An email with your resume must make the recruiter stop and grab their attention. An email creates the very first impression, even before anyone glances at your resume. That's why how you write this message matters more than most people think. A dry subject line or a copy-paste sentence can quietly push your resume to the "maybe later" pile. But when your words carry clarity, you land in the "worth a read" category. Let's show you the best sample email to send a resume for a job application.

What should be included in a professional email when sending a resume?

Here's how to structure that email so it actually gets read by the recruiter.

1. Subject Line

Example: Application for Marketing Manager – Kavita Sharma

This is the first line someone sees, so don't bury the purpose under unnecessary words. A clear subject line keeps your email from getting lost. Recruiters go through dozens of emails a day, and they often search by job title or applicant name.

If your subject line just says "Resume" or "Job Application," there's nothing unique to sort or refer back to. The format "Application for [Job Title] – [Your Name]" makes it searchable and scannable. Also, avoid writing the whole line in uppercase or lowercase. Rather, stick to proper capitalization. It shows you took a minute to write it right.

2. Proper Greeting

Example: Dear Mr. Mehra, or Hi Priya,

The way you begin your email shows how you treat people—even before the words begin.

Here's what most people get wrong: they either skip the greeting or write "To whom it may concern." If a name is mentioned in the job post, always use it.

3. Brief Introduction

Example:

"I'm Rohan, a sales professional with 4+ years in B2B deals. I came across your job post for a Territory Manager and would love to be considered."

Give a one-line glimpse of who you are and what this email is about. Start with your name, current title or background, and directly mention the job role. Just answer the silent question in the reader's mind: "Who is this, and why are they writing?" If you're referred by someone, mention that right here, too.

4. Highlight 1–2 Reasons Why You're a Fit

Example:

"In my last role, I managed over ₹2.5 crore in client accounts and helped onboard 30+ enterprise clients in one quarter. I think my experience fits well with the kind of work your team does."

Give a real glimpse of the kind of work you've done—and how that connects to their opening.

The trick here is to pick one or two specific things from your experience. Avoid generic phrases like "I'm passionate" or "I'm a team player." Mention what you've handled, the kind of results you got (quantified if possible), and how that links with what the company is looking for.

Even better, mention something you noticed about their work. Maybe they're expanding in a sector you've worked in. That shows you're not just sending the same email to 30 places.

5. Attached Resume and Other Documents

"I've attached my resume and work portfolio for your review. Happy to send any other documents you may need."

This part may feel basic, but you'd be surprised how often people forget to mention the resume—or worse, forget to attach it at all.

Never assume the recipient will dig around to figure out who you are. Hence, you should write, "I've attached my resume." If you're sharing other documents like a cover letter, sample work, or certificates, mention them too.

6. Closing With Signature

A polite and respectful closing wraps up your email neatly. Write a short thank-you line or a sentence that shows you're looking forward to a response.

Then, add your full signature, phone number, professional email ID, and, optionally, your LinkedIn profile (make sure it's updated and customized). A signature like this makes it easier for the recruiter to reach you without opening the resume.

Best Sample Emails to Send Resume for Job Application

Most people attach a file and hit send. That's not how you land interviews. The way you write your email matters just as much as your resume itself. So, use these samples to clear the first round of shortlisting for an interview with your resume.

1. Sample Email – Fresh Graduate/Entry-Level

Hi [Hiring Manager's First Name],

I'm [Your Name], a recent graduate in English Literature, and I'm writing to apply for the Content Writing Intern position at [Company Name]. I've managed my college's event blog, which helped me sharpen my writing and time management.

I'm really interested in how your team handles storytelling for impact-driven brands.

I've attached my resume for your review. Please let me know if there's anything else I can share.

Best,

Anjali Sharma

+91-XXXXXXXXXX

anjali.sharma@email.com

LinkedIn: linkedin.com/in/anjaliwrites

2. Sample Email – Experienced Professional

Dear [HR's Name],

I'm [Your Name], currently working as an Accountant at [Current Company]. With 6+ years handling GST filings, vendor reconciliation, and internal audits, I'm writing to express my interest in the Senior Accountant role at [Company Name].

What drew me to your company was your expansion into exports—an area I've dealt with closely for 2 years. I'd be glad to bring that experience to your growing team.

My resume is attached for your kind review.

Warm regards,

Manoj Patel

+91-XXXXXXXXXX

manoj.patel@email.com

LinkedIn: linkedin.com/in/manojfinance

3. Sample Email – Through a Referral

Dear [Recruiter's First Name],

Hope you're doing well. I'm [Your Name], and I'm reaching out regarding the Business Analyst opening at [Company Name]. [Name of a person who referred] from your Data Team, whom I worked with at [Previous Company], mentioned this role and suggested I connect.

