How to Email a Resume and Cover Letter: Complete Guide [2025]

TL;DR - Quick Answer

To email a resume and cover letter professionally, write a clear subject line with the job title and your name (e.g., "Marketing Manager Application - Jane Smith"), attach both documents as PDFs, and include a brief email body that introduces yourself, mentions the position, and expresses enthusiasm. Keep your email concise—3-4 sentences maximum—since the detailed information is in your attachments. Always follow any specific instructions in the job posting regarding file formats, naming conventions, or submission requirements.

The email you send with your application is essentially a third document in your application package. While your resume showcases your experience and your cover letter demonstrates fit, your email reflects your communication skills and professionalism. A sloppy email can undermine even the strongest application materials.

This guide covers everything you need to know about emailing job applications—from subject lines to attachment protocols—so your resume and cover letter land in the right inbox and make the right impression. For help crafting the perfect cover letter to attach, see our guide on how to create a cover letter.

Key Takeaways

Subject line is critical: Include job title, your name, and any reference numbers to ensure your email gets opened and properly routed.

PDF format preferred: Save documents as PDFs to preserve formatting across all devices and operating systems.

Keep email body brief: 3-4 sentences introducing yourself—details belong in your attached documents, not the email.

Professional file names: Use "FirstName_LastName_Resume.pdf" format for easy identification and organization.

Follow instructions exactly: Job postings often specify formats, naming conventions, or email addresses—follow them precisely.

Why Your Application Email Matters

Many candidates spend hours perfecting their resume and cover letter but dash off the submission email in seconds. This is a costly mistake. Your email is the first thing hiring managers see—before they ever open your attachments—and it sets the tone for your entire application.

According to a CareerBuilder survey, 45% of resumes are never opened due to poor email subject lines or unprofessional presentation. Additionally, TopResume research shows that recruiters spend an average of just 7.4 seconds on initial resume screening—which means your email needs to immediately signal professionalism and relevance.

Think of your application email as the cover of a book. No matter how great the content inside, readers need a reason to open it. A well-crafted email accomplishes three things: it gets your application opened, read, and remembered.

The Perfect Subject Line Formula

Your subject line determines whether your email gets opened immediately, flagged for later, or lost in a crowded inbox. Hiring managers may receive dozens or hundreds of applications—your subject line needs to stand out while remaining professional.

Subject Line Best Practices

Include the job title exactly as posted: "Senior Software Engineer" not "Software Dev" or "Engineer Role"

Add your name: Makes searching easier and signals confidence

Include reference numbers: If the posting includes a job ID or reference number, include it

Keep it under 60 characters: Longer subject lines get truncated on mobile devices

Subject Line Examples

Strong subject lines:

Application for Marketing Manager Position - Sarah Johnson

Software Engineer Role (Job ID: 12345) - Michael Chen

Jane Smith - Senior Accountant Application

Sales Representative Position - David Williams, Referred by Tom Brown

Weak subject lines to avoid:

Resume (too vague, easily ignored)

Job Application (doesn't specify which job)

Please hire me! (unprofessional)

Resume and cover letter attached (generic, missing key details)

Writing the Email Body

Your email body should be concise and professional. Remember: you've already written a cover letter that explains your qualifications in detail. The email is not the place to repeat that information—it's a brief introduction that encourages the recipient to open your attachments.

Essential Email Components

Professional greeting: Use the hiring manager's name if known, otherwise "Dear Hiring Manager" or "Dear [Company] Recruiting Team"

Opening line: State the position you're applying for and where you found it

Value statement: One sentence about why you're a strong candidate

Attachment reference: Note that your resume and cover letter are attached

Call to action: Express enthusiasm and willingness to discuss further

Professional closing: "Sincerely" or "Best regards" followed by your full name and contact information

Email Template

Here's a template you can adapt for your applications:

Subject: Application for [Job Title] - [Your Name]

Dear [Hiring Manager Name/Hiring Manager],

I am writing to apply for the [Job Title] position at [Company Name], which I discovered on [Job Board/Company Website/Referral Source]. With my [X years] of experience in [relevant field] and proven track record of [key achievement], I am confident I can contribute to your team's success.

Please find my resume and cover letter attached for your review. I would welcome the opportunity to discuss how my skills and experience align with your needs.

Thank you for your time and consideration. I look forward to hearing from you.

Sincerely,

[Your Full Name] [Phone Number] [Email Address] [LinkedIn URL - optional]

Attachment Best Practices

How you attach and name your documents matters more than you might think. Hiring managers download and organize hundreds of files—poorly named documents create confusion and may be overlooked.

