that the document is actually attached before sending. Attaching it early can help prevent the common “forgot the attachment” mistake.
Check that the file opens and that its pages, links, and formatting appear as intended.

Do not assume that writing “attached” automatically includes a file. Also, do not send sensitive personal information that the employer did not request. A resume typically needs professional contact details, not information such as account passwords or unrelated personal records.

Common Mistakes and How to Avoid Them

A long email can bury the purpose. Keep detailed work history and accomplishments in the resume or requested cover letter, rather than copying whole sections into the message. At the other extreme, a blank email with an attachment can seem abrupt and gives the reader no quick context.

Before sending, check the recipient address, spelling of the person’s name and job title, subject line, attachment, and contact details. Read the email once for tone and once for errors. Avoid overly familiar greetings, unexplained abbreviations, all-capital text, and repeated follow-up messages sent immediately after applying.

Use the channel the employer specifies. If applications must go through an online portal, emailing a resume directly may not enter it into the employer’s process. If the instructions say to email a named recruiter, follow that direction instead of sending the document to several unrelated addresses.

Frequently Asked Questions

What should I write in the body of an email when sending a resume?
State the position, give a brief relevant introduction, mention the attached resume, thank the reader, and sign with your name and contact information.

What is a good subject line for sending a resume?
Use the role title and your name, such as “Application for Sales Assistant — Morgan Lee.” Include a job number if the posting requests or provides one.

Should I write a cover letter in the email?
Usually, the email should be a short note rather than a full cover letter. Follow the employer’s instructions: if a cover letter is required, attach it or submit it through the requested channel.

Is it better to send a resume as a PDF or Word document?
Use the format requested in the job posting. If it gives no preference, PDF is often useful for preserving formatting, while some employers may specifically request a Word file.

What should I write if I do not know the hiring manager’s name?
Use a neutral greeting such as “Hello Hiring Team” or “Dear Hiring Manager.” Avoid guessing a person’s name or title.

How do I email my resume after meeting someone?
Briefly remind them where you met or what you discussed, say why you are following up, and attach the resume. Keep the reference accurate and the message concise.

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