I've worked on dashboards, user funnels, and campaign performance for both B2B and B2C products—and I believe my work at [Previous Company] overlaps with what your team handles.

I've attached my resume for your consideration.

Thanks and regards,

Aarti Kapoor

+91-XXXXXXXXXX

aarti.kapoor@email.com

LinkedIn: linkedin.com/in/aarti-analysis

4. Sample Email – Applying to Unlisted Job/Openings

Dear [Team Name / HR Name],

I'm [Your Name], a content strategist with 4 years in editorial planning. While I didn't come across an open role on your website, I wanted to check if there's room for someone with this kind of background.

I've followed your recent work on the [specific campaign/article/product]—and I felt strongly that it's the kind of work I'd be excited to contribute to.

Attaching my resume here for your reference. Thanks for reading—I know inboxes get packed, so I appreciate your time.

Best,

Nishita Raj

+91-XXXXXXXXXX

nishita.raj@email.com

LinkedIn: linkedin.com/in/nishitaraj

5. Sample Email – Follow-Up After Resume Submission

Hi [Hiring Manager's Name],

Just checking in on the Sales Manager application I sent over last week. I'm [Your Name]—currently managing corporate accounts at [Current Company].

I wanted to express that I'd be truly interested in speaking if the opportunity is still open. My experience in B2B partnerships and leading field sales teams aligns closely with what your JD mentioned.

Attaching my resume again here for convenience. Thanks again for your time and consideration.

Warm regards,

Priya Mehta

+91-XXXXXXXXXX

priya.mehta@email.com

LinkedIn: linkedin.com/in/priyasales

Common Subject Lines (Copy-Paste Format)

Let's explore them right away:

Application for [Job Title] – [Your Full Name]

[Your Name] – Resume for [Job Title]

Interest in [Job Title] – [Your Name]

Applying for [Job Title] Role – [Your Name]

Referred by [Referrer's Name] – [Job Title] – [Your Name]

Resume Submission – [Job Title] – [Your Name]

[Job Title] Application – [Your Name]

How to Write an Effective Email Body for Sending Resume

HRs don't open every resume they receive. But they do scan emails quickly. So, instead of stuffing generic lines, write with purpose. Here are the tips that you must follow while writing your next resume:

Keep it short, specific, and customized to the role

Most hiring managers read the email first and decide within seconds whether to open your resume.

Do this instead of long intros:

Mention the role in the first line so they know why you're writing.

Keep paragraphs short (2–3 lines max).

Example:

Hi [First Name],

I'm reaching out to apply for the Marketing Associate role at [Company Name]. I came across the job on LinkedIn, and the content-heavy angle really grabbed my interest.

Avoid: "Please find my resume attached for your kind perusal for the aforementioned position..." → This sounds like it came from a 90s template.

Use keywords from the job description.

HRs often use Ctrl+F keywords from their own JD to shortlist candidates. Subtly placing these terms shows you're on the same page.

Where to place them:

In one-line summaries of your current work

Sentence describing interest

Mention of tools or projects

Example:

I've worked with CRM tools like HubSpot and have been involved in campaign planning and reporting—which is exactly what this role seems to involve.

Bonus tip: Repeating one or two exact words from their JD helps get through ATS filters if they use email plugins.

Mention key skills or certifications relevant to the job.

Don't list your whole resume here. Just 1–2 standout points that directly connect to the role.

Try this:

In my last role, I handled email campaigns from scratch using Mailchimp and also ran A/B tests, which helped refine open rates.

If you have certifications, don't just name-drop. Say where it fits in.

Email Subject Line for Job Application: Examples That Get Noticed

If your subject sounds like 90% of others, it won't even get opened. You don't need to be over-smart—just clear and naturally confident. These 5–7 formats are based on what recruiters actually respond to.

1. [Job Title] Application – [Your Name], [Current Role/Tagline]

This tells the recruiters what role you're applying for and adds context to your experience. You must use your current company, degree, or a phrase.

Content Strategist Application – Neha Sharma, Ex-Paytm

HR Executive Application – Aarav Joshi, Fresh Grad – DU

2. Applying for [Job Title] – [Your Name], Referred by [Name]

Your referrals get more eyes on your email—even if the person you're naming is from a different team.

Applying for Finance Analyst – Riya Verma, Referred by Kunal Malhotra

UI Designer – Shreya Jain (Referred by Tanvi Kapoor)

3. [Job Title] at [Company Name] – Application by [Your Name]

This makes it feel personalized to their company and doesn't feel like bulk mail.

