The email that accompanies your resume serves as your initial introduction to a potential employer. It is the first direct interaction a hiring manager has with you, setting the stage before they even view your qualifications. This message is an opportunity to convey your professionalism and articulate your interest in a way that encourages them to open your attachments.
Crafting a Clear Subject Line
The subject line of your email is the first detail a recruiter sees, and its clarity can determine if your message is opened. An effective subject line is direct and informative, telling the recipient who you are and what you are applying for. Include the specific job title followed by your name, for instance: “Application for Marketing Coordinator – Jane Doe.” This approach is professional and helps the hiring manager with organization.
Writing the Body of the Email
Professional Salutation
Begin your email with a professional greeting. Addressing the hiring manager by name is the most effective approach, such as “Dear Mr. Johnson.” You can find the appropriate contact by checking the company’s website or LinkedIn. If the hiring manager’s name is not available, use a general salutation like “Dear Hiring Team,” or “Dear [Department Name] Hiring Manager.” Avoid overly casual greetings like “Hi there.”
The Opening Statement
Your first paragraph should be direct and state your purpose for writing. Immediately mention the specific job title you are applying for and where you discovered the opportunity. For example: “I am writing to express my interest in the Senior Graphic Designer position I saw advertised on the company careers page.” This directness provides immediate context for your message.
The Persuasive Pitch
Following your opening, write a concise paragraph that serves as your persuasive pitch. This is not a summary of your entire resume, but a targeted highlight of your most relevant qualifications. Select one or two accomplishments that align with the job description. For instance: “In my previous role at XYZ Company, I led a team that successfully completed a major software implementation 15% under budget.” This tailored pitch incentivizes the hiring manager to open your resume.
The Closing and Call to Action
Conclude your email with a strong closing paragraph that expresses your enthusiasm and prompts the next step. Reiterate your interest in the role and state that your resume is attached for their review. Include a clear call to action, such as, “I am eager to discuss how my skills can benefit your team and look forward to hearing from you soon.” End with a professional closing such as “Sincerely,” or “Best regards,” followed by your full name.
Finalizing with a Professional Signature
A professional email signature provides essential contact information in a clean format. It makes it easy for a recruiter to move to the next step without searching for your details. Include your full name, phone number, and email address. Adding a hyperlink to your LinkedIn profile is standard practice and gives the hiring manager a quick way to view your professional network and career history.
Attaching Your Resume Correctly
How you attach your resume matters, as it reflects your attention to detail. Name your resume file in a professional and easily identifiable manner, such as “FirstName-LastName-Resume.pdf”. This helps the recruiter save and find your document easily. Send your resume as a PDF file to preserve its formatting across different devices. A Word document can appear distorted if the recipient has different software or settings.
Pre-Send Checklist
Before you click send, a final review can catch any errors that could detract from your professional image. Proofread the entire email for any spelling or grammatical mistakes. Double-check that you have spelled the hiring manager’s and the company’s names correctly. Confirm that you have attached the correct file, and verify the recipient’s email address is accurate.