When applying for a job, the email that carries your resume is your first interaction with a potential employer. It serves as a digital handshake and a brief, professional introduction. The message you craft provides context for your attached documents and can influence whether the hiring manager decides to learn more about you.
Essential Components of a Resume Email
The Subject Line
The subject line is the first element a hiring manager sees, and it can determine if your email gets opened in a crowded inbox. A clear and professional subject line should be direct and informative. A standard formula is to include the job title for which you are applying, followed by your name. For instance, “Marketing Manager Position – Jane Doe” is effective because it immediately tells the recipient who you are and what you want.
The Salutation
Addressing the hiring manager properly demonstrates attention to detail and professionalism. Whenever possible, research the name of the specific hiring manager or head of the department. A personalized greeting like, “Dear Mr. Smith,” or “Dear Ms. Jones,” is preferable. If you cannot find a specific name after a thorough search, use a general but professional salutation such as, “Dear Hiring Manager,” or “Dear [Department Name] Team.”
The Opening Paragraph
The first paragraph of your email must get straight to the point. State the exact job title you are applying for and mention where you saw the position advertised, whether it was on a specific job board, the company’s website, or through a referral. An example would be, “I am writing to express my interest in the Graphic Designer role at [Company Name], which I saw listed on LinkedIn.”
The Body Paragraphs
In one or two short paragraphs, you should connect your background to the needs of the role. Identify one or two key requirements from the job description and briefly explain how your experience aligns with them. Instead of simply listing skills, provide a concise example of an achievement. For instance, you might write, “In my previous role, I led a project that increased user engagement by 15% in six months, a skill I am confident would be valuable for your team.”
The Closing Paragraph
Conclude your email with a clear and proactive closing. Express your enthusiasm for the opportunity and reiterate your interest in the position. Include a call to action, letting the recipient know you are eager to move forward in the hiring process. A sentence like, “I am eager to discuss how my skills in project management can benefit your company and look forward to hearing from you soon,” works well. Thank them for their time and consideration before your signature.
The Email Signature
A professional email signature should appear at the end of your message. It must include your full name, phone number, and a professional email address. It is also standard practice to include a link to your updated LinkedIn profile or a relevant online portfolio if you have one. This provides the hiring manager with easy access to more information about your professional background.
Putting It All Together with a Sample
Seeing all the components integrated into a complete email can help clarify how to structure your own. The following sample is designed for a fictional applicant applying for a specific role. It follows the principles of being concise, professional, and tailored to the job.
Subject: Project Manager Position – John Smith
Dear Ms. Davis,
I am writing to express my keen interest in the Project Manager position at Innovatech Solutions, which I found advertised on your company’s careers page. With over five years of experience managing software development lifecycles and a proven track record of delivering projects on time and within budget, I am confident I possess the skills and qualifications you are seeking.
In my previous role at TechFlow Inc., I successfully implemented a new agile workflow that reduced project completion times by an average of 20%. I am adept at leading cross-functional teams and fostering a collaborative environment to achieve ambitious goals. My resume, which I have attached for your review, provides further detail on my accomplishments and qualifications.
I am very enthusiastic about the opportunity to bring my project management expertise to Innovatech Solutions. Thank you for your time and consideration. I look forward to the possibility of discussing this role with you further.
Sincerely,
John Smith
John.Smith@email.com
(555) 123-4567
linkedin.com/in/johnsmithprofile
Final Checks and Common Pitfalls
Before you send your application, a final review is necessary to avoid simple mistakes. First, proofread the entire email meticulously. Typos or grammatical mistakes can signal a lack of attention to detail, so read it aloud to catch awkward phrasing and use a spell-checking tool.
Next, confirm that you have attached your resume. Forgetting the attachment is a common error. Always attach your resume in PDF format to preserve its formatting across different devices. Also, double-check all recipient information, ensuring you have the correct email address and have spelled the hiring manager’s name and the company’s name correctly.
Certain mistakes can quickly lead to your application being dismissed. Avoid using overly casual language, slang, or emojis; maintain a professional tone. Another major pitfall is sending a generic email. Personalize each message by referencing the specific job and aligning your skills with the requirements listed in the job description to show genuine interest.