You’ve found the perfect job posting. Your resume is polished and your cover letter is ready to go. Now comes a step many job seekers overlook — figuring out what to write in email when sending resume to a recruiter or hiring manager.
This part of the application process might seem small, but it’s incredibly important. The email you send with your resume is your first impression. It’s your virtual handshake, and it can either spark interest or get lost in the inbox.
In this post, we’ll show you exactly what to write in an email when sending your resume, complete with examples, subject lines, and formatting tips to make your message stand out.
Why the Resume Email Message Matters
When applying for a job via email, the message you write should be professional, concise, and engaging. It’s not just a placeholder — it’s your first opportunity to:
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Show attention to detail and communication skills
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Highlight your interest in the role
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Encourage the recipient to actually open your resume
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Set a professional tone for future interactions
What to Write in Email When Sending Resume: Key Components
Your email should include five key parts:
1. Professional Subject Line
A clear subject line helps your email stand out and makes it easy for hiring managers to identify. Include your name and the position you’re applying for.
Examples:
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Application for Marketing Manager – John Smith
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John Smith – Software Engineer Resume
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Resume Submission: Content Writer Role
2. Greeting
Address the hiring manager or recruiter by name if possible. Avoid generic phrases like “To Whom It May Concern” when a name is available.
Examples:
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Dear Ms. Johnson,
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Hello David,
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Dear Hiring Manager, (if you can’t find the name)
3. Introduction and Purpose
Start your message by stating the position you’re applying for and where you found the job listing. Mention your interest in the company or role.
Example:
I’m writing to express my interest in the Project Manager position at [Company Name], as advertised on [Job Board/Company Website]. Please find my resume attached for your review.
4. Brief Summary of Qualifications
Include 1–2 sentences that summarize why you’re a good fit for the position. This gives the hiring manager a reason to open your resume.
Example:
With over 5 years of experience in digital marketing and a track record of driving successful campaigns, I’m confident I can bring value to your team.
5. Closing and Call to Action
Politely thank the reader for their time, express openness to an interview, and close professionally.
Example:
Thank you for considering my application. I look forward to the opportunity to speak with you further.
Resume Email Example #1: Formal and Professional
Subject: Application for Sales Associate – Emily Rodriguez
Email Body:
Dear Mr. Thompson,
I hope this message finds you well. I am writing to apply for the Sales Associate position at [Company Name], which I found on LinkedIn. Please find my resume attached for your consideration.
I have three years of retail sales experience and a proven ability to exceed sales targets and build strong customer relationships. I am enthusiastic about the opportunity to contribute to your team and help drive results.
Thank you for your time and consideration. I look forward to the possibility of speaking with you in more detail.
Sincerely,
Emily Rodriguez
[Phone Number]
[Email Address]
[LinkedIn Profile] (if applicable)
Resume Email Example #2: Friendly and Concise
Subject: Resume for UX Designer Role – Marcus Lee
Email Body:
Hi Sarah,
I’m excited to apply for the UX Designer opening at [Company Name]. I’ve attached my resume for your review.
With a background in user experience design and a passion for creating intuitive interfaces, I believe I’d be a great addition to your design team. I’d love to chat more about how I can contribute.
Thanks again for your time!
Best regards,
Marcus Lee
[Phone Number]
[Email Address]
Tips to Make Your Resume Email Stand Out
1. Customize for Each Job
Avoid sending the same generic message to every employer. Tailor your message based on the role and company.
2. Use a Professional Email Address
Make sure your email address is professional. Something like johndoe@gmail.com is fine. Avoid nicknames or casual usernames.
3. Check Spelling and Grammar
Typos can cost you the opportunity. Proofread your email carefully or use a tool like Grammarly before hitting send.
4. Attach Files Properly
Label your resume file clearly (e.g., JohnSmith_Resume.pdf). Make sure your attachments are in common formats like PDF or DOCX.
5. Don’t Copy Your Entire Cover Letter
Keep your email short. You can summarize the key points of your cover letter and attach the full version separately.
Frequently Asked Questions
Should I write the email message or just attach the cover letter?
Always write a short message. Even if you’re attaching a cover letter, the email itself serves as a brief introduction.
Is it okay to send a resume without a job posting?
Yes, this is called a cold email. In that case, make sure to explain why you’re reaching out and how you could add value to the company.
Should I send my resume in the body of the email or as an attachment?
Attach your resume as a file. You can also paste a plain-text version in the email body if the employer specifically asks for it.
Final Thoughts: Write with Confidence
Knowing what to write in email when sending resume can set you apart in a crowded job market. A clear, thoughtful email shows that you’re organized, professional, and serious about the role.
Think of it like a digital handshake — respectful, confident, and concise. With the tips and examples above, you’ll be ready to make a strong first impression before they even open your resume.
Stop repeating the same steps over and over. Use a smart application for applying for job openings across platforms.
I’m Alessandro Benigni, founder of JobsAICopilot, a platform built by a dedicated team of engineers, designers, and career experts to help professionals automate their job search with AI. After testing every major tool on the market, we created a smarter solution powered by an AI job application bot that removes repetitive tasks and boosts interview success. Our job bot is designed to save time, improve accuracy, and make job hunting faster and more effective for serious job seekers.
