While applying for jobs online or handing resumes out in person is common, emailing your resume directly to recruiters or hiring managers is still a powerful method utilized successfully by many job candidates. When done right, email allows introducing yourself, showcasing your qualifications, and getting ahead of the competition in a timely digital fashion.
This guide will cover best practices, do’s and don’ts, and samples to help you expertly email resumes that generate results. From subject lines to content to follow up, you’ll learn how to optimize each aspect for an outstanding impression.
Let’s dive into how to skillfully email your resume to stand out from the crowd.
The Subject Line
Your subject line only has one job – to intrigue the reader into opening your email. It should:
- Be brief (under 10 words) yet describe who you are and why they should care.
- Highlight the specific role/field if known – e.g. “Medical Billing Coordinator Candidate”
- Reference how you found them if applicable – e.g. “Referral from Susan Miller”
- Indicate a resume attachment clearly – e.g. “Résumé for Marketing Internship”
A/B test subject lines if possible by sending to a few contacts first. Track which garners the best response then optimize for your target.
The Opening Paragraph
Hook readers immediately in your opening sentence or two by:
- Clearly stating your name and desired position/company.
- Referencing how you found them or any important mutual contacts.
- Briefly highlighting 1-2 qualifications that align with needs.
- Expressing enthusiasm for the company and role.
- Indicating a resume is attached for review of your full background.
Keep this energized intro under 3-4 lines max before diving into details. Generate instant interest to continue reading.
Do targeted keyword research on job ads and company site for their language preferences. Then:
- Share why you’re interested in them and how your background specifically fits what they seek.
- Quantitatively showcase relevant achievements, metrics and impactful experience.
- If roles align closely, outline transferable skills from your existing background.
- Emphasize top requirements or “must-haves” they identify through concrete examples.
- Personalize the tone and words to their industry terminology whenever possible.
Customization makes it clear you did homework, truly understand them and are worth serious consideration. Avoid generic content here.
The Closing Paragraph
In your closing remarks:
- Thank the recipient for their time and consideration.
- Reiterate brief interest in the role and top selling points.
- Indicate availability for initial calls or on-site meetings.
- Humbly request next steps in the hiring process if a resume review moves forward.
- Finish with a positive sign off (e.g. Sincerely) followed by your name and best contact info.
This professional wrap up leaves the door open for positive engagement while still maintaining confidence in your candidacy.
Attachments and Formatting
Choose attachments thoughtfully:
- Send your resume PDF as the primary attachment – ensure it’s error free!
- Optional cover letter PDF tailored to their needs shows extra initiative.
- Supplemental attachment like a portfolio link made optional rather than required reading.
Format the email professionally:
- 12 point font in easy to read styles like Calibri, Arial or Times New Roman.
- Logical 1.5 line or double spaced text for readability on any device size.
- Consistent headings and bullets if quoting from your resume points.
- Proofread thoroughly to avoid silly mistakes that damage credibility.
Optimize readability through clean, thoughtful formatting and selective supplementary materials to highlight your key value.
Timing Your Email
When sending directly to recruiters/hiring managers:
- Weekdays excluding early morning or late evening hours are best.
- Indicate if calling within 1-3 business days to follow up productively.
- Allow time for review – don’t follow up the same day expecting an instant response.
- Research needs – fast food may need asap hiring versus consultants doing projects in weeks.
Carefully consider cadence, response windows and role needs to proactively engage without appearing overbearing or oblivious to their workload.
Follow Up Etiquette
Follow up properly by:
- Calling only as indicated in your signature – don’t repeatedly reach out sooner.
- During normal business hours, introduce yourself briefly and ask how best to proceed.
- Express appreciation for their time and that you understand deadlines if nothing immediate.
- Inquire politely about next interview steps if resume spawned interest.
- Thank them for consideration regardless of result and wish them well.
Follow up opens new connection opportunities while maintaining professional urgency and courtesy every step of the way.
Here are samples of effective resume email content:
Subject: Entry Level Marketing Assistant – Résumé attached
Dear Ms. Smith,
I’m enthusiastic about the opportunity as a Marketing Assistant at XYZ Corp. As discussed at the fair, my background in both online and offline content creation would allow immediate impact. As an awarded marketing student with real results growing a campus club’s following 20%, I’m eager to further develop under your team.
My résumé is attached outlining over two years of related experience developing social media strategies and executing branding campaigns. Thank you for your time and consideration. Please let me know how I can best contribute to XYZ’s goals of reaching expanded audience bases. I’m available anytime next week for an introductory call.
Subject: Referral from John Doe – Senior Project Manager Candidate
Good afternoon Mr. Williams,
John Doe suggested I contact you regarding your need for a project manager experienced in agile methodologies for healthcare software development. As our discussion centered on my background transitioning a team of 15 to scrum techniques resulting in a 30% increase in throughput, he felt I may be a strong cultural fit.
Please find my resume attached summarizing over 5 years managing both development and client service projects as large as $1.5M in completed work. I would appreciate the opportunity to explore how my skills developing self-organizing squads could directly support your goals of faster delivery without compromising quality. Let me know if an initial 15 minute phone call would be worthwhile to learn more about your current initiatives.
Thank you for your consideration. I look forward to speaking with you soon.
Notice how each sample utilizes:
- An engaging subject line related to the role/company
- An opening establishing relevance and interest
- Targeted content customizing qualifications
- A respectful closing leaving the door open
Now you have the framework and format down to effectively email your resume wherever you apply. Stand out from others by truly researching and personalizing each submission.
After sending your resume over email, following up respectfully within an appropriate timeframe like 3-5 days is crucial to drive engagement:
Good afternoon Mr. Williams,
I’m following up regarding the project manager position we discussed last week. I wanted to reiterate my enthusiasm for managing fast-paced healthcare delivery projects using agile techniques. As discussed in my resume email, transitioning a team to scrum resulted in 30% greater output.
Please let me know if reviewing my background sparked any interest in next steps like a preliminary phone interview. I’m available most mornings this week. Thank you again for your consideration – it was nice connecting initially and learning more about your goals.
This follow up:
- Re-establishes who you are and the opportunity politely
- References previous relevant qualifications mentioned
- Notes availability and expresses gratitude again
- Opens the door to potentially scheduling next steps
Proactively following up signals continued engagement without being overbearing. Make sure to track interactions in your job search notes.
Here are some additional best practices for email resume submissions:
- Proofread thoroughly before sending any professional correspondence.
- Personalize the greeting whenever possible vice generalized salutations.
- Use a consistent professional signature with all contact details.
- Address recipients appropriately by their full name and correct title/role.
- Choose an email subject line that gets right to the point about who/what it involves.
- Keep tone optimistic yet serious, with enthusiasm for the role tangible.
- Express gratitude for any time given and consideration of your background.
- Employ impeccable spelling, grammar, punctuation and formatting throughout.
Mastering polished resume email communication strengthens your overall application materials and ability to consistently represent yourself in a digital hiring landscape.
In summary, thoughtful preparation and personalization of resume email submissions allows you to stand out promptly with minimal effort. Following best practices covers all necessary bases to spark genuine interest, set up positive interactions, and potentially even accelerate your candidacy. With practice, consider this an asset to expedite your job search success.