How to Email Your Resume to a Recruiter (Templates & Examples)

You have built a strong resume, found a job you are excited about, and now you need to send it to a recruiter or hiring manager via email. This step seems simple, but the way you email your resume can significantly impact whether it gets opened, read, and acted upon.

A poorly formatted email with a vague subject line and no context often gets ignored or buried. A professional, well-structured email with a clear subject, concise message, and properly named attachment gets you noticed for the right reasons.

This guide covers everything you need to know about emailing your resume effectively: subject line formulas, body text templates, attachment best practices, and follow-up etiquette.

Why the Email Matters as Much as the Resume

Your email is the first impression a recruiter has of you, even before they open your resume. Think of it as the packaging around your application. A recruiter who receives 50 to 100 emails per day will make snap judgments based on your subject line, the first two sentences of your message, and whether your attachment looks professional.

A strong email does three things:

• It immediately tells the recruiter who you are and what role you are applying for
• It provides just enough context to make them want to open your resume
• It demonstrates professionalism and attention to detail

Crafting the Perfect Subject Line

Your subject line determines whether your email gets opened or lost in a crowded inbox. It should be clear, specific, and professional. Here are proven formats:

Format 1: Role-focused

Application for [Job Title] - [Your Name]

Example: "Application for Senior Product Manager - Priya Sharma"

Format 2: With reference or job ID

[Job Title] Application - Ref: [Job ID] - [Your Name]

Example: "Marketing Analyst Application - Ref: MA-2026-041 - Rahul Gupta"

Format 3: Referral-based

Referred by [Name] for [Job Title] Position - [Your Name]

Example: "Referred by Anjali Desai for UX Designer Position - Karan Mehta"

Format 4: Direct recruiter contact

[Job Title] - [Years] Years Experience in [Key Skill] - [Your Name]

Example: "Backend Engineer - 5 Years Experience in Go and Distributed Systems - Amit Patel"

Subject lines to avoid:

• "Resume" (too vague, tells the recruiter nothing)
• "Please find my resume attached" (not a subject line, it is a sentence)
• "URGENT - Job Application" (reads as spam)
• "Hi" or no subject at all (almost guaranteed to be ignored)
• "Resume for any open position" (signals you have not researched the role)

Email Body Templates

Keep your email body concise. Recruiters do not want to read a full cover letter in an email. Three to four short paragraphs is the ideal length. Below are templates for different situations.

Template 1: Applying to a posted job

Subject: Application for [Job Title] - [Your Name]

Dear [Recruiter's Name / Hiring Manager],

I am writing to apply for the [Job Title] position at [Company Name] [mention where you found the listing, e.g., "as advertised on LinkedIn"]. With [X years] of experience in [your key area], I believe my background in [specific relevant skill or achievement] aligns well with what your team is looking for.

In my current role at [Current Company], I [one specific achievement with a metric, e.g., "led the redesign of the onboarding flow, improving user activation by 35%"]. I am excited about the opportunity to bring this experience to [Company Name], particularly given [something specific about the company or role that interests you].

I have attached my resume for your review. I would welcome the opportunity to discuss how my experience could contribute to your team. Please let me know if you need any additional information.

Thank you for your time and consideration.

Best regards,
[Your Full Name]
[Phone Number]
[LinkedIn Profile URL]

Template 2: Referral-based application

Subject: Referred by [Referrer's Name] for [Job Title] - [Your Name]

Dear [Recruiter's Name],

[Referrer's Name], who is a [their role] at [Company Name], suggested I reach out regarding the [Job Title] opening on your team. We have worked together at [context of relationship], and they thought my experience in [relevant skill area] would be a strong fit for this role.

I currently work as a [Your Title] at [Current Company], where I [brief achievement]. I am particularly drawn to [Company Name] because [specific reason related to the company's work].

I have attached my resume for your reference. I would love the opportunity to discuss the role further at your convenience.

Warm regards,
[Your Full Name]
[Phone Number]
[LinkedIn Profile URL]

Template 3: Cold outreach to a recruiter

Subject: [Job Title] - [X] Years in [Industry/Skill] - [Your Name]

Dear [Recruiter's Name],

I came across your profile on LinkedIn and noticed that you recruit for [type of roles] at [Company Name]. I am a [Your Title] with [X years] of experience in [your field], and I am actively exploring new opportunities in [target area].

