Email communication is the keystone of a professional meeting, mainly when sending a job application. It makes sense to have a strong and positive impression in the first interaction, which is email when sending your resume. This guide will help you ensure that your email is professional, polished, and efficient.
When you send your resume via mail, it is essential to keep in mind what is essential and what elements need to be added. Each part of a mail plays an essential role and ensures that the message is conveyed correctly. There are various key elements that need to be considered.
Importance of emailing a resume
It is important to email your resume as it reduces the time you spend in the hiring process and saves the extra effort you have to put in while giving it otherwise. It is essential to show your potential to various organizations so you can get a job as soon as possible in this competitive market. Emailing makes it possible to show your credibility to various companies’ hiring managers from different places, which makes it easier to get a job. Email when sending your resume should always be professional and simple.
As the use of technology is now increasing as well, it is now recommended to send your resumes via online method only. Email when sending your resume is important as the right format from an unknown user can make it certain that the mail is trustworthy or not. When someone receives anonymous mail, the format shows that the content is either worthy of spending time on or not. A right and positive tone in the format of the email makes both the sender and receiver curious.
Here is the detailed explanation of email when sending your resume:
1. Subject Line
The basic thing in an email when sending your resume is to start by maintaining and having a subject line that is clear with the main focus. The subject line is the main basic thing the receiver looks at and makes the choice of putting effort into reading it. You should be professional and specific about it.
So, it is essential that when you are sending out a job application for yourself, keep in mind that the line written would be clear to everyone reading it. It is basic to first write about the application, the position in the job which you are applying for along with the name of the company, and end it with your name.
Example of a subject line of an email when sending your resume :
(Application) → (Job’s Position) → (Name of the company) → (Your name).
Also, there are some companies which ask the candidates to use some specific lines for the subject line so make it certain that you check it first.
2. Greetings
There are several ways to greet someone in an email when sending your resume. It is always recommended to be professional, which is better than being creative at times. First, figure out the person you are sending this email to or if you cannot figure it out, simply address them as “Recruitment Department” or “Hiring Manager” at (company’s name).
3. Introductory paragraph and Objectives
The start of the email when sending your resume should be in a way that the other person understands who you are and what is the motive of writing an email. The statements written should be a brief representation of your personality. The first part should not contain more than three sentences. Be straight to the point, shot, and simple. It is recommended not to use possessive pronouns such as “your company”, it is always better to use the name of the company.
Example of an introductory line with the objective:
“My name is xyz, and I came across the vacancy available for xyz position at xyz company, so I’m addressing this email to convey my interest.”
4. Accomplishments and Reasons
After the introductory part, the next part in an email when sending your resume should have your achievements and why are you applying for this job. You should also mention the description of the job which made you apply for this job. The guidelines to be followed are:
- Mention all the achievements you have made till now.
- Your work experience along with the name of the company’s you have worked for before.
- What are your qualifications which match the description of the job you are applying for.
You can also include your accomplishments in internships or university. However, it is necessary to keep it short and simple. The main motive is to catch the attention of the reader to make it certain that you are noticed.
5. Express Enthusiasm and request for further discussion
Hiring managers or employers are attracted to people or candidates who not only are ready to work for them but show genuine interest in growing along with the company or agency. Express your desire to work with the company and show your skills in the relevant field you are applying for.
Then, in the email when sending your resume request for further discussion by asking for an interview session without seeming desperate. Request for the opportunity to discuss your skills which align with the company’s background and make time for a session of interview which will be convenient.
6. Attach your Resume
It is generally written in the description of the job to send the resume either in pdf or Word format. But if it is not specified then it is recommended to send the resume to HR in PDF format only which helps to avoid any technical issues.
7. Professional Sign-off
You should always finish your email when sending your resume for a job with a professional signature, details of your contact and name along with contact number and email. This gives a professional and personal to your mail while your resume is attached along with it.
Examples of formal closing:
- Sincerely,
- Best regards,
- Kinds regards,
Example of contact information:
(Your name)
(Your Phone Number)
(Your Email address)
Here is a sample that you can customize as per your requirements and use while sending your resume via email:
Email for General job application
Subject: Application for (Job’s Position) → (Name of the company) → (Your name)
Dear (receiver’s name/hiring manager),
I hope this mail finds you well. I’m addressing this to convey my interest in the (Title of the job) position at (XYZ company), as I have come across the advertisement on (XYZ board/ website). I have my background in (your field) over the past (years of experience) in (your expertise), I believe to be a perfect fit for this role.
