For every job opening, there are thousands of applications, emails, and resumes for that ONE position. How are you gonna stand out in that kind of crowd and why should you have to create a new email every single time to apply to a position? This folks, is the reason why you need a resume email template.
You've got all the pieces—the polished resume, the tailored cover letter—but are they wrapped up with a bow that makes hiring managers say "I need to open this!"? In this blog, we'll show you how to turn those silent siren calls into handshakes and hellos.
What Should I Say In My Email?
When applying for a job, it's not just your resume that needs to be top-notch. The email you send with your resume is equally important. It serves as an introduction and provides the hiring manager with their first impression of you.
What To Say In Your Email
The subject line should be clear and concise, indicating the position you're applying for. For example: "Application for Project Manager Position - John Doe". This makes it easier for employers to organize applications.
In the body of your email, start by addressing the recipient appropriately (if possible). A simple "Dear Hiring Manager" will suffice if no specific name is given in the job posting.
Next, introduce yourself briefly and express interest in the role. Mention where or how you found out about this opportunity (for instance on a LinkedIn job post). Follow this up by explaining why you believe that both parties could benefit from your employment – highlighting key skills or experiences relevant to what they are looking for.
What Not To Say In Your Email
Avoid sharing irrelevant personal information or being overly casual in tone – remember professionalism counts. Don't make negative comments about previous employers or jobs either (it only make you look like an a-hole). Instead focus on what you learned from those experiences and how they have prepared you for this new opportunity.
Finally, always proofread and proofread again (and again) your email before sending it off. A well-written, error-free email shows that you pay attention to detail - a trait most employers value highly.
How to Double Check Your Application Before Submission
It's well worth the extra effort to match your resume to the job description at hand. Your cover letter, too, should align with the company's values and goals for the role. Simply copying and pasting the same thing over and over decreases your chance of securing that all-important job interview.
Resumes accompanied by tailored emails are 50% more likely to be read, so spend a little extra effort personalizing your message.
Here are some things to keep in mind:
- Hook them early with the cover letter and the e-mail. 68% of hiring managers will read a candidate's cover email before their resume.
- Proofread: 77% of hiring managers immediately disqualify resumes because of grammatical mistakes.
- 40% of hiring managers spend less than a minute reviewing a resume, so put the most important information at the top.
- Send it from a professional email address: 76% of resumes are discarded for an unprofessional email address.
- Set an application follow-up reminder on your calendar. Only 20% of applicants send a follow-up email after submitting their resume, but this can help bring your name top of mind and shows that you're organized.
- Don't overlook your summary statement at the top of the resume. If it's too generic, a hiring manager may pass it over.
Think of your summary statement as your elevator pitch. It must be impressive and memorable because it's the first thing a recruiter will read on your resume.
-Roma Konczak, Certified Resume Writer
Attaching Your Resume And Cover Letter
Your resume should always be attached as a PDF file to ensure formatting consistency across different devices. If required, attach a cover letter separately rather than including it within your email content itself; again using PDF format wherever possible. 40% of hiring managers spend less than a minute reviewing a resume, so you need to make an impact easily and quickly.
Remember that your resume should match your online presence, what you say in your cover letter, and also be tailored for the job position in question.
Crafting a visually appealing resume is paramount. Use a clean, professional layout that makes your experience easy to read at a glance. Incorporate bullet points, bold headers, and a logical flow of information.
-Neil Danzger, Career Coach
Sample Resume Email Template
Subject: Application for [Job Title] – [Your Name]
Dear Hiring Manager,
I am writing to apply for the position of [Job Title], as advertised on [where you found the job posting]. I believe my skills in [...], combined with my experience in [...] make me an excellent candidate.
Attached is my resume and cover letter outlining further details of my career history.
Thank you very much for considering my application. I look forward to the possibility of discussing this exciting opportunity with you.
Yours sincerely,
[Your Full Name]
[Your Contact Information]
Note: More samples are below.
Crafting the Perfect Resume Email Subject Line
Imagine your resume email subject line as a tightrope walker's first step: it must be sure-footed to capture and maintain interest. In today’s job search, this tiny string of text can make or break your chance at grabbing a hiring manager's attention. So how do you craft one that stands out?
Tailor Your Subject Line to the Job Description
Your mission is clear—get into the recruiter's world by echoing their language right from the start. A winning strategy involves mirroring keywords directly from the job listing in your email subject lines. It shows you're not just blasting resumes but are genuinely keyed into what they’re looking for.
