cover letter should be attached in the email

Ask a Manager

should you attach your cover letter or put it in the body of the email?

A reader writes:

When applying to a job via email, do you attach your cover letter or do you paste it in the body of the email, or both?

Either one is fine. No one really cares, seriously.

I mean, people who hire may have individual preferences, but no one is going to penalize you over doing it in their less-preferred way. It’s like asking “should my hair have bangs when I go to an interview?” No one cares. And about half of the candidates I see do it one way and half do it the other way.

But don’t attach it and include it in the body of the email, because that’s annoying; pick just one.

If you attach it, then in the body of the email you’d just write something like, “I’d like to apply for the ___ position. Attached please find my cover letter and resume.” (Don’t write more than that, or now there are two separate letters that you expect me to read, which is also annoying.)

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{ 59 comments… read them below }

When attaching a cover letter to an email, in addition to the language you used above, will hiring managers find it annoying if you ask them to confirm that they have received your application and to let you know if they have any questions or if they need any additional information?

Okay, but unnecessary, to ask them to let you know if they have any questions. I don’t think anyone hiring will think “hmm, is it okay to ask them a question”, so I can’t see it making a difference one way or another.

As for asking for confirmation, I’d be a little annoyed, because I don’t want to bother, but don’t want to be rude. I think our system auto sends them though, anyway.

I find this annoying. But if you do decide to do it, pleeeeease don’t do it more than once. I recently had a candidate who emailed me 3 times- once to confirm that I’d received her application, a second time to confirm that we’d be scheduling interviews, and a third time to ask if we’d be notifying folks if they didn’t get the position. I hadn’t yet looked at her application, but it makes me NOT want to hire her, because it’s hella annoying!

Totally unnecessary! It’s a given that they know that they can contact you if they have questions or need more info. I agree with Eric and Ella re: asking for confirmation.

Some jobs do penalize you for attaching them because some attachments do not open. Other places anything with attachments automatically goes to spam

Thanks. I have previously worked overseas and somehow that has led to emails I send ending up in spam folders (my email address is [email protected] ). That’s why I usually ask employers to confirm they have received my application in the body of the email I send with the application (and follow up a week later if I hear nothing). Maybe it’s time to stop though…

As a hiring manager who takes applications through email exclusively, I already know that some applications can get caught in my spam filter and I am actively checking for them.

Asking me to confirm receipt is not terrible, but I’d find it kind of annoying. If I’m going to move you to the next step in the process, then there’s your confirmation that I received your application. If you’re not qualified enough to move to the next round, then it ends up reading as presumptuous.

It’s annoying and come across as bossy and troublesome. Never insist that the HR contact or hiring manager take an extra step that’s essentially doing YOU a favor.

Yes, that’s annoying, sorry. But most places use job software now and you’ll get an automated reply that it’s been received.

Wait, I just saw your reason for it in your second comment. Now I have mixed feelings about it. What about creating a new email address that you use solely for job searching?

It may be that the sending from a foreign country is getting the e-mail caught in spam, and not the e-mail address itself. I had that problem a lot while living/working abroad. For whatever reason, when I was in certain places my e-mails would just get flagged as SPAM – even if the recipient had received tons of e-mails from me before (there were a few my mom missed at first because of this).

If one has to attach a resume also, it makes sense to attach a cover letter (and retain desired formatting).

Just curious though–do HR people, etc. still worry about viruses, etc. attached to emails?

I know for awhile there was a big trend (amongst some people) to refuse to open attachments from people they don’t know, for fear of a virus. (I still have friends who operate this way; one still reads warning similar to this if it’s from a business, as it my or may not be a virus, etc.)

But in HR dealing with emails from people one does not know seems unavoidable. I know some email programs have attachment scanning built in, etc. Or others prefer Dropbox or Google Share versus attachments.

I just am curious to hear others’ perspective.

I think if it’s a job application email it’s fine. Especially if they asked you to send them an email with your cover letter and/or resume.

Yep. It’s part of the deal.

IT knows this and creates ways to deal with personnel receiving attachments. (Mostly because hackers know this too, and know that personnel has lots of lucrative information to steal. So, they particularly like targeting personnel departments with malicious attachments.)

They do. That’s one of the reasons why unsolicited emails are not such a great idea. HR may just decide that an email that comes in without being clearly related to a specific job opening is too risky. This is the one place where cover letter in the body of the email makes sense, because HR people will generally be willing to take that much risk (assuming they are willing to take the time in general.)

Oddly, I found out later that when I scanned the cover letter and resume in separate files to attach to the electronic application, my current employer’s recruiters do *not* forward the cover letter – only the resume.

I had one applicant who scanned it into the same file – his is the only one I have seen without forcing the issue.

I don’t know how common this is, but I would recommend keeping them together and making it a little harder for someone to not deliver the cover letter.

I vote for as an attachment because I assume it will be sent along to someone else. But there’s also what I call job hunting superstitions like wanting to interview first or last.

100% agree! If someone sent me a cover letter in the body of an email, I’d copy and paste it as is into a document to forward to others, and would probably lose formatting and it would look less good than if you did it yourself.

While I agree with Alison that it’s not going to make or break you, attaching a cover letter just makes way more sense:

1. It looks much better printed out, vs. an email 2. Easier to forward — each new recipient doesn’t have to wade through an email chain to find it. 3. Easier to archive — recipient can simply save the attachment in a file, rather than having to copy and paste the text into MS Word, etc. Saves the HR person some work and encourages them to keep your info on file.

Yes, I agree on all points.

Honestly, I was receiving just resumes from HR even though the candidates were referencing their cover letters. So if its in an email, its unlikely to be passed off to the hiring manager vs. I was forwarded the resume file. If the cover letter was a part of the file, I would have seen it. I wished I had seen them – I might have picked a diff intern since most didn’t have experience and chose those that were pursuing degrees in marketing.

It seems weird to me to not just have the cover letter be the body of the e-mail [and the resume attached], but maybe that’s just me. Otherwise, what do you put in your e-mail? Alison’s example of what to have in your e-mail makes sense, though.

I’ve always put just a quick note. Something like hi, applying for X, attached is Y, closing.

Same. Basically what Alison said in her answer. I attach the resume and cover letter (one file) because I assume it’s going to be printed off and/or forwarded and saved somewhere. This way they don’t have to cut and paste it.

That’s how I think, too. But my organization switched to online systems (finally) a few years ago, and it bundles the resume and cover letter together in one place, so the email is moot these days.

Yes, ours is online too, much easier to deal with.

I’ve always had the cover letter be the body of the email. But I can see it being okay either way.

Oddly a lot of people just send a blank email work both items attached. It’s really bizarre when you receive those. Do as Allison suggested, short & sweet. Honestly though, I don’t care if cover letter is in body or attached. I’m just happy when someone bothers to send one! Bonus points if it’s not a “form” letter.

By attaching the cover letter, you can attach it as a pdf, which allows you to keep the formatting, so that what you send is what they see. I prefer to attach both and I use pretty much the exact language Alison uses in her example above.

As someone who gets a ton of requests for internships, I actually prefer it when the cover letter is in the email body and not attached. I only open attachments if there’s something in the email that sparks my interest. When emails direct me to open an attachment to learn more, I just move on. However, this is for unsolicited internship requests. It may be different for organizations that are actively hiring.