In my previous work at (past company’s name), I was successful in (achievements), which resulted in me well. I have the ability to (mention your skills) which has contributed to achieving (key accomplishment). I am surely drawn towards the (XYZ company) as (the achievements and values of the XYZ company).
You will find my resume and cover letter attached which will further provide you with all my qualifications and achievements. I would be thankful to hear from you and discuss how my skills will help us grow.
Thank you for considering my application for (job position). Looking forward to contributing to the team of (XYZ company).
Best regards,
(Your name)
(Your contact details)
Email for referral-based application for a job
Subject: Referred by (Referrer’s name) for (Position of Job) – (Your Name)
Dear (receiver’s name/hiring manager),
I hope this mail finds you well. I’m addressing this to convey my interest in the (Title of the job) position at (XYZ company) and I was referred to by (Referrer’s name). Being from the same background in (Your field), I am eager to submit my resume for consideration.
In my previous role at (previous company’s name), I was successful in (achievements), which resulted in me well. I am attracted towards (XYZ company) for (specific achievements and values of the company) so I would love to bring my (your specific skills) to your team and grow along with it.
You will find my resume attached to the review. I would be grateful to discuss my skills and achievements further which will help the company grow in and out.
Best regards,
(Your name)
(Your contact details)
Email for an Internship
Subject: Application for Internship – (Your Name)
Dear (Receiver’s Name/ Hiring manager),
I am eagerly excited to apply for (Internship Position) at (XYZ Company), which I was able to find through (source). As a recently graduated student / pursuing (degree) at (University’s name), I would be grateful to showcase my skills in (your expertise) and contribute to the company.
With my ongoing studies, I have also worked on (projects/activities) which has helped me a lot to grow as an individual and create new skills like (mention some skills). Instead of all the activities, I’m mainly invested in (specific interest) at (XYZ Company).
You will find my resume and cover letter attached along which will provide you with more details about my skills and achievements. Looking forward to having an opportunity to contribute to and learn from (XYZ Company).
Best regards,
(Your name)
(Your contact details)
Email for Job Opening
Subject: Opportunities at (XYZ Company)– (Your Name)
Dear [Receiver’s Name],
I hope this message finds you well. My name is (Your Name), and I am reaching out to convey my interest towards the openings at (XYZ Company). My background is from (your field) with a track record of records (achievements), I can assure you that I’ll be able to make great contributions to your team.
From my previous work at (previous company’s name), I have achieved (achievements) which have helped me gain (results). So, for these reasons I’m interested in (XYZ Company) as it will help both the company and me to grow in the fields of (specific aspects).
My resume is attached along with the mail and I would really appreciate it if I get the opportunity to showcase my talent and skills which will align with the values of the company.
Best regards,
(Your name)
(Your contact details)
Email for follow-up after sending resume
Subject: Follow-up on application sent for (Job title)- (your name)
Dear (receiver’s name/ hiring manager),
I hope this mail finds you in a good state. I wanted to have a follow up on my application for the (job’s position) at (XYZ Company), which I had submitted on (date of submission). I am very enthusiastic about the opening which I applied for and want to contribute my skills to your team in these fields (specific skills/field).
If there are any extra documents or information which I can provide to support my previous application then please let me know about it. I would be grateful to discuss more about the opportunity. Also, I’m available to schedule an interview at your time and convenience.
Best regards,
(Your name)
(Your contact details)
This post contains all the information you need to know while writing an email for job opportunities. It is essential to keep in mind that finding a job in this competitive market can be quite challenging but having a professional comeback can make it easier. Writing a professional email when sending your resume is the main basic thing that you should know so you can have the best first impression. It is important to aim at conciseness, clarity, and professionalism while writing it. There are various samples provided in this blog to help you out with the clarification so you have an email that suits your situation the best.
FAQs
- What File Format should be used?
PDF is the best-accepted format for sending any kind of resume. First, you have to check the job description or follow up the instructions sent by the employer and see if there is any preferred format, if not then PDF is the best to go to.
- What Should be done if you don’t hear back?
If you haven’t heard back from the company within 2 weeks of sending an email, then you should consider sending a follow-mail for inquiry.
- How Should I Choose My Email address?
You should always choose an email address which includes your initials and name. An unprofessional email may overshadow your resume or cover letter as the casual mails are often not opened.
- What is the best time to send an email?
It is best to send an email when sending your resume during the working hours in the morning as the team would be active and the mail doesn’t go unnoticed.
- Should the job posting instructions be followed?
It is the basic thing to follow up the instructions provided on the postings of the job. As the postings might ask for various ways to submit your resume which is via printing or online upload, it is necessary to follow all the instructions.