File Format Guidelines

PDF is the gold standard: PDFs preserve formatting across all devices and can't be accidentally edited

Word documents as backup: Use .docx only if specifically requested—some ATS systems prefer Word format

Never use .pages or .odt: These formats may not open correctly on all systems

Check file size: Keep attachments under 5MB total—compress if necessary

File Naming Conventions

Professional file names make you look organized and make the recruiter's job easier. Use this format:

FirstName_LastName_Resume.pdf

FirstName_LastName_CoverLetter.pdf

OR: FirstName_LastName_CompanyName_Resume.pdf (for highly targeted applications)

Avoid these naming mistakes:

Resume.pdf (generic, gets lost among hundreds of files)

Resume_Final_v3_UPDATED.pdf (looks disorganized)

my resume for job.pdf (unprofessional)

Document1.pdf (worst possible option)

Step-by-Step: Sending Your Application

Follow this checklist to ensure your application email is flawless:

Before Writing

Re-read the job posting for any specific instructions

Verify the correct email address (some companies use dedicated recruitment addresses)

Research the hiring manager's name if possible

Prepare your resume and cover letter files with proper names

Writing the Email

Compose your subject line with job title and your name

Address the recipient professionally

Write a concise 3-4 sentence body

Reference your attachments

Include your contact information in the signature

Before Sending

Proofread for typos and grammar errors (read aloud if helpful)

Verify attachments are properly attached—not just linked

Open attachments to confirm they display correctly

Double-check the recipient's email address

Send a test email to yourself first if you're unsure

Need help crafting the perfect cover letter for your attachment? Our AI cover letter generator creates personalized, professional letters in under 60 seconds.

Timing Your Application Email

When you send your application can impact whether it gets seen. While there's no guaranteed "best time," research suggests some patterns:

Tuesday through Thursday: Studies show emails sent mid-week have higher open rates

Morning hours (8-10 AM): Your email arrives at the top of the inbox when recruiters start their day

Avoid weekends: Applications sent Friday afternoon through Sunday often get buried under Monday's influx

Submit early: Applying within the first few days of a posting increases your chances of being seen

That said, never delay submitting a strong application just to hit a specific time. Getting your application in is more important than optimizing send time.

Common Mistakes That Kill Applications

Even strong candidates make avoidable errors that undermine their applications. Here are the most common mistakes and how to avoid them:

Email Errors

Typos in the company or hiring manager's name: Nothing says "mass application" like getting the basics wrong

Wrong company in template: If you're using a template, triple-check that you've updated all references

Reply-all or CC errors: If applying to multiple jobs, never mix up recipients

Overly casual tone: Avoid slang, emojis, or overly friendly language

No subject line: Blank subjects often trigger spam filters or get ignored

Attachment Errors

Forgetting to attach files: The most common and embarrassing mistake—always verify before sending

Attaching the wrong documents: Make sure you're sending the cover letter customized for this specific job

Password-protected PDFs: The recruiter can't open your documents if they're locked

Corrupted files: Open your attachments one final time before sending to confirm they work

For guidance on what your cover letter should include, see our comprehensive guide on what to include in a cover letter.

Following Up After Sending

If you haven't heard back within 1-2 weeks, a polite follow-up email is appropriate. Here's how to do it professionally:

Follow-Up Email Template

Subject: Following Up - [Job Title] Application - [Your Name]

Dear [Hiring Manager Name],

I wanted to follow up on my application for the [Job Title] position submitted on [date]. I remain very interested in the opportunity to join [Company Name] and contribute to [specific project, team goal, or company mission].

If you need any additional information from me, please don't hesitate to reach out. I would welcome the chance to discuss how my experience aligns with your needs.

Thank you for your time and consideration.

Best regards, [Your Name] [Phone Number]

Follow-Up Best Practices

Wait at least 1 week before following up (2 weeks is safer)

Keep the tone professional and positive—never frustrated or demanding

Reference your original application date

Add new value if possible (mention a relevant achievement or news about the company)

Follow up once, maybe twice—then move on

Emailing Through Different Channels

Not all job applications go through the same channels. Here's how to adapt your approach:

Direct Email to Hiring Manager

If you have the hiring manager's direct email, this is often the best approach. Personalize your greeting and demonstrate that you've done your research. Mention something specific about the team or recent company news.

HR/Recruiting Team Email

When emailing a general recruiting address, be especially clear about which position you're applying for. Include all reference numbers and make your subject line very specific—recruiters handle multiple openings simultaneously.

