Introduction
When applying for a specific job, you may need to send your resume and cover letter via email to the hiring manager. This often occurs with smaller employers. For other employers, you will apply online or through a job board.
Check the Employer’s Instructions
When applying for jobs via email, the employer may ask you to send your resume and cover letter as attachments in the email. It is important to send your attachments correctly, including all the information needed to ensure that your email is opened and read, and to let the recipient know how to contact you to arrange an interview.
Saving the Cover Letter and Resume
When sending cover letter and resume attachments, you should save your resume as a PDF file or Word document. The job posting should specify how to send the attachment. This way, the recipient will receive a copy of the resume in the original format.
Saving as a Word Document
If you have a word processing program other than Microsoft Word, save your resume as a Word document (.doc or .docx). The File > Save As option should be available in the program you are using.
Saving Google Document as a Word Document
If you do not have Microsoft Word, you can save a Google Document as a Word copy (.docx). Select File > Download and choose Word Document (.docx).
How to Save as a PDF File
Whether the employer requested a PDF file or you choose to send a PDF file, here’s how to convert the document:
To save a Word document as a PDF file:
– Select File > Save As in Microsoft Word.
– Choose PDF from the Format drop-down menu.
To save a Google Document as a PDF file:
– Select File > Download and choose PDF Document.
Choose a Unique File Name
When saving your document, use your name as the file name, so the employer knows whose resume and cover letter are being sent, for example, janedoeresume.doc and janedoecoverletter.doc.
Do not use “resume” as the file name, as it will be difficult to distinguish your resume from those of other applicants.
Include a Subject in the Email
The subject line is one of the most important parts of the emails you send to apply for jobs. If you do not include a subject, your email may not even be opened. The email should include a subject that explains to the reader who you are and what job you are applying for. Be specific, so the recipient knows what to expect. Employers often hire for multiple positions at the same time, so you should include both your name and the job title.
Add the subject to your email before you begin writing it. This way, you won’t forget to include it later.
Here’s what to write:
Subject: Your Name – Job Title
If the employer requested additional information, such as the job ID number, be sure to include that as well.
Writing the Email Message to Send with Your 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 accompany your documents.
First, open your email account. Then click on the message option at the top left of the screen or click on File > New > Message.
You can either write the cover letter directly in the email message or send it as an attachment. Here’s how:
Writing Directly in the Email:
You can either write the cover letter directly in the email message, or copy and paste it from your word processing document, or if the company requested an attachment, you can send the email with the cover letter and resume. So, your options are either sending an attached cover letter or using the email message as the cover letter.
If
You should attach the cover letter; your email can be brief. Just indicate that your resume and cover letter are attached. Offer additional information and let the reader know how they can contact you.
Note: Make sure to follow the application instructions in the job advertisement when sending your cover letter and resume; otherwise, your application may not be considered.
Add Your Signature to the Email
It is important to include your email signature with your contact information, so hiring managers and staff can inquire about you easily.
Include your full name, email address, and phone number in your email signature so the hiring manager can easily see how to reach you. If you have a LinkedIn profile, include it in your signature. Do the same with any other social media accounts you use for work and professional purposes.
Example of an Email Signature
An example of an email signature:
Sincerely,
Jared Harshbarner
617-123-3790
linkedin.com/in/jared.harshbarner
How to Add Your Signature
To add your signature to your email message, click on File > Insert > Signature if you have a saved signature you use for job searching. If you haven’t created an email signature, type your contact information (name, email address, phone number, and LinkedIn) at the bottom of your message.
Attaching Your Resume and Cover Letter to the Email
Once your email message is ready to send, you should attach your resume and cover letter to your message:
– Click on Insert > Attach File. Your email will show you a list of files in the default files folder on 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, then click Insert to attach the document to the email. Take time to carefully proofread your message before sending it.
– Before clicking Send, email the message to yourself to ensure that all attachments have been sent correctly and that your email is perfect.
– Send a copy of the message to yourself as well as to the company so that you have a copy for your records. Add yourself in Bcc by clicking on Bcc and adding your email address.
– Then click Send, and your cover letter and resume will be on their way to the employer.
Reviewing the Attached Email Message
Here is an example of an email sent with attachments of a resume and cover letter to apply for a job:
Subject: Sarah Smith – Museum Guide
Dear Ms. Cooper,
I am writing to apply for the Summer Guide Program at the local history museum.
I have extensive experience working as a guide, having volunteered at the Harbor Museum and ABC Art, where I led tours as a student leader and member of the local city history association. Additionally, I have been a resident of the city since birth and am an enthusiastic history buff.
I have attached my cover letter and resume for your review. I hope to hear from you at your convenience to discuss the program and arrange an interview. Thank you for your time.
Best regards,
Sarah Smith
555-555-1234
linkedin.com/in/sarahsmith
Frequently Asked Questions
Is it better to send a Word document or a PDF file when applying for a job?
A PDF file maintains the formatting of your resume and cover letter so that the recipient sees them as you wrote them when they open the file you send. A Word document can be easily read by Applicant Tracking Systems (ATS) that employers use to manage job applications. What is most important is to adhere to the company’s application guidelines.
How can I ensure that the documents are formatted correctly?
Send a test message and email your resume and cover letter to yourself before sending them to the employer. This way, you will know if your documents are formatted and attached correctly.
Source:
https://www.thebalancemoney.com/how-to-send-a-resume-and-cover-letter-attachment-2061596
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