Email to send your resume: how to write it, with examples
The email that goes with your CV is the first thing the hiring team reads. Here is what to put in the subject line, how to order the message and how to attach the file, with examples ready to copy.
You found a job that fits, your résumé is ready and you open your inbox. Then you stare at a blank screen: what goes in the subject line? Long or short? How formal?
This guide has everything you need: the structure of the message, subject line ideas, seven examples for different situations, how to attach your résumé without problems, the most common mistakes and a checklist to run through before you hit "Send".
How to write the email to send your resume
Quick answer: write a subject line with the job title and your name. Greet the person by name if you know it. In the first sentence, say which job you are applying for. Add two or three sentences on your experience and why the company interests you. Attach your résumé as a PDF, ask for an interview and sign off with your phone number.
A good email is short: it can be read in under a minute without much scrolling on a phone. It does not need to repeat your résumé. Its job is to make the reader want to open the attachment.
What to put in the subject line
The subject line decides whether your email is opened now, later or never. Recruiters get many similar emails, so yours should show at a glance what it is and who it is from.
The rule: job title + reference number (if there is one) + your name. If the job ad asks for a specific subject line, use exactly that. Some companies filter emails by subject.
- Job ad with a reference: "Application: Office Administrator (Ref. ADM-24) | Laura Gomez"
- Job ad without a reference: "Resume for Graphic Designer position | Laura Gomez"
- Cold application: "Interest in Digital Marketing roles | Laura Gomez"
- Someone referred you: "Referred by [Name]: application for [Job title] | Laura Gomez"
- First job: "Application: Sales Assistant, recent graduate | Laura Gomez"
- Internship: "Marketing internship application (January to June) | Laura Gomez"
- Follow-up: "Following up on my application: [Job title] | Laura Gomez"
- Avoid: leaving it empty, "Hi", just "Resume", all caps or exclamation marks.
Email structure, step by step
- Greeting. Use their name if you know it: "Dear Ms. [Last name]," or "Hi [First name],". If you don't, "Dear Hiring Team,". Look for it in the job ad, on the company website or on LinkedIn.
- First sentence: what you are applying for. The job title, the reference and where you saw the ad. Skip "My name is Laura and I am writing because…".
- Why you. One or two sentences on your most relevant experience for this job. If you have an achievement with a real number, put it here.
- Why this company. One specific sentence that shows you looked at their website: a product, a project, the way they work.
- The attachment and the next step. Say your résumé is attached and that you would like to talk in an interview.
- Sign-off and signature. "Best regards," or "Kind regards,", your full name, phone number and a link to LinkedIn or your portfolio. If you don't have a signature yet, here is how to create a professional email signature.
7 email examples to send your resume
Replying to a job ad
The most common case. Change what is in brackets and delete what you don't need.
Subject: Application: [Job title] (Ref. [Reference]) | [Your name]
Dear [Name],
I am writing to apply for the [Job title] position advertised on [Job board or company website]. It caught my attention because [specific reason: the industry, a company project, the type of work].
I have [X years] of experience in [field]. In my last role at [Previous company], I [specific achievement, for example: handled invoicing for 40 clients with no late payments].
Please find my résumé attached as a PDF. I would love to tell you more in an interview at your convenience.
Thank you for your time. Best regards,
[Full name] · [Phone] · [LinkedIn]
Cold application (no job posted)
You are not replying to anything here, so you need to explain what you can bring. It works best when it goes to a specific person.
Subject: Interest in [Field] roles | [Your name]
Hi [Name],
I have been following [Company]'s work for a while and would love to join the [Field] team. I know you don't have an open position right now, but I wanted to introduce myself in case an opportunity comes up.
I currently work as a [Current job title] and have experience in [two or three things useful to this company]. I think I could help with [something specific you saw on their website or social media].
My résumé is attached. If it suits you, I would welcome a 15-minute call to learn more about the team.
Best,
[Full name] · [Phone] · [LinkedIn]
Someone at the company referred you
Name the person who referred you in the subject line and in the first sentence. It is what stands out most. Ask that person for permission before you use their name.
Subject: Referred by [Contact's name]: application for [Job title] | [Your name]
Hi [Name],
[Contact's name] from [their team] mentioned that you are looking for a [Job title] and suggested I get in touch.
I have been working in [field] for [X years] and [sentence about your most relevant experience]. From what [Contact's name] told me about the team, I think I would be a good fit.
My résumé is attached. Would you have time for a quick chat this week or next?
Many thanks. Best regards,
[Full name] · [Phone]
First job or no experience
If you have no work experience, talk about what you do have: your studies, volunteering, personal projects, languages, willingness to learn.
Subject: Application: [Job title], recent graduate | [Your name]
Dear [Name],
I am writing about the [Job title] opening at [Company]. I have just finished [Degree or course] at [School] and I am looking for my first job in [field].
During my studies I [project, internship or volunteering] and learned to [skill useful for the job]. I am [quality] and available to start [immediately / on date X].
Please find my résumé attached. I would really appreciate the chance to interview and tell you why I am excited to start at [Company].
Kind regards,
[Full name] · [Phone]
Internship application
Give your dates, say whether the internship is for school credit and how many hours a week you can work. That way they can give you a quick yes or no.
Subject: [Field] internship application ([dates]) | [Your name]
Hi [Name],
I am studying [Degree] at [School] and I am looking for a [Field] internship from [month] to [month], for academic credit. I can work [number] hours a week.
