Neglecting the last step of a job application process — the email — is one of the biggest mistakes applicants make. It shows thoughtlessness, which is not the impression you want to leave, I assume. Well, if you are not sure what to write in an email when sending a resume, you are in the right place to learn everything you need to know.
Applying for a job can be quite stressful since you need to make sure all the information you present is accurate, relevant, and up to date, as well as that you cover all the requirements outlined by the employer. That is why most people spend extra time on their resumes to make sure everything is perfect.
However, that effort could easily be in vain if you make a bad impression with your rushed email.
Myth Debunked
Most people think that the resume is the first thing the employer sees, and therefore, it is the first impression they leave. Well, that is simply incorrect! Technically, the actual first thing your employer will see is the email you have sent them.
So, naturally, before they check your resume, they will take a look at your email. And trust me, if it is sloppy or rushed, they might not even get to reading your resume! But that’s how first impressions work, right?
That is why showing consistency throughout the whole job application process is essential. So here is what to write in an email when sending a resume.
The Breakdown of a Proper Email
The great thing about emails is that they can all be broken down into four main parts — subject line, greeting, main body, and ending. Once you know how those components work, you’ll be able to write impressive emails with ease. However, like with every form of formal communication, certain rules must be followed. Here’s how to go about writing a great email:
1. Subject Line
While all parts of your email are important, the subject line could rightfully be declared as the most significant one. Why, you may ask? Well, you’re certainly not the only applicant for the job, and if your subject line says “Hi,” your email could easily land in the spam folder. Therefore, put some thought into it. It should be enticing but straightforward.
Now, there are occasions when creativity might be appreciated, but those are rather rare, so I’d suggest not taking your chances. Writing a standard, tried-and-true subject line is your best bet.
Here’s a sample you may find useful: Applying for Sales Representative — Job Code — 669XX54 — Resume Attached.
2. Greeting
Letters of application require a formal style, and thus a formal greeting, such as “Dear Mr/Mrs (name of the employer)” or “Dear Sir or Madam” (if you don’t know the name of the employer).
3. Introduction
Begin your email with an introductory paragraph that clearly states your reason for writing. Your introduction should look something like this:
• I am writing to apply for the position of…
• I am writing with regard to/in connection with the vacancy in your … department.
Note the language I have used — it is formal, and none of the phrases are contracted (“I am” instead of “I’m”). That may seem trivial, but it is essential if you want to leave a good impression.
4. Main Body
The main body is what makes or breaks an email. It should have a clear purpose — in your case, to make the employer consider you a good candidate for the job.
Also, it must be straightforward and concise. That way, the employer will actually read what you have written, instead of skimming through your email. Plus, the detailed information is in your resume, so there is no need to repeat yourself.
Instead, try to boil down the information you’d like to include to a few sentences only. Nobody wants to receive a chapter of a book called “Hire Me.”
However, make the few lines you do write count. Do you have any experience in the field? What are your qualifications? What value will you bring to the company you’re applying to? Those are some of the questions you need to answer.
Remember, job applications are “self-advertisements” in a sense. So forget about modesty and get to the point quickly before you lose the employer’s interest.
5. Conclusion
The closing paragraph should call to action. You want the employer to take a look at your resume, so tell them!
Here’s a sample that might help: “For more details on my background as a …, please take a moment to review my enclosed resume. I believe I would be a great asset to your company, and I am looking forward to speaking with you at your earliest convenience.”
On a side note, here’s a pro tip: refrain from using fragments in your email, i.e., sentences with no subject. Just like contracted forms, incomplete sentences are not considered formal, so they will not leave a good impression.
If you go back to my example, you’ll see that instead of “Looking forward to speaking with you …,” I have written, “I am looking forward to speaking with you …” Keep that in mind when writing your email.
6. Ending
End your email with a friendly, yet respectful closing. Some of the most common endings are:
• Kind regards, Your Full Name
• Best regards, Your Full Name
• Sincerely, Your Full Name
That should answer the question of what to write in an email when sending a resume. Just make sure to follow the structure I’ve outlined, and you’ll have a much higher chance of succeeding. And remember — the devil is in the detail, so always double-check for typos and punctuation errors.
And speaking of details, make sure you use a proper name for the file of your resume. The last thing you want is to send your employer an attachment called res.for.job.#4.pdf (unless you want to apply for a fifth one…). So, use something like yourname_resume.pdf instead.
Final Thoughts
The email is the last step of the job application process. As such, however, it has to be as good as everything else. Therefore, put some thought into it and keep it clean and concise. That way, the first impression you leave is going to be of a competent individual who knows what they want.
I hope my article has answered the question of what to write in an email when sending a resume. Now you can confidently apply for the position you desire. Good luck!