Online Application Portals

Many companies require applications through their ATS (Applicant Tracking System). In these cases, you may not send a traditional email, but you might have a text box for a cover letter or additional comments. Use this space wisely—write a brief note similar to the email template above.

Industry-Specific Considerations

Different industries have different norms around application emails. Here are some variations to consider:

Corporate and Finance

Maintain strict formality. Use full names, titles, and traditional greetings. These industries value precision and attention to detail—your email should reflect that. For examples tailored to corporate roles, see our accountant cover letter examples.

Technology and Startups

Slightly more casual is often acceptable, but professionalism still matters. You might use a first name if company culture supports it. Include links to your portfolio or GitHub if relevant.

Creative Industries

Show personality while remaining professional. A slightly more creative subject line or opening might work, but avoid being gimmicky. Your portfolio link is essential. Check our graphic designer cover letter examples for inspiration.

Healthcare

Professionalism is paramount. Use proper titles (Dr., RN, etc.) and be precise about your credentials. See our registered nurse cover letter examples for healthcare-specific guidance.

Frequently Asked Questions

Should I paste my cover letter in the email body or attach it?

Unless specifically instructed otherwise, attach your cover letter as a separate PDF. This preserves formatting and allows the recruiter to print or forward it easily. Keep the email body brief—a few sentences introducing yourself and referencing the attachments.

What if the job posting says "no cover letter required"?

You still need a professional email body. Even without a formal cover letter, your email serves a similar purpose—introducing yourself and expressing interest. Write 3-4 sentences highlighting your relevant qualifications.

Should I include my cover letter in the email AND as an attachment?

No—this is redundant and creates unnecessary clutter. Attach your cover letter as a PDF and keep your email body brief. The email should direct attention to your attachments, not duplicate them.

What if I can't find the hiring manager's name?

"Dear Hiring Manager" or "Dear [Company Name] Recruiting Team" are both acceptable. While personalization is ideal, don't delay your application over this. For more guidance on addressing cover letters, see our guide on how to address a cover letter.

How do I handle multiple positions at the same company?

Apply separately for each position with customized materials. If positions are very similar, you might mention in one application that you've also applied for [other role] and are open to either opportunity. Never send one generic application for multiple roles.

What if I realize I made an error after sending?

For minor errors, it's usually best to let it go—a follow-up email highlighting your mistake draws more attention to it. For significant errors (wrong company name, wrong attachments), send a brief, professional correction: "Please disregard my previous email. Here is my correct application for [position]."

Should I use a professional email signature with logos?

Keep your signature professional but simple. Include your name, phone number, email, and optionally LinkedIn. Avoid logos, quotes, or excessive formatting that may not render correctly across different email clients.

Is it okay to send applications from my work email?

No—always use a personal email address for job applications. Using work email is unprofessional (you're job hunting on company time) and creates awkward situations if your current employer sees it. Create a professional Gmail or similar address with your name.

How long should my application email be?

Your email body should be 3-4 sentences maximum—roughly 50-100 words. The detailed information belongs in your resume and cover letter attachments, not the email itself. Recruiters appreciate brevity.

What file formats are best for resume and cover letter?

PDF is the preferred format because it preserves formatting across all devices and prevents accidental edits. Only use Word (.docx) if specifically requested. Never use .pages, .odt, or other formats that may not open correctly on all systems.

Should I mention salary expectations in my email?

Only include salary information if the job posting specifically requests it. If required, state a range rather than a specific number. Generally, salary discussions are best left for later in the interview process.

How do I follow up if I don't hear back?

Wait at least one week (two is often better) before sending a polite follow-up. Reference your original application, express continued interest, and offer to provide additional information. One or two follow-ups are acceptable; beyond that, move on to other opportunities.

Conclusion

Your application email is more than just a delivery mechanism—it's your first impression with potential employers. A well-crafted email with a clear subject line, professional tone, properly formatted attachments, and concise body demonstrates the same attention to detail you'll bring to the job.

Remember the essentials: use a specific subject line with the job title and your name, keep your email body to 3-4 sentences, attach PDFs with professional file names, and always proofread before sending. Follow any specific instructions in the job posting exactly—deviation signals that you don't follow directions.

Ready to create the perfect documents to attach to your email? Our AI cover letter generator creates personalized, professional cover letters tailored to specific job descriptions. Pair it with our cover letter templates for the right format, and check out our cover letter examples for inspiration across different industries and roles.

With the right email, the right attachments, and the right attitude, you're well on your way to landing that interview.