If they don’t state a preference, I attach the cover letter – different email programs can mess with formatting, and it’s not just “what did my email program do” but how does their email program interact with that. (And if you are thinking “well, my cover letter is just a letter with no fancy formatitng” – this includes things like not rendering em-dash or smart quotes the same way you see them on your screen, and things like inserting gratuitous blank lines or carriage returns in the middle of a paragraph, in the middle of a sentence even.)

Also, at one point I had a boss who would send resumes/cover letters on to others to be considered. He didn’t forward the emails, he just started a new email and dragged over attachments from the emails in question. So, I’m team “attach the cover letter” and also team “put your name in your document names” – not that I won’t see it when I open the file, but it’s a tiny but handy help.

Again, assuming no stated preference. If the hiring manager wants the cover letter in the email, then of course it goes in the email. Pretty much what the hiring manager specifically asks for goes, at least until it becomes something that causes you not to apply. :)

YES – totally a member of team put your last name in the document name! I hate getting the majority of the files named “application.doc”. Then I have to make a folder for each applicant, or re-name the files.

Yes a thousand times this! When I was doing a lot of hiring applicants would send their application to a general email address and the person who checks that address would collect all the applications and send them to me in one message. If the cover letter was in the body of the email it would have to get copied into a new document so that I actually got it.

I want to be able to save all resumes and cover letters and then easily review them all at once (so yes to putting your name in the file name too)

Thank you for giving me permission to just put it in the body of an email. I had been attaching them as pdfs like my resume, but this will save me a step here and there.

Alison, “I mean” again. :) (Doesn’t bother me one bit but I thought it was funny how it was mentioned that you say it a lot in article giving you kudos. A lot of people do this.)

Oh, it’s deliberate when it’s in writing! With the reporter, it was on the phone and so I had no idea how often I’d done it! I really do love saying it though; there’s something very enjoyable about it.

It’s like your version of Obama’s “Let me be clear”

It’s funny how we all have our individual versions of this! Mine is “To my mind. . .” and I have colleagues who do “You know” and “I suppose. . .” My in print tic is “etc.”, I sometimes find myself using it twice in a single text message!

I had a friend point out that I say “you know” a lot. I none too pleased because it just made me blatantly aware of it. Then I’d find myself pausing to avoid saying it. I think I’ve mostly broken myself of the habit now.

Eek! I’ve always done both, letting them know in the closing that a copy of my cover letter the body of the email/cover letter is attached. I handle the logistics for searches periodically and it’s easier for me to download the attachments for our records or to share on the intranet (or, as one committee member demanded, print copies of everything) but it’s quicker for the hiring committee chair to just read the body of the email. Other departments here handle filing and reviewing materials similarly, but I’m thinking we’re just weird.

Oh phew, I’m glad I’m not the only one! I always thought that was helpful – you can read my email with the cover letter right now, or you can download it and the resume and save it for later (or send just the attachment without my email, etc.)

If you are applying to a government position, attach it to the email. Since there is probably a formal application process, you should attach there if you can, but if you can’t send it as an attachment to the email. The reason for this is that the cover letter will have to be pulled out, attached to the application, and printed anyway. This is easier to do if it is just a word attachment.

(Also, as a related separate issue, your email is a public record but your cover letter might not be one. Just removing the attachment is much easier than redacting the email.)

Second paragraph is written poorly: There is likely a formal application process for a government position, and you should submit your cover letter through that instead of via email. If you cannot submit your cover letter there, then send it as an attachment to an email.

As someone who’s sat on a hiring committee that pulled this stunt, can I add: “read the posting instructions, in case the hiring committee are putting tests in very early”?

Yes, this. And also, key ways to avoid that embarrassing thing of forgetting to actually attach the thing you said your email is attaching:

http://macsparky.com/blog/2016/4/0640q3sd84a7v0goivoquuu8nuvt85

Gmail/ Outlook sometimes catches the no attachment mistake for you now! And Gmail’s “Undo send” function is AWESOME.

Yup, this is important too. If it says “attach your resume and cover letter as a single file” or “pdf format only, no Word documents” and you don’t do that, you almost immediately go into the “can’t follow directions” pile. Or even the straightforward “include job #12345 in your subject line” – read the directions and follow them.

I always do a single attached PDF with my cover letter as the first page and my resume as the subsequent two pages. I used to hire for internships, and would get 100-150 resumes for 3 positions. I would file all the attachments and then make a time to sit down with the folder and go through the whole thing. When people just put their cover letter in the body of the email it was very annoying, as i’d have to copy the text in to a new word document in order to store it in the folder with my other docs.

ooh I think that’s the best idea!

I previously worked in HR and at the company I worked for we really preferred the cover letter be sent as an attachment.

Very often, for reasons I don’t totally understand, the email would print out all wonky and spread out. It looked hideous and when printed out, what should have been a simple little thing that should fit on a single page would take 4 or 5.

Additionally, frequently my employer would request additional information to be submitted as a spreadsheet. Frequently, these also turned out to be a nightmare to print out, but in the case of the spreadsheets, it was because the sender usually didn’t give any consideration to what it would look like when it was printed out. Smart applicants took that into consideration and their spreadsheets would print out on standard 8 1/2″ by 11″ (usually with the printer set to “landscape”) paper.

I always thought that if I had extra time I could delete extra space on the emails, and tweak the spreadsheets so they would print out nicer, but I never really did and I suppose that if I did, I might have been giving that applicant an unfair advantage.

I usually put the cover letter content into the e-mail, and then just attach a single file that includes everything requested for the application – including the cover letter. Does the “don’t put it both places” have to do with making them open extra files? I guess I assumed the person getting the e-mail isn’t necessarily the only person reviewing applications, and it was quicker for them to hit print on a single file than to print the e-mail plus the attachment.

I started adding the cover letter content into the e-mail after two places in a row rejected my application for not sending a proper cover letter (their words)….because they only read the e-mail that said “please find attached my application for blah blah blah,” and didn’t bother looking to see the cover letter attached.

I once applied for a position, putting the cover letter in the body of the email. I received a phone call asking where my cover letter was. I then made it into an attachment and emailed it and that was the last I heard. Bullet dodged.

I’m a hiring manager and I disagree with Alison. Absolutely put it in both places. It’s not “annoying.” It’s the only way to ensure that your materials are actually read and received, for all the reasons people have described above. Things get lost in email forwards, formatting gets messed up, documents get detached from each other, etc. 100% of the time, unless you are specifically instructed otherwise, put the cover letter in the body of the email, and then attach a PDF labeled with your name that contains all of your materials.

I rarely disagree with Alison’s advice, but I disagree really strongly here. I do a lot of hiring. This is the way that best ensures that your materials get through.

I generally attach both my resume and cover letter as a single PDF file unless the job posting makes it clear they want it a certain way. I can then save the PDFs and a I have an easy reference for which version of my resume I used and exactly what I said in my cover letter.

As I hiring manager I don’t really have a preference. Although I will mention that something ugly happens when formatted text is sent from a Gmail address and opened in Outlook. I don’t count it against the applicant because I know about the issue, but others might not.

I used to attach both the resume and cover letter. Then I started putting the cover letter in the body of the email, unless there were explicit instructions in the job posting.

