How to email a resume: 7 templates and examples

If you've been looking for a job recently, you're probably very comfortable with submitting your resume via an online hiring portal. Sometimes, however, employers ask you to email your resume directly to them. This can be a great opportunity to make sure your application doesn't get lost in the shuffle – and if you know how to write a great email, you can even boost your chances of landing the position.

8 steps to email your resume

Emailing your resume isn’t hard. However, if you’ve never learned how to do it, you might need some pointers. There is certainly a “right” and “wrong” way to go about it. To help you along the way, take a look at the following eight steps.

Step 1: Read the job description carefully 

First things first, read the job description. If the employer includes specific instructions to email your resume, then you should follow those directions to the letter. 

The description may also include information about which email address to send it to, whether to attach your resume or send it in the body of the email, what to write in the subject line, whether they’d like you to answer any questions in the email, and so forth. 

Step 2: Attach your resume to the email

It’s typically best to email your resume as an attachment. According to Jobseeker's hiring report, 76.8% of recruiters want resumes submitted as PDFs. This is also the best way to make sure the formatting stays intact.

Of course, once again, you should always check the job description. If it says to submit a Word document, do that. It’s important to show that you’ve read and followed the instructions. 

In rarer cases, the employer may ask you to paste your resume as plain text in the email body. If you do that, make adjustments to ensure that the content is both readable and well-organized.

Step 3: Write a clear subject line

If the employer has provided instructions for what to write in the subject line of your resume submission email, be sure to follow them. You should also include any reference numbers.

Otherwise, stick to a simple subject line that is clear and succinct but includes your name, the job you are applying for, and the word ‘resume,’ such as:

These subject line examples are brief, but they ensure that the hiring manager knows exactly what to expect when they open your email.

Step 4: Start with a professional greeting

If the hiring manager’s name is listed in the job posting, address the email to them specifically. This is the best way to catch their attention and show you’ve got good attention to detail.

If not, use a polite and professional greeting. For example, you could use something like “Dear Sir/Madam.” Avoid the old phrase “To whom it may concern” as this is outdated.

Step 5: Write a short, but personalized message

Now that you’ve got the basics down, it’s time to write your email body. This is not the same as a cover letter. It should be short and get to the point quickly.

Here’s what you need to include: 

• Who you are, and where you saw the job advertised
• Why you believe you’d be the right match for the role
• Your biggest achievements, with metrics to back them up 
• Enthusiasm at wanting to hear back from the recruiter soon
• A call to action about how they can best reach you

Step 6: End your email with a professional signature

As the reader gets to the end of your email, they naturally slow down. Those last few words matter more than you might think, so make sure they’re strong.  

Thank the potential employer for their time. Next, end your email with a professional sign-off that includes: 

Step 7: Proofread and send a test email

By this point, you might be ready to hit “send”. However, the last thing you want is to scupper your chances by failing to proofread your email first. Spend some time proofreading your email as well as your attached cover letter and resume. 

Check for spelling, grammar, syntax, and formatting errors. You can also send yourself a test email to check the attachments are sent properly and the email body is formatted correctly. 

Finally, double check that you have attached the right files as well. If proofreading isn’t your strong suit, send a copy of the email to a friend or family member for feedback.

Step 8: Send a follow up email

When you’ve sent your resume, the waiting game begins. Don’t worry if you don’t hear back right away. It will likely take time before you get a response from the recruiter. They have to go through applicants, do an initial sift, and then reach out to qualified candidates. 

That said, if you haven’t heard back in two weeks or more, it’s perfectly acceptable to shoot off a quick follow-up. Keep it brief, restate your interest, and make it easy for the recruiter to act. 

Let’s take a look at an example below: 

7 sample emails for sending your resume

When sending your resume via email, don’t write an entire cover letter in the body. You have less space to work with here, and you want to keep things short and sweet.

The sample emails below cover the points we talked about earlier and use positive language. The idea is to show some enthusiasm while demonstrating why you’re a good fit for the job. 

Let’s take a look at seven resume email examples you can use as inspiration: 

1. Sample resume email responding to a job advert 

If you’re responding directly to a job advert, mention that up top. State where you saw the posting, why you think you’re a good fit, and give evidence. Like this resume email sample: 

2. Sample email for cold emailing a resume

Many vacancies never appear on job boards. If there’s a dream company you want to work for, don’t be afraid to shoot your shot with a cold email. 

Keep it brief, since the recruiter has not asked for applications, but be specific about why you want to work for this company. Here’s a sample resume email: 

3. Sample email when you've been referred by someone

Let’s say you know someone at the business and they’ve referred you. Name-dropping could help open the door and give you a better chance of success. Be clear about the connection you have. Let’s take a look at a sample: 

4. Sample email for a career change

Switching industries means your resume needs a little more context than normal. You can use the email body to bridge the gap. Detail how your transferable skills make you a good candidate despite coming from a different field. Here’s a resume email sample: 

5. Sample email after a networking event

What should you do if you meet a recruiter when networking? Since you've already made a connection in person, your email has a built-in warmth. Reference where you met early so the recruiter remembers you. Here’s how:

6. Sample email when returning to work after a gap

Career gaps aren’t as problematic as you might think, and they don’t need a lengthy explanation. Include a confident acknowledgement in your email to pre-empt any hesitation from the recruiter. Here’s a sample resume email: 

7. Sample email for applying to a contract or freelance role

Freelance and contract roles move faster than traditional hires. Recruiters often need a professional who can start soon and hit the ground running. For that reason, availability should be high up in the email. Here’s an example:

Common resume email mistakes to avoid

We’ve covered the basics of emailing a resume and cover letter. However, there are some final things you want to keep in mind. Here are some possible pitfalls you need to avoid.

Once you've drafted the perfect email, you'll also need to make sure that your resume is free from any errors that could cost you the job. Our resume templates and library of resume examples for dozens of job titles can help you get started.

Key takeaways

When emailing a resume, follow any instructions listed in the job posting. If none are given, start with a direct subject line, add a brief message, and attach your resume as a PDF. These tips will help you keep your resume email professional and ensure you come across as a serious candidate deserving of strong consideration.

Before you hit ‘send,’ make sure your resume is in good shape. Jobseeker's resume builder lets you choose from professional formats, color schemes, and fonts. Choose from professionally designed templates and simply fill out your details. It’s quick, easy, and offers professional results. And make sure to check out our resources for more expert advice.