When applying for a job, it is easy to focus on the content of your resume and cover letter while overlooking a simple detail: the file name. The title you give your application documents can influence a hiring manager’s first impression. This article provides guidance on how to name your cover letter file and the accompanying email. Following these professional standards can help your application get the attention it deserves.
Why Your Cover Letter Title Matters
The title of your digital cover letter file serves as your first introduction to a potential employer. A professional and clear title demonstrates attention to detail and allows a hiring manager to see who you are without having to open the document. When a hiring manager receives dozens of applications, a well-named file helps them stay organized and shows respect for their time.
A descriptive file name also aids the hiring manager’s internal process. Recruiters often download application materials, and a file named “Jane-Doe-Cover-Letter” is immediately identifiable. A specific title also enhances searchability, allowing hiring managers to quickly locate your materials later in the hiring process. This ensures your application remains accessible and does not get lost.
How to Name Your Cover Letter File
Adopting a standard format for your cover letter’s file name is a straightforward way to appear organized. A widely accepted formula is “FirstName-LastName-Cover-Letter”. This structure is easy for hiring managers to read and immediately tells them who the document belongs to and its purpose. For clarity, capitalize the first letter of each word and use hyphens to separate them.
For example, a job seeker named Jane Doe would name her file “Jane-Doe-Cover-Letter”. If you want to add more detail, you could include the company name, such as “Jane-Doe-Cover-Letter-Acme-Corp”. Another variation is to include the job title you are applying for, such as “John-Smith-Cover-Letter-Marketing-Manager”. This can be helpful if the company is hiring for multiple roles.
It is recommended that you save and send your cover letter as a PDF. File formats like .docx for Microsoft Word or .pages for Apple Pages can have compatibility issues, causing your carefully formatted document to appear distorted on the recruiter’s computer. Saving as a PDF preserves the formatting, ensuring the document appears exactly as you intended, regardless of the device or software used to open it.
What to Use for the Email Subject Line
The subject line of your email is as important as the file name of your attachment. It is the first text the hiring manager will see, and it should be concise and informative. A clear subject line ensures your email is opened and properly categorized. An effective formula is “Application for [Job Title] – [Your Name]”.
When a job posting includes a specific reference or identification number, include it in the subject line. In these cases, the format would be “Application for [Job Title] (Job ID #12345) – [Your Name]”. Using the exact job title as listed in the advertisement helps the hiring team route your application to the correct department, especially in large organizations with multiple openings.
For instance, an effective subject line would be “Application for Senior Project Manager – John Smith”. If a job ID were provided, it would look like “Application for Senior Project Manager (ID 9876) – John Smith”. These formats present you as a detail-oriented candidate who follows instructions and understands professional communication protocols.
Common Mistakes to Avoid
To ensure your application is perceived professionally, there are several common titling errors you should avoid.
- Generic File Names: Avoid using non-specific names like “CoverLetter.pdf” or “Resume.pdf”. These are difficult for recruiters to track.
- Including Version Numbers: File names such as “Jane-Doe-Cover-Letter-Final-v2.pdf” look unprofessional. Always submit a clean, final version without revision markers.
- Typos and Spelling Errors: A mistake in your name or the words “Cover Letter” in the file name or email subject line reflects a lack of attention to detail.
- Forgetting to Update Details: If you use a template, be sure to change the company name or job title from a previous application.
- Ignoring Instructions: Failing to follow specific naming conventions provided in the job posting is a significant error. If the employer asks for a particular format, you must use it.