copy cover letter in email

How To Write an Effective Email Cover Letter (Template + Examples)

3 key takeaways

• An email cover letter is typically sent alongside a resume.
• Learn the structure and format of a winning email cover letter, and how to create your own.
• Teal’s AI Cover Letter Generator simplifies the process of creating cover letters tailored to each job.

When applying for a job online, an email cover letter is a crucial part of your application. It's your introduction, providing a personalized narrative that complements your resume and demonstrates your fit for the role.

A well-written email cover letter can distinguish you from other candidates and improve your chances of securing an interview.

This guide walks through best practices for writing an email cover letter, emphasizing the importance of personalization and professionalism.

Struggling to craft the perfect email cover letter? Get started with Teal’s AI Cover Letter Generator for free.

What is an email cover letter?

An email cover letter is a document sent with your resume when applying for a job online or via email. It's an introduction to your qualifications and interest in the role.

Email cover letters have become a standard part of the job application process, often serving as the first impression you make on a potential employer.

The primary role of an email cover letter is to complement your resume by providing context and a personalized narrative that demonstrates your fit for the position. An effective email cover letter can set you apart from other candidates and increase your chances of securing an interview.

Why email cover letters matter

Crafting a compelling email cover letter is more important today than ever before.

A well-written email cover letter can make the difference between your application being noticed or getting lost in a "maybe" bin with other candidates. It lets you showcase your personality, highlight your most relevant skills and experiences, and demonstrate your genuine interest in the position and company.

Plus, an impressive email cover letter can set the stage for a successful job interview.

It gives hiring managers a glimpse into your communication skills, attention to detail, and professionalism—all qualities employers highly value. A memorable email cover letter can pique the hiring manager's interest and make them eager to learn more about you during an interview.

In essence, your email cover letter is a powerful tool for marketing yourself, distinguishing your application, and increasing your chances of landing your dream job.

How to write an effective email cover letter

An effective email cover letter requires a strategic approach to capture the employer's attention and demonstrate your suitability for the role.

Follow these steps to craft a compelling email cover letter:

1. Craft an attention-grabbing subject line

Your subject line is the first thing the employer sees, so make it count. Use a clear and concise subject line that includes the job title and your name.

Marketing Manager Position - John Doe.

2. Address the recipient appropriately

Start your email cover letter with a proper salutation, addressing the hiring manager by name, if possible. If the name is unavailable, use a respectful greeting. 

Dear hiring manager,

3. Write an engaging introductory paragraph

In the opening paragraph, briefly introduce yourself, express your enthusiasm for the role, and provide a hook that piques the reader's interest.

Consider mentioning a mutual connection or a notable achievement relevant to the position.

4. Highlight your qualifications and fit for the role

The main body of your email cover letter should showcase your qualifications, experiences, and skills that align with the job requirements.

Quantify your resume and provide specific examples that demonstrate your potential value to the company. Mention how you can contribute to their success and why you are the ideal candidate.

Teal's AI Cover Letter Generator helps job seekers craft compelling cover letters that effectively highlight their accomplishments. 

Teal is able to analyze job descriptions to identify the most relevant skills and experiences to emphasize. It then helps you articulate these professional achievements more clearly and persuasively, ensuring your cover letter stands out.

Whether you're detailing a project that boosted sales by 25 percent or explaining how you led a successful team, Teal's AI Cover Letter Generator ensures your accomplishments are presented in the most impactful way, increasing your chances of making a strong impression on potential employers.

5. Express enthusiasm and a call to action

Conclude your email cover letter by reiterating your interest in the role and the company.

Express your enthusiasm for the opportunity and provide a call to action, such as requesting an interview or discussing your qualifications further.

6. Use a professional sign-off

End your email cover letter with a professional closing, such as "Sincerely," "Best regards," or "Thank you for your consideration."

Need help overcoming writer's block? Learn how to generate a great cover letter with ChatGPT cover letter prompts .

Tips for writing compelling email cover letters

Writing your first cover letter can be intimidating. Follow these tips to set yourself up for success:

• Keep it concise and focused: Aim for a length of three to four paragraphs, highlighting your most relevant qualifications and experiences.
• Personalize for each application: Tailor your email cover letter to the specific job and company, demonstrating your understanding of their needs and how you can contribute.
• Proofread carefully: Ensure your email cover letter is free from spelling, grammatical, and formatting errors, as it reflects your attention to detail.
• Incorporate keywords from the job description: Use relevant keywords and phrases from the job posting to show your alignment with the role's requirements.

Following a clear, professional format is crucial for creating an email cover letter that makes a strong first impression.

Writing email cover letters with AI

Struggling to craft the perfect cover letter for each job application? Research and compare the best AI cover letter writers to avoid writer’s block.

Teal's AI Cover Letter Generator takes the stress out of the process, allowing you to create effective, tailored cover letters in minutes, not hours.

With just a few clicks, its AI personalizes your cover letter to match any job description, highlighting your most relevant skills and experiences.

Plus, Teal intelligently adds keywords from the job descriptions to help make your cover letter more ATS-friendly, ensuring your application stands out with a professional, customized cover letter every time.

Proper email cover letter format

The standard parts of an email cover letter include:

1. Subject line

Your email cover letter's subject line is the first thing a hiring manager or recruiter will see. It's your chance to make a strong first impression and entice them to open your email.

When crafting your subject line, aim for clarity and conciseness.

