When applying for a job via email, if you don’t get a call back from the HR, chances are they didn’t even see your resume. So, writing a proper email application before you send your resume to HR can greatly affect your chances of getting shortlisted. It gives the hiring manager a good first impression of your professionalism. It also shows that you’ve thoroughly read the job description and are eager to join their company.
Human resource specialists and employment directors often receive a lot of applications via email. When a hiring manager screens job application emails, your email must stand out to them. A professional email application increases your chances of getting shortlisted.
Best Practices to Send Resume to HR
The list below includes some points that can help your application stand out. Let’s look at some email tips and templates for when you need to send your resume to HR.
Follow the Instructions
Before sending your resume by email, check for any guidelines from the company you may be applying for. Look for any instructions or answers the company wants you to include in the email with your resume. Follow the instructions given by the company closely.
Adhere to Guidelines
An HR may request you to follow general company guidelines during the hiring process. Regularly, they may request you to follow instructions so that they can view and better respond to emails. If you do not follow the guidelines then your application is likely to be rejected. It’s also important to write in a professional email format before you send resume to HR.
Use a Professional Email Address
Before you send resume to HR, make sure you have a professional email address. About 76% of resumes are rejected due to unprofessional email address. Research shows that a formal email ID can increase your chances of being shortlisted. Hiring managers usually notice the email ID the email is coming from. An email address like ‘cooldude@xyz.com’, is considered unprofessional, and can be a pitfall in your selection process.
Make sure to use a professional email ID with your full name. You can also use your initials in the email address, for example, “robertm@gmail.com” or “aksharma@gmail.com”.
Subject Line Should Be Brief & Informative
The subject for sending resume holds great importance. Adhere to any guidelines related to the subject-line given in the job description. In case no guidelines are available then write it under 60 characters, incorporating your complete name and the job position you are applying for.
A good subject line increases the chances of your email getting opened. So, make sure your subject line is brief and informative before you send resume to HR.
A good subject line can be:
- Resume – Job Title – Your Name
- Resume: Your Name for Job Title
- Your Name Resume: Job Title
Bonus Tip
Make sure you write a clear, appealing, and crisp resume headline as well.
Choose the Right File Format
When sending a resume by email, make sure you send it in the proper file format. If the HR manager has asked for your resume in a specific file format, use the same. Otherwise, submit the resume either as a;
- Microsoft Word document (.doc or .docx) or
- PDF.
These formats are generally favoured by hiring managers.
Naming Your Resume File
Be cautious when naming your resume file. Remember that the employer can see the name of your attachment. Include your name in the file name so that it is clear and easily accessible.
Avoid generic names like Resume, Resume 1, or Resume 2. This can give the employer the impression that you care less about the job and position. Also, it is easily forgotten.
Here are some good examples of naming conventions that can be followed:
- Soumya-Kapoor-Resume
- Alok_Kumar_Resume
Keep it Simple
Before you send a resume to HR, be sure to keep the style and size of the text simple. Use simple-to-understand fonts and eliminate any extravagant formatting. Do not use any emoji, shaded text style, or pictures.
Conclude with a Proper Signature
Before you send your resume to HR, close your email with a professional signature. This helps HR to reference your name and contact data. You can write like this:
- First Name Last Name
- Email address
- Telephone number
You can also include a digital signature.
Proofread and Send a Test Email
Check your resume, cover letter, and email carefully for any spelling, punctuation, or formatting errors. Sending yourself a test email can help you spot any mistakes properly. Before you send your resume to HR, download the attachment from your test email and check that it is the correct document.
You can also use free proofreading tools like Grammarly to remove grammatical and spelling mistakes. Double-check all the essential information like your name, company name, position you are applying for, etc.
Including a Cover Letter in Your Email to Send Resume to HR
Include a short cover letter that states your enthusiasm for the position. The cover letter should be half a page, about 250-300 words. You can also include your full name and additional information such as interests, hobbies and skills related to the job position.
Always start the cover letter by addressing the hiring manager. You can start with ‘Dear Hiring Manager’ or ‘Hello’ if you don’t know the name of the hiring manager.
Cover letters can be sent in two ways: as an email attachment or in the body of your email. Before sending your cover letter, check the recruitment rules of the organization. Some organizations demand a cover letter as an attachment, while others in the email body. Remember that if you do not follow the business guidelines, your application may be rejected.
