How to email a CV & cover letter
Gone are the days when people would post their CVs with covering letters on (shock, horror) paper, in envelopes. Nowadays you’re more likely to be asked to email them both to your prospective employer, which creates a sort of secondary level cover letter: the contents of the email itself.
But what to include? Never fear, we’re here to help.
1. Save your CV and cover letters as PDF documents
This means they are fixed and can’t be edited/altered by accident at the receiver’s end.
Depending on your word processing software, you may be able to File, Print to Adobe PDF, to save your documents as a PDF. If not, there are programmes you can use to convert a file to a PDF.
Always include your name in the file name, so it’s clear they belong to you.
2. Make sure the subject line is correct
The subject line is one of the most important parts of an email messages when applying for jobs: it should explain to the reader who you are and what job you are applying for. Sometimes a specific subject line is requested in the vacancy advert – always double check as if you send your email with an incorrect line it may not be opened.
Add a Subject to the email message before you start writing the email, that way you won't forget to include it afterwards.
3. Include an email signature
It’s important to include an email signature with all your contact information, people can get in touch with you and you look super professional.
Include your full name, your email address, and your phone number. To add a signature to your email, create one by searching “email signature” in the help task bar of which ever provider you are using.
If you can’t work it out simply, type your contact information (name, email, phone) at the bottom of your message, below your sign-off.
4. Keep it short and sweet
Your attached CV and cover letter are going to do the real talking, so keep the body of the message short, but formal.
Begin with “Dear X” if you know the name of the recipient, otherwise a “Dear Sir/Madam”.
Say you are writing to express your interest in the particular position (make sure you get the job title exactly as stated in the specification) and that you attach your cover letter and CV for their consideration.
Thank them in advance for their time and say that you hope to hear from them soon.
End with the same sign-off you would a formal letter, using “Yours sincerely” if you know their name and “Yours faithfully” if not.
It may look formal for an email but it’s better to be safe than sorry when it comes to your career!
5. Check and send
Before you click Send, send the message to yourself to be sure all the attachments come through and your email is free from spelling/grammatical errors.
Add yourself as a BCC (“blind carbon copy”) by clicking BCC and adding your email address – this way you’ll have an exact replica (at the exact same time) of the email sent to your prospective employers, which might be useful doe future reference.
Click send, and good luck!
School leaver CV
School leaver cover letter
Image courtesy of Bench Accounting
Tips and Samples for Sending Email Cover Letters
How to Send an Email Cover Letter and Resume
An email cover letter is a document sent with your resume to provide additional information on your expertise. It is written to provide information on why you are qualified for the job you are applying for and to explain the reasons for your interest in the company.
When you're sending an email cover letter, it's important to follow the employer's instructions on how to submit your cover letter and resume.
You need to make sure that your email cover letters are written as well as any other correspondence you send.
Even though it's quick and easy to send an email, it doesn't mean that you should write anything less than a detailed cover letter focused on why you are a good match for the job you are applying for.
Tips for Sending Email Cover Letters
1. Sending Email Cover Letters as Attachments
- If the job posting says to include your cover letter and resume as an attachment, attach Microsoft Word or Adobe PDF files to your email message. Here's a step-by-step guide to sending your resume and cover letter as an attachment.
- Save the files with your name, so they don't get mixed up with other applicant's materials i.e. alisondoyleresume.doc, alisondoylecover.doc.
2. Sending Email Cover Letters Without Attachments
- Some employers do not accept attachments. In these cases, paste your resume into your email message.
- Use a simple font and remove the fancy formatting. Don't use HTML. You don't know what email client the employer is using, so, simple is best because the employer may not see a formatted message the same way you do.
3. Don't Forget the Details for Your Email Cover Letter
- How to Address an Email Cover Letter: Here's how to address a cover letter sent in an email message including what to use when you have a contact person and how to address it if you don't.
- The Subject Line of Your Message: Make sure you list the position you are applying for in the Subject Line of your email address, so the employer is clear as to what job you are applying for. For example: Subject: Alison Doyle, Social Media Manager Position.
- Include Your Signature: Include a signature with your contact information, including name, address, email address, and telephone number so it's easy for the hiring manager to get in touch with you.
4. Double-Check Your Letter for Spelling and Grammar
Make sure you spellcheck and check your grammar and capitalization. They are just as important in an email cover letter as in paper cover letters.
5. Send a Test Message to Yourself
Send the message to yourself first to test that the formatting and attachments work. If everything looks good, resend to the employer.
Sample Email Cover Letter
Subject: Administrative Assistant/Receptionist – Roger Smith
Dear Ms. Cole,
I was excited to see your listing for the position of administrative assistant/receptionist at ABC Market Corp. I believe that my five years of experience in office administration and my passion for your products make me an ideal candidate for this role.
You specify that you’re looking for an administrative assistant with experience scheduling appointments, maintaining records, ordering supplies, and greeting customers.
I’m currently employed as an administrative assistance at XYZ company, where I have spent the past five years honing these skills.
I’m adept at using all the usual administrative and collaboration software packages, from Microsoft Office and SharePoint to Google Docs and Drive. I’m a fast learner, and flexible, while always maintaining the good cheer that you’d want from the first person visitors see when they interact with the company.
I have attached my resume, and will call within the next week to see if we might arrange a time to speak.
Thank you so much for your time and consideration.