Clearly state the purpose of your email, such as "Application for [Job Title] - [Your Name]."

This immediately lets the reader know what the email is about and who it's from.

Avoid using generic subject lines like "Resume" or "Job Application.” While descriptive, those terms are too vague and overused in application subject lines and, therefore, more likely to be overlooked.

To make your subject line stand out, consider including a unique selling point or achievement that aligns with the job requirements. This gives the reader a reason to learn more about you.

Lastly, keep your subject line short and sweet, ideally under 60 characters. That way it won't get cut off in the recipient's inbox preview.

Email cover letter subject line example:

Experienced Software Developer with Expertise in [Relevant Skill]

2. Salutation

One of the most important aspects of your email cover letter is addressing it to the right person.

Whenever possible, aim to find the hiring manager's name or person responsible for filling the position. This shows you've done your research and are genuinely interested in the role.

To find the hiring manager's name, review the job posting carefully. Sometimes, the contact person doesn't have their name listed in the ad. If not, visit the company's website and look for a "Team" or "About Us" page. You might find the name of the department head there.

If you still can't find a name, try searching for the company on LinkedIn. Look for people with titles like "Hiring Manager," "Recruiter," or "Human Resources Manager." You can also search for the head of the department related to the position.

If you exhaust all these options and still can't find a name, using a general salutation is okay.

"Dear Hiring Manager," "Dear Recruiting Team," or "Dear [Department] Team" are all appropriate choices. Avoid outdated salutations like "Dear Sir or Madam" or "To Whom It May Concern."

3. Opening paragraph

Your opening paragraph captures the hiring manager's attention and entices them to read further.

Keep your opening paragraph of your email cover letter short and impactful, ideally no more than three to four sentences.

Remember, your goal is to quickly capture the hiring manager's interest and encourage them to continue reading your email cover letter to discover how you can contribute to their organization's success.

Try the following to get started: 

• Express your enthusiasm for the opportunity and the company to make a strong first impression.
• Briefly mention how you discovered the position, whether it was through a job board, referral, or the company's website.
• Explain why you are interested in the role and company.
• Showcase your knowledge of the company’s mission, values, or recent achievements.
• Highlight one or two key qualifications that make you an excellent fit for the position.

Email cover letter intro example:

I was thrilled to come across the Marketing Manager position at [Company Name] on [Job Board]. With my 5+ years of experience in digital marketing and my passion for data-driven strategies, I am confident I would be a valuable asset to your team.

4. Body paragraphs

One of the most important aspects of crafting an effective email cover letter is showcasing your relevant skills and experience.

To make a strong impression on the hiring manager, carefully select the most impressive and pertinent qualifications from your background that align with the job requirements.

• Review the job description and identify the key skills, experience, and qualities the employer is seeking.
• Choose examples from your work history that demonstrate your proficiency in these areas.
• If the job posting emphasizes strong project management abilities, highlight a time when you successfully led a complex project from start to finish.
• Provide concrete details about your role, the challenges you faced, and the positive outcomes you achieved.
• Quantify your accomplishments wherever possible using hard numbers and metrics.
• Instead of stating you "improved sales," specify that you "boosted sales by 25% within the first quarter."
• Incorporate keywords and phrases from the job description into your email cover letter.

Many companies use applicant tracking systems (ATS) to screen candidates based on the presence of specific keywords. Naturally integrating these terms into your resume and cover letter also increases your chances of passing through the ATS and landing an interview.

Remember, the goal is to clarify to the hiring manager that you possess the necessary skills and experience to excel in the role.

5. Add a call to action

As you wrap up your email cover letter, be sure to finish strong and leave a lasting impression on the hiring manager. This is your golden opportunity to reiterate your enthusiasm for the role and the company, as well as your confidence in the fit.

Start by briefly recapping your key qualifications and how they align with the position's requirements. This reinforces why you're a strong candidate and reminds the reader of the value you can bring to their team.

Then, clearly state your desire to further discuss the opportunity and learn more about how you can contribute to the organization's success.

This call-to-action demonstrates your proactive approach and eagerness to take the next step in the hiring process.

6. Signature

Finally, end with a polite and professional sign-off.

Best regards, Sincerely, Thank you for your consideration.

Include your full name and contact details below your sign-off to make it easy for the hiring manager to reach out to you.

By leveraging AI to streamline formatting, you can ensure each email cover letter maintains a polished, professional appearance while focusing your time on tailoring the content to make a compelling case for your candidacy.

Need a bit of added help? Check out this resource to learn how to format your cover letter and stand out from the crowd.

Email cover letter sample

To help you visualize what an effective email cover letter looks like, let's explore a few examples for different scenarios:

Email cover letter example: marketing manager position

Subject : Experienced Marketing Manager Excited About [Company Name] Opportunity Dear [Hiring Manager's Name], I was thrilled to come across the Marketing Manager position at [Company Name]. With my 5+ years of experience leading successful marketing campaigns and driving brand growth, I am confident I would be a valuable addition to your team. In my current role at [Current Company], I have spearheaded several digital marketing initiatives that have increased website traffic by 40% and generated a 20% increase in lead conversions. I am well-versed in developing data-driven strategies and collaborating with cross-functional teams to achieve measurable results. I am particularly drawn to [Company Name]'s mission of [Company Mission] and believe my skills and experience align perfectly with the goals you aim to achieve. I would welcome the opportunity to further discuss how I can contribute to your marketing efforts and help drive your company's continued success. Thank you for considering my application. You will find my resume attached for your review and look forward to the possibility of an interview. Best regards,  [Your Name]

