Sending Resume in Mail: 1 Complete Guide

Table of Contents

Introduction

Sending Resume: as we all know, the job market is becoming increasingly competitive. Sending your resume via mail is one of the most efficient ways to apply for any job role. However, most job seekers make some common mistakes that reduce their chances of getting the opportunity. I will walk you through the proper way to reach a recruiter via mail and also how to send a resume in the mail.

Why Sending a Resume via Email Matters

Recruiting receives hundreds of applications daily. A recruiter does not have more than 30 seconds to spend on any particular resume so what we have to keep in mind is we have to show the recruiter something specific that attracts their attention and makes them feel like you are the perfect candidate for the role within this 30-second timeframe. A professionally written email with an ATS-friendly resume attached can make a strong first impression and it may increase your chance of getting called for the interview. Sending a resume professionally by email ensures that you are a serious candidate for the role.

Note: If you don’t know what the ATS-friendly resume is you can read my article “What is an Applicant Tracking System (ATS)?”

Step-by-Step Guide to Sending a Resume via Email

Below I am mentioning 8 points to keep in mind while sharing the resume by mail with the recruiter.

01.	Choose a Professional Email Address
02.	Read the Job Description Carefully
03.	Write a Clear and Professional Subject Line
04.	Compose a Professional Email Body
05.	Attach Your Resume in the Correct Format
06.	Attach Additional Documents (If Required)
06.	Proofread Before Sending
07.	Follow Up If Necessary

01. Choose a Professional Email Address

One of the most common mistakes beginners make while applying for a job is using very unprofessional emails for the application process. For example, cooldude1234@mail.com seems unprofessional. Instead, you can use emails like firstname.lastname@mail.com, firstandlastname@mail.com, etc.

2. Read the Job Description Carefully

This is also a very common mistake beginners make while applying for a job. They don’t pay much attention to the job description (JD), which makes them inappropriate candidates for Recruiter. If you want to learn more about the Job application process, read my article “Major Mistakes to Avoid While Applying for a Job.”

3. Write a Clear and Professional Subject Line

The subject of your email is the first thing any recruiter reads so it is very important to make it very clear and relevant for the position below I am mentioning three subject formats that you may use while applying for the jobs.

Application for job [Job Title Here] – [Your Name]
Resume for [Job Title] – [Your Name]
Resume for [Job Title] – [Your Name]

4. Compose a Professional Email Body

You have to write a very polite, professional, and straight-to-the-point email for the application process below I am sharing one example email template for the job application you may use.

Subject: Application for job [Job Title Here] – [Your Name]

Dear Hiring Manager/Manager Name,

I am [Your Name], writing this email to apply for the [Job Title] position in your organization [Organization Name], Please find my resume attached for your consideration.

With [X] year of experience in [Industry Name/Designation Name] and expertise in [skills] I will align well with the requirements for the role. I am eager to bring my skillset to your team and contribute to [Comapny Name] vision and mission.

I would appreciate it if you consider my application. Please let me know if you require any further information.

Best regards,

[Your Name] [Contact Number] [LinkedIn ID/ Portfolio site if any]

5. Attach Your Resume in the Correct Format

Most recruiters expect resumes in PDF format because the maintenance of formatting across different devices in the organization will become easier for them.

3 things to keep in mind while sharing the resume are mentioned below

File name: Name your resume properly so the recruiter will understand what kind of document you have shared without opening and it will also be easier for them to manage and process. For e.g. [yourname.resume.pdf]
Double Check the File: Please make sure that your file opens properly most of the time it happens that you share the correct resume but it will not open.
File Size: keep the file in optimized size so there will be no delivery issue. You can use the website kile ilovepdf.com to optimize your files.

6. Attach Additional Documents (If Required)

As I mentioned earlier reading a job description is very important before applying so if the recruiter asks for any additional document accept your resume such as a portfolio, certificate, or cover letter attach them in the email as well and clearly label each file. E.g.

Yourname.coverletter.pdf
Yourname.portfolio.pdf

7. Proofread Before Sending

Revise your email before sharing having any typing or grammatical errors can leave a very bad impression on the recruiter before hitting send check the following.

Spelling
Grammars
Recipient’s email
Attached files

8. Follow Up If Necessary

Sending a follow-up email within a week or 2 is very important if you don’t hear back from the recruiter but the thing you have to keep in mind is that you have to send an email that is very polite and formal at the same time I am sharing sample email for your reference which you may you if you want.

Subject: Follow-Up on [Job Title] Application – [Your Name]

Dear [Hiring Manager/Manager Name],

I am [Your Name], and I have recently applied for [Job Role] in your organization [Organisation Name], I wanted to follow up on my application. I am very excited about this opportunity and I would appreciate any update on my application process.

Please let me know if you need any further information. Looking forward to your response.

Best regards,

[Your Name] [Contact Number] [LinkedIn ID/ Portfolio site if any]

Additional Tips

Keep Your Email Short and Professional

Personalize Your Email

Check the Email Format

Avoid Spamming Employers

Use a Signature

Common Mistakes to Avoid

Sending an Empty Email

Using an Unprofessional Email Address

Not Attaching the Resume

Using Informal Language

Conclusion

Applying for any job may seem very simple but it is not a small task. A small mistake will reduce your chance of getting called for an interview. By following the point I mentioned you will maximize your chance of getting noticed by the recruiter and you may receive a response from your potential employer.

Note:

If you are looking for any ATS friendly resume template so I have build one earlier in Figma if you want it you can use it Figma Link

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