The email with your resume is the handshake before the interview—short, direct, and decisive. In a crowded inbox, a clear subject line, a named greeting, and two or three quantified wins can be the difference between “open” and “ignore.”
One small but costly detail: 76% of resumes are passed over because of unprofessional email addresses—proof that presentation matters long before anyone opens your attachment.
This guide gives you a clean process from compose to send: how to set up a professional sender identity, write a high-signal note, attach and name PDFs correctly, and follow up without being pushy.
You’ll also get copy-ready templates, quick checklists, and right/wrong examples so you can hit send with confidence—and make it effortless for a recruiter to move you to the next step.
Key takeaways
- Use a clear subject line with your name and the role (e.g., “Application—Marketing Manager—Jordan Patel”).
- Personalize the greeting with a name—use “Dear Hiring Manager” only as a last resort.
- Keep the email body to 120–180 words: purpose, two to three achievements, and a call to action.
- Attach a PDF resume and (if requested) a PDF cover letter—name files “Firstname Lastname_Resume_Company.pdf.”
- Proofread everything, double-check links and attachments, and send from a professional email address.
- Follow up after seven to ten days with a short, courteous note that reiterates fit and availability.
- Use Enhancv’s AI Resume Builder and Resume Checker to tailor, quantify, and de-risk your application.
Is your resume good enough?
Drop your resume here or choose a file. PDF & DOCX only. Max 2MB file size.
Why this guide (and how to use it)
You already know first impressions happen in the inbox. This guide focuses on execution: the exact moves that turn a draft into a professional, send-ready message—without guesswork or fluff.
What you’ll get (and why it helps):
- A 7-step process you can run in under 10 minutes—ideal when you’re applying to multiple roles.
- Copy-ready templates for common scenarios (standard application, referral, post-event follow-up) so you’re never starting from zero.
- Naming and attachment conventions that prevent lost files and version mix-ups.
- Proofing checklists that catch the mistakes most candidates miss.
- Right/wrong examples to quickly fix weak phrasing and vague claims.
How to navigate
If you’re sending an application right now, start with the process and follow it top to bottom. If you’re refining a draft, jump straight to the sections on the email body, attachments, or follow-ups. Keep the checklists handy—they’re built for last-minute sends.
1. Set up your professional sending environment
Use a professional email address. Ideally, firstname.lastname@provider.com. Avoid nicknames or numbers that imply age.
Add a complete email signature that mirrors your resume header:
- Full name and job title (optional)
- Phone
- LinkedIn (custom URL)
- Portfolio link (if relevant)
- City, State (optional)
Prefer active voice and use em dashes without spaces—use spaced hyphens for date ranges.
Keep evidence density in mind. When referencing achievements, use numbers, dates, and names of tools or companies. Verifiable details beat adjectives.
2. Craft a subject line that earns the open
Your subject line should be explicit and searchable. The best formula includes your purpose, role, and name:
- Application—[Role]—[Your Name]
- Referral—[Role]—[Your Name] (if someone referred you)
- [Your Name]—[Role]—Resume Attached
- Re: [Role] at [Company]—[Your Name]
- Follow-up—[Role]—[Your Name]
- [Your Name]—[Role]—Interview Availability
Put the role first if you know the company is filling multiple roles—it helps them filter and route.
Good examples
- “Application—Product Designer—Ava Jackson”
- “Referral—Sales Operations Analyst—Marco Santos”
- “Jordan Lee—Data Analyst—Resume + Portfolio”
Make it scannable: Avoid vague subjects (“Job application”) or clickbait. Recruiters often filter by keywords like the job title—meet them where they are.
When to add urgency: Only if the posting asks for immediate applications or a deadline is imminent. Otherwise, urgency reads as pushy.
Brand POV tip
Mention the year when it’s relevant (“2025 Internship—”), include the company name for extra relevance (“Application—QA Engineer—Rivera Chen—Acme Corp”), and add the job reference number when provided (“Application—QA Engineer (REQ-4821)—Rivera Chen”).