If you're applying for a 'Senior Graphic Designer' position advertised with words like 'innovative' and 'creative', try "Innovative Senior Graphic Designer Application". This isn't just smart; it’s giving recruiters exactly what they expect to see when they sift through heaps of applications every day.
Keeping It Short and Professional
The art of brevity shines brightest in an email subject line. Long-winded phrases lose impact fast, so keep yours punchy yet professional—a balancing act worthy of any trapeze artist. You want them short enough to avoid being cut off on mobile screens while still conveying essential information.
Avoid slang and filler words that cloud clarity, sticking instead to essentials like your name, the job title, and maybe even a reference number if provided—just enough detail without spilling over into TMI territory.
Studies show us that an enticing subject line significantly influences whether an email gets opened or ignored—and since we know recruiters prioritize emails with clear relevant subjects—it pays (quite literally) to spend time perfecting yours.
Personalize Your Resume Email Greeting (hint, hint, use their name)
Finding the hiring manager's name can be like finding a coin in the Pacific Ocean, but it’s worth its weight in gold for making your application email stand out. A personalized greeting is more than just a courtesy; it shows you’ve done your homework and are genuinely interested in joining their team.
Many times the hiring manager or recruiter's name is in the job listing. If you don't find the name there, you could start with LinkedIn or dig through the company website to uncover who’s holding the map to your potential new role.
Sure, “To Whom It May Concern” might seem safe, but let me tell you from experience—nothing beats using someone’s actual name. In an avalanche of emails that read "Dear Hiring Manager," yours pops up addressing them by name—it's bound to grab attention faster than others.
Structuring Your Resume Email Body Effectively
Introduce Yourself Clearly
Sending a resume via email starts with an introduction that's as sharp and clear as a well-tailored suit. Think of it this way: your intro is the handshake before the interview—firm, professional, and confident.
Start by stating who you are in relation to the job title; if you're an experienced Project Manager applying for a similar role, make sure that's front and center. Next up? Contact details—a no-brainer but often overlooked piece of info including your phone number (yes, even relevant social media links if they showcase professional accomplishments).
Keep it snappy though; recruiters don't have all day.
Dive right into why you’re emailing them—to send your resume—and do so in context to their company’s needs or goals. If there's one thing hiring managers appreciate, it’s candidates who've done their homework on what makes the company tick. Found a cool article about the company online? Recently heard the founder speak on a podcast? Mention it!
Highlighting Relevant Experience and Skills
Your email body isn’t just about niceties—it should scream "I'm perfect for this" without sounding like an over-eager sales pitch. So when talking about experience and skills, align yourself laser-like with the job description provided by those internal recruiters or hiring manager(s).
Here lies the sweet spot between boasting and modesty; weave in specifics from past roles that echo duties listed in the new gig. It shows not only preparedness but also how seamlessly you'd fit into their puzzle.
You might be tempted to list every skill under sun—but hold back. A shotgun approach rarely hits its target compared to a sniper’s precision shot at relevancy. Have numbers ready too—they speak louder than adjectives ever could.
Lastly, close out strong by reminding them where they can find more detailed stories of your work wins—in your attached word document cover letter or great resume (don’t forget these should follow a classic template or standard template depending on industry norms).
Keep it crystal clear: Introduce yourself with a spark, link your skills and experiences straight to what employers are looking for today. Stay concise so that readers can quickly find the essential details they need.
Include Relevant Social Media Links
You've probably heard all about personal branding by now. How having polished social media profiles can bolster your professional image—or tarnish it if not done right. When relevant—and only then—it's smart practice to include links directly within your resume rather than separately emailing them where they may get ignored amidst text-heavy content.
Resume Email Templates
Below are some templates you can use. Remember to add your own touch to make these your own.
Template 1: Email for someone who has been referred by a current employee
Subject: Application for [Job Title] - Referred by [Referrer's Name]
Dear [Hiring Manager's Name],
I am writing to express my interest in the [Job Title] position at [Company Name], as referred to me by [Referrer's Name], [Referrer's Position] at your esteemed company.
I recently had a conversation with [Referrer's Name] regarding my career aspirations and skills. They recommended that I apply for this role, believing that my background and experience align closely with the requirements of the position. I am excited about the opportunity to contribute to [Company Name] and am enthusiastic about the prospect of joining such a dynamic and innovative team.