I hire a lot of freelance writers, and I strongly prefer having the cover letter as the body of the email. The cover letter gives me a huge indication of whether the person applying can write, so it’s much easier to have that right in front of me than to open an attachment individually for every applicant. (There are usually hundreds.)

I also state clearly in the ads that the cover letter should be the body of the email, and I absolutely do penalize people who send it as an attachment instead, because they haven’t followed the instructions that were specifically spelled out in the posting.

So, while most people don’t care, anyone who puts it in their instructions for how to apply definitely does care, and you should follow those instructions to the letter.

Comments are closed.

The Difference Between a Cover Letter and the Email You Send With Your Application

When it comes to making a job change, getting it right truly matters. You need to get the keywords right , the messaging right , the formatting right . You’ve got to find the right people to endear yourself to, and the right words for your cover letter and follow-up correspondence.

And, for the love of it all, you’ve got to nail the approach.

But, my oh my, there are so many considerations—so many things we all second guess ourselves on when applying for a job.

Should you make the cover letter the body of the email, or attach it separately? (Or both?) Do you address the person by first name, or go with Mr. / Ms. So-and-So? (And, does same rule apply for both?) How casual or formal do you need to be? Is there a right or wrong format for cover letters and emails? Does the cover letter need to be a page or less? How long should the intro email be?

Holy Hannah—it’s enough to make the coolest cucumbers among us start to feel like crazy people. And that’s even before you’ve made an introduction.

Deep breaths, everyone. Deep breaths. Let’s break this cover letter stuff down into manageable chunks. Here’s what you need to know:

Should the Cover Letter Be an Attachment or Just the Body of Email?

The short answer is: either. Not both, either.

If you ask 10 recruiters of hiring managers which they prefer, you’ll probably get five who say attachment and five who say email. But here’s the good news: Nearly all will report that it’s not going to make or break you either way. So, don’t let this topic unravel you.

I happen to be a proponent of “cover letter as body of the email,” and here’s why: It gives you the opportunity to make a strong, memorable first impression the millisecond that reviewer’s eyes open their inbox. You can draw someone in with an incredible opening line, and then showcase the ways in which you could contribute to the team.

If, instead, you decide to go with cover letter as attachment, you should be brief and point the reader to the attachments.

I’ve learned you are seeking a senior project manager with e-commerce experience and knowledge of Jira. That’s me. My attached resume and cover letter outline my qualifications for the role. Thank you very much for your consideration. I hope to hear from you soon!

Keep it brief if you go this route. Those on the receiving end won’t appreciate having to plow through a super long email and all your attachments.

Lastly, don’t even think about replicating the cover letter in both the email and the attachment. That’s just ridiculous (and, makes you look totally indecisive).

Now that we got that figured out, let’s answer the other questions that are probably eating at you:

Do I Use a First Name Salutation—or a More Formal One?

This is best answered with, “It depends”—for both the cover letter and the accompanying email. (I know, just doing my part to make things simple here.)

In all seriousness, it’s best to evaluate the tone and style of the organization you’re attempting to join, and then guess which salutation would be most would the appropriate and appreciated. You can do this pretty easily by reviewing the company’s website and social media presence.

Remember, you’re going to be hired for that next role if (and only if) you’re a “yes” to these three questions

• Do we think she can do this job?
• Do we like her?
• Do we think she’ll fit in around here?

That said, if you can introduce yourself in a way that implies right out of the gates that you’re a triple yes, you’re in business.

Is a Conversational Style Allowed?

In general, I think that job seekers get a bit too revved up about “proper” and end up losing sight of the fact that there’s an actual person at the receiving end of this (assuming you’re emailing your application directly).

Guess what? People like engaging, conversational reading. They notice when an applicant seems genuine, personable, and interesting. They appreciate when plowing through their pile of candidates doesn’t feel like total drudgery.

That being the case, unless you’re applying for a role within an extremely conservative or structured industry or organization, heck yes, a conversational style is allowed. Certainly, this is not your time to bust out a bunch of slang or (gasp) use language that could offend, but it’s a-ok to make your cover letter or intro email read like you’re a real person.

Just be sure and make it clear—in both cases—why you want to work for that company and what, specifically, you can walk through their doors and deliver.

Is the One Page Rule for Cover Letters Still True? What About in an Email?

Hard and fast “rules” make me crazy in general, so I’m not going to announce the exact length that your cover letter or your intro email need to be. I will simply suggest that you get in there, quickly endear yourself to the recipient, and then spell out, specifically, how and why you make perfect sense for the role you’re pursuing. And then wrap it up.

If you can pull it off with a one-page cover letter, absolutely. If you need a page and a half? So long as you’re peeling out any and all unnecessary blabber, knock yourself out. (And this article tells you how to cut it down to make it as effective as possible.)

For the email, again, get to the point and don’t be redundant if you’re also attaching a cover letter.

You can get these things right, for real. Nail the big stuff, sweat the details that truly matter, and get right to the business of making your grand entrance, well, one that’s grand.

How To Write an Effective Email Cover Letter (Template + Examples)

3 key takeaways

• An email cover letter is typically sent alongside a resume.
• Learn the structure and format of a winning email cover letter, and how to create your own.
• Teal’s AI Cover Letter Generator simplifies the process of creating cover letters tailored to each job.

When applying for a job online, an email cover letter is a crucial part of your application. It's your introduction, providing a personalized narrative that complements your resume and demonstrates your fit for the role.

A well-written email cover letter can distinguish you from other candidates and improve your chances of securing an interview.

This guide walks through best practices for writing an email cover letter, emphasizing the importance of personalization and professionalism.

Struggling to craft the perfect email cover letter? Get started with Teal’s AI Cover Letter Generator for free.

What is an email cover letter?

An email cover letter is a document sent with your resume when applying for a job online or via email. It's an introduction to your qualifications and interest in the role.

Email cover letters have become a standard part of the job application process, often serving as the first impression you make on a potential employer.

The primary role of an email cover letter is to complement your resume by providing context and a personalized narrative that demonstrates your fit for the position. An effective email cover letter can set you apart from other candidates and increase your chances of securing an interview.

Why email cover letters matter

Crafting a compelling email cover letter is more important today than ever before.

A well-written email cover letter can make the difference between your application being noticed or getting lost in a "maybe" bin with other candidates. It lets you showcase your personality, highlight your most relevant skills and experiences, and demonstrate your genuine interest in the position and company.

Plus, an impressive email cover letter can set the stage for a successful job interview.

It gives hiring managers a glimpse into your communication skills, attention to detail, and professionalism—all qualities employers highly value. A memorable email cover letter can pique the hiring manager's interest and make them eager to learn more about you during an interview.

In essence, your email cover letter is a powerful tool for marketing yourself, distinguishing your application, and increasing your chances of landing your dream job.

How to write an effective email cover letter

An effective email cover letter requires a strategic approach to capture the employer's attention and demonstrate your suitability for the role.

Follow these steps to craft a compelling email cover letter:

1. Craft an attention-grabbing subject line

Your subject line is the first thing the employer sees, so make it count. Use a clear and concise subject line that includes the job title and your name.

Marketing Manager Position - John Doe.

2. Address the recipient appropriately

Start your email cover letter with a proper salutation, addressing the hiring manager by name, if possible. If the name is unavailable, use a respectful greeting. 

