First Impressions Start in the Inbox
You’ve customized your resume, saved it as a clean PDF, and you’re ready to submit it. But what should you write in the body of the email when emailing your resume?
This is one of the most overlooked steps in the job application process. A well-written email can complement your resume and increase the chances of landing an interview, while a weak or empty one may end your chances before your resume is even opened.
In this article, we’ll show you how to write a professional email when sending a resume, walk you through resume email etiquette, and provide examples you can adapt for your job search.
Is It Appropriate to Email a Resume?
Emailing your resume is a common and professional way to submit your job application. Most recruiters and hiring managers prefer receiving applications via email unless otherwise specified. However, it’s essential to follow any instructions provided in the job posting. If the employer requires you to submit your information through an online form, follow that process first.
When no specific instructions are given, sending a thoughtful email with your resume attached is perfectly acceptable and often appreciated.
Best Practices for What to Say When Emailing a Resume
Before diving into the actual message, here are some key rules to follow when emailing your resume for a job application:
1. Use a Clean, Professional Email Address
Always use an email address that looks professional and includes your real name. Avoid using nicknames, jokes, or numbers that may make your address seem immature or unprofessional. If your current email address doesn’t reflect your name, consider creating a new one specifically for job applications. A professional address helps recruiters recognize you and adds credibility to your message.
2. Write a Specific Subject Line
Your subject line should clearly indicate the purpose of your email and include the job title you’re applying for and your name. This way, your message will stand out in a crowded inbox. A well-written subject line demonstrates attention to detail and respect for the recruiter’s time.
Example: Application – Graphic Designer – Ella Nyaga
3. Choose a Respectful Greeting
Start your email with a professional greeting that addresses the hiring manager by name if possible. If the name is unavailable, “Dear Hiring Manager” or “Dear Recruitment Team” works just as well. Using a formal salutation sets the right tone and shows that you’ve taken the time to approach your application professionally.
4. Keep Your Message Brief
The body of your email should be concise and to the point. Aim for no more than a few lines. You aren’t writing your entire cover letter here—just enough to introduce yourself and spark interest in your resume. Mention the position you’re applying for, highlight one key achievement or skill, and express your interest in the role. A short and clear message makes it easier for hiring managers to read and respond.
5. Sign Off Professionally
End your email with a polite closing that includes your full name and contact details. A simple “Thank you,” followed by your phone number and email, is sufficient to demonstrate professionalism. Avoid casual sign-offs like “Cheers” or “Later.” Instead, opt for more formal sign-offs such as “Best regards” or “Sincerely.”
6. Attach Your Resume (And Cover Letter, if Applicable)
Before hitting send, double-check that your resume is attached. Save it in a standard format like PDF or Word, and use a file name that includes your full name and the word “Resume.” If the job posting requires a cover letter, attach it as well, using a similarly clear file name. This small effort ensures your documents are easy to open and identify.
What to Include in the Body When Emailing a Resume
If you’re unsure what to write in an email with your resume, keep your message professional and focused. Start by stating the reason for your email and specify the position you’re applying for. This will help the recipient quickly understand your intent, especially if multiple roles are open. Briefly highlight one or two key qualifications that align with the job description. Avoid delving into too much detail; save that for your resume. Finally, invite them to review your attachment and express interest in an interview.
Sample Messages for What to Say When Emailing a Resume
Let’s now look at a few realistic and adaptable examples for different job-hunting situations.
What to Say When Cold-Emailing a Resume
To: hiring@samplecompany.com
From: applicant123@jobmail.com
Subject: Resume Submission – IT Support Professional
Hi there,
I hope this message finds you well. I’ve followed your company’s progress in cloud infrastructure and admire the team’s innovative approach. I’m reaching out to share my resume in case you’re hiring for IT support positions.
With six years of experience handling technical support in fast-paced corporate settings, I hold certifications in CompTIA A+ and Google IT Support. I have consistently reduced resolution times at my current job.
I’d welcome the opportunity to contribute to your IT team. My resume is attached for your review.
Best regards,
Brian Onyango
IT Specialist
Phone: (000) 000-0000
What to Say When Applying to a Job Posting
To: hr@sampleorganization.org
From: resume.submitter@email.com
Subject: Application – Procurement Assistant (Job ID: 4051)
Dear Hiring Manager,
I’m writing to apply for the Procurement Assistant position you advertised (Job ID: 4051).
I bring three years of experience in procurement, inventory coordination, and vendor negotiations. I’m passionate about sustainability in supply chains and would be excited to contribute my skills to your organization.
My resume is attached for your consideration. I look forward to hearing from you.
Sincerely,
Lucia Mbatha
Phone: (000) 000-0000
What to Say When Following Up After a Phone Call
To: jobs@financegroup.com
From: financeapplicant@jobseekers.com
Subject: Follow-Up – Finance Officer Application
Hello,
Following up on our phone conversation earlier today, I’m sending my resume for your review regarding the Finance Officer opening.
I hold a bachelor’s degree in Finance and have over four years of experience in handling audits, reports, and reconciliations. I’m excited about the opportunity to contribute to your finance team and believe I can offer both accuracy and strategic thinking.
Thank you for your time. I look forward to continuing the conversation soon.
Best regards,
Beatrice Kimani
Phone: (000) 000-0000
Should You Include a Cover Letter in the Email?
Unless the job posting clearly states otherwise, it’s a good idea to attach a cover letter with your resume. Keep your email message short and to the point. Introduce yourself and specify the role you’re applying for, while letting the cover letter expand on your qualifications, experiences, and interest in the position. This extra step can help you stand out and demonstrate to the employer that you’re serious, thoughtful, and genuinely interested in the opportunity.
How Long Should You Wait Before Following Up?
If you don’t hear back right away, don’t worry. Hiring processes often take time. If you haven’t received a response within 7 to 10 business days, consider sending a brief, polite follow-up email. This shows your continued interest in the position and can help keep your application on the hiring manager’s radar without coming off as pushy.
Sample Follow-Up Email After Sending Your Resume
To: hr@cleardata.co.ke
Subject: Following Up – Data Entry Assistant Application
Hi,
I wanted to follow up on my recent application for the Data Entry Assistant role, which I submitted last week.
I remain very interested in the opportunity and would be happy to provide additional details or references if needed.
Thank you again for your time and consideration.
Sincerely,
Halima Yusuf
Resume Email Checklist for What to Say When Emailing a Resume
Before clicking “Send,” review this checklist to ensure your email is complete:
- ✅ Your subject line is clear and job-specific
- ✅ You included a proper greeting
- ✅ You stated the purpose of your email
- ✅ You gave a summary of qualifications
- ✅ You attached the resume (and cover letter, if applicable)
- ✅ You proofread for errors
Crafting a clear and thoughtful message when emailing your resume can make a lasting impression before your qualifications are even reviewed. By keeping your email professional, concise, and tailored to the specific job, you demonstrate to employers that you respect their time and understand the application process. Whether you’re responding to a posting, contacting a recruiter, or reaching out cold, the right message sets the tone for your entire application. Take the time to get it right and increase your chances of landing that interview.
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