Tips and Samples for Sending Email Cover Letters
How to Send an Email Cover Letter and Resume
An email cover letter is a document sent with your resume to provide additional information on your expertise. It is written to provide information on why you are qualified for the job you are applying for and to explain the reasons for your interest in the company.
When you're sending an email cover letter, it's important to follow the employer's instructions on how to submit your cover letter and resume.
You need to make sure that your email cover letters are written as well as any other correspondence you send.
Even though it's quick and easy to send an email, it doesn't mean that you should write anything less than a detailed cover letter focused on why you are a good match for the job you are applying for.
Tips for Sending Email Cover Letters
1. Sending Email Cover Letters as Attachments
- If the job posting says to include your cover letter and resume as an attachment, attach Microsoft Word or Adobe PDF files to your email message. Here's a step-by-step guide to sending your resume and cover letter as an attachment.
- Save the files with your name, so they don't get mixed up with other applicant's materials i.e. alisondoyleresume.doc, alisondoylecover.doc.
2. Sending Email Cover Letters Without Attachments
- Some employers do not accept attachments. In these cases, paste your resume into your email message.
- Use a simple font and remove the fancy formatting. Don't use HTML. You don't know what email client the employer is using, so, simple is best because the employer may not see a formatted message the same way you do.
3. Don't Forget the Details for Your Email Cover Letter
- How to Address an Email Cover Letter: Here's how to address a cover letter sent in an email message including what to use when you have a contact person and how to address it if you don't.
- The Subject Line of Your Message: Make sure you list the position you are applying for in the Subject Line of your email address, so the employer is clear as to what job you are applying for. For example: Subject: Alison Doyle, Social Media Manager Position.
- Include Your Signature: Include a signature with your contact information, including name, address, email address, and telephone number so it's easy for the hiring manager to get in touch with you.
4. Double-Check Your Letter for Spelling and Grammar
Make sure you spellcheck and check your grammar and capitalization. They are just as important in an email cover letter as in paper cover letters.
5. Send a Test Message to Yourself
Send the message to yourself first to test that the formatting and attachments work. If everything looks good, resend to the employer.
Sample Email Cover Letter
Subject: Administrative Assistant/Receptionist – Roger Smith
Dear Ms. Cole,
I was excited to see your listing for the position of administrative assistant/receptionist at ABC Market Corp. I believe that my five years of experience in office administration and my passion for your products make me an ideal candidate for this role.
You specify that you’re looking for an administrative assistant with experience scheduling appointments, maintaining records, ordering supplies, and greeting customers.
I’m currently employed as an administrative assistance at XYZ company, where I have spent the past five years honing these skills.
I’m adept at using all the usual administrative and collaboration software packages, from Microsoft Office and SharePoint to Google Docs and Drive. I’m a fast learner, and flexible, while always maintaining the good cheer that you’d want from the first person visitors see when they interact with the company.
I have attached my resume, and will call within the next week to see if we might arrange a time to speak.
Thank you so much for your time and consideration.
More Sample Email Cover Letters
Email message for job inquiry
By Mark Swartz
Monster Senior Contributing Writer
Have you ever sent an email like this one in response to a job posting?
Subject: re: Job Application
Look at my resume and cover letter. It’ll tell you all about me. I really want this job.
What’s wrong with this message as it’s currently written?
The substance of the above email is basically OK. You are, after all, attaching your resume. Possibly a cover letter too. This should give the reader a much better idea of who you are.
But what’s lacking here is a degree of formality and detail. The message is written in casual language. And it makes the reader guess about which job you’re applying for. The language and content need to be professionalized to a greater extent.
What? Even Emails Have To Be Formal?
During your job search – and afterward as well, once you’re re-employed – sending proper emails is important for your career. Communication skills are valued at all levels of an organization. You need to convey information in ways that won’t be misunderstood, and that represent a positive image of you (and your employer) to others.
In the world of work, quite often “you are what you write.” This is nowhere more true than when submitting your resume and/or cover letter for consideration. Every impression counts. Your emailed message may be the very first thing a potential employer sees from you.
When “Casual” Causes Concerns
A hastily written, informal message like the one in the example atop this page, may cause employers to see you as amateurish or lazy. “If you don’t even take time to present yourself in your best light within your job application,” they might mutter to themselves, “and you force us to do extra work by having to guess about which job you’re even applying for,” they say with clenched teeth, “then what can we realistically expect once we bring you aboard?”
Luckily it doesn’t take much to submit a better version of your message
You’re applying for a specific job. To you it may the one that’s front and center in your mind at this time. But the employer may be posting a number of different positions at once. They’ll probably receive a large number of application emails, not just yours.
So make is easy for them to sort the incoming emails by letting them know which job you’re after. In the Subject Line itself, concisely state the purpose of your email. Mention the job’s title or a reference number that you saw in the advertised posting. You could write something like “Job Application Enclosed: Claims Adjuster, reference A47kj2w1.”
This also applies to the top part of the message you’ll type into the body of this email. You can begin with a header that simply repeats itself, as in “re: Job Application: Claims Adjuster, reference A47kj2w1.”
Use “Business Formal” Language
Regardless of what you type in the email’s body underneath your header, don’t drop your guard and suddenly start using casual language.
At a minimum, you might try instead to turn the phrasing from our email example into the following:
I am very interested in applying for the Claims Adjuster position you advertised on Monster.ca recently. My qualifications and experience match your specifications almost exactly.
Please take a moment to review my attached Application Documents:
- Up-To-Date Resume
- Customized Cover Letter
It would be a sincere pleasure to hear back from you soon to discuss this exciting opportunity.
[your first and last names, plus the phone number(s) you want to be contacted at, go here]
Is This Sufficient?
Formal language, identifying the job you’re applying for, and stating which documents you’ve attached: is there anything you should do in the body of your emailed job application?
Some job seekers like to include a customized, more elaborate cover letter within the body of the email itself. This saves the reader from having to open your separate attachments into a different program.
Still, it may make sense to attach a fully formatted, fancy version of the cover letter along with the resume. This way if the employer wants printouts of “good copies” to pass around, they can do so quickly with minimal effort.
You could also try to find out the name and title of the person you’ll be mailing your application to. This is not always necessary, though in higher level jobs it can help you stand out from the crowd. Which of course is something you want to do, when possible, so long as standing out presents you as more qualified or enthusiastic.