Why it works

This email cover letter works effectively for several reasons:

• Personalized salutation : Addressing the hiring manager by name shows that the applicant has taken the time to research and personalize their application, which demonstrates genuine interest in the position and company.
• Clear and enthusiastic introduction : The opening sentence clearly states the position applied for and expresses enthusiasm, capturing the hiring manager's attention right away.
• Relevant experience and achievements : The applicant highlights their 5+ years of experience and provides specific, quantifiable achievements, such as increasing website traffic by 40 percent and lead conversions by 20 percent. This demonstrates their ability to deliver results and adds credibility to their application.
• Alignment with company mission : By mentioning the company’s mission and explaining how their skills and experience align with the company's goals, the applicant shows they have researched the company and understand its values and objectives.
• Collaborative skills : The applicant emphasizes their ability to work with cross-functional teams and develop data-driven strategies, showcasing their collaborative and analytical skills, which are valuable in a marketing role.
• Professional and polite closing : The closing paragraph reiterates the applicant’s interest in the role, thanks the hiring manager for their consideration, and includes a call to action by expressing eagerness for an interview. This leaves a positive and proactive impression.
• Attachment of resume : Mentioning the attached resume ensures the hiring manager is aware of where to find it, providing a complete picture of the applicant's qualifications.

Overall, this email cover letter is concise, well-structured, and tailored to the specific job and company, effectively showcasing the applicant's qualifications and enthusiasm for the role.

Email cover letter example: software developer position

Subject : Passionate Software Developer Ready to Contribute to [Company Name] Dear [Hiring Manager's Name], I am writing to express my strong interest in the Software Developer position at [Company Name]. As a skilled developer with extensive experience in [Programming Languages/Frameworks], I am excited about the opportunity to bring my technical expertise to support your mission. During my time at [Current Company], I have been responsible for developing and maintaining several complex applications. One notable project involved creating a user-friendly web application that streamlined internal processes, resulting in a 30% increase in efficiency. I pride myself on writing clean, maintainable code and collaborating effectively with team members. I am impressed by [Company Name]'s commitment to pushing the boundaries of technology and creating cutting-edge solutions. I believe that my problem-solving skills and passion for innovation make me an ideal fit for your development team. I have attached my resume, which further highlights my qualifications and experience. I would appreciate the opportunity to discuss how I can contribute to [Company Name]'s success. Thank you for your time and consideration. Sincerely,  [Your Name]

This email cover letter works well for several reasons:

• Personalized salutation : Addressing the hiring manager by name shows the applicant has taken the time to research and personalize their application, demonstrating genuine interest in the position and company.
• Relevant technical skills : The applicant mentions their experience with specific programming languages and frameworks, highlighting their technical expertise and aligning with the job requirements.
• Quantifiable achievements : The applicant provides a specific example of their work, noting a 30 percent increase in efficiency from a user-friendly web application they developed. This demonstrates their ability to deliver tangible results and showcases their impact on previous projects.
• Alignment with company goals : By expressing admiration for the company’s commitment to innovation and technology, the applicant shows they have researched the company and aligns with its values and mission.
• Highlighting key strengths : The applicant emphasizes their problem-solving skills, passion for innovation, and ability to write clean, maintainable code, which are essential qualities for a software developer.
• Attachment of resume : Mentioning the attached resume ensures that the hiring manager is aware of additional details supporting the application, providing a complete picture of the applicant's qualifications.

For more inspiration and guidance, check out Teal's extensive collection of cover letter examples spanning various industries and roles.

How to proofread and edit your email cover letter

A well-polished cover letter demonstrates attention to detail and professionalism, increasing your chances of impressing the hiring manager.

Before hitting send on your email cover letter, take the time to carefully proofread and edit your work by following these steps:

1. Review your email cover letter for any spelling or grammatical errors. Even minor mistakes can make you appear careless or unqualified.

2. Use spell-check tools and read through the content slowly to catch any typos or awkward phrasing.

3. Assess the overall flow and tone of your writing. Does your email cover letter have a logical progression of ideas? Is the tone appropriate for the company culture and industry?

4. Make sure your personality shines through while maintaining a professional demeanor.

5. Get a second opinion. Consider having a trusted friend, family member, or mentor review your email cover letter as well. 

A second set of eyes can often spot issues you may have missed and provide valuable feedback for improvement.

Remember, a little extra effort in the editing process can go a long way in making a positive first impression on potential employers.

How to send your email cover letter

Once you've crafted a compelling email cover letter, you need to send it correctly to ensure it reaches the hiring manager and makes the desired impact.

1. Use a professional email address

Create an email address that includes your name, such as [email protected] . Avoid using casual or outdated email addresses that could undermine your credibility.

2. Attach your cover letter and resume

Use widely accepted file formats such as PDF or Microsoft Word (.doc or .docx). PDF resumes are often preferred because they preserve the formatting and layout of your documents across different devices and platforms.

3. Name your attachments professionally

Name your attachments clearly, such as "FirstName_LastName_Cover_Letter.pdf" and "FirstName_LastName_Resume.pdf."

This makes it easy for the hiring manager to identify and keep track of your application materials.