I would love to do it at [Company] because [specific reason]. In class I have worked with [related tools or projects].
My résumé is attached and, if it helps, I can also send the internship agreement from my school.
Thanks in advance. Best regards,
[Full name] · [Phone]
When the ad only says "send your resume"
Some ads just say "send your résumé to this address". A very short email is enough, but never an empty one.
Subject: Resume for [Job title] | [Your name]
Hello,
Please find attached my résumé for the [Job title] position posted on [Job board]. I have experience in [field] and can start [immediately].
I am happy to come in for an interview. Best regards,
[Full name] · [Phone]
Follow-up a week later
If you haven't heard back after a week or ten days, you can write one more time. Reply to your own email so they see the earlier message and your résumé.
Subject: RE: Application: [Job title] (Ref. [Reference]) | [Your name]
Hi [Name],
On [date] I sent my application for the [Job title] position. I am writing to ask whether the process is still open and to confirm that I am still very interested.
I have attached my résumé again for convenience. Thank you, and best regards,
[Full name] · [Phone]
If you have already had the interview, the message is different: here are examples of a follow-up email after an interview.
How to attach your résumé
| What to do | Why | |
|---|---|---|
| Format | PDF, unless the ad asks for something else (for example, Word) | It looks the same on any computer or phone and the layout doesn't break |
| File name | CV_Laura_Gomez.pdf or Resume_Laura_Gomez_Administrator.pdf | Whoever downloads it finds it fast. Avoid "resume final2.pdf" or "document.pdf" |
| Size | As light as possible: a one- or two-page résumé shouldn't weigh much | Many email servers reject or filter large attachments. Compress images if the file is too heavy |
| Cover letter | If they ask for one, in a separate PDF: Cover_Letter_Laura_Gomez.pdf | That way they can forward the résumé on its own |
| Portfolio or work samples | One link in the email or signature, not ten attachments | An email with lots of files is heavy and looks messy |
| Cloud links | Only if the file is very large, and set so anyone with the link can view it | Many people don't open links from strangers or can't access them |
Common mistakes when emailing your resume
- Sending your résumé with no text, just the attachment. It looks like spam and leaves them guessing which job you mean.
- Using an unprofessional email address. Something like "laura.gomez@…" is better than a nickname. And don't use your current work email.
- Sending the same email to every company with the name of another company or job left in. Always check the names.
- Emailing many companies at once, with every address visible. One email per company.
- Writing a three-paragraph letter in the body that repeats your résumé. Keep it short and to the point.
- Forgetting the attachment. Many email apps warn you if you write "attached" and there is no file, but not all of them.
- Typos, especially in the person's name and the company name.
- Adding images, colors or emojis to the email. Save the design for the résumé.
Checklist before you hit "Send"
- The subject line has the job title, the reference (if any) and your name.
- The person's name and the company name are spelled correctly.
- You have tailored at least one sentence to this company and this job.
- Your résumé is attached, as a PDF, with a clear file name, and it is the right version.
- Your signature includes your phone number and, if you use them, LinkedIn or a portfolio.
- You have read it once out loud or on your phone to see how it looks.
- You have noted the date you sent it so you know when to follow up.
Save these emails as templates and type them in seconds
If you are job hunting, you will write this email many times. Copying it from a document and changing the company name by hand is slow, and it is exactly where mistakes slip in.
With NexoPad you save each example under a shortcut, such as /cv for job ads or /cvfollowup for follow-ups. Type the shortcut in Gmail, Outlook or a form on any website and the whole email appears.
The parts that change can be variables: {{input:Job title}}, {{input:Company}} or {{input:Contact name}}. When you type the shortcut, NexoPad asks for that information and puts it in the right place. You will never send another company's name by mistake. The subject goes in a separate field, so you can save it as its own shortcut, for example /cvsubject.
If you would rather not start from scratch, the HR template gallery has job-related texts ready to add in one click. For other emails at this stage, see our guides on how to ask for a recommendation letter and how to write a formal email.
Frequently asked questions
What should I write in the body of the email when sending my resume?
A greeting, the job you are applying for, two or three sentences on your experience and why the company interests you, a mention of the attached résumé, a request for an interview and your signature with a phone number. There are seven examples above.
How formal should the email be?
If you don't know the person, "Dear [Name]" and a polite tone are the safest choice. If the job ad or the company website sounds casual, "Hi [Name]" is fine. The examples above use both.
Do I have to send a cover letter?
Only if the job ad asks for one. Otherwise, the email itself works as a short cover letter. If you do send one, put it in a separate PDF and don't paste all of it into the body.
What should I name my resume file?
Use your name and, if you like, the job title: CV_Laura_Gomez.pdf or Resume_Laura_Gomez_Administrator.pdf. No odd characters and no words like "final" or "v3".
PDF or Word?
PDF, because it looks the same on every device. Send Word only if the job ad specifically asks for it.
How long should I wait before following up?
Between a week and ten days after sending it, unless the ad gives another timeline. Follow up only once; if they don't reply, put your energy into other openings.
What time is best to send it?
There is no magic hour. What matters is sending it during working hours and early, while the ad is still fresh. Many email apps let you schedule the send.
Can I send my resume from my phone?
Yes, but check that the file attaches properly, that your signature appears and that it doesn't go out with "Sent from my iPhone". If you can, prepare it on a computer.
Published on October 18, 20269 min read
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