How to write an Amazing Email to send Resume to HR? (2024)

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 ‘’, 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, “” or “”.

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.


(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.


(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.

  1. Always write the subject in the end. This way, you can avoid sending emails by mistake.
  2. Before sending the email to HR, send it to yourself. This way, you can easily identify any mistake in the email.
  3. Always mark the hiring manager/HR in ‘To’ and never in ‘CC’ or ‘BCC’ when sending your email.
  4. 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.
  5. 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

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.

How to write an Amazing Email to send Resume to HR? (2024)


What should I write in email when sending resume to HR? ›

Introduce yourself, explain why you are writing the email, and outline the documents you have attached. Include a warm but professional sign-off expressing that you hope to hear from the hiring manager further.

What do you write in an email when sending your resume? ›

Dear HR Manager, My name is [Name] and I am sending you my resume and covering letter as I want to apply for the [Position] in your company [name of the company]. My resume will describe to the fullest my experience that fits your requirement for the opening at your department.

How do you ask for a response after sending a resume? ›

Write a follow-up email directly to the hiring manager

Use a clear subject line, for example: Following up on a job application for [position title]. Be polite and humble in the body of your message. Say you're still interested and reiterate why you're the perfect fit. Keep the resume follow-up email short.

How do you address HR in resume email? ›

Dear HR Manager, I am very much interested in applying for the Data scientist position you advertised on (job portal name) recently. My educational qualifications and internship experience match the required job specifications. I would appreciate it if I am given a chance to prove my value addition for this job role.

Should I email my resume to HR? ›

Sending your resume attached to a well-written email can be a very effective strategy. It can help you find a way around ATS algorithms that filter out unsuitable resumes before they can even get to an HR employee for evaluation.

How do you send an email to HR seeking a job? ›

Steps To Take Before Emailing Your Job Application
  1. Enter the employer's email address in the recipient line. ...
  2. Write a concise subject line. ...
  3. Compose your application in the email body. ...
  4. Include your name and contact details at the end. ...
  5. Attach your cover letter, CV and other documents.

How do you write a polite follow up email after no response? ›

How to Write a Follow-Up Email After No Response
  1. Ask yourself if you included a close in your first attempt.
  2. Resist the urge to re-send your first email.
  3. Don't follow up too quickly.
  4. Write a truthful subject line.
  5. Start the message with a reminder of your last touchpoint.
14 Mar 2022

How do you politely ask for a job opportunity? ›

5 effective ways to ask for a job
  1. Ask for information about the job rather than its availability. ...
  2. Ask for general advice. ...
  3. Focus on building a relationship instead of simply asking about a job. ...
  4. Send or email a letter of interest. ...
  5. Find ways to stand out and be noticed by the hiring manager.

How do I forward a resume to HR? ›

Attached, please find the resume of Susan Smith, a friend of the family, who asked that I forward this to you for consideration. I'm not confident that she's a good fit for your organization, but I wanted to pass the information along nevertheless.

What is the best time to send resume to HR? ›

The best time to send your resume is early morning or after 9 p.m. This ensures that the resume is seen by employers when they first check their emails. Sending it really early in the morning (before 9 a.m.) could be effective as it portrays determination.

How do I ask HR about my resume? ›

I noticed [old/new manager's company] has opened positions for [job title]. I'm looking to move from my current job and would love to apply there. Could you please ‌look at my resume and tell me if there's something missing? I'd appreciate it if you could forward it to somebody who's in charge of hiring.

How do you ask HR for opportunity? ›

Dear Employer, I am writing this email to inquire if you have, or are likely to have, any job opportunities in {Company Name}. I am really interested in working for your company because: (list specific reasons.) I would be prepared to commit to any training that might be required.

What should I write in reply email with attachment? ›

Reply with an attached email
  • On your computer, go to Gmail.
  • Open the email. click Reply.
  • At the top right of the email, click the Pop out icon .
  • From your inbox, select the email you want to attach.
  • Drag the email into your message.
  • At the bottom, click Send.

How do you write an email please find attached? ›

Here are a few alternatives:
  1. I've attached [item].
  2. Please have a look at the attached [item].
  3. The [item] you asked for is attached.
  4. Please refer to the attached [item] for more details.
  5. The attached [item] includes . . .
28 Dec 2020

How do you say attached to an email politely? ›

  1. Option 1: Attach the file with no explanation. ...
  2. Option 2: "Here is" ...
  3. Option 3: "I've attached" ...
  4. Option 4: "This [X] has …" ...
  5. Option 5: "I'm sharing [X] with you." ...
  6. Option 6: "You'll find the attachment below." ...
  7. Option 7: "Let me know if you have questions about the attachment."
5 Dec 2021

What to say in an email when they don't respond? ›

I'm following up because you haven't responded to me yet. I've tried to reach you a few times now. I know you're busy; I'm busy too. I know you opened my first email a couple of times.

