To email a resume, attach it as a PDF named with your full name, write a subject line that gives the job title and your name, and keep the message short: who you are, which role you want, two or three reasons you fit, and how to reach you. If the posting gives instructions for the subject line, the file type or a reference number, follow them exactly. They override general advice.
Before you send, open the attachment once to confirm it is the right file.
Key takeaways
- Instructions in the posting come first. An employer that asks for a specific subject line may be sorting its inbox by it.
- A good subject line names the job and you:
Marketing Coordinator (Job ID 4471): Jordan Lee. - The email body is a short cover note, usually four to six sentences.
- Send a PDF unless a Word file is requested, and name it
Firstname-Lastname-Resume.pdf. - Write differently for a recruiter, a hiring manager and a contact who is referring you.
- Never put a Social Security number, date of birth or bank details in a resume or an email.
01
What should the subject line of a resume email say?
The subject line tells a busy person what the message is and who it is from before they open it. Put the job title first, because long subject lines get cut off on small screens.
| Situation | Subject line |
|---|---|
| The posting specifies a format | Use it exactly, character for character |
| Applying to a posted job | Marketing Coordinator (Job ID 4471): Jordan Lee |
| A recruiter asked for your resume | Reply in the same thread and keep their subject line |
| A contact is referring you | Product Analyst application, referred by Priya Nair: Jordan Lee |
| Writing cold to a hiring manager | Logistics analyst interested in your operations team: Jordan Lee |
Avoid a subject that says only “Resume” or “Job application,” and avoid all capitals and words like “urgent.” Purdue’s Online Writing Lab makes the same point for any message to someone who does not know you: include a meaningful subject line, because it helps the reader see what the message is about.
02
What do you write in the email body?
The email is the cover note and the resume is the evidence. A strong message has five parts.
- A greeting with a name. “Dear Ms. Alvarez” or “Hi Sam,” depending on how formal the employer is. Our guide on how to address a cover letter covers what to do when you cannot find a name.
- Your purpose in one sentence. The job title, the job ID if there is one, and where you saw it.
- Two or three sentences on fit. Your current role or field, and one or two results that match what the posting asks for first.
- What is attached. Say so plainly, so a missing file gets noticed.
- A close and a signature block. Your full name, phone number and LinkedIn URL.
If the posting asks for a cover letter, send one. Attach it as a second PDF unless the instructions say to paste it into the message. If it does not ask, the email itself does the job of a short cover letter.
03
Email templates for a recruiter, a hiring manager and a referral
Each reader wants something different.
| Reader | What they need to know | What to send |
|---|---|---|
| Recruiter | Whether you meet the requirements, and the practical facts | Resume attached, with location, availability and anything they asked for |
| Hiring manager | Whether you can do the work their team needs | One relevant result. Attach the resume if you are answering a posting |
| Contact referring you | What to say about you, in a form they can pass on | Resume attached, the job link or ID, and two lines they can forward |
Subject: [Job title] (Job ID [number]): [Your name] Dear [Name], I'm applying for the [job title] role posted on [where you saw it]. I'm a [your current title or field] with [number] years of experience in [the area the posting leads with]. Two things from my background match what you're looking for: [specific result or responsibility], and [second result or skill named in the posting]. My resume is attached as a PDF. I'd welcome the chance to talk, and I'm available at [phone] or by reply. Best regards, [Your name] [Phone] | [LinkedIn URL]
Subject: Re: [their subject line] Hi [Name], Thanks for getting in touch about the [job title] role. My resume is attached. A few details that may help: I'm based in [city], [open to / not open to] relocation, and I could start [notice period or date]. [Work authorization status, if they asked.] I'm free for a call [two or three specific windows]. What works for you? Best, [Your name] [Phone]
Subject: [Your field] interested in your [team name] team: [Your name] Hi [Name], I lead [what you do] at [company or type of company], where I [one result in a sentence, with a number if you have one]. I saw that your team is [something specific and current: a launch, a posting, a talk], and it is close to the work I do best. If you expect to hire for [type of role], I'd be glad to send my resume or talk for fifteen minutes. My LinkedIn profile is here: [URL]. Thank you for your time, [Your name] [Phone]
Subject: [Job title] at [Company]: resume and details for your referral Hi [Name], Thank you for offering to refer me. Here is everything in one place: Role: [Job title], job ID [number] Link: [URL of the posting] Resume: attached A short summary you can forward or paste: "[Your name] is a [title] with [number] years in [field]. Most recently at [company], [he/she/they] [one result]. I worked with [him/her/them] on [how you know each other]." Please tell me if the referral form needs anything else from me. Thanks again, [Your name]
The cold message does not attach a resume, and that is deliberate. Purdue’s guidance on email etiquette is never to send an attachment to someone you do not know the first time you contact them, unless they posted a job ad asking for a resume. Offer it, link your profile, and attach it when they reply. For more on first messages, see how to message a recruiter.