Dear hiring manager,

3. Write an engaging introductory paragraph

In the opening paragraph, briefly introduce yourself, express your enthusiasm for the role, and provide a hook that piques the reader's interest.

Consider mentioning a mutual connection or a notable achievement relevant to the position.

4. Highlight your qualifications and fit for the role

The main body of your email cover letter should showcase your qualifications, experiences, and skills that align with the job requirements.

Quantify your resume and provide specific examples that demonstrate your potential value to the company. Mention how you can contribute to their success and why you are the ideal candidate.

Teal's AI Cover Letter Generator helps job seekers craft compelling cover letters that effectively highlight their accomplishments. 

Teal is able to analyze job descriptions to identify the most relevant skills and experiences to emphasize. It then helps you articulate these professional achievements more clearly and persuasively, ensuring your cover letter stands out.

Whether you're detailing a project that boosted sales by 25 percent or explaining how you led a successful team, Teal's AI Cover Letter Generator ensures your accomplishments are presented in the most impactful way, increasing your chances of making a strong impression on potential employers.

5. Express enthusiasm and a call to action

Conclude your email cover letter by reiterating your interest in the role and the company.

Express your enthusiasm for the opportunity and provide a call to action, such as requesting an interview or discussing your qualifications further.

6. Use a professional sign-off

End your email cover letter with a professional closing, such as "Sincerely," "Best regards," or "Thank you for your consideration."

Need help overcoming writer's block? Learn how to generate a great cover letter with ChatGPT cover letter prompts .

Tips for writing compelling email cover letters

Writing your first cover letter can be intimidating. Follow these tips to set yourself up for success:

• Keep it concise and focused: Aim for a length of three to four paragraphs, highlighting your most relevant qualifications and experiences.
• Personalize for each application: Tailor your email cover letter to the specific job and company, demonstrating your understanding of their needs and how you can contribute.
• Proofread carefully: Ensure your email cover letter is free from spelling, grammatical, and formatting errors, as it reflects your attention to detail.
• Incorporate keywords from the job description: Use relevant keywords and phrases from the job posting to show your alignment with the role's requirements.

Following a clear, professional format is crucial for creating an email cover letter that makes a strong first impression.

Writing email cover letters with AI

Struggling to craft the perfect cover letter for each job application? Research and compare the best AI cover letter writers to avoid writer’s block.

Teal's AI Cover Letter Generator takes the stress out of the process, allowing you to create effective, tailored cover letters in minutes, not hours.

With just a few clicks, its AI personalizes your cover letter to match any job description, highlighting your most relevant skills and experiences.

Plus, Teal intelligently adds keywords from the job descriptions to help make your cover letter more ATS-friendly, ensuring your application stands out with a professional, customized cover letter every time.

Proper email cover letter format

The standard parts of an email cover letter include:

1. Subject line

Your email cover letter's subject line is the first thing a hiring manager or recruiter will see. It's your chance to make a strong first impression and entice them to open your email.

When crafting your subject line, aim for clarity and conciseness.

Clearly state the purpose of your email, such as "Application for [Job Title] - [Your Name]."

This immediately lets the reader know what the email is about and who it's from.

Avoid using generic subject lines like "Resume" or "Job Application.” While descriptive, those terms are too vague and overused in application subject lines and, therefore, more likely to be overlooked.

To make your subject line stand out, consider including a unique selling point or achievement that aligns with the job requirements. This gives the reader a reason to learn more about you.

Lastly, keep your subject line short and sweet, ideally under 60 characters. That way it won't get cut off in the recipient's inbox preview.

Email cover letter subject line example:

Experienced Software Developer with Expertise in [Relevant Skill]

2. Salutation

One of the most important aspects of your email cover letter is addressing it to the right person.

Whenever possible, aim to find the hiring manager's name or person responsible for filling the position. This shows you've done your research and are genuinely interested in the role.

To find the hiring manager's name, review the job posting carefully. Sometimes, the contact person doesn't have their name listed in the ad. If not, visit the company's website and look for a "Team" or "About Us" page. You might find the name of the department head there.

If you still can't find a name, try searching for the company on LinkedIn. Look for people with titles like "Hiring Manager," "Recruiter," or "Human Resources Manager." You can also search for the head of the department related to the position.

If you exhaust all these options and still can't find a name, using a general salutation is okay.

"Dear Hiring Manager," "Dear Recruiting Team," or "Dear [Department] Team" are all appropriate choices. Avoid outdated salutations like "Dear Sir or Madam" or "To Whom It May Concern."

3. Opening paragraph

Your opening paragraph captures the hiring manager's attention and entices them to read further.

Keep your opening paragraph of your email cover letter short and impactful, ideally no more than three to four sentences.

Remember, your goal is to quickly capture the hiring manager's interest and encourage them to continue reading your email cover letter to discover how you can contribute to their organization's success.

Try the following to get started: 

• Express your enthusiasm for the opportunity and the company to make a strong first impression.
• Briefly mention how you discovered the position, whether it was through a job board, referral, or the company's website.
• Explain why you are interested in the role and company.
• Showcase your knowledge of the company’s mission, values, or recent achievements.
• Highlight one or two key qualifications that make you an excellent fit for the position.

Email cover letter intro example:

I was thrilled to come across the Marketing Manager position at [Company Name] on [Job Board]. With my 5+ years of experience in digital marketing and my passion for data-driven strategies, I am confident I would be a valuable asset to your team.

4. Body paragraphs

One of the most important aspects of crafting an effective email cover letter is showcasing your relevant skills and experience.

To make a strong impression on the hiring manager, carefully select the most impressive and pertinent qualifications from your background that align with the job requirements.

• Review the job description and identify the key skills, experience, and qualities the employer is seeking.
• Choose examples from your work history that demonstrate your proficiency in these areas.
• If the job posting emphasizes strong project management abilities, highlight a time when you successfully led a complex project from start to finish.
• Provide concrete details about your role, the challenges you faced, and the positive outcomes you achieved.
• Quantify your accomplishments wherever possible using hard numbers and metrics.
• Instead of stating you "improved sales," specify that you "boosted sales by 25% within the first quarter."
• Incorporate keywords and phrases from the job description into your email cover letter.

Many companies use applicant tracking systems (ATS) to screen candidates based on the presence of specific keywords. Naturally integrating these terms into your resume and cover letter also increases your chances of passing through the ATS and landing an interview.

Remember, the goal is to clarify to the hiring manager that you possess the necessary skills and experience to excel in the role.

5. Add a call to action

As you wrap up your email cover letter, be sure to finish strong and leave a lasting impression on the hiring manager. This is your golden opportunity to reiterate your enthusiasm for the role and the company, as well as your confidence in the fit.

Start by briefly recapping your key qualifications and how they align with the position's requirements. This reinforces why you're a strong candidate and reminds the reader of the value you can bring to their team.

Then, clearly state your desire to further discuss the opportunity and learn more about how you can contribute to the organization's success.

This call-to-action demonstrates your proactive approach and eagerness to take the next step in the hiring process.

6. Signature

Finally, end with a polite and professional sign-off.

Best regards, Sincerely, Thank you for your consideration.

Include your full name and contact details below your sign-off to make it easy for the hiring manager to reach out to you.