4. Double-check before sending

Before hitting send, double-check that you've attached both your cover letter and resume.

It's also a good idea to test your email by sending it to yourself or a friend to ensure that the attachments open correctly and the formatting appears as intended. This extra step can help you avoid any last-minute technical issues that could derail your application.

Write cover letters faster with Teal

Writing an effective email cover letter can be time-consuming and daunting, especially when you're applying for multiple positions.

Teal's AI Cover Letter Generator simplifies the process, allowing you to generate a compelling email cover letter in minutes.

The AI-powered Cover Letter Generator guides you through the essential components, ensuring you don't miss any crucial elements. Simply input key information about your background and the job you're applying for, and the tool will craft a personalized email cover letter that highlights your relevant skills and experience.

One of the most significant advantages of using Teal's AI Cover Letter Generator is its ability to create customized content for each application. The tool analyzes the job description and incorporates relevant keywords and phrases, demonstrating to hiring managers that you're a strong fit for the role. This level of customization can significantly increase your chances of standing out from other job seekers.

Rather than starting from scratch for each application, you can leverage AI suggestions to quickly assemble a polished email cover letter. This efficiency allows you to focus your energy on other aspects of your job search, such as networking and interview preparation.

Try out Teal's AI Cover Letter Generator today.

Frequently Asked Questions

Is it okay to write a cover letter in the email body.

It depends on the company size and hiring process. Small companies with fewer applications to manage may prefer the cover letter in the email, while larger companies will need it as an attachment to add to a candidate’s file.

Can the email message itself serve as the cover letter?

In some cases, the email message can serve as your cover letter, particularly if the job posting explicitly states this preference. If taking this approach, craft the email with the same level of care and attention you would give to a formal cover letter document.

How to choose between PDF and Word attachments?

When it comes to attaching your cover letter and resume, both PDF and Word resumes are generally accepted. PDFs are often preferred as they preserve the formatting and layout, ensuring your documents appear exactly as intended.

Nathan Thompson

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The Difference Between a Cover Letter and the Email You Send With Your Application

When it comes to making a job change, getting it right truly matters. You need to get the keywords right , the messaging right , the formatting right . You’ve got to find the right people to endear yourself to, and the right words for your cover letter and follow-up correspondence.

And, for the love of it all, you’ve got to nail the approach.

But, my oh my, there are so many considerations—so many things we all second guess ourselves on when applying for a job.

Should you make the cover letter the body of the email, or attach it separately? (Or both?) Do you address the person by first name, or go with Mr. / Ms. So-and-So? (And, does same rule apply for both?) How casual or formal do you need to be? Is there a right or wrong format for cover letters and emails? Does the cover letter need to be a page or less? How long should the intro email be?

Holy Hannah—it’s enough to make the coolest cucumbers among us start to feel like crazy people. And that’s even before you’ve made an introduction.

Deep breaths, everyone. Deep breaths. Let’s break this cover letter stuff down into manageable chunks. Here’s what you need to know:

Should the Cover Letter Be an Attachment or Just the Body of Email?

The short answer is: either. Not both, either.

If you ask 10 recruiters of hiring managers which they prefer, you’ll probably get five who say attachment and five who say email. But here’s the good news: Nearly all will report that it’s not going to make or break you either way. So, don’t let this topic unravel you.

I happen to be a proponent of “cover letter as body of the email,” and here’s why: It gives you the opportunity to make a strong, memorable first impression the millisecond that reviewer’s eyes open their inbox. You can draw someone in with an incredible opening line, and then showcase the ways in which you could contribute to the team.

If, instead, you decide to go with cover letter as attachment, you should be brief and point the reader to the attachments.

I’ve learned you are seeking a senior project manager with e-commerce experience and knowledge of Jira. That’s me. My attached resume and cover letter outline my qualifications for the role. Thank you very much for your consideration. I hope to hear from you soon!

Keep it brief if you go this route. Those on the receiving end won’t appreciate having to plow through a super long email and all your attachments.

Lastly, don’t even think about replicating the cover letter in both the email and the attachment. That’s just ridiculous (and, makes you look totally indecisive).

Now that we got that figured out, let’s answer the other questions that are probably eating at you:

Do I Use a First Name Salutation—or a More Formal One?

This is best answered with, “It depends”—for both the cover letter and the accompanying email. (I know, just doing my part to make things simple here.)

In all seriousness, it’s best to evaluate the tone and style of the organization you’re attempting to join, and then guess which salutation would be most would the appropriate and appreciated. You can do this pretty easily by reviewing the company’s website and social media presence.

Remember, you’re going to be hired for that next role if (and only if) you’re a “yes” to these three questions

• Do we think she can do this job?
• Do we like her?
• Do we think she’ll fit in around here?

That said, if you can introduce yourself in a way that implies right out of the gates that you’re a triple yes, you’re in business.

Is a Conversational Style Allowed?

In general, I think that job seekers get a bit too revved up about “proper” and end up losing sight of the fact that there’s an actual person at the receiving end of this (assuming you’re emailing your application directly).

Guess what? People like engaging, conversational reading. They notice when an applicant seems genuine, personable, and interesting. They appreciate when plowing through their pile of candidates doesn’t feel like total drudgery.

That being the case, unless you’re applying for a role within an extremely conservative or structured industry or organization, heck yes, a conversational style is allowed. Certainly, this is not your time to bust out a bunch of slang or (gasp) use language that could offend, but it’s a-ok to make your cover letter or intro email read like you’re a real person.