How do you follow up professionally? ›

How to Follow Up with Someone Who's Not Getting Back to You
  1. Have a compelling subject line. Forty-seven percent of emails are opened or discarded based on their subject line alone. ...
  2. Be mindful of your tone. ...
  3. Keep it short and use simple language. ...
  4. Make a clear ask. ...
  5. Give them an out. ...
  6. Be judiciously persistent.
13 Jan 2021

How do I write an email for a waiting response? ›

You sent an important email, and you're eager to get a reply.
7 alternatives to “I look forward to hearing from you”
  1. 1 Use a call-to-action. ...
  2. 2 I'm eager to receive your feedback. ...
  3. 3 I appreciate your quick response. ...
  4. 4 Always happy to hear from you. ...
  5. 5 Keep me informed . . . ...
  6. 6 I await your immediate response. ...
  7. 7 Write soon!
3 Sept 2021

How do I impress a recruiter via email? ›

How to Email a Recruiter
  1. It's respectful. Remember that you're communicating in a professional capacity. ...
  2. It clearly states your intent. What's the purpose of your email? ...
  3. It's brief. Get to the point. ...
  4. It's well-written. Edit. ...
  5. It's accurate. Be sure you spell and format the company's name correctly.
2 Jun 2022

How do you start a letter to HR? ›

Letter to HR template

Dear [recipient's name], My name is [your name] and I work as a [job title] in the [your department] department. I am writing to file a formal complaint about a recent event that occurred in the office.

How do I say I want this opportunity? ›

I see this opportunity as a way to contribute to an exciting/forward-thinking/fast-moving company/industry, and I feel I can do so by/with my …” “I feel my skills are particularly well-suited to this position because …” “I believe I have the type of knowledge to succeed in this role and at the company because …”

How do you approach a job in a message? ›

Hi [Name], My name is [your name], and I'm writing about the position of [position] with [company]. I submitted my resume through [submission channel]. I think you'll find that my [brief personal details] could be a good fit for the job and I'd love to discuss my qualifications in more detail.

How do you politely ask about your application status? ›

Hi [Hiring manager], I am excited to be considered for the role and it was great to speak with the team. I am following up to check on the status of my job application for [job title]. I look forward to hearing back from you on my job application whenever you have reached a decision.

How long does it take to get a response after submitting a resume? ›

It typically takes one to two weeks to hear back after applying for a job. An employer may respond faster if the job is a high priority, or if they're a small and efficient organization. It can also occasionally take longer for an employer to respond to a job application or resume submission.

How soon should you follow up after sending resume? ›

1. Wait two weeks. After applying for a job that excites you, it is natural to want to move the hiring process forward immediately. However, it is recommended to wait two weeks after submitting your resume before following up on your application.

What is a good follow up message after applying for a job? ›

I know how busy you probably are, but I recently applied to the [position title] position, and wanted to check in on your decision timeline. I am excited about the opportunity to join [company name] and help [bring in new clients/develop world-class content/anything else awesome you would be doing] with your team.

What do you say in an email when applying for a job? ›

  1. Subject: Name of Applicant – Name of Position. ​
  2. Dear Mr./Ms. Last Name, ...
  3. With all my respect, I wish to apply for the above position. ...
  4. I now want to apply my skills in an e-commerce company like Shopee. ...
  5. I have attached a cover letter, resume, and certificates for your consideration. ...
  6. Your Name.
  7. Your Phone Number.

How do you email a job opportunity? ›

Checklist for Writing Job Inquiry Emails
  1. Write a Simple and Informative Subject Line. ...
  2. State Your Intention and How You Found the Company. ...
  3. Introduce Yourself and Ask for an Interview. ...
  4. Inform About a Follow-Up and Share Your Contact Info. ...
  5. End the Email with Gratitude and a Formal Sign-Off. ...
  6. Proofread and Edit Your Email.
19 Jul 2022

Is it OK to call hr after applying? ›

If you haven't heard back about your job application after two weeks, it's perfectly acceptable to call the hiring manager unless the listing states otherwise. You'll need a different strategy if someone picks up the phone or if you have to leave a voicemail.

How long does it take for HR to respond to an email? ›

Don't wait beyond one week in any case; start follow up action after 3 days. In case you don't get a response within 2 weeks in writing & by contacting on phone you get responses like: “ X is on leave, or is traveling” “ We are involved in some important project or meeting & will decide & revert to you soon”

Should I send a follow up email after applying? ›

Unless the job posting has indicated a specific timeline for the hiring process, it's generally appropriate to send a follow-up email one to two weeks after you've applied. This allows employers sufficient time to review your resume, cover letter and any other materials you have included.

What is a good follow up email? ›

Polite follow-up email sample

Subject line: Be great to hear from you… Dear Ryan, I'm just following up on an email I previously sent to you. I understand that you are busy, but I would appreciate it if you could review the email and respond to me as soon as you can.

How do you know if a hiring manager likes you? ›

  1. The discussion extends beyond what you had anticipated. ...
  2. They're not at all distracted. ...
  3. Your interviewer asks you questions about your long-term objectives. ...
  4. The interviewer speaks specifically about salary and other compensation. ...
  5. At the end of the interview, the hiring manager offers positive information about the next step.
13 Feb 2015

What message should I write to hiring manager? ›

My name is [your name] and I recently applied for the [position name] role with [organization name]. I'm excited about the opportunity to be considered for this role as I believe my [skill 1] and [skill 2] would make me a great fit. Please reach out to me if you need any additional information.

How do you say follow up professionally? ›

1. Be Direct
  1. “I'm following up on the below” or “Following up on this [request/question/assignment]”
  2. “I'm circling back on the below” or “Circling back on this [request/question/assignment]”
  3. “I'm checking in on the below” or “Checking in on this [request/question/assignment]”
1 Mar 2022

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