Cover Emails That Will Get You Noticed

Years ago, resumes were sent via snail mail and each envelope contained two things: a cover letter and a resume.

In today’s digital world, the cover letter has been (somewhat) replaced by the cover email. This is not ALWAYS true… there are a number of companies which still look for, and in some cases, require a cover letter. But for the most part, Human Resource professionals are happy to receive an interest email containing the same basic elements as a classic cover letter:

1. a professional greeting,
2. an explanation of who you are,
3. an explanation of what job you want (with a VERY BRIEF note of your accomplishments),
4. an explanation of how they can get in contact with you, and
5. a digital signature and contact information.

1. First things first: Who, How, and When

WHO

Before you start writing, ask yourself this: Who is the person you’re writing? Try to find the hiring manager’s contact details so you can address them by name. A slightly more personal approach can decrease the chance of your resume being forgotten, deleted, or ignored.

HOW

Remember, your email address needs to be professional.

If you are a current student, DON’T use your student email address. It comes across as impersonal, unprofessional, and with the powerful email filters used today – may not even get delivered. A message from 724059938@seminolehighschools.net is NOT an email address HR managers will jump to open.

On the other hand, email addresses like julezizcoolz@yahoo or danstersthemansters@gmail were okay when you were 14, but they’re just NOT anymore. Instead, create a professional email address that consists of your first and last name.

Boring? Maybe. But at least you know the hiring manager won’t roll his or her eyes when your resume pops up.

WHEN

You should also consider when to email your resume. In general, you want your email to be among the first ones they receive that day. This means you should send it very early — ideally before 8 am. The same applies to days of the week. The later in the week you send your email, the lower the probability that someone reviews it. The best time to send your resume email is very early on a Monday morning.

Naturally, do not put off applying if it’s a first come first serve kind of job application. 

2. Write an effective subject line. It’s the first thing they’re going to see

Sure, the subject line is just a tiny part of the whole email. However, it’s also the very first thing the recruiter is going to see. That’s why you want the subject line of your resume email to be absolutely spot on.

First of all, check the job posting for instructions regarding the submission. There may be a preferred subject format the company uses. If that’s the case, then you need to stick to it.

If there are no instructions, you should stick to the standard format for subject lines:

• Subject: ‘Job application’ – Job title, Job ID (if applicable) — Your Name
• Example: Job application – Office Manager, Job ID #1553 — Ian Lumberjack
• Example (with referral): Referral from John Wick: Job application – Graphic Designer, Job ID #1554 — Nina Hughes

If someone recommended you for the job, definitely make this clear in the subject line. You can add your title or qualification if you wish — but remember, keep the subject line success

3. Email body for sending a resume: Keep it crisp, yet formal

Start off with a formal greeting and address the hiring manager by name (preferably last name).

In the first short paragraph, you should state who you are, why you are sending this email, and what the email contains. If someone has recommended you for the position or a company employee has recommended you send in your resume, definitely LEAD with this information.

Continue the next paragraph with a short introduction of your best and proudest achievements. Of course, only mention those achievements that are relevant for the job. Close this paragraph by saying what value you would bring to the company and which skills you will use to accomplish this.

In the closing paragraph, you should write that you’re looking forward to hearing from them and meeting in person. You may add a captivating call for action but be careful not to sound rude, childish, or anxious.

Regards,

And finally, a professional signature is a must! Remember to include your contact details.

[Your name]

[Your job title]

[Email address]

[Phone number]

Remember, you want to keep the body of the email short and succinct. Don’t go into too much detail! Otherwise, you might lose the hiring manager’s attention. 

Keep in mind that you simply cannot elaborate on every accomplishment and every work experience due to limited space. The email needs to be informative and concise.

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Resume Email Examples

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4. Attaching files — resume and cover letter

This should go without saying but, don’t forget to attach your resume to the email! 

Consider whether it’s relevant to also attach a cover letter. Some companies still want a cover letter. If so, they will ask for one! Just remember not to repeat yourself – if they ARE requiring a cover letter, give them something different from your cover email.

Avoid naming the attachments generically or randomly. Names like fghjvh.pdf orresume2.pdf can make it hard for the hiring manager to find these documents later. Name your attachments in a way that makes them easy to find: Name_Surname_Resume.pdf and Name_Surname_Cover_Letter.pdf

The best format for sending your resume and cover letter is as a PDF. It is a best practice to send ALL your documents as PDFs since it’s a universally accepted file format, it’s easy to open and will not distort the formatting of your documents.

Keep in mind that files should NEVER be larger than 10MB. Otherwise, they might be considered suspicious.

Sending your resume attached to a well-written email can be a very effective strategy. It can help you find a way around ATS algorithms that filter out unsuitable resumes before they can even get to an HR employee for evaluation.

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Dos and Don’ts of Writing a Resume Email

Do:

• Mention the title of the position you’re applying for in the subject line and body of your email.
• Explain where you found the job posting or how you heard about the position.
• Conclude with a subtle call to action to remind the hiring manager of the action you’d like them to take, such as, “I look forward to hearing from you.”
• List your full name and contact information in your email signature block (not just on your resume attachment).
• If applicable, quickly explain any questions that your resume may raise. For example, if you’re from out of town but planning to move close to the job location, or you’ve been at your current position for only a short time.

Don’t:

• Don’t start your email with your name. Instead, introduce yourself with a relevant qualification and connect it to the position.
• Don’t get too “wordy.” Keep your email concise, short, and to the point; you want to entice hiring managers to want to talk to you
• Don’t be sloppy with your spelling or grammar: the smallest typo can ruin your chances at the job.
• Don’t make the mistake of reusing old emails for new companies: IT IS JUST TOO EASY TO LEAVE IN SOME OLD DETAILS THAT DON’T APPLY TO THE NEW COMPANY. You will look extra-strength stupid.
• Don’t ever include your salary requirements or how much you think you should make or FOR GOD’S SAKE what you think “you are worth” unless specifically directed by the potential employer. Money talks begin when they are thinking of hiring you (and not before).

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Really Bad Cover Emails

Example #1

Example #2