Just be sure and make it clear—in both cases—why you want to work for that company and what, specifically, you can walk through their doors and deliver.

Is the One Page Rule for Cover Letters Still True? What About in an Email?

Hard and fast “rules” make me crazy in general, so I’m not going to announce the exact length that your cover letter or your intro email need to be. I will simply suggest that you get in there, quickly endear yourself to the recipient, and then spell out, specifically, how and why you make perfect sense for the role you’re pursuing. And then wrap it up.

If you can pull it off with a one-page cover letter, absolutely. If you need a page and a half? So long as you’re peeling out any and all unnecessary blabber, knock yourself out. (And this article tells you how to cut it down to make it as effective as possible.)

For the email, again, get to the point and don’t be redundant if you’re also attaching a cover letter.

You can get these things right, for real. Nail the big stuff, sweat the details that truly matter, and get right to the business of making your grand entrance, well, one that’s grand.

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Email Cover Letter Examples

An email cover letter has to grab the reader's attention quickly in order to be effective. In-boxes are full of emails that need to be read so get across your main points promptly and powerfully.

Quickly convince the reader of your suitability for the job opportunity by using a powerful subject line in your cover letter email.

This will make the difference between getting your resume read or relegated to the database. Avoid bland subject lines such as Joe Black's Resume .

Get the employer's attention by following these simple steps.

How to write an email cover letter - 7 simple steps

• Write a subject line which is factual and persuasive - include the job title and job posting number and a selling point - "Job #4536 Bookkeeper - 8 years with Fortune 500 company "
• Clearly state your purpose in the first couple of sentences
• Summarize your strengths , skills and expertise as they relate directly to the job opportunity
• Persuade the reader to continue on to read your resume
• Use an easy-to-read font and keep the formatting simple
• Proofread and spell check your message
• Keep your email cover letter to one screen view

Job Application Cover Letter Email - Example 1

Subject Line: Sales Associate Job #1234 - 10 Years Experience

Dear Mr Green

I read with enthusiasm your opening for a Sales Associate on XYZ site. I am confident that my 10 years experience as a sales professional in ABC industry with a successful track record of meeting and exceeding sales objectives makes me an excellent match for this position.

Detailed on my attached resume you will find that over the last X years I generated more than $X in sales and achieved an average of X% sales growth. My experience in new and key account acquisition, new territory development and the planning and implementation of customer loyalty strategies will contribute to the success of DEF Corporation.

My resume demonstrates that I am well qualified to lead the entire sales cycle management process from client consultations and needs assessment through demonstrations, negotiations and final sales closings.

I believe that I will be a valuable asset to your team if given this opportunity and I look forward to hearing from you soon.

Thank you for your time and consideration.

Joe Candidate

Contact Numbers

Resume Email Cover Letter - Example 2

Subject Line: Legal Secretary Job #S123 - 6 Years at Top Law Firm

Dear Ms Drone

I am responding with enthusiasm to your job posting on XYZ.com for a legal secretary. I believe my extensive experience and skills in this field are an excellent match for the job.

The attached resume demonstrates my competence to interact capably with clients from point of referral, efficiently draft and process legal documents and correspondence, co-ordinate multiple case loads and assist with complex case preparation.

I am a motivated and hard working professional with solid legal practice skills and knowledge and a reputation for accurately and efficiently meeting strict deadlines in a challenging environment.

I would welcome the opportunity to learn more about the position and find out how I can contribute to the success of your firm.

Jane Candidate

How to start and close your email cover letter

Write a compelling cover letter intro and ensure that you grab the reader's attention straightaway.

Close you cover letter with a strong call to action and get your resume read with serious consideration.

Cover Letter Introduction Paragraphs

Cover Letter Closing Paragraphs

Should I submit an email cover letter if the posting only asks for a resume?

You can copy and paste your cover letter into the body of the email as your message and include your resume as an attachment.

Keep your cover letter short and simple as the reader will not want to invest a lot of time in going through your email. It is better to include a brief cover letter as an introduction rather than simply stating "I have attached my resume for your consideration".

How should an email cover letter be sent?

If you are responding to an advertisement make sure you follow the employer's instructions on submitting your cover letter and resume.

If you are asked to include your letter as an attachment save and send it as a PDF file or .doc file.  Avoid HTML as the email the employer uses may not be able to open this.

Additionally change the file name to include your name to make it easy for the hiring manager to view your cover letter once they have downloaded it from the email.

Include a short email message to inform the hiring manager that you have attached your cover letter.

Best Font for Cover Letters

Should your cover letter be in the body of an email or attached to it?

If the employer asks for the email cover letter and resume to be included in the message and not an attachment, copy and paste them into the body of your email.

Sometimes copying and pasting your cover letter from a Word or PDF file can alter the formatting. A good tip is to send the email to someone you know first to check that your formatting works properly. If it looks fine then you can send it to the employer.

Should I address the cover letter to an individual?

It is always better to address correspondence to a name rather than a title. Job postings often don't list the name of the person to contact and only give an email address.

Find out the name of the person receiving the emails. For example the email address, janereynolds@HRBakers,  indicates the name of the contact person is "Jane Reynolds".

This is your contact person and you can begin your email message with Dear Ms Reynolds. Immediately you stand out from the crowd.

What should I write in the email cover letter subject line?