By leveraging AI to streamline formatting, you can ensure each email cover letter maintains a polished, professional appearance while focusing your time on tailoring the content to make a compelling case for your candidacy.

Need a bit of added help? Check out this resource to learn how to format your cover letter and stand out from the crowd.

Email cover letter sample

To help you visualize what an effective email cover letter looks like, let's explore a few examples for different scenarios:

Email cover letter example: marketing manager position

Subject : Experienced Marketing Manager Excited About [Company Name] Opportunity Dear [Hiring Manager's Name], I was thrilled to come across the Marketing Manager position at [Company Name]. With my 5+ years of experience leading successful marketing campaigns and driving brand growth, I am confident I would be a valuable addition to your team. In my current role at [Current Company], I have spearheaded several digital marketing initiatives that have increased website traffic by 40% and generated a 20% increase in lead conversions. I am well-versed in developing data-driven strategies and collaborating with cross-functional teams to achieve measurable results. I am particularly drawn to [Company Name]'s mission of [Company Mission] and believe my skills and experience align perfectly with the goals you aim to achieve. I would welcome the opportunity to further discuss how I can contribute to your marketing efforts and help drive your company's continued success. Thank you for considering my application. You will find my resume attached for your review and look forward to the possibility of an interview. Best regards,  [Your Name]

Why it works

This email cover letter works effectively for several reasons:

• Personalized salutation : Addressing the hiring manager by name shows that the applicant has taken the time to research and personalize their application, which demonstrates genuine interest in the position and company.
• Clear and enthusiastic introduction : The opening sentence clearly states the position applied for and expresses enthusiasm, capturing the hiring manager's attention right away.
• Relevant experience and achievements : The applicant highlights their 5+ years of experience and provides specific, quantifiable achievements, such as increasing website traffic by 40 percent and lead conversions by 20 percent. This demonstrates their ability to deliver results and adds credibility to their application.
• Alignment with company mission : By mentioning the company’s mission and explaining how their skills and experience align with the company's goals, the applicant shows they have researched the company and understand its values and objectives.
• Collaborative skills : The applicant emphasizes their ability to work with cross-functional teams and develop data-driven strategies, showcasing their collaborative and analytical skills, which are valuable in a marketing role.
• Professional and polite closing : The closing paragraph reiterates the applicant’s interest in the role, thanks the hiring manager for their consideration, and includes a call to action by expressing eagerness for an interview. This leaves a positive and proactive impression.
• Attachment of resume : Mentioning the attached resume ensures the hiring manager is aware of where to find it, providing a complete picture of the applicant's qualifications.

Overall, this email cover letter is concise, well-structured, and tailored to the specific job and company, effectively showcasing the applicant's qualifications and enthusiasm for the role.

Email cover letter example: software developer position

Subject : Passionate Software Developer Ready to Contribute to [Company Name] Dear [Hiring Manager's Name], I am writing to express my strong interest in the Software Developer position at [Company Name]. As a skilled developer with extensive experience in [Programming Languages/Frameworks], I am excited about the opportunity to bring my technical expertise to support your mission. During my time at [Current Company], I have been responsible for developing and maintaining several complex applications. One notable project involved creating a user-friendly web application that streamlined internal processes, resulting in a 30% increase in efficiency. I pride myself on writing clean, maintainable code and collaborating effectively with team members. I am impressed by [Company Name]'s commitment to pushing the boundaries of technology and creating cutting-edge solutions. I believe that my problem-solving skills and passion for innovation make me an ideal fit for your development team. I have attached my resume, which further highlights my qualifications and experience. I would appreciate the opportunity to discuss how I can contribute to [Company Name]'s success. Thank you for your time and consideration. Sincerely,  [Your Name]

This email cover letter works well for several reasons:

• Personalized salutation : Addressing the hiring manager by name shows the applicant has taken the time to research and personalize their application, demonstrating genuine interest in the position and company.
• Relevant technical skills : The applicant mentions their experience with specific programming languages and frameworks, highlighting their technical expertise and aligning with the job requirements.
• Quantifiable achievements : The applicant provides a specific example of their work, noting a 30 percent increase in efficiency from a user-friendly web application they developed. This demonstrates their ability to deliver tangible results and showcases their impact on previous projects.
• Alignment with company goals : By expressing admiration for the company’s commitment to innovation and technology, the applicant shows they have researched the company and aligns with its values and mission.
• Highlighting key strengths : The applicant emphasizes their problem-solving skills, passion for innovation, and ability to write clean, maintainable code, which are essential qualities for a software developer.
• Attachment of resume : Mentioning the attached resume ensures that the hiring manager is aware of additional details supporting the application, providing a complete picture of the applicant's qualifications.

For more inspiration and guidance, check out Teal's extensive collection of cover letter examples spanning various industries and roles.

How to proofread and edit your email cover letter

A well-polished cover letter demonstrates attention to detail and professionalism, increasing your chances of impressing the hiring manager.

Before hitting send on your email cover letter, take the time to carefully proofread and edit your work by following these steps:

1. Review your email cover letter for any spelling or grammatical errors. Even minor mistakes can make you appear careless or unqualified.

2. Use spell-check tools and read through the content slowly to catch any typos or awkward phrasing.

3. Assess the overall flow and tone of your writing. Does your email cover letter have a logical progression of ideas? Is the tone appropriate for the company culture and industry?

4. Make sure your personality shines through while maintaining a professional demeanor.

5. Get a second opinion. Consider having a trusted friend, family member, or mentor review your email cover letter as well. 

A second set of eyes can often spot issues you may have missed and provide valuable feedback for improvement.

Remember, a little extra effort in the editing process can go a long way in making a positive first impression on potential employers.

How to send your email cover letter

Once you've crafted a compelling email cover letter, you need to send it correctly to ensure it reaches the hiring manager and makes the desired impact.

1. Use a professional email address

Create an email address that includes your name, such as [email protected] . Avoid using casual or outdated email addresses that could undermine your credibility.

2. Attach your cover letter and resume

Use widely accepted file formats such as PDF or Microsoft Word (.doc or .docx). PDF resumes are often preferred because they preserve the formatting and layout of your documents across different devices and platforms.

3. Name your attachments professionally

Name your attachments clearly, such as "FirstName_LastName_Cover_Letter.pdf" and "FirstName_LastName_Resume.pdf."

This makes it easy for the hiring manager to identify and keep track of your application materials.

4. Double-check before sending

Before hitting send, double-check that you've attached both your cover letter and resume.

It's also a good idea to test your email by sending it to yourself or a friend to ensure that the attachments open correctly and the formatting appears as intended. This extra step can help you avoid any last-minute technical issues that could derail your application.

Write cover letters faster with Teal

Writing an effective email cover letter can be time-consuming and daunting, especially when you're applying for multiple positions.

Teal's AI Cover Letter Generator simplifies the process, allowing you to generate a compelling email cover letter in minutes.

The AI-powered Cover Letter Generator guides you through the essential components, ensuring you don't miss any crucial elements. Simply input key information about your background and the job you're applying for, and the tool will craft a personalized email cover letter that highlights your relevant skills and experience.

One of the most significant advantages of using Teal's AI Cover Letter Generator is its ability to create customized content for each application. The tool analyzes the job description and incorporates relevant keywords and phrases, demonstrating to hiring managers that you're a strong fit for the role. This level of customization can significantly increase your chances of standing out from other job seekers.