In my most recent role at [Your Previous Company], I [describe your responsibilities, achievements, or projects that relate to the new job]. My experience in [mention specific skills or experiences relevant to the new job, such as managing a team, working on specific types of projects, etc.] has equipped me with the knowledge and skills necessary to make a significant contribution to your team.
Enclosed is my resume, which provides additional information on my professional background and accomplishments. I am particularly proud of [mention a significant achievement or project relevant to the new job], which I believe demonstrates my capability and potential in a role such as the one at [Company Name].
I am very interested in the opportunity to discuss how my skills and experiences align with the needs of your team and how I can contribute to the continued success of [Company Name]. I am available at your earliest convenience for an interview and can be reached at [Your Phone Number] or via this email.
Thank you very much for considering my application. I look forward to the possibility of working with you and am grateful to [Referrer's Name] for recommending me for this exciting opportunity.
Best regards,
[Your Name]
[Your Contact Information]
[LinkedIn Profile URL, if applicable]
Template 2: Response to a job posting
Subject: Application for [Job Title] - [Your Name]
Dear [Hiring Manager's Name],
I am writing to express my interest in the [Job Title] position, as advertised on [where you found the job posting, e.g., your company's careers page, a job board, etc.]. With my background in [mention relevant field or expertise], and my experience in [mention relevant experience or skills], I am enthusiastic about the opportunity to contribute to [Company Name].
In my current/previous role at [Your Current/Previous Company], I have gained substantial experience in [describe your relevant responsibilities, achievements, or projects]. I believe that my skills in [mention specific skills relevant to the new job] make me a strong candidate for this position. My experience has honed my [mention any relevant skills or qualities, such as problem-solving abilities, communication skills, etc.] and equipped me with a versatile skill set that I am eager to bring to your team.
Enclosed with this email is my resume, which provides further details about my professional journey. I am particularly proud of [mention a significant achievement or project that is relevant to the new job], which underscores my potential for contributing meaningfully to [Company Name].
I am excited about the chance to bring my unique talents to [Company Name], a respected leader in [mention the company's field or industry]. I am keen to learn more about your team and how I can contribute to your ongoing success.
Thank you for considering my application. I am looking forward to the opportunity to discuss how my background, skills, and enthusiasms align with the needs of your team. I am available at your convenience for an interview and can be reached at [Your Phone Number] or via this email.
Best regards,
[Your Name]
[Your Contact Information]
[LinkedIn Profile URL, if applicable]
Template 3: Email for someone with interest in working for a company without a job notice
Subject: Expression of Interest in Opportunities at [Company Name] - [Your Name]
Dear [Hiring Manager's Name or Relevant Department Head],
My name is [Your Name], and I am writing to express my keen interest in potential career opportunities with [Company Name]. Although I understand there may not be current openings that fit my expertise, I am particularly drawn to your company's work in [mention specific areas of the company's work, values, or projects that attract you].
As an experienced professional in [mention your field or area of expertise], I have developed a comprehensive skill set that I believe would be beneficial to your team. In my most recent role at [Your Current/Previous Company], I [describe your responsibilities, achievements, or projects that relate to the type of work done at the company]. This experience has equipped me with [mention specific skills or experiences that are relevant to the company's field or ethos].
Enclosed with this email, you will find my resume, which provides detailed information on my professional background and accomplishments. One of my notable achievements, [mention a significant achievement or project], highlights my capability and innovative approach, which I am eager to bring to [Company Name].
I am attracted to [Company Name] because of [mention specific reasons such as the company's reputation, values, the type of projects they handle, their work culture, etc.]. I am enthusiastic about the possibility of contributing my skills and experiences to your esteemed company and am eager to engage in challenging projects that align with [Company Name]'s objectives.
I would greatly appreciate the opportunity to discuss how my background, skills, and enthusiasm might align with the future needs of [Company Name]. Please feel free to contact me at [Your Phone Number] or via this email to arrange a conversation at your convenience.
Thank you for considering my unsolicited request. I look forward to the possibility of discussing employment opportunities with [Company Name].
Best regards,
[Your Name]
[Your Contact Information]
[LinkedIn Profile URL, if applicable]
Send Your Resume With Ease
When you're applying for job after job and sending job application and resume emails one after another - it helps to have a template to fall back on. Who needs the hassle of having to come up with a new email every time you apply for a job?
The best thing, you can use Magical to create and store your send resume email template. Magical is a free Chrome extension that helps you with all your repetitive tasks. All you have to do is download it and you'll be on your way to saving 7 hours a week on average.
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