Follow the employer’s application instructions first. If they don’t specify how to submit your resume, attach it as a clearly named file, use a subject line that identifies the position and your name, and write a brief, professional message. Before sending, check the recipient, email, and attachment.
Check the job posting before you write
Look for the exact email address or application portal, required subject line, accepted file type, filename convention, and whether the resume should be attached or pasted into the email. The U.S. Department of Labor’s resume workshop guide advises applicants to follow the posting’s directions on attaching or pasting the resume.
If the posting directs you to apply through an online portal, use that portal rather than emailing your resume instead. If it asks for an email, follow its instructions even when they differ from the general suggestions below.
Prepare the subject line and resume file
Use the requested subject—or identify the role
If the employer provides a subject format, copy it exactly. Otherwise, a clear option is Application: [Job Title] — [Your Name]. Include the job reference number if the posting provides one. The Department of Labor guide recommends putting the position and, when applicable, the reference number in the subject.
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Choose the file type and name
Use the file type the employer requests. If no type is specified, PDF is a reasonable default; the University of San Francisco Career Services recommends PDF, while Indeed lists both PDF and Word as common formats. Name the file so the employer can identify you and the document, such as First-Last-Resume.pdf, unless the employer specifies a different naming convention.
Indeed recommends keeping the attachment under 10 MB. That is its practical guideline, not a universal email-system limit; check the employer’s requirements and your email service’s attachment limit.
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Attach the resume or paste it into the message
If the employer requests an attachment, attach the resume. If the posting asks you to paste it into the email, paste it into the message body and check that the text remains readable. Copying and pasting can alter fonts, spacing, and paragraph alignment, the Department of Labor guide cautions. Don’t both attach and paste the resume unless the employer asks for both.
If a cover letter is requested, follow the posting’s directions about whether to put it in the email or attach it separately. When an attachment is required, name it clearly and keep it separate from the resume unless the employer requests a combined file.
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Write a short, professional email
Address the recipient by name when it is available. State the position you’re applying for, briefly express your interest, mention the resume attachment if there is one, and close courteously with your full name and contact information. Include other details only if requested.
Use this adaptable template, changing the subject or message as needed to meet the posting’s requirements:
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Subject: Application: [Job Title] — [Your Name] [Job ID, if applicable]
Hello [Name],
I am applying for the [Job Title] position. I am interested in the opportunity because [brief, specific reason]. My resume is attached for your review. Please let me know if you need any additional information.
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[Email address]
Proofread and confirm the attachment
Before sending, review the recipient address, subject, message, spelling, and signature. Confirm that the correct resume is attached, its filename is clear, and the file opens. A test email to yourself can help you check how the message and attachment appear before sending it to the employer.
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