3. Personalize your greeting (and get the name right)
Start with “Dear [First Last],” for a formal or corporate setting—“Hi [First],” suits startups or creative teams. If you can’t find a name after a reasonable company search, use “Dear Hiring Manager,” NOT “To Whom It May Concern,” just like you'd do on a cover letter. Use correct capitalization of roles (e.g., “hiring manager” isn't a proper noun).
Quick ways to find the name:
- The job posting or the company’s About page
- LinkedIn search for “Recruiter,” “Talent Acquisition,” or the hiring manager’s department
- A polite call to reception to confirm who oversees hiring for the role
Wrong
❌ “Hey there!” ❌
Too casual for first contact.
Right
“Dear Melissa Tran,”
Clear, respectful, and personal.
4. Write a concise, high-impact email body
Your email body should fit on a phone screen—120–180 words is a good target.
Follow this structure:
- Purpose + role + source (one sentence)
- Two to three quantified achievements aligned with the job (two to three sentences)
- Fit statement (one sentence)
- Call to action (one sentence)
- Attachment (and/or portfolio) mention (one sentence)
- Polite close (one sentence)
Sample email to send a resume
Dear Ms. Tran,
I’m applying for the Senior Marketing Manager role at Beacon, which I found on LinkedIn. In the last two years at Wave, I led three integrated campaigns that boosted qualified pipeline by 28%, reduced CAC by 18%, and grew our newsletter from 42k to 67k subscribers. I partner closely with Sales on attribution and budget decisions and manage a cross-functional team of five.
I’d love to discuss how this experience maps to Beacon’s growth goals for 2025. Are you available for a short call next week? I’ve attached my resume (PDF) and included my portfolio below.
Best regards,
Riley Morgan
(555) 012-3456 · linkedin.com/in/name
Portfolio: yourlink.com
Make the middle do the heavy lifting—swap adjectives for numbers (“increased retention by 12%” beats “strong results”). Use known entities: tools, methodologies, and platforms (e.g., Salesforce, SQL, Figma).
Tone and mechanics: Use active voice and parallel construction in any bullets you include. Avoid walls of text—break longer thoughts into short paragraphs.
5. Attach your resume (and cover letter) the right way
Use PDF. It preserves layout across devices and prevents accidental edits. Recruiters expect PDFs unless the posting requests a specific format.
Name files for instant recognition. Use “Firstname Lastname_Resume_Company.pdf” and “Firstname Lastname_Cover Letter_Company.pdf.” That naming convention is skimmable and ATS-friendly.
Avoid ZIPs and oversized files. Some filters block archives—many email servers limit attachment sizes. If your PDF is bloated, compress images or export at a reasonable DPI.
Don’t forget the portfolio. If the role is visual or technical, try to include one clean link in the email and again in the signature (e.g., GitHub, Dribbble, Behance). Mention the password if it’s protected.
Use the quick drop-in lines to mention your attachments (and portfolio) clearly and professionally. Put it in the last sentence of your email body, right after your call to action and before your sign-off—that’s where readers expect it, and it survives forwards.
Pick the line that fits your scenario, keep it to one sentence, and you’re set.
Drop-in lines
- Resume only: “I’ve attached my resume (PDF) for your review.”
- Resume + cover letter: “I’ve attached my resume and cover letter (PDFs).”
- Resume + portfolio link: “Resume attached; portfolio: <link> (password: ___, if needed).”
- Resume + portfolio PDF: “I’ve attached my resume and a one-page project portfolio (PDF).”
- If they specified a format: “Per the posting, I’ve attached my resume in .docx.”
- If the system strips attachments: “Here’s a link to my resume/portfolio: <link>; I’m happy to re-send as a PDF if useful.”
6. Proofread and finalize before you hit “Send”
One minute here can save an interview: run this checklist to catch the errors most candidates miss.