Rather than starting from scratch for each application, you can leverage AI suggestions to quickly assemble a polished email cover letter. This efficiency allows you to focus your energy on other aspects of your job search, such as networking and interview preparation.

Try out Teal's AI Cover Letter Generator today.

Frequently Asked Questions

Is it okay to write a cover letter in the email body.

It depends on the company size and hiring process. Small companies with fewer applications to manage may prefer the cover letter in the email, while larger companies will need it as an attachment to add to a candidate’s file.

Can the email message itself serve as the cover letter?

In some cases, the email message can serve as your cover letter, particularly if the job posting explicitly states this preference. If taking this approach, craft the email with the same level of care and attention you would give to a formal cover letter document.

How to choose between PDF and Word attachments?

When it comes to attaching your cover letter and resume, both PDF and Word resumes are generally accepted. PDFs are often preferred as they preserve the formatting and layout, ensuring your documents appear exactly as intended.

Nathan Thompson

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How to Write an Email Cover Letter (+ Examples)

An effective email cover letter is a powerful tool that captures a recruiter’s attention and persuades them to read the rest of your application. We provide strategies and examples for writing an impactful email cover letter that gets you hired.

As featured in: *

What is an email cover letter?

An email cover letter is a brief statement explaining why you’re sending your CV ( aka your curriculum vitae ) and how your experience qualifies you for the position.

The main difference between an email cover letter and a traditional cover letter is that there are two ways to send a cover letter via email:

• writing your entire cover letter in the body of your email
• adding the cover letter to the email as an attachment (alongside your attached CV) as a PDF

Have a look at our cover letter email examples, template , and FAQ section so you can write a memorable email cover letter that’ll convince employers you’d be a promising candidate.

Two email cover letter examples

Unsure where to begin? You’re in the right place. These two visual examples of email cover letters will get you started:

1. Cover letter email sample (in the body text)

This is an example cover letter from a candidate applying for a production engineer position:

Email Cover Letter in Body (Text Version)

Dear Ms Andrews,

Please accept this letter as my application for the Production Engineer position. With a track record of resourcefulness and leadership, I’ve developed strategic initiatives that I believe will prove valuable to Chrix Technologies.

Working in this field for 9 years has given me the experience to carry out my duties diligently. I worked for Argon Industrial Services Limited for 3 years before joining KH Engineering Global Limited, which included leading:

• process improvement
• preventative maintenance
• ISO standards knowledge
• resource planning and optimisation

In addition to these technical skills, I have a solid educational foundation and a strong commitment to safety and efficiency. Kindly review my attached CV for additional details. I’d be grateful for the chance to speak with you regarding my qualifications.

Thank you for your consideration.

Yours sincerely,

Frank Johnson 07423 542 785

2. Email cover letter example (as an attachment)

Here’s an example of a short cover letter email with CV and cover letter attachments:

Email Cover Letter with File Attachment (Text Version)

Dear Ms Taylor,

Kindly find attached my CV and cover letter for the Content Writer position at Tennyson Writing Services.

Please let me know if you require any other information regarding my qualifications. Thank you for your consideration.

George Williams 07435 847 234 [email protected]

Don’t have your CV ready to attach to your email? Using a good CV maker is the fastest way to write and format a great CV. And you can use a cover letter builder to make a cover letter that you attach to or paste into your email.

How to write a cover letter for an email

Whether you’re writing a lengthy account of your achievements or a short cover letter , these are five tips to keep in mind before you send your email cover letter:

1. Use a professional email address

Providing the right email address is important when sending a cover letter, so use a clear, professional email address that combines your first and last name (such as [email protected]).

You can also use other variations if you can’t use your first and last name, such as:

• your initials or middle name (e.g., [email protected])
• your name and job title (e.g., [email protected])
• special characters such as an underscore (e.g., [email protected]) or a dash ([email protected])

Try to avoid using numbers or nicknames as your email address, such as [email protected], because it’ll appear unprofessional to most employers.

2. Use a clear subject line

A clear, informative subject line improves the chances that an employer will open your email.

So include your full name and job title for clarity, and ensure your subject line doesn’t exceed 60 characters so your text doesn’t get cut off.

Here are some examples of professional email subject lines:

Examples of good email subject lines

• Danny Swells – Job Application for Mechanical Engineer Role
• Cally Lin – Applying for Twitter’s Project Manager Job Opportunity
• Lorissa Ritzwald – Interested in Graphic Design Role at UX Buzz
• Alex Singh – Applying for Logistics Manager Role at Pepsi

3. Follow instructions in the job description

Email cover letters can be sent in one of two ways: as part of the email body or as an attachment.

When sending your letter, follow the instructions outlined by the company. Not following instructions might cause recruiters to reject your application.

If there’s no formal requirement, then feel free to choose the email format that suits you. Here are the two ways to send an email cover letter:

Write a cover letter email directly in the body text

If you’re writing a cover letter email without an attachment , simply copy and paste your cover letter into the email.

There’s no need to add the date for an email cover letter because emails are automatically timestamped.

Also, you can remove the employer’s contact information and the company address. Just start directly with your cover letter salutation by addressing your employer using ‘Dear Mr/Ms/Mx Contact Person’s Surname’.

Attach your email cover letter as a separate file

If you’re sending your cover letter as an email attachment, write a brief message in the body of the email to tell the potential employer you’ve attached your cover letter.

Keep your email message short and professional by introducing yourself and specifying the position you’re applying for.

You can also mention your professional work history, but keep it to 1–3 sentences. You can provide more information in your attached CV and cover letter.

4. Save your file correctly

To maintain the original appearance of your cover letter, save it as a PDF.

Change the file name to First Name-Last Name-Cover-Letter (for example, Brandon-Sullivan-Cover-Letter.pdf) to make it easier for the recruiter or employer to find your cover letter after they’ve downloaded it.

5. Send a test email to yourself

Send yourself a test email to ensure that your attachments are working properly.

Take this opportunity to check if you’re sending the correct file and to double-check your spelling, grammar, and cover letter formatting .

Email cover letter template (as body text)

If you’re writing your cover letter directly as an email, here’s a cover letter email template with clear instructions to use as a starting point:

Dear [Mr/Ms/Mx] [Contact Person’s Surname],

Briefly introduce yourself in the first paragraph by stating how you became aware of the job opening, presenting your professional work history, and explaining directly why you feel you’d be an ideal fit for the role.

Next, write 1–3 short body paragraphs that concisely expand on what you’ve introduced by emphasising your experience and key CV skills and relating them directly to the needs of the job.

• include a list of 3–4 bullet points if you want your top accomplishments to stand out
• ensure you quantify (add numbers to) these bullet points

To successfully close your cover letter , thank the contact person for taking the time to read your application letter and inform them if you’ve attached other documents (e.g., your CV) to the email. Invite them to contact you by mentioning how grateful you’d be to receive an interview.

Finally, end with ‘Yours sincerely’ if you know the name of the contact person and list your name and professional contact details (e.g., your phone number, a link to your portfolio).

Frequently asked questions about email cover letters

To help you write an impactful cover letter in an email, have a look at our frequently asked questions and answers on this topic:

• How do you start an email cover letter?
• How do you say your cover letter is attached to an email?
• Is an email acceptable on its own as a cover letter?