Sample Email to Send Resume for a Job
If you are wondering what to write in an email when sending a resume, here’s are some sample emails:
Sample 1
Dear Hiring Manager,
As a [mention your major achievement], with a proven record of [experience], I aim to leverage my skills and knowledge to help ABC company succeed.
I look forward to meeting you in person to share my insights on [how you’re going to help the prospective employer with their goals] and discuss the various prospects of the role.
Please let me know if any additional information is required. You can check my portfolio and sample article here (attach the link).
Please find attached my resume and a cover letter for your reference.
Sincerely,
(your email signature)
Sample 2
Dear Sir/ Ma’am,
I am interested to apply for the job position of Project Manager at ABC company.
I am confident that I will be a strong fit for this position. I possess 6 years of experience in software development projects and experience in embedded and application software development, along with 3 years of project management experience.
In my past experiences, I have managed complex projects on time and within budget. I would appreciate it if given a chance to prove my value addition for this job role. Please find my attached resume and cover letter.
Thank you so much for your time. I look forward to hearing from you about the next steps.
Sincerely,
(your email signature)
Best Practices while Sending Resume to HR
A proper email is essential when you send resume to HR. Make sure your email is error-free as a professional email increases the chances of getting an interview call from the hiring manager.
Here are some practices that will help you avoid minor mistakes.
- Always write the subject in the end. This way, you can avoid sending emails by mistake.
- Before sending the email to HR, send it to yourself. This way, you can easily identify any mistake in the email.
- Always mark the hiring manager/HR in ‘To’ and never in ‘CC’ or ‘BCC’ when sending your email.
- In case you are sending your resume to multiple HR professionals from different organizations, always draft a fresh email. Avoid using the ‘reply’ or ‘forward’ option as you may forget to change some elements of your email.
- Always research the company and the job profile. This way, you get an idea about the position and can incorporate your skills and experience as per the demand of the job.
Dos and Don’ts of Writing Email to HR
Dos | Don’ts |
Add a digital signature at the end of your email. | Do not send your resume directly to HR without writing an email. |
Use a professional email address. | Don’t send emails without proofreading. |
Highlight your skills and experience. | Don’t name your attachment (resume) as Resume 1 or Resume 2 |
Keep your email to the point. | Avoid using emojis and creative fonts. |
Write a brief and informative subject line. | Avoid sending follow-up questions repeatedly. |
How to write a mail to HR – Key Takeaways
The article describes in detail how you can write a professional job application email to HR of a company. Always follow the instructions of the employer. Be sure to name your resume file appropriately before sending the resume to HR.
If you are a fresher then always check email samples and templates before writing an email because a bad email format can lead to the instant rejection of your application.
Always proofread the email before you send resume to HR as it reflects the seriousness of the job. Finally, ensure your CV highlights all your work experience, educational details, and achievements. Keep all the above details in your mind which can help you to make a good and professional email.
Frequently Asked Questions
Q1. What should I write in an email when sending a resume to HR?
Ans. When you send a resume to HR, make sure you follow all the guidelines given by the hiring manager. If you do not follow the instructions then your application may get rejected.
Keep emails short and simple. It should not be long and should contain only relevant information. You can mention your name and the job position you are applying for. Briefly mention your experience and skills and your interest in joining the company.
Q2. How do I send my resume to HR in Gmail?
Ans. Make sure you include a proper subject line as it’s the first thing they’ll notice. If required, do include a professionally written cover letter explaining why you are interested in the job. Keep the body of the email short and to-the-point.
Not only this, but the file format in which you send your resume also matters. Your resume should be in docx or pdf format.
Q3. How do I write an email to HR?
Ans. You need to follow the format for writing an email to HR. Begin by writing a proper subject line. Write your name in the subject line with the job you are applying for.
You can start your email address by addressing the HR manager. If you don’t know HR’s name, just write ‘Dear Hiring Manager‘. You can add relevant information to the email body and close the email with your digital signature.
Q4. How do you send a resume to a recruiter?
Ans. To send a resume to HR, make sure to add a proper email, addressing the recruiter/hiring manager. Do not send your resume without a professional email as it’ll show that you are not interested in joining the company. Make sure your email highlights your skills, experience, and interest in joining the company.