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Sending Your Cover Letter Via Email

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

Email Message:

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.

Best,

Roger Smith

More Sample Email Cover Letters

How To:

Emailing Your Cover Letter and Resume

When sending your cover letter and resume electronically, try to find out if the employer would prefer them as attachments or in the body of your email. If you can't determine a preference, send them both ways in a single message.

Although not usually required, you may want to follow up the email with hard copies of your cover letter and resume, (unless specifically asked not to). When submitting copies by mail, it's preferable not to fold them. It's also a good idea to bring copies of your cover letter and resume to any interview.

Sending as Email Attachments

  • Create your resume and cover letter in a common word processing program such as Microsoft Word, or in RTF (RichText Format), or as a PDF. (Increasingly, employers are specifying format.)
  • Make the resume and cover letter separate attachments. Give them names the employer will associate with you once they are downloaded, for example: AustinJaneCvrLtr.doc, not CoverLetter.doc and AustinJaneResume.doc, not Resume.doc
  • Be absolutely certain that your documents are free of viruses. Send them electronically to yourself and to a friend to make sure they're easy to open, the formatting stays correct, and they're virus-free.
  • In the Subject line, put the name of the position for which you are applying. In your email message, briefly say why you are writing. Ask the employer to contact you about any trouble opening attachments. For example:

Dear Mr. Rogers:

I am applying for the position of Grant Writer at Friends of the Earth, which I saw posted recently on Idealist.org. I'm extremely enthusiastic about this opportunity and believe I am well qualified. My cover letter and resume appear below, and are also attached; please let me know if you have any trouble opening the attachments. Thank you for your consideration.

Sincerely,
Jane Austin

Sending in the Body of the Email

  • Paste your cover letter a couple of spaces below your brief introduction. Set it up in Business (Block) Style, with everything justified to the left.
  • A couple of spaces below the cover letter, paste in your resume.
  • Your resume needs to be reformatted to send it in the body of an email message. Justify everything to the left; do not try to center text. Do not use bold, italics, underlining, bullets, fancy fonts, colored text, multiple columns. To highlight text, use such means as spacing, all capital letters (for headings), asterisks (*), plus signs (+), dashes.
  • Send the email to yourself and to a friend, to check for problems before sending to an employer.

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