What Should I Write When Sending a Resume? A Comprehensive Guide for Job Seekers

In today’s competitive job market, a well-crafted resume is only part of the equation. How you present that resume—specifically, what you write in your cover email or accompanying message—can make a significant difference. Whether you’re applying for your dream job or just hoping to land an interview, your communication needs to be clear, professional, and tailored to the role.

At Redwolf + Rosch, a leading recruitment agency in Australia, we understand that job seekers often feel uncertain about how to properly introduce their resumes. With that in mind, we’ve put together a comprehensive guide on what to write when sending a resume. This guide will help ensure your message stands out, conveys professionalism, and increases your chances of securing an interview.

Why the Message You Write Matters

While your resume showcases your qualifications, experience, and skills, the message you write when submitting it adds a personal touch. Think of it as your opportunity to:

• Introduce yourself: Provide context for the hiring manager about why you’re sending your resume.
• Explain your interest: Demonstrate why you’re enthusiastic about the position and the company.
• Highlight key qualifications: Draw attention to your most relevant skills or experiences.
• Maintain professionalism: Ensure your communication is polished and aligned with industry standards.

In essence, the email or message accompanying your resume is your first chance to make a positive impression. Here’s how to get it right.

1. Start with a Professional Subject Line

The subject line of your email sets the tone for the message, and it’s often the first thing the recruiter or hiring manager will see. A clear and concise subject line is essential for ensuring that your email stands out and is not overlooked.

Here are a few examples of effective subject lines:

• “Application for Marketing Manager – Jane Doe”
• “Resume Submission: Software Engineer Position”
• “Re: Senior Graphic Designer Application”

2. Open with a Formal Greeting

Begin your email or message with a polite, formal greeting. If you know the hiring manager’s name, address them directly. If not, use a more general greeting. Avoid using overly casual language or nicknames, as this can create a negative first impression.

Here are some examples:

• “Dear [Hiring Manager’s Name],”
• “Dear Sir/Madam,” (If you don’t know the person’s name)
• “Hello [Hiring Manager’s Name],”

Using the right tone of voice is important, especially in a professional setting. A formal greeting helps establish credibility and demonstrates respect for the recipient.

3. Introduce Yourself and State the Purpose of Your Email

In the opening paragraph, introduce yourself and make it clear that you are submitting your resume for a particular role. Mention how you found out about the position, whether it was through an advertisement, a job board, or a referral from someone within the company.

Example:

• “I am writing to express my interest in the [Job Title] position advertised on [Job Board/Company Website]. With a background in [Your Field or Industry], I am confident that my skills and experience make me a strong candidate for this role.”

If you were referred by someone within the company, be sure to mention their name, as this can help boost your credibility and increase your chances of being noticed.

Example:

• “I was referred to this opportunity by [Referrer’s Name], who recommended I reach out given my experience in [Relevant Skill/Industry].”

4. Highlight Your Most Relevant Qualifications or Experience

In the second paragraph, provide a brief summary of your key qualifications, skills, or experiences that make you a strong candidate for the role. Focus on the aspects of your background that are most relevant to the position, and avoid overwhelming the reader with excessive details. You want to pique their interest without duplicating your resume.

Example:

• “With over five years of experience in [Relevant Field/Industry], I have developed a strong understanding of [Key Skill or Responsibility]. My recent role as [Your Previous Job Title] allowed me to gain hands-on experience in [Specific Task/Project], which I believe would be highly beneficial in the [Job Title] position at [Company Name].”

Remember to mention any achievements that align with the company’s needs or the job description.

Example:

• “I was recently recognised as [Achievement], which is a testament to my ability to [Relevant Skill/Task].”

This section should be concise yet compelling, showcasing your most pertinent skills while demonstrating your ability to contribute value to the company.

5. Show Enthusiasm for the Role

Employers want to hire candidates who are genuinely interested in the role, not just anyone who is looking for a job. Express your enthusiasm for the position and the company. Tailoring your message shows that you’ve done your research and that you are passionate about the opportunity.

Example:

• “I am particularly excited about the opportunity to work at [Company Name] because of its reputation for innovation in [Industry]. I am eager to bring my expertise in [Relevant Skill] to your team and contribute to the ongoing success of your projects.”

If the company is well-known or has a particular reputation that appeals to you, feel free to mention this in your message. This helps to personalise the email and shows that you’ve put thought into why you want to work with them.

6. Provide a Call to Action

In the final paragraph, provide a call to action. This encourages the hiring manager to take the next step, whether it’s arranging an interview or reviewing your resume in further detail.

Example:

• “I would welcome the opportunity to discuss how my skills and experiences align with the needs of your team. I have attached my resume for your review, and I look forward to the possibility of speaking with you soon.”

Alternatively, if the job application requires additional documents or information, mention that as well.

Example:

• “Please find my resume and portfolio attached for your consideration. If you need any additional information, I am happy to provide it.”

7. Close with a Professional Sign-Off

Always close your email with a professional sign-off, using a polite phrase to express your appreciation for the hiring manager’s time and consideration.

Examples of professional sign-offs:

• “Kind regards, [Your Name]”
• “Best regards, [Your Name]”
• “Yours sincerely, [Your Name]” (For more formal applications)

Avoid using overly casual sign-offs such as “Cheers” or “Thanks,” as they can appear unprofessional, especially in initial communications.

Additional Tips for Sending a Resume

While the content of your email is essential, there are a few other key considerations to ensure your resume submission is successful:

1. Proofread Your Email: A small mistake can make a big difference in how you’re perceived. Always proofread your email for spelling, grammar, and punctuation errors.
2. Attach the Correct Files: Double-check that you’ve attached your resume, and any other required documents, before hitting “send.” Name your files professionally (e.g., “JaneDoe_Resume.pdf”).
3. Use a Professional Email Address: Avoid using email addresses that are too casual, such as “coolguy1234@gmail.com“. Ideally, your email address should be your first and last name (e.g., janedoe@gmail.com).
4. Follow Application Instructions: If the job ad includes specific instructions for submitting your resume (e.g., including a reference number in the subject line), be sure to follow them to the letter.

Final Thoughts

Sending a resume is more than just attaching a document and hitting “send.” What you write in your email or message plays a crucial role in shaping how the hiring manager perceives you as a candidate. A clear, professional, and tailored message can significantly increase your chances of getting noticed and landing an interview.

By following these guidelines, you’ll be well on your way to crafting an email that effectively introduces your resume, highlights your qualifications, and demonstrates your genuine interest in the role. At Redwolf + Rosch, we know how important it is to make a strong first impression, and with the right message, you’ll set yourself up for success.

Good luck with your job applications, and remember: a little bit of thought and effort goes a long way when it comes to landing your next opportunity.

If you need more personalised advice or assistance with your job search, don’t hesitate to get in touch with Redwolf + Rosch. Our recruitment specialists are here to help you navigate the hiring process and find the perfect role for your skills and career goals.

Redwolf + Rosch – we are one of the best Employment Agencies in Melbourne, Australia. Call us today or CLICK this LINK to look at our current opportunities.

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