The 60-second send check
- Spelling & grammar: Run a spell check—then read aloud once.
- Attachments: Correct files attached? Do they open?
- Links: LinkedIn, portfolio, and any URLs work?
- Consistency: Do dates, dashes, capitalization, and punctuation match your resume? (Use the serial comma—use em dashes—format date ranges with spaced hyphens: “Jun 2021 - Apr 2024.”)
- Evidence density: Replace vague phrases with numbers or proper nouns where possible.
Pro move
Want to check that resume before you email it? Just paste it into Enhancv’s Resume Checker for a quick signal on clarity, ATS-friendliness, quantification, and tone. It’s designed to help you avoid costly mistakes that can hold you back from interviews.
Follow-up template (after seven to ten days)
Subject: Follow-up—[Role]—[Your Name]
Dear [Name],
I wanted to check in about my application for the [Role] I sent on [Date]. I’m excited about [Company]’s plans for [specific initiative] and believe my background in [skill/tool]—including [brief metric or achievement]—would add value to the team.
I’m happy to share additional work samples and can speak at your convenience this week or next.
Best regards,
[Your Name]
(555) 019-2863 · linkedin.com/in/name
If you interviewed, reference one concrete detail you discussed to jog memory.
When and how to include a cover letter
If the posting requests one—or if your story benefits from context—include a one-page PDF cover letter. Use it to explain motivations, connect your experience to the company’s roadmap, or clarify non-linear career moves or employment gaps. Keep paragraphs short—lead with a hook—end with a call to action.
- Email placement: Mention “resume and cover letter attached” in the body—attach both. If the instructions ask for your cover letter in the email body, paste it below your sign-off and still attach PDF copies for forwarding.
- Tone & structure: The same clarity and evidence rules apply: quantify, name tools or teams, and avoid filler.
Drop your resume here or choose a file.
PDF & DOCX only. Max 2MB file size.
Professionalism and email etiquette essentials
Professionalism isn’t polish for polish’s sake—it’s how you signal reliability before anyone opens your resume. Use these cues to stay warm, clear, and respectful.
- Match the company’s register. Err formal on first contact—mirror tone after they reply.
- Cut filler. If a word adds no meaning, remove it. Avoid hedges like “maybe” or “might.”
- Keep lists parallel. Use the same tense and structure across bullets.
- Avoid slang and emojis in first contact.
- Be consistent with capitalization. Roles are lowercase unless part of a formal title before a name.
- Respect instructions. If the posting asks for a subject format or file name, follow it exactly.
Now let’s make it concrete with quick right/wrong examples—and the fixes to use instead.
Right/wrong email examples (and how to fix them)
If something feels “off” in your draft, it probably is. These examples show common missteps and the precise fixes that make recruiters keep reading.
Subject line
The inbox headline—state your purpose, role, and name so it’s explicit and searchable.
Wrong
❌ “Excited to apply!!!” ❌
Problem: No role, name, or keywords.
Right
“Application Ref. Number 123_Business Analyst_Priya Nair”
Why it works: Clear purpose + searchable job title + your name.
Greeting
Your first touchpoint—use a real name (when possible) and a respectful salutation that fits the company’s tone.
Wrong
❌ “Hey Hiring,” ❌
Problem: Casual, imprecise.
Right
“Dear Mr. Alvarez,” or “Hi Daniel,”
Why it works: Respectful and personal.
Body opening
The hook—name the role/source and signal fit in one clean sentence that earns the next read.
Wrong
❌ “I’m writing to apply for the position at your esteemed company.” ❌
Problem: Generic fluff—no role, company, or source—nothing to route or search.
Right
“I’m applying for the Operations Manager role at Lumen, posted on Indeed.”
Why it works: States purpose + role + company + source in one line, making it relevant and keyword-searchable.
Achievement line
The proof—replace traits with quantified results and named tools to show impact, not intent.
Wrong
❌ “I’m great with teamwork and leadership.” ❌
Problem: Vague traits; no numbers, scope, timeframe, or mechanism.
