What to Write in an Email When Sending Your Resume (Examples)

What to Write in an Email When Sending Your Resume (Examples)

When you apply by email, the message itself is your first impression. A short, clear email makes it easy for the recruiter to open your resume and know why you're writing.

Subject line examples

• Application: Marketing Manager, Ref. 12345, Anna Schmidt
• Resume for Data Analyst position, Tom Becker
• Referred by Laura Weber: Application for UX Designer
• Open application: Content Marketing, Sara de Vries

Include the job title, your name and the reference number if there is one.

Structure of the email

1. Greeting: use the person's name if you know it.
2. Why you're writing: the role and where you found it.
3. One or two lines on why you fit.
4. What's attached: resume and, if needed, cover letter.
5. Closing and signature with your phone number and LinkedIn.

Keep it under 150 words. If a cover letter is required, attach it as a separate PDF. Read Do Recruiters Read Cover Letters in 2026? to decide.

Example 1: Applying for a posted job

Subject: Application: Data Analyst, Ref. DA-204, Tom Becker

Dear Ms Müller,

I'm writing to apply for the Data Analyst position advertised on your careers page. I have three years of experience in e-commerce analytics, working mainly with SQL, Python and Power BI.

Please find my resume and cover letter attached. I'd be glad to discuss how I could support your team.

Best regards,

Tom Becker

+49 151 0000000 | linkedin.com/in/tombecker

Example 2: Sending to a recruiter

Subject: Resume: Senior Backend Engineer, Python and Go

Hi Mark,

I'm a backend engineer with five years of experience in fintech, currently exploring new roles in Amsterdam or remote. I've attached my resume in case you're working on matching positions.

Thanks for your time,

Ahmed Khan

Example 3: After a referral

Subject: Referred by Laura Weber: UX Designer application

Hi Jonas,

Laura Weber suggested I contact you about the UX Designer role on your team. I've spent four years designing mobile apps for healthcare startups and would love to be considered. My resume is attached.

Best regards,

Mia Lange

Tips before you hit send

• Name your files clearly: "Tom-Becker-Resume.pdf".
• Send PDFs unless another format is requested.
• Use a professional email address.
• Double-check the company name and contact person, especially if you reuse emails.
• Send a test email to yourself to check the attachments.

What to do after sending

Log the application with the date and contact person, then follow up if you haven't heard back after one to two weeks. The JobStacky Job Application Tracker keeps it all in one place, and our follow-up email templates make the next step easy.

Frequently asked questions

Should I paste my cover letter into the email body?

You can, if no format is requested. Keep the email short and attach the resume as a PDF.

Is it okay to send the same email to several companies?

Use a template, but always personalise the role, company and one detail about why you fit.

What's the best time to send an application email?

On a weekday morning is a good habit, but a strong application matters far more than timing.

Attach a resume that gets read

Create a clean, ATS-friendly resume for free with JobStacky.