How to Send Resumes & Cover Letters by Email

Emailing resumes and cover letters is becoming standard practice with businesses.

While traditionally job application materials have been sent through the mail, more and more companies are beginning to request that applicants send in their resumes and cover letters by email instead. This requires ensuring your documents and prepared as text-only files, as the rich text you use in a regular document may not be recognized in an email. Once you have created the text-only file, you can attach it to an email or paste it directly into the email depending on the company's specifications.

Things You'll Need

• Word-processing software
• Email account

Instructions

Save Email Resumes & Cover Letters

1. Open your resume in your word-processing program. The document should be single-spaced, with a double space between sections.

2. Go to "File" and click "Save As," then click on the "Save As Type" drop-down menu. Select "Plain Text" or "Text Only" (this will depend on your word processor), then click "Save." (For those using Microsoft Office 2010, click the Office button rather than "File" to find "Save As.")

3. Open your cover letter, which should be single-spaced, with a double space between paragraphs. Repeat Steps 1 and 2 to save your cover letter as a text only file.

Attach Resumes & Cover Letters

1. Log in to your email account and click "Compose" or "New" depending on your email program. Enter the email address of the employer in the "To" field, and type a title in the "Subject" field that includes your last name for easy reference. If you are responding to a job advertisement, include the title or code in the subject. If not, include the job title or type of job you are applying for in the subject, such as "Band Director Position -- Jones."

2. Type a short message in the message field, addressing the recipient by name and explaining that your cover letter and resume are attached.

3. Click "Attach" and select both your resume and cover letter, then click "Select." Wait until your documents are attached, then click "Send."

Paste Resumes & Cover Letters in an Email

1. Open your cover letter and click "Edit," then choose "Select All." Press "Control" and "C" to copy the highlighted text.

2. Log in to your email account and click "Compose" or "New." Enter the email address of the employer in the "To" field, and type a title in the "Title" or "Subject" field indicating that this email is in reference to an available job.

3. Click inside the message field and press "Control" and "P" to paste in your cover letter. The letter should be single spaced with a double space between paragraphs, and no indentations.

4. Open your resume and click "Edit," then choose "Select All." Press "Control" and "C" to copy the highlighted text.

5. Return to your email. Click inside the message field below your cover letter and press "Control" and "P" to paste in your resume, which should be single spaced, with a double space between sections and no indentations. Click "Send."

Tips & Warnings

• Read the job description and employer's website carefully to see if they have a preferred method of emailing resumes and cover letters. Only send the material via email if the company explicitly states it is okay to do so; if they do not say either way, stick to the traditional hard copy via mail method.

• If you heard about the job through a job fair or word-of-mouth, research the best contact person before sending in your cover letter and resume and call to inquire about their preferred method of receiving those materials.

• Give your attachments a name that will clearly indicate what they are to the employer, such as "SallyJonesResume.doc."

References

• The Riley Guide: Prepare Your Resume for Email and Online Posting
• Virginia Tech: Email Guidelines and Etiquette

Resources

• CV Tips: Resume by Email