Right
“Led a 9-person cross-functional squad and cut ticket backlog 32% in two quarters by introducing weekly triage and SLAs.”
Why it works: Quantifies outcome (32%), shows scope (9-person), adds timeframe (two quarters), and names methods (triage, SLAs)—clear cause → effect.
File name
The label recruiters see first—use a clear, ATS-friendly convention like “Firstname Lastname_Resume_Company.pdf.”
Wrong
❌ “Resume_final_2.pdf” ❌
Problem: Looks sloppy; not identifiable in a folder; hard to search or route.
Right
“Sofia Kim_Resume_Northstar.pdf”
Why it works: Professional, instantly recognizable, and easy to filter, sort, and retrieve after forwarding.
With the fundamentals locked, use these ready-to-send examples as your starting point.
High-performing example emails (copy, personalize, send)
These templates turn the framework into a finished note. Copy the version that fits your scenario, swap in your details and metrics, and send.
A. Standard application (with resume + portfolio)
Subject: Application—UX Designer—Taylor Brooks
Dear Ms. Chen,
I’m applying for the UX Designer role at Atelier, which I found on LinkedIn. Over the last three years at Pavo, I shipped end-to-end designs for two mobile apps and a design system refresh that reduced design-to-dev handoff time by 27%. I collaborate daily with PMs and engineers, run usability tests in UserTesting, and prototype in Figma.
I’m including a portfolio with four case studies—two consumer and two B2B—that align with Atelier’s product domain. I’d welcome a short call to discuss how this experience supports your 2025 roadmap.
Best regards,
Taylor Brooks
(555) 019-2863 · linkedin.com/in/name · Portfolio: taylorb.design
Attachments:
Taylor Brooks_Resume_Atelier.pdf
Taylor Brooks_Portfolio.pdf
B. Referral application
Subject: Referral—Data Analyst—Luis Ortega
Dear Ms. Rivera,
[Employee Name] suggested I reach out regarding the Data Analyst role. In my current position at Finch, I build SQL models, automate reporting in Python, and partner with Sales Ops. A cohort analysis I led informed pricing changes that lifted ARR 11%.
I’ve attached my resume and would appreciate the chance to discuss how my background can contribute to [Company]’s analytics roadmap. I’ve attached my resume (PDF) and included my portfolio below.
Best regards,
Luis Ortega
(555) 012-3456 · linkedin.com/in/name
Portfolio: your-portfolio-link.com
Luis_Ortega_Resume_Data_Analyst.pdf
C. Reply to a recruiter’s outreach (attach resume)
Subject: Re: Senior Accountant Opportunity
Hi Jordan,
Thanks for reaching out. Yes, I’m interested in the Senior Accountant role. I currently own month-end close and multi-entity consolidations at Lark and implemented BlackLine, cutting close time from 10 to 6 days.
Resume attached—happy to chat this week.
Best,
Amelia Dunn
(555) 012-9876 · linkedin.com/in/name
D. Cold email to a hiring manager
Subject: Product Manager—Roadmap fit—Dara Shah
Dear Mr. Patel,
I’m a PM at Nereid focused on PLG and onboarding. In the last year I led an activation project that improved Day-7 retention from 21% to 31%. I admire Solstice’s work on self-serve analytics and would love to contribute to your expansion into mid-market.
Resume attached. If helpful, I can share a short teardown of your sign-up flow.
Best regards,
Dara Shah
(555) 014-2234 · linkedin.com/in/name
E. Post-event follow-up (career fair or meetup)
Subject: Follow-up—Cloud Engineer—Mina Okafor
Hi Alex,
It was great meeting you at DevCloud Meetup on Oct 12. Your migration talk resonated—I recently led a Kubernetes migration that cut infra costs by 14% and improved deployment frequency by 2×. I’m applying for the Cloud Engineer role and attached my resume.
