When it comes to applying for jobs online, the first step is usually submitting your CV and resume via email. However, it’s important to know how to properly email your documents to avoid any issues or misunderstandings with potential employers. Here are some tips to keep in mind:
1. Use a clear and professional email address. Avoid using a personal email with nicknames or inappropriate language.
2. Include a clear and specific subject line. For example, “Application: Marketing Manager Position – John Smith”
3. Write a brief and polite message in the email body, introducing yourself and expressing your interest in the position.
4. Attach your CV and resume in a PDF format, labelled with your name.
5. Double-check that all attachments are the correct documents and are properly formatted before sending.
Remember that the way you email your CV and resume may be the employer’s first impression of you, so taking the time to do it properly can make all the difference in getting noticed and getting hired.
Sending a CV and a resume via email can be a daunting task, especially if you haven’t done it before. The good news is that it’s actually quite simple once you know the basics. Whether you’re sending out job applications or reaching out to potential employers, it’s important to know how to properly email your CV and resume. In this article, we’ll explore the steps you need to take to send a professional-looking email that showcases your skills and experience.
Formatting your CV and resume for emailing
When it comes to emailing your CV and resume, there are some important formatting considerations to ensure that your application materials are presented professionally and effectively. Below are some tips to help you format your CV and resume for emailing.
1. Choose the right file format
First and foremost, it’s important to choose the right file format for your CV and resume. The most common file formats are PDF, Microsoft Word, and Google Docs. While PDFs are generally preferred by employers due to their ease of viewing and ability to preserve formatting, some employers may require Word or Google Docs files, so check the job posting or company website for specific instructions.
Regardless of the file format you choose, make sure that your CV and resume are saved with a clear and descriptive name, such as “Firstname_Lastname_CV.pdf” or “Firstname_Lastname_Resume.docx”. Avoid using generic names like “CV” or “Resume”, as this can cause confusion for the employer.
2. Use a clear and professional layout
When formatting your CV and resume, it’s important to use a clear and professional layout that is easy to read and understand. Use consistent fonts and formatting throughout your documents, and make sure that your headings and sections are clearly labeled.
Use bullet points to highlight your achievements and qualifications, as this can make your CV and resume more visually appealing and easier to scan. However, be careful not to overuse bullet points, as this can make your documents look cluttered.
3. Make sure your documents are easy to read
When emailing your CV and resume, make sure that your documents are easy to read on a computer screen. Avoid using small fonts or colors that are difficult to read, and make use of white space to make your documents appear more visually appealing.
Consider using a simple and clean design, rather than a complex or busy layout, to ensure that your documents are accessible to employers with different types of technology and internet connections.
4. Check your formatting before sending
Before sending your CV and resume via email, make sure to check your formatting and layout to ensure that everything looks professional and polished. Double-check that your fonts and spacing are consistent throughout your documents, and that your headings and sections are clearly labeled.
You may also want to share your documents with a friend or family member to get feedback on the overall design and layout, or consider using an online tool like Grammarly to check your spelling and grammar.
5. Write a professional email message
Finally, it’s important to remember that the email message that accompanies your CV and resume is just as important as the documents themselves. Write a clear and professional email message that introduces yourself and explains why you are interested in the job.
Make sure to address the recipient by name, and include any relevant attachments or documents in the email. You may also want to include a brief summary of your qualifications and experience, as well as your contact information and availability for an interview.
By following these tips, you can ensure that your CV and resume are presented professionally and effectively when emailing them to potential employers.
Choosing a Professional Subject Line
When sending an email with your CV and resume attached, the subject line can make all the difference in terms of catching the recipient’s attention and giving off a professional impression. Your subject line is the first thing the hiring manager or recruiter will see, so you want it to be clear, concise and informative.
Start by avoiding generic subject lines such as ‘Job application’ or ‘CV attached’, which are far too vague and won’t make your email stand out in a crowded inbox. Instead, try to tailor your subject line to the specific job you are applying for. You could include the job title, location or even reference number and company name if applicable.
For example, if you’re applying for a Marketing Manager role at Apple, a good subject line could be ‘Experienced marketing professional- application for Marketing Manager role (Reference 12345, Apple)’
When writing your subject line, remember to keep it short and sweet. Try to sum up the purpose of your email in just a few words. Long and confusing subject lines can deter the recipient from opening your email in the first place.
Another important thing to consider is to avoid using any unprofessional language or email slang such as ‘Hey’ or ‘What’s up’ in your subject line. This is a formal email, so treat it as such and stick to a professional tone throughout.
Finally, remember to proofread your subject line, just as you would with the rest of your email. Errors or typos in the subject line can be particularly off-putting and make you look careless or unprofessional.
In conclusion, a well-crafted subject line is key when emailing your CV and resume to a potential employer. Avoid generic subject lines, tailor it to the job you are applying for, keep it clear and concise, and proofread it before sending.
Addressing the recipient properly
When it comes to emailing your CV with a resume, addressing the recipient properly is crucial. In business communication, it’s always better to err on the side of formality. Here are some tips to help you address the recipient correctly:
1. Use a proper salutation
Start your email with a proper salutation such as “Dear Mr./Ms./Dr./Prof. (Last name),” or “Hello (First name),”. Avoid using generic salutations like “To whom it may concern” as it suggests you didn’t take the time to research the recipient’s name. If you are unsure about whether to use a first or last name, it’s best to opt for the last name unless the recipient has specifically requested otherwise.
