How to Send Your CV by Email : A Step-by-Step Guide with Examples

Introduction

Sending your CV by email might seem simple, but it’s a process that deserves attention to detail. Employers receive hundreds of applications daily, and even minor missteps can lead to your CV getting overlooked. Proper email etiquette, a clear subject line, and a well-crafted message can make a significant impact on the impression you leave. This guide will walk you through each step of sending your CV by email with clarity and professionalism.

Preparing Your CV and Cover Letter

Before hitting “send,” it’s crucial to have a polished CV and a tailored cover letter. Here’s what you need to do:

• Update and Tailor Your CV: Ensure your CV is relevant to the position you’re applying for. Tailor your experience and skills to match the job description.
• Compose a Cover Letter: Write a concise cover letter explaining why you’re a good fit for the role. Personalize it for each application, highlighting your most relevant experiences.
• Save as PDF or Word File: Save both your CV and cover letter as PDFs or Word files. PDF ensures your formatting stays intact, while Word files are often preferred by Applicant Tracking Systems (ATS). Aim to use simple, professional file names such as “Jane_Doe_CV.pdf” and “Jane_Doe_Cover_Letter.pdf.”

Tip: Always keep your CV and cover letter to one or two pages, focusing on relevant experiences that add value to the position.

Crafting the Email Subject Line

A clear and professional subject line is essential. This line is the first thing a recruiter will see, so make it count:

• Be Direct: Mention your name and the job title.
• Example Subject Line: “Application for Marketing Manager – Jane Doe”

Using the job title shows the recruiter that your email is intentional, targeted, and relevant. It also makes it easier for them to filter applications, increasing the likelihood that your CV will be noticed.

Common Mistake: Avoid vague subject lines like “Job Application” or “CV Submission” as they don’t convey the specifics of your application.

Writing the Email Body

The email body should be concise and professional, guiding the recipient to your attached CV and cover letter. Here’s a breakdown of the key sections:

1. Salutation: Try to address the recipient by name, such as “Dear Mr. Smith.” This personal touch shows that you’ve done your research and adds professionalism.
2. Introduction: In the first line, state your purpose clearly. Mention the job title and where you found the job listing. For example:“I am writing to apply for the Marketing Manager position advertised on [Job Board/Company Website]. I have attached my CV and cover letter for your consideration.”
3. Body: Briefly summarize your key qualifications and express your enthusiasm. Keep it to a few sentences that add context to your CV and cover letter:“With over three years of experience in digital marketing, I have developed the skills to drive successful marketing campaigns that align with company objectives. I am particularly excited about the opportunity to contribute to [Company Name]’s growth.”
4. Closing: Conclude your message with gratitude and an offer to provide additional information if needed. Close with a professional tone, such as:“Thank you for your time and consideration. Please feel free to reach out if you need any further information.”
5. Signature: Add a simple closing with your full name, contact number, and LinkedIn profile link if relevant.

Example Email Body:

cssCopy codeDear Mr. Smith,

I am writing to apply for the Marketing Manager position advertised on LinkedIn. I have attached my CV and cover letter for your consideration.

With over three years of experience in digital marketing, I have developed the skills to drive successful campaigns that align with company objectives. I am particularly excited about the opportunity to contribute to [Company Name]'s growth.

Thank you for your time and consideration. Please feel free to reach out if you need any further information.

Sincerely,  
Jane Doe  
555-555-5555  
LinkedIn: linkedin.com/in/janedoe

Attaching Your CV and Cover Letter

Double-check that you have attached your CV and cover letter before sending the email. Use professional file names to ensure they appear well-organized.

Tip: Avoid generic file names like “resume.pdf” or “cover_letter.doc.” Instead, use names like “Jane_Doe_CV.pdf” to make it easier for the recipient to locate your documents.

Reviewing and Sending the Email

Before sending, take the time to review everything:

1. Proofread: Check for any spelling or grammar errors in the email body.
2. Verify Attachments: Ensure both your CV and cover letter are attached.
3. Send a Test Email: Sending a test email to yourself can help you confirm that formatting and attachments are correct.

Pro Tip: Use tools like Grammarly for an extra layer of spelling and grammar checking.

Follow-Up After Sending

Following up on your application can help remind the recruiter about your interest and give you insight into your application’s status. Here’s how to follow up effectively:

• Wait a Reasonable Period: Allow one to two weeks after sending your application before following up.
• Polite Follow-Up: Send a short, polite email inquiring about the status of your application. Here’s an example:

“Dear Mr. Smith, I hope this message finds you well. I wanted to follow up on my application for the Marketing Manager position submitted on [Date]. I am very interested in the opportunity and would be happy to provide any additional information you may need. Thank you for your consideration.”

Note: Be respectful of the recruiter’s time. If they indicate that they’re still reviewing applications, avoid repeated follow-ups.

Common Mistakes to Avoid

Many applicants make small but impactful mistakes that can hurt their chances. Here’s a list of common errors to steer clear of:

• Using an Unprofessional Email Address: Always send from a professional email address.
• Forgetting Attachments: Forgetting to attach your CV or cover letter is a common oversight.
• Generic Subject Lines: Be specific and include your name and job title.
• Lack of Personalization: Avoid generic greetings like “To Whom It May Concern” if you can find the recruiter’s name.
• Reusing Generic Email Bodies: Tailor each email body to the job application rather than reusing a generic template.

Conclusion

Sending a CV by email may seem straightforward, but taking the time to personalize your message, check for errors, and follow a structured approach can make a lasting impression on recruiters. By carefully following the steps outlined above, you increase the chances of your application being noticed and appreciated. A professional, well-crafted email reflects your attention to detail and commitment to the role, setting a positive tone from the very start of your job application process.

Applying these strategies will help you stand out in a competitive job market. Good luck with your applications, and remember, small details can make a big difference.