As discussed, an interesting and informative subject line will ensure your email gets noticed. Keep it professional and specific. Good examples of  email subject lines for cover letters and resumes include:

Junior Accountant Position - 6 years experience in your industry

Experienced Sales Representative for Job#334 - Janet Driver

Marketing Associate Job - John Smith, BA in Business Administration

When should I follow up on my email?

It is important to find out the status of your job application. If the job posting does not have a close date you can wait about a week after sending your resume before following up.

If there is a close date then wait for about a week after that date before following up. For tips and help on resume follow up , plus a sample follow up email .

Don't miss these important cover letter pages

COVER LETTERS

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Basic Cover Letter Template

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How to Email a Resume and Cover Letter Attachment

Sample Email for a Job Application With Attachment

Ashley Nicole DeLeon / The Balance

Depending on the job for which you're applying, you may need to attach your resume and cover letter to an email as you reach out to the hiring manager. That's often the case with smaller employers. For other employers, you'll generally apply online or via a job board, but you'll still want to know how to properly attach a resume and cover letter in case you're coordinating any interviews via email.

What's the easiest way to attach your resume and cover letter to an email message? When you're asked to send a resume or cover letter via email, follow these steps to ensure you have correctly attached your documents. You'll also want to explain what you are sending and why, add your signature to the email, and include a subject line that will get your message opened and read by the recipient.

Key Takeaways

• Most employers request a Microsoft Word document or a PDF file of your resume. 
• It's easy to save your documents in the file format requested by an employer.
• When saving your documents, use your name as the file name.
• Include a subject line that states who you are and what job you are applying for in the email message.

Check the Employer's Instructions

When you apply for jobs via email , the employer may require you to send your resume and cover letter as an attachment to an email message. It's important to send your attachments correctly, include all the information you need so your email message is opened and read, and let the receiver know how they can contact you to schedule an interview.

What's most important is to follow the employer's instructions and send exactly what they have asked for in the format it's requested. If you don't, your message may end up in a spam or trash folder.

Save Your Cover Letter and Resume

When sending your cover letter and resume attachments, the first step is to save your resume as a PDF or a Word document. The job posting should specify how to send the attachment. This way, the receiver will get a copy of the resume in the original format.

If there aren't instructions on how to send your documents, submit your resume as either a Microsoft Word document (.doc or .docx) or as a PDF file. These are the formats most commonly preferred by employers, and it's easy to save the documents and add them as attachments to your email message.

You can either save your cover letter in document format or write it directly in the email message.

Save as a Word Document

If you have word processing software other than Microsoft Word, save your resume as a Word (.doc or .docx) document. Select File , then Save As .

Save a Google Doc as a Word Document

If you don't have Microsoft Word, you can save a Word (.docx) version of a Google Doc. Select File then Download and choose Word Document (.docx).

How to Save as a PDF

Whether the employer requests a PDF file or you opt to send a PDF, here's how to convert a document file.

To save a Word document as a PDF:

• Select  File then Save As  in Microsoft Word.
• Select  PDF  from the  Format  drop-down menu.

To save a Google Doc as a PDF:

• Select  File then Download and choose  PDF Document .

Choose a Unique File Name

When saving your document, use your name as the file name , so the employer knows whose resume and cover letter it is, i.e., janedoeresume.doc or janedoecoverletter.doc.

Don't simply use "resume" as a file name because it will be hard to differentiate your resume from those of the other applicants.

Include a Subject in the Email Message

The subject line is one of the most important parts of the email messages you send to apply for jobs. If you don't include one, your message may not even get opened. 

Your email message must include a subject line, and it should explain to the reader who you are and what job you are applying for. Be specific, so the recipient knows what he or she is receiving. Employers often hire for many positions at the same time, so include both your name and the job title.

Add a subject to the email message before you start writing it. That way, you won't forget to include it afterward.

Here's what to write:

Subject: Your Name - Job Title

If the employer requests additional information, like a job ID number, be sure to include that too.

Write an Email Message to Send With Your Resume

Once you have saved your resume and cover letter, and they are ready to send, the next step is to write an email message to send with your documents.

First, open your email account. Then click on Message at the top left of the screen or click on File > New > Message .

You can either write your cover letter as part of the email message or send it as an attachment. Here's how:

Write Directly in the Email

You can either type your cover letter directly into the email message , copy and paste it from a word processing document, or if the company requests an attachment, send your cover letter and resume with the email message. So, your choices are to send a cover letter attachment or to use the email message as your cover letter.

If you are attaching a cover letter, your email message can be brief. Simply state that your resume and cover letter are attached. Offer to provide additional information and let the reader know how you can be contacted.

Be sure to follow the directions in the job posting for how to apply when sending your cover letter and resume or your application may not be considered.

Adding Your Signature to the Email

It is important to include an email signature with your contact information, so it's easy for hiring managers and recruiters to get in touch with you.

Include your full name, your email address, and your phone number in your email signature, so the hiring manager can see, at a glance, how to contact you. If you have a LinkedIn profile , include it in your signature. Do the same with any other social media accounts you use for career and business purposes.

Sample Email Signature

Jared Harshbarner jared.harshbarner@email.com 617-123-3790 linkedin.com/in/jared.harshbarner

How to Add Your Signature

To add your signature to your email message, click on File > Insert > Signature if you have a signature saved that you use for job searching. If you haven't created an email signature, type your contact information (name, email address, phone, LinkedIn) at the bottom of your message.

