How to send a resume by email

Which file format to use

PDF is the right choice in almost every situation. It preserves your formatting across operating systems and devices, so the layout the hiring manager sees matches what you designed. A Word document can reflow when opened on a different version of Microsoft Office, shifting margins, fonts, and spacing in ways you cannot predict.

The one exception is when the job posting explicitly asks for a Word file. Some older applicant tracking systems parse .docx files more reliably than PDFs. If the posting says 'Word format only', follow that instruction. Otherwise, default to PDF.

• Use PDF unless the posting specifies Word or .docx
• Export from your word processor rather than printing to PDF from a browser, which can flatten text into an image that is not searchable
• Keep the file size under 1 MB; a resume should never be a large file
• Do not password-protect the PDF

How to name your resume file

Name the file so the hiring manager knows whose resume it is the moment it lands in their downloads folder. A good pattern is: FirstnameLastname-Resume.pdf. If you are applying to multiple roles at the same company, add the job title: FirstnameLastname-MarketingManager-Resume.pdf.

Avoid generic names like Resume.pdf, Document1.pdf, or anything with a date stamp such as Resume_Oct2026.pdf. Hiring managers sometimes receive dozens of attachments in a day. A file named with your full name is easy to find and forward.

• Use hyphens or underscores, not spaces, in the file name
• Capitalise each word for readability: Jane-Smith-Resume.pdf
• Keep it under 40 characters total
• Match the file name to the name on your resume

What to write in the subject line

The subject line should tell the reader exactly what the email is and who sent it. A clear formula is: Application for [Job Title] - [Your Full Name]. If the posting includes a reference number, add it: Application for [Job Title] - Ref 4821 - [Your Full Name].

Keep it under 60 characters so it does not get cut off on mobile. Avoid vague subjects like 'Job inquiry' or 'Resume attached'. Recruiters often search their inbox by job title or candidate name, so including both makes your email easier to retrieve.

• Application for Senior Accountant - Jane Smith
• Application for UX Designer (Ref: 2094) - Marcus Okafor
• Resume submission: Product Manager role - Priya Nair
• Referral from Tom Reyes: Application for Sales Lead - David Chen

What to write in the email body

The body of the email is not a cover letter. It is a short, professional note that introduces you, states the role you are applying for, and directs the reader to your attachments. Three to five sentences is enough. If you have a cover letter, attach it as a separate PDF rather than pasting it into the body.

Use a standard greeting. If you know the hiring manager's name, use it: 'Dear Ms. Okonkwo'. If you do not, 'Dear Hiring Manager' is acceptable in the US, Canada, and Australia. In the UK, 'Dear Sir or Madam' is still used in formal contexts, though 'Dear Hiring Manager' is increasingly common there too.

Close with your full name, phone number, LinkedIn URL if your profile is current, and your location or time zone if it is relevant to the role.

1. Open with one sentence stating the role and where you found it
2. Add one or two sentences on why you are a strong fit, using a specific skill or achievement from your background
3. Note what you have attached
4. Thank them for their time and invite them to contact you
5. Sign off with your name and contact details

Email body template you can copy

Below is a template that works for most direct email applications. Replace the bracketed sections with your own details. Keep the tone professional but not stiff.

Subject: Application for [Job Title] - [Your Full Name] Dear [Hiring Manager's Name or 'Hiring Manager'], I am writing to apply for the [Job Title] position advertised on [source]. I have [X years] of experience in [relevant field], most recently at [Company] where I [one specific achievement or responsibility]. I have attached my resume and cover letter for your review. I would welcome the opportunity to discuss how my background fits the role. Thank you for your time. [Your Full Name] [Phone number] [LinkedIn URL] [City, State/Province or Country]

Do not add graphics, coloured fonts, or HTML formatting to the email body. Plain text renders consistently across all email clients and does not trigger spam filters.

Final checks before you hit send

Run through this list every time. Small errors in an application email are disproportionately damaging because the email itself is a writing sample.

• Spell the hiring manager's name correctly, including any accents or unusual capitalisation
• Confirm the job title in the subject line matches the posting exactly
• Open the PDF attachment yourself to verify it looks right
• Check that you have actually attached the file before sending
• Send a test email to yourself first if you are using a new email client
• Use a professional email address; firstname.lastname@gmail.com is fine, but nicknames or old handles are not
• Send during business hours in the recipient's time zone when possible, typically Tuesday through Thursday morning

When your resume needs work before you send it

A well-formatted email will not rescue a resume that does not match the job. Before you send, read the posting carefully and check that your resume reflects the skills and experience the employer is asking for. Tailoring each application takes time, but generic resumes are easy to overlook.

Break-In Bad's assistant Omar can enhance your existing resume through a short conversation, asking up to 20 questions about your experience and then rewriting each line to be more specific and relevant. She checks every change against what you told her and keeps your original. If you are applying to multiple roles, she can also write a tailored resume and cover letter for each job from facts you confirm, so you are not starting from scratch every time.