Figuring out how to email a resume sounds like child's play. It's like sending any other email, right?
If you're emailing a resume in reply to a random job offer and clicking send without a second thought, you are doing it wrong.
If you want to know how to send a resume that will result in an interview, then you have to start thinking about personalization.
The best way to get the interview is to take a targeted, personal approach from the beginning.
Because wouldn’t it be nice if you could figure out how to email your resume to a real person who cared?
Impossible? No way.
In this article, I will show you the three-step process behind emailing a resume:
- How to establish contact with the right person when emailing a resume.
- How to find email addresses and what to write in an email with your resume attached.
- How to clean up your online presence before emailing a resume.
1. Almost No One Makes a Personal Connection, But It Works So Well
If you apply to a large company, your resume could end up in oblivion among an average of 250+ other identical resumes.
And if you’re applying online, there is a good chance that your resume will end up being processed by Applicant Tracking System (ATS) software.
That means R2D2 will scan your resume for keywords before it ever falls into human hands.
The good news is that if you take a moment to think about how to email a resume to an employer, you can avoid both the bots and the curse of the general inbox. And the answer is simple:
Send your resume directly to the hiring manager.
But it's not that simple.
Let’s say you are among the 80% of Americans that start their job search by visiting job boards or the 70% who apply via social media.
Online job offers don’t always reveal who is going to read your resume. Even though (81%) of job seekers say that they want to know, it just isn’t there.
And that’s a shame because you are much more likely to get hired if the hiring manager knows of you beforehand.
So, how do you get in touch with a hiring manager?
Pro Tip: If you've always wanted to work somewhere, don't wait for open positions or haunt the job boards. Reach out now by emailing a resume. Position yourself now so you'll be in the right place later.
Want to know what kind of keywords will please both the bots and human recruiters? Don't know where to put skills on a resume? Read our guide: "+30 Best Examples Of What Skills To Put On A Resume (Proven Tips)"
2. How to Get in Touch With a Hiring Manager
I’m sure you’ve heard about six degrees of separation. The idea that you are only separated from Brad Pitt, The Queen of England, and Honey Boo Boo by six other people?
Well, that’s why networking is important. You may not know the hiring manager, but you may know someone who does.
Reach out to friends, alumni, and former colleagues to see if they can put you in touch with the right person.
Realize that you've never networked and turn on Netflix.
Networking is a lifelong process. If you’re just starting, you may not have any connections. That’s okay.
You can still reach out to hiring managers in a personal way once you know how to email a resume. Even if you're using job boards.
In the meantime, focus on making contact with people who work for companies that interest you.
Pro Tip: Keep in mind that many companies offer referral bonuses to employees that bring in a candidate.
If you’re applying to a company where you know people, you should ask your friend to check if they have such a program.
Not sure how to make a resume that will attract the attention of a hiring manager? We've got you covered. Read our guide: "How To Make A Resume: A Step-By-Step Guide (+30 Examples)"
3. How to Find (Almost) Anyone’s Email Address
Okay, let’s say that you can’t find any person who could connect you with a hiring manager.
Or you found a great job offer, but there is no contact information. Now, what?
First, you’ll need to do some research to find the internal recruiters or HR personnel responsible for processing resumes where you want to work.
Start with the company’s website to find the name of the hiring manager and move to LinkedIn to see if you can find their email address.
If you are trying to find out how to email a resume to a hiring manager responsible for a particular job offer, LinkedIn is your best bet. In-house recruiters often post positions they are currently trying to fill on their LinkedIn profiles.
In either situation, you are trying to find the name of the hiring manager and their email address.
While finding a name is easy, finding an email address can be hard. Start by using an app called Email Hunter.
Once you've found a promising LinkedIn profile, click on the app and it will generate an email address for you.
If that doesn't work, you can try the old school way and use Google.
Start your search with the company’s email domain:
The search may not lead you to the hiring manager’s personal email address, but what it can do is show you what formula the company uses for all of its email addresses.
See, most companies use the same formula:
If you can find that formula, all you need to do is plug in the hiring manager’s name.
Let’s say you can’t find the address formula either. You’ve simply got the names of the company and the hiring manager.
You’ve still got enough information. Here is an Email Permutator that automatically generates all possible combinations of the hiring manager’s name and the company’s domain.
Pro Tip: If you’ve used the permutator, you might want to verify the addresses to see if they're active.
Run them through a free email verification tool like MailTester. MailTester isn’t flawless, but it’s a good way to lower your bounce rate.
4. Here’s How to Connect with Hiring Managers on LinkedIn
Now, armed with a name and an email address you can send a personalized resume email.
Note, not all hiring managers will appreciate receiving unsolicited resumes.
Which is why you will want to start the process by sending the hiring manager an invite via LinkedIn.
By making a connection on LinkedIn first, the hiring manager has the chance to become familiar with you. Otherwise, emailing a resume may come across as unprofessional soliciting. They may also disregard your email as spam.
Julie Dossett, Communications Lead at LinkedIn Canada, says:
“Be sure to avoid sending a generic message when you send an invitation to connect. Remember, it's your chance to make a first impression! Be clear about why it’s worthwhile to make the connection. One good approach is to say that you would be really excited to work for the company and explain why, or that you are inspired by something or someone at the organization. Explaining why you've asked to connect is an important part of convincing the person to accept the invitation - and in establishing a professional, positive, and productive relationship with them.”