Attach Your Resume and Cover Letter to an Email Message

Once your email message is ready to send, you need to attach your resume and cover letter to your message:

Click on Insert > Attach File. Your email client will display a list of files in the default file folder of your computer. If your resume and cover letter are stored in a different folder, click on the appropriate folder.

Click to select the file you want to add to your email message , and then click on Insert to attach the document to your email message. Take the time to carefully proofread the message before you send it.

Before you click Send , send the message to yourself to be sure all the attachments come through, and your email message is perfect.

Send a copy of the message to yourself, as well as to the company, so you have a copy for your records. Add yourself as a BCC (blind carbon copy) by clicking BCC and adding your email address.

Then click Send , and your cover letter and your resume will be on their way to the employer.

Review a Sample Email Message

Here's a sample email message sent with resume and cover letter attachments to apply for a job.

Subject: Sarah Smith – Museum Docent

Dear Ms. Cooper,

I’m writing to apply for the summer docent program at the Museum of Local History.

I have extensive docent experience, having volunteered at both the Harbor Museum and ABC Art, and have led tours both as a student leader and a member of the town historical society. In addition, I’m a lifelong town resident and an enthusiastic amateur historian.

I’ve attached my cover letter and resume for your review. I hope you’ll contact me at your convenience to discuss the program and arrange an interview. Thank you for your time.

Sarah Smith sarah.smith@email.com 555-555-1234 linkedin.com/in/sarahsmith

Frequently Asked Questions (FAQs)

Is it better to send a word document or a pdf to apply for a job.

A PDF file retains the format of your resume and letter, so the recipient will see them as you wrote them when they open the file(s) you sent. A Word document is easily read by the Applicant Tracking Systems (ATS) that employers use to manage job applications. What's most important is to follow the company's application guidelines.

How can I be sure my documents are formatted correctly?

Send a test message, and email your resume and cover letter to yourself before you send it to the employer. That way, you'll know your documents are formatted and attached correctly.

ZipJob. “ Should You Send Your Resume as a PDF or Word Doc? "

Google. " Create, View, or Download a File ."

Microsoft. " Save or Convert to PDF or XPS in Office Desktop Apps ."

Adobe. " How to Convert a Google Doc to a PDF ."

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A general cover letter example can serve as a great starting point for your application. If you’re feeling stuck, check out this copyable cover letter sample that you can copy and paste to modify for your own experience. You can also change the cover letter template at any time.

Dear Mr. North,

My experience of managing teams through change has taught me that if you put people first, everything else will fall into place. I led a team through a turbulent 18 months of downsizing at Labsworth, while a blistering period of growth at Pine Inc. provided an entirely different experience. No matter what the trajectory of the company is, there are lessons to be learned. Upon the completion of my MBA last year, I understood that I wanted to pursue a management role with an international dimension. I have never used my native Spanish in a business context and feel that your expansion into South America will allow me to employ my change management skills in a cultural setting that is familiar to me. In a start-up, it is important to employ people with both operational and commercial expertise. I have negotiated contracts worth $9.5m, improved delivery efficiencies by 12%, redesigned warehouse packing flows, overseen staff disputes, and driven profitability to industry-leading levels. In my last year at Pine, I spearheaded three initiatives to improve the net profit from 5.2% to 6.1%. Profits improve when everything is considered. I believe in letting my teams dictate the direction of their development. I have experience working with HR to design training modules, something that is particularly useful in a start-up. I enjoy the creativity and challenge of working out how to get the most out of a diverse set of professionals. 60% of my former team have enjoyed promotions over the past five years.

I cannot wait to find out more about your international expansion plans and hope that I am well-placed to assist.

Lara Fernandez

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Use this Internship cover letter example to finish your application and get hired fast – no frustration, no guesswork. This cover letter example is specifically designed for Internship positions in 2024. Take advantage of our sample sentences + expert guides to download the perfect cover letter in just minutes.

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Use this Accounting cover letter example to finish your application and get hired fast – no frustration, no guesswork. This cover letter example is specifically designed for Accounting positions in 2024. Take advantage of our sample sentences + expert guides to download the perfect cover letter in just minutes.

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Administrative assistant cover letter example

Use this Administrative Assistant cover letter example to finish your application and get hired fast – no frustration, no guesswork. This cover letter example is specifically designed for Administrative Assistant positions in 2024. Take advantage of our sample sentences + expert guides to download the perfect cover letter in just minutes.

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Perfect cover letter structure

The perfect cover letter should have a clear and organized structure to make sure it highlights why you’re the right candidate for the job. Here’s what you should include to impress employers and increase your chances of landing the interview:

• Header: The cover letter header is the space at the top, or sometimes the side, of your cover letter that contains your name, contact information, and any relevant links. The header serves a vital role in identifying your cover letter and helping to create an attractive presentation.
• Greeting: The greeting of the cover letter is the way you address the person who will be reading it. We recommend using the hiring manager’s name whenever possible to establish a friendly, yet professional tone.
• Introduction: The introduction consists of the opening lines of your cover letter that serve to grab the hiring manager’s attention and encourage them to read the rest of your cover letter. The introduction should also include the company name and the role for which you are applying.
• Body (middle part): The body paragraphs are the middle part of your cover letter that give you the space and flexibility to discuss your accomplishments and key qualifications for the role.
• Conclusion & sign off: The conclusion is the final sentence of the cover letter that generally includes a call to action. This sentence expresses your enthusiasm for the job and politely encourages the hiring manager to schedule an interview.