Thanks again,
Mina
(555) 014-2234 · linkedin.com/in/name
Common mistakes to avoid when sending a resume via email
Most missable errors are fixable in a minute—use this list to dodge them and apply the quick fix.
- Vague subject lines. Fix with the format above.
- Walls of text. Use one to three sentences per paragraph. Lists beat packed sentences.
- Unquantified claims. Add a number, date, or tool to every achievement line you can.
- Casual tone on first contact. Be warm but professional.
- Wrong or missing attachments. Add attachments last, then re-open them to confirm.
- Inconsistent punctuation and dashes. Use the serial comma—em dashes without spaces—spaced hyphens in date ranges.
Before you hit “Send,” run a last pass with Enhancv’s Free Grammar Checker to catch typos, tense shifts, and punctuation misses in seconds. It’s the fastest way to keep your email and attachments clean, consistent, and professional.
ATS-friendly by design (without the fearmongering)
Your email’s job is to get a human to open your resume. Your resume’s job is to be easy to parse—for both people and software. Enhance readability with clean headings, consistent date formats, and straightforward section titles.
When you’re ready to optimize, Enhancv’s tools emphasize target structure while keeping the design professional, which supports the real goal: more interviews!
Quick checklists you can use right now
Ready to ship? Run these quick checks to confirm everything you wrote, attached, and linked is solid.
Pre-send checklist (60 seconds)
- Subject line includes “Application/Referral,” “Role,” and “Your Name.”
- Greeting uses a real name (or “Dear Hiring Manager”).
- Body: purpose → two to three quantified wins → fit → CTA.
- Attach PDF resume (and cover letter if requested).
- File names are clean and company-specific.
- Links work—signature is complete.
- Proofread fast: read aloud once.
Follow-up checklist
- Wait seven to ten days unless a timeline is specified.
- Reference date sent and role.
- Reiterate one quantified fit point.
- Ask for next steps or a short call.
- Keep it under 90–120 words.
Frequently asked questions
Your most common questions, answered clearly so you can draft, attach, and send your resume without second-guessing.
Do I paste my cover letter into the email or attach it?
If instructions specify one method, follow them. Otherwise, attach a PDF and reference it in the email body. For systems that strip attachments, paste the text below your sign-off and attach PDFs so your message forwards cleanly.
Should I send my resume as Word or PDF?
PDF is safest for layout fidelity and accidental edits. If a company specifically requests .docx, follow the instructions.
How long should the email be?
Aim for 120–180 words. That’s enough room for purpose, two or three quantified achievements, and a clear CTA—without creating a wall of text.
Do emojis or exclamation points help me sound enthusiastic?
Use enthusiasm in your achievements and fit, not punctuation. Exclamation points are fine in moderation when replying to an ongoing thread, not in the first cold email.
What if I can’t find a name?
Use “Dear Hiring Manager” and personalize elsewhere: cite the role, the source, and one company-specific detail to show genuine intent.
How often should I follow up?
Once after seven to ten days, then once more a week later if you’ve heard nothing. After that, move on unless you have a new reason to reach out (e.g., referral, new portfolio project).
Do templates hurt originality?
Templates speed structure—your quantified wins and company-specific fit make it original. Swap in numbers, tools, and outcomes that match the posting.
Email + resume: make them work together
Your email opens the door—your resume earns the conversation. Use Enhancv’s AI Resume Builder to turn responsibilities into results, maintain consistent formatting, and export clean PDFs.
Then run the file through Resume Checker to catch typos, weak verbs, and missing numbers—so you can avoid costly mistakes that reduce interview invites. Keep the tone authoritative, not salesy—the goal is a helpful, expert POV that actually gets you results.
Conclusion
Emailing your resume isn’t complicated—but it is decisive. A specific subject line, a named greeting, a lean body with two or three quantified wins, and a clean PDF attachment will move you from skim to shortlist. Keep your language direct, your layout scannable, and your details verifiable to make every word count.
Make one that's truly you.
