You have a fresh, well-written cover letter, your
resume has never looked better and now it's time to start sending them out
so you can get a callback for an interview! But how should you email the
aforementioned documents? This is a great how-to guide for those that may
need a little help in that department.
How to Email Cover Letter and Resume Attachments
Depending on the job for which you're applying, you may need
to email your resume and cover letter to the hiring manager. Networking
contacts who are helping you job search may also ask you to email your
application materials so they can review them and share your resume with
prospective employers.
When you apply for jobs via email, the employer may require you to send your resume and cover letter as an attachment to an email message. It's important to send your attachments correctly, to include all the information you need so your email message is read, and to let the receiver know how they can contact you to schedule an interview. Here's how.
How to Save a Cover Letter and Resume
When you are sending cover letter and resume attachments,
the first step is to save your resume as a PDF or a Word document. This
way the receiver will get a copy of the resume in the original format. You can
either save your cover letter in document format or write it directly in the
email message.
If you have word processing software other than Microsoft
Word save your resume as a Word (.doc or .docx) document. File, Save As, should
be an option in your program.
Depending on your word processing software, you may be able
to File, Print to PDF, to save your documents as a PDF. If not, there
are free programs you can useto convert a file to a PDF.
A PDF file retains the format of your resume and letter, so
the recipient will see them as you wrote them when they open the file(s) you
send.
Use your name as the file name, so the employer knows whose resume and cover letter it is i.e. janedoeresume.doc and janedoecoverletter.doc.
How to Include a Subject Line in an Email Message
The subject line is one of the most important parts of the
email messages you send to apply for jobs. If you don't include one, your
message may not even get opened.
Your email message must include a subject line, and it
should explain to the reader who you are and what job you are applying for. Be
specific, so the recipient knows what he or she is receiving. Employers often
hire for many positions at the same time, so include both your name and the job
title.
Add a subject to the email message before you start writing
it. That way, you won't forget to include it afterwards.
Here's what to write:
Subject: Your Name - Job Title
How to Write an Email Message to Send with Your Cover Letter and Resume
Once you have saved your resume and cover letter and they
are ready to send, the next step is to write an email message to send with your
documents.
First, open your email account. Then click on Message at the
top left of the screen or click on File, New, Message.
You can either type your cover letter directly into the
email message, copy and paste from a word processing document, or, if the
company requests an attachment, send your cover letter and resume with the
email message. So, your choices are to send a cover letter attachment or to use
the email message as your cover letter.
If you are attaching a cover letter, your email message can
be brief. Simply state that your resume and cover letter are attached. Offer to
provide additional information and let the reader know how you can be
contacted.
Also, be sure to follow the directions in the job posting for how to apply when sending your cover letter and resume or your application may not be considered.
Add a Signature to an Email Message
It is important to include an email signature with all your
contact information, so it's easy for hiring managers and recruiters to get in
touch with you. Include your full name, your email address, and your phone
number in your email signature, so the hiring manager can see, at a glance, how
to contact you.
If you have a LinkedIn profile, include it in your signature. Do the same
with any other social media accounts you use for career and business purposes.
To add your signature to your email message, click on File, Insert, Signature if you have a signature saved that you use for job searching. If you haven't created an email signature, type your contact information (name, email address, phone, LinkedIn) at the bottom of your message.
How to Attach a Resume and Cover Letter to an Email Message
Once your email message is ready to send, you need to attach
your resume and cover letter to your message. Click on Insert, Attach File.
Your email client will display a list of files in the default file folder of
your computer.
If your resume and cover letter are stored in a different
folder, click on the appropriate folder.
Click to select the file you want to add to your email
message, and then click on Insert to attach the document to your email
message. Take the time to carefully proofread the message before
you send it.
Before you click Send, send the message to yourself to be
sure all the attachments come through and your email message is perfect.
Send a copy of the message to yourself, as well as to the
company, so you have a copy for your records. Add yourself as a Bcc (blind
carbon copy) by clicking Bcc... and adding your email address.
Then click Send, and your cover letter and your resume will
be on its way to the employer.