You can also view our full guide on how to write a cover letter.

What makes a good cover letter example

A good cover letter example contains a combination of factors that work together to present you as the best possible candidate for the role. Remember that a cover letter sample is a starting point and should always be customized for your specific experience and the job you are applying to. In general, here are a few things to pay attention to that will make your cover letter stand out from the rest:

• The right template : An attractive cover letter is more likely to be noticed by employers. The best cover letter template is one that combines your own professional personality with the brand and image of the company you’re applying to. Our adaptable cover letter sample can serve as a reference when creating your header.
• Proper formatting : The right formatting makes your cover letter easier to read, and in turn, keeps the hiring manager interested for longer. Here are a few do’s and don’ts for great cover letter formatting .
• Keep a balance of white space to text
• Use paragraph breaks and proper punctuation
• Create an attractive header at the top of the page
• Adjust the margins to cram in more text
• Go overboard with flashy colors unless appropriate in your industry
• Forget to proofread for spelling and grammar mistakes
• A customized greeting : Your cover letter greeting should use the hiring manager’s name whenever possible. If you can’t find the name of a specific person, make sure to customize the greeting for the company or team.
• A professional email address : Your email address should be a combination of your first and last name (with numbers if you have a common name). Unprofessional email addresses are a big mistake.
• Clear structure : Even though a cover letter is one of the more freeform parts of your application, it should still appear organized. Use the sections of our cover letter example above as a model for your own.
• Detailed examples : The writing of your cover letter should give concrete examples of your skills, qualifications, and accomplishments. Make sure to use numbers and statistics whenever possible.

Cover letter examples FAQs

What to write in a cover letter.

Your cover letter is an opportunity to expand on the skills and experiences described in your resume. Instead of simply repeating what’s written there, make sure to add new details and examples that are relevant for the role and will encourage the hiring manager to contact you for an interview. 

How do you start a cover letter?

There are plenty of ways to start a cover letter , including with an anecdote, a statement about your skills or passion, or your connection to the company. Check out our adaptable cover letter samples for more ideas to get you started writing your own cover letter.

What are 3 things you should include in a cover letter?

Three things that should always be included in a cover letter are:

• Your name and contact information
• The hiring manager’s name
• The name of the company and the role you for which you’re applying

How long should a cover letter be?

Ideally, a cover letter's length should be between 250-400 words. A shorter cover letter may not be able to capture your skills, while a longer one may become tiresome to read. A cover letter should always fit on one page. See our adaptable cover letter examples for details.

What are common cover letter phrases?

Every cover letter should be unique but a few phrases you may find useful are:

• I am excited to apply to the role of (Job Title) at (Company Name).
• I am looking forward to the possibility of an interview.
• Feel free to contact me by phone or email at (Your Phone Number) or (Email Address).
• Sincerely, (Your Name)

What words should not be used in a cover letter?

We recommend avoiding “ To Whom It May Concern ” as it sounds impersonal and outdated. You should also avoid any language that sounds cold, arrogant, or entitled. Our cover letter samples can serve as an example of the right tone to use.

What does an employer look for in a cover letter?

Employers use cover letters to gauge whether you’re truly interested in the position and if you’ve understood the requirements. Make sure to consult the job description before writing your cover letter.

What is a simple example of a cover letter?

If you’re looking for a simple example of a cover letter, you’ve come to the right place! Here are some of our favorite simple cover letter samples:

Student cover letter example

Use this Student cover letter example to finish your application and get hired fast – no frustration, no guesswork. This cover letter example is specifically designed for Student positions in 2024. Take advantage of our sample sentences + expert guides to download the perfect cover letter in just minutes.

Driver cover letter example

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Customer service representative cover letter example

Use this Customer Service Representative cover letter example to finish your application and get hired fast – no frustration, no guesswork. This cover letter example is specifically designed for Customer Service Representative positions in 2024. Take advantage of our sample sentences + expert guides to download the perfect cover letter in just minutes.

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See what documents a child needs to travel to or from the U.S. alone or with a parent or relative.

Children traveling to the U.S.

All children, including infants, must have their own travel documents such as a passport or document from a Trusted Traveler Program to enter the U.S. If you travel or are going to travel with a child, consider taking the following documents:

• If the child is traveling with only one of their custodial parents, they must have a letter of consent, preferably in English and notarized, from the other parent or signed by both parents. The letter should say "I acknowledge that my son/daughter is traveling outside the country with [the name of the adult] with my permission."
• If one parent has sole custody of the child, a copy of the custody document can take the place of the other parent's letter.
• Parents who frequently cross the border by land with a minor must always carry a letter of permission from the other parent.

U.S. citizen children traveling abroad

Ports of entry in many countries have security measures to prevent international child abduction . If you are traveling alone with your child, you may be required to present documentation proving you are the parent or legal guardian. You may also need a letter of permission from the other parent for your child to travel. 

If your child travels alone, depending on the country, they may be required to present a notarized letter from both parents or their legal guardian. If a minor is traveling abroad and is not accompanied by both parents or a legal guardian, contact the embassy or consulate of the country you will be visiting and ask about entry and exit requirements for that country.

LAST UPDATED: December 6, 2023

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