How To Email A Resume: A Step-By-Step Guide (With Sample)

By Indeed Editorial Team

Published 4 July 2022

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

After completing education, most graduates usually look for jobs in their preferred industry or organisation. In most cases, candidates may require succeeding in each stage of the application process to get their desired position and begin their professional career. Learning more about resumes and the steps required to write and email them to a potential employer can play an essential role in your career for getting hired. In this article, we discuss why emailing resumes is useful, share the steps to help you learn how to email a resume and provide a sample email message that you can follow.

Why Emailing A Resume Is Important

Emailing a resume is beneficial, as it helps you save your money, time and additional effort that may be otherwise necessary for mailing it. This makes the sending process more convenient for you. You can make potential employers aware of your suitability as a candidate by emailing your resume to their company's hiring managers. Emailing increases your chances of getting a job and allows you to send your resumes to recruiters from different organisations in other places. With the increasing use of technology, most employers require candidates to send resumes via online applications or emails.

You can also ask for referrals from your friends, seniors and colleagues by sending them your resume. Emails are crucial as they create the right environment for important conversations to proceed. When someone gets an email from an unknown sender, its format can show whether the content is noteworthy and comes from someone who appreciates their time and respects their position. A courteous tone in the email encourages both parties to offer meaningful exchanges readily with one another. Candidates asking about job openings, for example, may gain from demonstrating effective communication skills and expressing gratitude for any help they receive.

Related: How To Write A Professional Email: A Complete Guide

How To Email A Resume To Hiring Managers

Consider following the six steps given below to learn how to email a resume:

1. Review any instructions carefully

Before sending your resume, read the job description attentively for any guidelines that hiring managers want candidates to follow while applying for a role. Suppose the job listing specifies that you send your resume through email. In that case, the employer may also specify the address, subject line formatting, questions to answer in the email's body, filename and other details. Employers typically want you to follow the instructions so they can see and reply to emails easily and may evaluate your ability to understand and execute given directions. Send a professional email if they do not provide any instructions.

Related: Essential Email Etiquette Rules For Workplace

2. Save your resume in the preferred format

The first step in sending cover letters and resume through email is to save your resume as a PDF or Word document. Job postings may state how the resume is to be sent and in which format. This helps the recipient to open and review the contents of the resume more easily. You can save your cover letter as a document and send it separately or address it in the email body. You can save your resume as a Word (.doc or.docx) document. Most word processing software usually provides the option File, Save As to save them.

Depending on your word processing software, you may save your documents as PDFs by selecting File, Print to PDF. If it is not an option, there are some free options available online. Follow the instructions given for filenames. If there are none, enter your name as the filename, so the hiring manager can easily identify who sent them. You can upload your resume to the email after you save it in the way specified and title it accordingly. Sometimes recruiters may request that you copy and paste the entirety of your resume into the email body in plain text.

Related: How To Write A Formal Email (With Steps And Example)

3. Include an appropriate subject line

One of the most crucial sections of the email messages you send to apply for getting a job is the subject line. Recruiters usually only open an email that includes a subject line. Before you draft the email message, draft a suitable subject line. This makes it easier to incorporate it instead of forgetting to do so. Follow any formatting recommendations in the job description regarding subject lines. Provide any other information requested by the company, such as a job identification (ID) number.

In case no instruction is available, you can just create a short subject line that tells the recipient what the email is about and who sent it. As employers frequently hire for multiple positions at once, give both your name and the job title. For example, if you are applying for the role of a business developer, it may look like this:

Sukhbir Singh–Business Developer

Related: How To Write The Subject For A Resume (Tips And Examples)

4. Determine if a cover letter is necessary

Check whether including a cover letter is necessary, based on the information provided or available to you. If you opt to include a cover letter with your resume, you can either paste the text simply into the email body or attach it as a separate file. If you do not want to submit a formal cover letter, add a concise message that quickly describes your interest in the job. It can also state that you attached a resume, indicate if or when you might follow up and include your contact details like a phone number and link to your website.

If the name of the company or recruiter appears in the job description, address them by name. You can use a basic salutation like dear or hello if you do not know the recipient's name. Follow a similar procedure if you are emailing your resume to a connection who works for that company. Maintain a professional tone in your note and include an overview of why you are a suitable candidate for the job that they can forward to the recruiter.

5. End your mail with a proper signature

Conclude your email with a professional signature. This often includes an end salutation, your name and contact information for the recipient to reference. You can also include an alternative phone number that enables the reader to reach you for more information on the contents of your email. Salutations you can use to conclude your email message may include words or phrases like thank you, best wishes and sincerely.

For example, your signature may look something like this:


Your name
Email address
Phone number

Related: How To End An Email (With Tips, Steps And Examples)

6. Proofread your email

Look for spelling, grammatical and formatting mistakes in your resume, cover letter, if applicable, and the message body. Emailing yourself a copy of the email can help you visualise how your email might appear to the reader and verify that everything works as intended. Before sending your final resume email to the hiring manager, download the attachment from your test email and double-check to see if it is the right file.

Following any directions given in the advertisement helps ensure your resume reaches the right person. Keep your message clear, short and helpful if the description does not provide any instructions. Consider adding your personal email address in the blind carbon copy (bcc) when emailing, ensuring that you keep a record of your conversations with a potential employer.

Sample Of An Email Message To Send A Resume

Given below is an example of an email message you can customise and use when sending your resume through email:

Subject: Sarita Mehra seeking the role of Business Development Manager at Nanny's For Hire

Dear Minakshi,
I saw the advertisement for the role of business development manager in your company, Nanny's For Hire, on The position sounds interesting and seems like a great opportunity. I have worked as a business development executive for over five years and think that my expertise in meeting company goals and experience as a successful business developer in the FMCG industry can be an asset to your company. I hope to be considered for the role and have attached my resume and cover letter for your perusal.

Please let me know if you and your team require any other information. I am going to follow up in two weeks' time for any feedback you may provide. Looking forward to hearing from you.

Thank you for your time and consideration.

Sarita Mehra

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