A few highlights from my background: [two to three brief bullet points or a short paragraph summarizing your most relevant achievements].

I have attached my resume in case any current or upcoming openings align with my profile. I would appreciate the chance to connect and learn more about opportunities on your team.

Thank you,
[Your Full Name]
[Phone Number]
[LinkedIn Profile URL]

Attachment Best Practices

How you name and format your attachment matters more than most people realize. Recruiters download dozens of resumes daily. If yours is named "resume_final_v3.pdf," it gets lost immediately.

File naming convention

Use a clear, professional naming format:

• Firstname_Lastname_Resume.pdf (e.g., Priya_Sharma_Resume.pdf)
• Firstname_Lastname_JobTitle_Resume.pdf (e.g., Priya_Sharma_Product_Manager_Resume.pdf)

Names to avoid:

• "resume.pdf" (generic, gets confused with other files)
• "my resume (2).pdf" (looks disorganized)
• "CV_updated_FINAL_v4_new.docx" (signals indecisiveness)
• "document1.pdf" (tells the recruiter nothing)

File format

Send your resume as a PDF unless the recruiter or job posting specifically requests a different format. PDFs preserve your formatting across all devices and operating systems. If you need to send a DOCX, make sure it renders correctly on both Windows and Mac. For guidance on creating resumes that look perfect in any format, try EasyResume's free builder, which generates properly formatted PDFs automatically.

File size

Keep your resume file under 2 MB. Most email providers and ATS platforms handle files up to 5 or 10 MB, but a 5 MB resume suggests embedded images or other unnecessary elements. A clean, text-based PDF should be well under 500 KB.

Follow-Up Etiquette

You sent the email. Now what? Following up is important, but there is a fine line between persistent and pushy.

When to follow up

Wait 5 to 7 business days after your initial email. If the job posting mentions a review timeline, respect it. Do not follow up 24 hours later unless the role specifies urgent hiring.

How to follow up

Reply to your original email thread so the recruiter has full context. Keep the follow-up brief:

Subject: Re: Application for [Job Title] - [Your Name]

Dear [Recruiter's Name],

I wanted to follow up on my application for the [Job Title] role that I submitted on [date]. I remain very interested in the position and would welcome the opportunity to discuss how my experience in [key skill] could contribute to your team.

Please let me know if there is any additional information I can provide. Thank you for your time.

Best regards,
[Your Full Name]

How many follow-ups to send

Send a maximum of two follow-up emails. If you do not hear back after the second follow-up, move on. The recruiter has seen your application and made a decision. Sending five follow-ups will not change the outcome and may harm your professional reputation.

Common Mistakes When Emailing a Resume

• Forgetting to attach the resume: It sounds obvious, but this happens frequently. Before hitting send, verify your attachment is there.
• Using an unprofessional email address: Send from a professional address, not gamerlord42@email.com. Create a dedicated job search email if needed.
• Writing a novel in the email body: The email is not a cover letter. Keep it to 3-4 short paragraphs. If a cover letter is required, attach it as a separate document.
• Sending a generic mass email: Addressing the email "To whom it may concern" or clearly copying the same message to multiple recipients is a quick way to get deleted.
• Not proofreading: Spelling the recruiter's name wrong or having grammatical errors in a three-paragraph email signals carelessness. Read it twice before sending.
• Emailing at odd hours: Send your email during business hours (9 AM to 6 PM in the recipient's time zone) so it appears near the top of their inbox when they start working.

Putting It All Together

Emailing your resume is a skill that combines professionalism, clarity, and attention to detail. The formula is straightforward: a clear subject line that identifies you and the role, a concise email body that gives the recruiter a reason to open your attachment, a properly named PDF, and a polite follow-up if you do not hear back.

Of course, the email is only as good as the resume it delivers. Make sure your resume is polished, well-formatted, and tailored to the role you are applying for. Our guides on resume tips for landing your dream job and writing ATS-friendly resumes will help you build a resume worth sending. And when you are ready, EasyResume's free builder makes it easy to create a professional resume you will feel confident attaching to any email.