1. How do you start an email cover letter?

The standard way to start an email cover letter is to address your target employer by name .

For instance, ‘Dear [Mr/Ms/Mx] [Contact Person’s Last Name],’ is a polite and commonly used greeting that starts your email cover letter professionally.

Next, write a compelling cover letter opening line that states the specific role you’re applying for and how you came across the opportunity. Doing so personalises your letter and shows you have a genuine interest in the role.

For example, you could start your cover letter email with a sentence like:

‘I’m writing to express my strong interest in the [Job title] role that I came across on [Company’s website/job board].’

2. How do you say your cover letter is attached to an email?

If you’re sending your cover letter as a separate attachment, mention it in the main body of your email.

Referring directly to the attached file helps your target employer understand they should look for an attachment and lets them know exactly what they should expect.

Here are some ways to say that your cover letter is attached to an email:

5 ways to say you've attached a cover letter to your email

• Please find attached my cover letter for the [Job title] role.
• Attached to this email, you’ll find my cover letter for the [Job title] role.
• I’ve included my cover letter for the [Job title] role as an attachment to this email.
• In accordance with your application requirements, I’ve attached my cover letter for the [Job title] opportunity.
• I’ve attached my cover letter for the [Job title] opportunity for your review.

And to be even clearer, state the file format of the attachment, for example: ‘My cover letter is attached in PDF format’. Specifying your cover letter’s file format helps to ensure that it can be easily opened and read by your target employer.

Finally, make sure to re-check if your attachment is in your email before sending it to avoid any potentially embarrassing moments!

3. Is an email acceptable on its own as a cover letter?

Yes, an email on its own can be considered a cover letter if it’s well-written and provides all the necessary information.

However, most employers prefer their applicants to attach a separate, formal cover letter to the email as it shows they took the time to create a personalised letter of application for the role.

We recommend double-checking the job description or the company’s instructions before deciding how to submit your cover letter.

Additional FAQs about cover letter writing

Want more cover letter writing resources? Here are some other frequently asked questions about cover letters to help make your job application process easier:

• How do you properly end a cover letter?
• How do you address a cover letter with or without a name?

Eva Chan is a Certified Professional Resume Writer (CPRW) and Senior PR Writer at CV Genius. Born and raised in Vancouver, British Columbia, Eva has 6+ years of experience inspiring and guiding a range of professionals.   Eva graduated from the University of British Columbia with a bachelor’s degree in English.   Eva's insights and career advice have earned recognition from leading platforms including CNBC, The Wall Street Journal, WorkLife, and Forbes.   For any media-related queries or for a future quote, you can reach her via LinkedIn. Please note that we don’t accept any guest posts.

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How to Send an Email Cover Letter (Examples)

By Status.net Editorial Team on November 15, 2023 — 13 minutes to read

An email cover letter is an opportunity for you to introduce yourself, highlight your qualifications, and explain why you’re the perfect fit for the job. Here are a few pointers to help you craft an effective email cover letter:

• Subject Line: Your subject line should clearly indicate the purpose of your email. Mention the job title you’re applying for and your full name, e.g., “Marketing Manager Application – Jane Doe.”
• Salutation: Address the hiring manager by their name, if possible. If you don’t know their name, a simple “Dear Hiring Manager” will suffice.
• Introduction: In the opening paragraph, you should mention the job title you’re applying for, where you found the job posting, and a brief introduction of yourself.
• Body: The body of your email cover letter should elaborate on your qualifications and experiences that are relevant to the job. Focus on showcasing your skills, achievements, and how you can contribute to the company’s success. Be sure to tailor your content to the specific job and company, demonstrating that you’ve done your research.
• Closing: Wrap up your email cover letter by thanking the hiring manager for considering your application. Express your enthusiasm for the opportunity and reiterate your interest in the position.
• Signature: Sign off with a professional closing, such as “Sincerely” or “Best regards,” followed by your full name, email address, and phone number.

One more tip: as email systems can sometimes strip out formatting or not display it consistently, it’s best to stick to simple formatting options, such as bold text, bullet points, and clear paragraph breaks. If you want to include additional information, such as your resume, consider attaching it as a PDF file to ensure consistent formatting across different devices and email platforms.

Key Elements of a Cover Letter

Subject line essentials.

Your email cover letter should start with a compelling subject line that quickly grabs the recipient’s attention, especially since it’s competing with other emails in their inbox. Keep your subject line concise, clear, and informative. For example, you could use a format like: “Marketing Coordinator Application – Jane Smith” or “Re: Job Application for Graphic Designer (Job ID: 12345)”. Tailor your subject line to the company and position, so the recipient can easily identify your message’s purpose.

Email Signature and Contact Information

An email signature is an essential part of creating a professional presence in your email cover letter. Your email signature should include your full name, phone number, and any relevant links, such as your LinkedIn profile or online portfolio. This makes it easy for the recipient to contact you regarding your application. For example: Jane Smith Phone: 123-456-7890 LinkedIn: linkedin.com/in/janesmithexample Portfolio: janesmithportfolioexample.com

The Importance of Professional Email Address

A professional email address sets a good first impression and shows that you’re serious about your job search. Avoid using email addresses that are unprofessional or include personal information. Stick to a simple format like [email protected] or variations that include your first initial and last name.

Selecting the Right File Name

When attaching your resume or other documents, choose a file name that clearly identifies the content and includes your name. This makes it easy for hiring managers to locate your documents among numerous other files. For example, “JaneSmith_Resume.pdf” or “CoverLetter_JohnDoe.docx” are appropriate file names.

Understanding File Types

Submitting your documents in the appropriate file format ensures that they’re easily accessible and readable by the recipient. The most commonly accepted file formats are .doc, .docx, and .pdf. It’s a good idea to stick to these formats unless the job posting specifies otherwise. In most cases, PDF files are preferred as they maintain consistent formatting across different devices and platforms.

How To Create an Effective Cover Letter

Creating the greeting.

Begin your cover letter with a formal yet friendly greeting. Address the hiring manager by name if possible; you can find this information from the job posting, company website, or LinkedIn. If the manager’s name is unattainable, go for general but professional salutations such as “Dear Hiring Manager” or “To Whom It May Concern.”

Describing Your Experience and Skills

Showcase your relevant experience in the opening paragraph of your cover letter. Briefly pinpoint the role you’re applying for and how your background aligns with the position. Avoid regurgitating your resume; instead, focus on what unique skills make you the perfect candidate for the job.

As you describe your skills, use clear and concise language. Structure this section with bullet points to make it easy for the employer to read and digest:

• Skill 1: Why it’s relevant
• Skill 2: How it’ll benefit the company
• Skill 3: Examples of how you’ve used it before

Detailing Your Achievements

Next, outline your most significant and relevant achievements. These can include promotions, academic success, or other awards. Focus on accomplishments that display your skills, strategic thinking, and leadership capabilities. Use data to back up your claims – incorporate specific numbers and percentages indicating how you made a difference in your previous positions.

Following the Employer’s Instructions

Carefully read the job posting and any instructions provided by the employer when crafting your cover letter. If they ask for specific formatting or mention certain keywords, comply with their requests. You demonstrate your attention to detail and ability to assimilate by following their instructions.