04
What file format and file name should you use?
Format. Send a PDF unless the employer asks for a Word document. Microsoft’s own documentation explains why: PDF preserves document formatting, so the file keeps the layout you intended when someone views or prints it. Export it from your word processor. Do not scan a printout.
File name. Use your name and the word resume: Jordan-Lee-Resume.pdf. Add the job title if you send different versions. A file called resume(3)-final.pdf gets lost in a folder of downloads.
Size. A text resume is tiny, but a portfolio can be large. Personal Gmail accounts have a 25 MB attachment limit. Above it, Gmail removes the attachment and adds a Google Drive link, and a link the recipient cannot open is worse than no attachment. For large work samples, share a link you have tested in a private browser window.
One file. Do not zip it, and do not send a link to an editable document in place of the file unless you were asked to.
05
What should you check before you send?
- Instructions. Reread the posting for a required subject line, file type or reference number.
- The name. Check the spelling of the recipient’s name and the company’s name, especially in a reused message.
- The attachment. Confirm it is attached, open it, and make sure it is the version for this job.
- Links. Click your LinkedIn and portfolio links.
- Your address. Send from a plain address based on your name, not a nickname or a shared family account.
- A test. Send the message to yourself first and open it on your phone.
If you forget the attachment or send the wrong version, reply to your own message right away with one line and the right file. One clean correction is fine. Three are not.
If you hear nothing, wait about a week and send one short follow-up in the same thread. Following up on a job application has wording you can use.
FAQ
Frequently asked questions
What do you say when you email a resume?
State the job you are applying for, say in two or three sentences why you fit, mention that your resume is attached, and give your phone number. Keep it to four to six sentences. The message should make the reader want to open the file, not repeat it.
What is a good subject line for sending a resume?
Put the job title first, then your name, and add the job ID if the posting has one, for example “Marketing Coordinator (Job ID 4471): Jordan Lee.” If the employer specifies a subject line, use it exactly. If someone referred you, include their name.
Should I send my resume as a PDF or a Word document?
Send a PDF unless the employer asks for Word. A PDF keeps the formatting you intended when it is viewed or printed. Export it directly from your word processor so the text stays selectable, and name the file with your own name.
Should I attach a cover letter or write it in the email?
Follow the posting. If it asks for a cover letter, attach it as a separate PDF unless you are told to paste it into the message. If it does not ask for one, a short, specific email does the same work and an extra attachment is unnecessary.
Is it OK to email a resume directly to a hiring manager?
Yes, when the posting invites it or the manager asked for it. When you are writing cold, keep the first message short, offer your resume and link your LinkedIn profile, and apply through the official route as well if a posting exists. An email does not replace the application the employer asked for.
Sources
- Purdue Online Writing Lab: Email Etiquette: meaningful subject lines, signature blocks, attachments on first contact, and what not to send by email.
- Gmail Help: Send attachments with your Gmail message: the 25 MB attachment limit for personal accounts and what happens above it.
- Microsoft Support: Save or convert to PDF or XPS in Office Desktop apps: how to save a document as a PDF and why PDF preserves formatting.
Published by Jobbie and last updated on October 6, 2026. This guide is general information for job seekers, not legal, tax or financial advice. Spotted something wrong? Tell us.