Marketing Manager at Nykaa – Application by Sameer Rathod

Product Intern at Razorpay – From Divya Khatri

4. Quick Intro: [Your Name] for [Job Title] – Available Immediately

This works well when hiring timelines are short. Use the format given below when you're 100% ready to join immediately or have already left your previous job.

Quick Intro: Aakash Sinha for QA Tester – Available Immediately

Quick Intro: Diya Singh for Operations Role – Can Join This Week

5. [Your Name] – Application for [Job Title] (4 Yrs Exp in [Industry/Tool])

It shows your time in the field and brings your technical skills in just one line. But don't write "skilled in" or "expert in."

Rohit Goyal – Application for SEO Manager

Tanisha Reddy – Frontend Role (3 Yrs in React + Redux)

6. [Job Title] | [Your Name] | Past: [Previous Company or Project]

You can use this structure when switching companies and want to show experience.

UX Researcher | Tanya Bansal | Past: Dunzo App Revamp

Social Media Executive | Sahil Roy | Past: Swiggy Zomaland Campaign

Tips to Improve Your Job Application Email

1. Use a Professional Email ID

Your email ID reflects how you present yourself. Avoid IDs like cooldude96@xyz.com or princess123@abc.in. But they dilute your credibility in a work context. Stick to a format that includes your name, like rajiv.seth@gmail.com or anita.rao92@outlook.com. If your name is common, add a middle name or initials.

Also, avoid adding long strings of random numbers—those signal carelessness. Set this up once and use it across all your job communication.

2. Rename Your Resume File Properly

Sending a file named ResumeFinalNEW.pdf or UpdatedCV123.pdf feels rushed. It also gives zero context if your resume gets downloaded and saved into a folder with fifty others. Rename your resume file with your full name and the role you're applying for—like Aarti_Mehta_Content_Editor.pdf or Vikram_Sharma_UI_Designer.pdf.

This helps the recruiter recall your application faster and reduces friction if they need to search for your resume later.

3. Always Attach in PDF Format

PDF is helpful when sending resumes—because what you see is what they'll see. A Word doc can break depending on the recipient's device, software version, or font availability.

Always save your resume as a PDF to freeze its format, spacing, and fonts. In all other cases, PDF shows that you've taken that tiny extra step to keep things intact. Also, keep the file size reasonable—under 2 MB is safe. No recruiter wants a 10 MB file-eating inbox space.

4. Proofread Before Sending (100 words)

Spelling errors or awkward phrasing in your email body or subject line send the message that you didn't take five minutes to check what you're sending. Use Grammarly or Hemingway to see typos, but don't rely on them blindly.

Common Mistakes to Avoid When Emailing Your Resume

1. Generic Email Copy or Mass Emails

Recruiters see right through phrases like "I am writing to apply for a role in your esteemed company." It reads like it was written for 200 people.

Mention the actual job title. Maybe drop a line about what caught your eye—be it the company's recent work or how the role matches your experience. Keep it brief but meaningful.

2. Sending Without a Subject or Body

An email without a subject or message body looks totally empty. Recruiters often skip these entirely because they signal laziness. Even if the resume is perfect, your email should be polite as the HR would first see it.

Always write a short subject line with your name and the role. Additionally, don't send the wrong resume file or a file from another job role. Double-check the file name before hitting send. If you're linking to an online portfolio or work samples, test the links.

3. Using Informal Language

Starting with "Hey" or ending with "Cheers, bro" makes you look unserious. Also, texting shorthand like "u" or "thx" has no place in professional emails.

Keep your tone friendly but clean. A "Hi [Name]," followed by a short, clear paragraph works best. Avoid emojis, GIFs, or overly casual phrases.

Final Checklist Before Sending Resume Over Email

Here's how to wrap it right without sounding boring.

• A good subject tells the recruiter exactly what you're applying for and who you are.

• Avoid phrases like "Job Application" on their own or just "Resume". If there's a job code, include it.

• Before you hit send, double-check that your resume is attached. Now, the file name. Use a clean format like "Ravi_Sharma_Content_Writer.pdf".

• Mention the job title and where you saw it posted. You can even refer to details about the company or role.

• Don't use random capital letters, missing commas, or overused exclamation marks, which can make your email look rushed.

Key Takeaways

Your job application email must get the recruiter's attention on their first read. And for this, you can check our sample email to send resumes for job applications. With these emails, the recruiter would definitely see your resume.

But send it during weekday mornings, double-check the subject line, and always personalize the greeting.

Let your email do its job well.