First, you will need to tell LinkedIn how you know them. You’ve got three choices.
- If you’re sure about their email, choose “other.”
- Otherwise, choose “we’ve done business together.” It’s safe as long as it’s plausible.
- You can also select “I don’t know so-and-so.” Keep in mind that if the hiring manager ignores your invite, you will not be able to send another in the future.
As for the message, LinkedIn invitation messages are only 300 characters, which is slightly longer than two tweets, so, you don’t have much space.
You need to write a message that has a purpose and is personal. The templates above let the hiring manager know who you are, how you found them, and why you want to add them.
Also, show them that you pay attention to what’s happening in your field.
Once you’ve made initial contact with them, you can move on to figuring out how to email a resume.
Pro Tip: If you’re engaging with the company via social media (LinkedIn, Twitter, Facebook), it will show the hiring manager that you have an active interest in the company.
5. How to Email a Resume to Attract a Hiring Manager’s Attention
Okay, so you’ve gotten the hiring manager’s attention on LinkedIn. But before you jump to emailing a resume, you’ve got to create an email that’s going to get opened.
Start with an attention-grabbing subject headline. Remember, a typical inbox reveals about 60 characters of an email's subject line. And that gets reduced to only 25 to 30 characters via mobile.
Try opening with a solution:
Subject: I can boost XYZ’s growth
If you don’t feel comfortable offering such an ambitious solution, you can start by pitching yourself.
Professional Persona Headline:
Subject: Award-winning HR Director Interested in XYZ
Subject: Jenny's Resume
The more you personalize your message, the better. Consider adding achievements, skills, details about how you fit in with the company’s culture, knowledge of their competition, and knowledge of their brand.
Use a natural and likable style. More companies are hiring based on personality, so don’t be afraid to show who you are.
Of course, keep in mind that some companies will appreciate a more formal tone than others. It's up to you to decide what level of formality to use when considering how to email your resume.
Also, notice where the candidate wrote “our possibilities,” it displays a level of solidarity with the employer and what they do.
Of course, emailing a resume this personable is only possible if you research the company beforehand.
At the end, you can add a postscript. Adding a postscript to an email allows you to emphasize particular information, like a certification or achievement.
Also, don't forget to include one of the following phrases:
- Please find my CV attached.
- Please find my resume attached.
- Please find my CV attached for your consideration.
- Please find my resume attached for your consideration.
It is also important to mention referrals at this point if relevant.
Pro Tip: Save your files using your name - “Han Solo Resume.” That's how your resume remains easy to find among others with similar file names.
Have you considered saving your resume as a PDF? Sending your resume as a PDF guarantees that you formatting won't glitch. Want to know more? Read our guide: "Word Vs PDF Resume: What Is The Best Resume Format?"
6. What Comes Next? Secret Ways to Track Your Resume
Okay, so you’ve finally gotten to the point in the emailing a resume process where you’ve clicked send. Now, what?
Somewhere, either in your cover letter or in the email, you’ve probably written that you will contact the hiring manager within a given amount of time.
But, how do you know if the hiring manager has read your email? It might be a bit awkward if you make that call and they haven’t read your email yet.
Mixmax is an online tool with email tracking capabilities. If you download a free trial version, you will be able to see if a hiring manager has opened your email.
It’s a small thing, but it will help you keep tabs on your resume.
Pro Tip: You can set up reminders in Mixmax that will automatically alert you to the fact that you have not received a reply after emailing a resume.
Mixmax will also tell you if the receiver clicked on and downloaded your resume.
Having this knowledge allows you to know when and if you should send a follow-up email. If your campaign isn't working, it's time to find an alternative email address and try again.
7. How to Clean Up Your Online Image
After figuring out how to email a resume to an employer, you need to check your general online presence and do some housekeeping.
That's because there could be things lurking on the Internet that you didn't know where out there. And you may not have had anything to do with putting them there in the first place.
Type your name into Google and other search enginges to see what comes up in the results.
Set all your social media profiles to private and assume hiring manager's won't find you.
Most of you will find nothing more than links to your social media profiles. As long as you’ve updated your LinkedIn profile to match your resume, and checked to see what content can be seen by the public on your Facebook and Twitter profiles, you should be good to go.
Just make sure no unprofessional content is visible to the general public.
If you happen to have a more common name like Jane Smith, for example, you may not show up in the results at all.
On the other hand, some of you might be disturbed to find extremely personal content such as your bank account number, an image of your signature, or sexually explicit images that have been posted without your consent.
If this happens to you, ask Google to remove the information from the Internet.
If you find embarrassing content about yourself on a particular web page, Google suggests that the best solution is to contact the webmaster (owner) and ask them to remove the content.
Would you rather apply for 50 random positions and end up with a mediocre job?
Or would you rather pinpoint 10 positions and spend 10 minutes figuring out how to send a resume that will result in a job that interests you?
Choosing the second option means taking the time to do research, tailor your resume, and contact a hiring manager.
At the same time, until you take the time to think about how to email a resume and personalize your approach, a girl is no one. And a man will not hire a girl who is no one.
Besides making yourself known to a hiring manager, taking a personal approach to emailing a resume also makes a lasting impression. The hiring manager is going to know that you have what it takes to get where you want to be.