2. Double-check the spelling of the recipient’s name and title
It’s important to double-check the spelling of the recipient’s name and their title. Getting these details wrong could result in your email being perceived as unprofessional or, worse, being ignored. If you are unsure about the recipient’s title, do some research on their company website or LinkedIn profile to get a better idea.
3. Avoid using slang or overly casual language
Even though you want to sound friendly and approachable, it’s important not to oversimplify your language. While it may be tempting to use informal language, especially if you are familiar with the recipient or work in a casual environment, it’s not always a good idea to do so in business communication. This is especially true if you are addressing someone senior to you. Ensure that your language remains professional throughout your email but do not sound robotic. You can still show your personality while remaining professional.
Here are some examples of some do’s and don’ts when it comes to email writing:
- Do: “I am interested in applying for the marketing position that you have advertised.”
- Don’t: “I want that marketing job!”
- Do: “Thank you for considering my application.”
- Don’t: “Umm.. so, when can I start?”
4. Be concise and clear in your email
Your email should be clear and to the point, explaining why you are emailing, what you are attaching and what you expect in return. Avoid rambling on or going into too much detail. Nobody has the time to read lengthy emails. Ensure that your email is concise, but does not leave out any important details. You should also avoid using text shorthand or abbreviations, such as “u” instead of “you”.
In conclusion, addressing the recipient properly when emailing your CV with a resume is a fundamental part of the process. When writing in a professional context, it’s essential to remain formal, double-check your recipient’s name and title, avoid slang or overly casual language, and be concise and clear in your email. By doing so, you’ll come across as a professional who takes great care and attention to detail and is worth considering for the job.
Uploading and sending the documents
After completing your CV and resume, uploading and sending them can be the next task to tackle. Here is a step-by-step guide on how to email a CV with a resume.
Step 1: Save your documents as a PDF file
Before sending your CV and resume, ensure that you save them as a PDF file. This way, the documents will preserve the original formatting and layout of the file, regardless of the recipient’s software. The PDF file also helps to ensure that your resume or CV is visible on any device.
Step 2: Compose a formal email
Once your files are ready, it’s time to start composing your mail. Begin by writing a formal email. It’s necessary because it creates a positive impression on the recipient. Therefore, include a proper salutation, a brief introduction of yourself, and the position you’re applying for.
Step 3: Attach your Resume and CV
Attach your saved CV and resume files to the email. You can do this in two ways. Firstly, by clicking on the attach button in an email interface to upload and select the files. Alternatively, you can drag and drop your files directly into the email compose field.
Step 4: Personalise your email
One way to help your job application stand out from the crowd is to write a personalised message to the recipient. This gives the impression that your application has been specifically created with their company’s values and mission in mind. You can achieve this by researching the company and tailoring your message. So, begin by mentioning the company’s name and how impressed you are with their achievements and how motivated you are to work with them. Highlighting your competencies and accomplishments that will enable you to add value to their organisation can help build interest in your application.
Step 5: Review and proofread your email
It’s important to review your email before sending it out. This ensures that it’s free from errors, grammatical mistakes, and typos. Therefore, proofread your email and ensure you’ve written a clear and concise message. Also, check the recipient’s email address to ensure that it’s accurate. Finally, double-check to make sure you’ve attached the right documents.
Step 6: Send your email
Double-check your email and ensure that everything has been done correctly, then send it. Upon sending your application, its best to follow up with a polite reminder. It shows your keen interest in the position and can help in encouraging feedback about your application.
Step 7: Follow-up
After the submission of your CV, follow-up with a polite email after a few days to inquire about the status of your application. It tells the employer that you’re interested in their company. There are usually no rules in replying to emails like this, so you can determine the timing by giving the company ample time to evaluate your application. However, don’t be too pushy or appear desperate in your follow-up.
Conclusion:
Sending an email with your CV can be a daunting task but following the steps listed above can make it seamless and effective. It’s also essential to make the process personal and stand out while emphasising your skills and experiences.
Following up after sending your application
After sending your CV and resume via email, it is important to follow up to ensure that your application was received, to express your enthusiasm, and to get more information about the job position. Here are some tips to follow up professionally and efficiently:
1. Wait for a reasonable amount of time before following up.
It is common courtesy to wait for at least a week or two after sending your application before following up. This gives the employer time to review your application and organize their own schedule before making any decisions.
2. Reach out to the employer via email.
If you do not receive any response after the given timeframe, send a professional and polite email to the hiring manager or HR representative. Use the email address that you used to send your application, and include the job position title in the subject line to make your email stand out.
3. Keep your email concise and well-written.
Avoid sending a lengthy email, but make sure that your email is well-written using professional language. Focus on expressing your interest and enthusiasm for the job position and ask them if they need any further information from you.
4. Thank them for their time and consideration.
Before ending your email, thank the employer for their consideration and for taking the time to review your application. Let them know that you look forward to hearing from them soon.
5. Be patient and respectful.
Remember that the hiring process can be lengthy and that employers receive many applications. It is important to be patient and respectful in your follow-up email. Avoid being pushy or demanding, and offer to provide any additional information if needed.
Overall, following up after sending your application shows your dedication and interest in the job position. By following these tips, you can increase your chances of getting a response from the employer and landing your dream job.