Optimizing the Closing Examples

A strong closing further supports your candidacy and invites the employer to take further action. Reiterate your enthusiasm for the role and express your desire to contribute to the company’s success:

Example 1 : “I am excited about the opportunities posed by this role and am confident that my skills will allow me to excel at [Company Name]. I look forward to the opportunity to discuss my application further.”

Example 2 : “Thank you for considering my application. I believe my expertise in [Skill/Area] will greatly benefit [Company Name]. I look forward to discussing how I can contribute to your team.”

Remember to include your contact information and sign off professionally using “Sincerely,” “Best regards,” or a similar phrase.

Formatting Your Email Cover Letter

Choosing the right font and spacing.

When writing your email cover letter, start with a clean and easy-to-read font such as Arial, Calibri, or Times New Roman. Select a font size between 11 and 12, which is generally considered standard for professional correspondence. Use single-spacing throughout the body of your email cover letter and consider adding a space between each paragraph for better readability.

Ensuring Correct Spelling and Grammar

Before sending your email cover letter, thoroughly proofread it for any spelling or grammar errors. To catch mistakes, use the built-in spell checker in your email client, or consider using third-party tools. Additionally, reading your email cover letter out loud can help spot any awkward phrases or inconsistencies.

Formatting and Structure Tips

Here are some tips to format your email cover letter effectively:

• Subject line : Make sure to include a clear and concise subject line, such as “Job Application – Your Name – Job Title.” This will make it easy for the recipient to identify the purpose of your email.
• Salutation : Address the hiring manager by their first and last name, if you can find it, or use a general greeting like “Dear Hiring Manager.”
• Introduction : Introduce yourself and mention the position you’re applying for. Briefly explain why you’re a strong fit for the role.
• Body : Highlight your relevant experience and skills in 2-3 short paragraphs. Use specific examples to support your claims.
• Call-to-action : End your email cover letter by thanking the hiring manager for their time and mentioning that you’re looking forward to their response.
• Sign off : Use a professional closing, such as “Best regards” or “Sincerely,” followed by your full name. Don’t forget to include your contact information such as your email address and phone number below your name.

Key Tips for a Successful Email Cover Letter

Tuning your email message.

When writing an email cover letter, your message should be clear and concise. Use a professional yet friendly tone to demonstrate your enthusiasm for the role. Start with a clear subject line that includes the job title and your full name. In the body of the email, briefly introduce yourself and mention the position you’re targeting. You can also add a line that highlights your skills or experience relevant to the job. Make sure to proofread your email content to avoid grammatical errors and maintain a polished appearance.

Using Cover Letter Templates

Using a cover letter template can be a helpful starting point. It provides a layout that ensures a consistent, professional presentation. Look for a template that matches the industry and job you’re applying for, while still allowing you to showcase your personality. Try to find a balance between a visually appealing design and an easy-to-read format. Always tailor the content to the specific job you’re applying for, as hiring managers can easily spot a generic, one-size-fits-all cover letter.

Sending a Test Email

Before hitting send on your cover letter and resume, send yourself a test email. This practice will ensure that the email arrives in your inbox correctly and that the formatting is intact. It will also give you a chance to review the email from the recipient’s perspective, so you can make any necessary adjustments. Check for broken links, and make sure your attachments (like your resume) are in a commonly used format, such as PDF. This step is important for ensuring your application’s success, as a poorly formatted email could impact your chances of moving forward in the hiring process.

How To Manage the Application Process

Understanding the job description.

When applying for a job, it’s important to carefully read and understand the job description. This will help you tailor your cover letter and resume to the specific requirements and needs of the position. Look for keywords and phrases that describe the responsibilities and qualifications, and be sure to highlight your relevant experience in your application materials.

Researching the Company

Before sending your email cover letter, research the company to gather useful information. This will help you demonstrate your interest and knowledge of the organization in your cover letter. Look for the company’s mission, values, and recent news. Try to find ways to relate your experience and skills to the company’s goals and culture.

Using LinkedIn in Job Search

In your job search, don’t forget to leverage LinkedIn. Connect with people in your industry, and follow companies and influencers relevant to your career objectives. You can also find job postings on LinkedIn, and even apply directly using your profile. Customize your LinkedIn URL and use it as part of your email signature to make it easy for potential employers to learn more about you.

Part-Time and Summer Jobs

If you’re looking for part-time or summer jobs, your email cover letter should reflect the specific nature of these positions. Focus on your flexibility, availability, and willingness to work irregular hours. Highlight relevant skills and experiences, even if they’re not directly related to the position. This will show your adaptability and eagerness to learn.

Managing the Follow-Up

After sending your email cover letter and resume, consider following up with the company if you haven’t heard back within a week or two. A polite email or phone call can help keep your application front of mind and demonstrate your continued interest in the position. However, be respectful and avoid being pushy or overly persistent. Remember that hiring managers are often very busy and may take some time to respond.

Advanced Cover Letter Strategies

Using a cover letter builder.

A cover letter builder can be a valuable tool in crafting an impressive cover letter. These online tools often provide customizable templates and step-by-step guidance to help you structure your content. Plus, they can save you time by automating the formatting process.

To get started, you can search for a reputable cover letter builder and follow the prompts. Make sure to choose a template that matches the tone and style of the job you’re applying for. Then, input your information and adjust the prewritten text to reflect your experiences and skills.

Emphasizing Your Qualifications

To stand out, you should highlight your relevant qualifications. To do this, carefully review the job posting and note the key requirements. Then, match your skills and experiences to those points, using specific examples to demonstrate your capabilities.

For example, if the job requires strong time-management skills, mention how you successfully managed multiple projects simultaneously in a previous role. Use numbers and metrics, where possible, to emphasize your achievements. This targeted approach can help you catch the attention of a potential employer.

Highlighting Professional Achievements

Your cover letter should showcase your professional achievements, demonstrating how your accomplishments make you the ideal candidate. To do this effectively, include specific examples that illustrate your strengths.

For example, if you’re applying for a sales position, you could mention specific sales targets you’ve met or exceeded in the past, or discuss how you broke new ground by securing a big client.

Frequently Asked Questions

What are the key steps in writing an email cover letter.

To write an effective email cover letter, follow these steps:

• Start with a concise and professional subject line.
• Address the recipient professionally and use an appropriate greeting.
• Engage the reader with a strong opening sentence or paragraph.
• Highlight your relevant skills, experience, and achievements.
• Show enthusiasm for the company and position.
• Include a call-to-action, encouraging the employer to review your attached resume.
• Close your cover letter with a professional sign-off.

How should I customize my cover letter for different job applications?

Customizing your cover letter for each job application can boost your chances of success. Focus on these areas:

• Research the company and use your insights to show genuine interest and knowledge about their business.
• Study the job requirements and emphasize your skills and experiences that match well with the position.
• Address the hiring manager by their name if you can find it, or use a generic salutation.
• Mention any connections or referrals that might be relevant to the position or company.

What are some effective tips to make my email cover letter stand out?

To make your email cover letter stand out, consider these tips:

• Keep it concise and to the point, ideally no longer than one page.
• Use a professional, easy-to-read font.
• Break up your text with bullet points, bold text, or subheadings to emphasize key messages.
• Avoid cliches and overused phrases; be genuine and use your own voice.
• Proofread your cover letter multiple times and ask someone else to review it for errors or suggestions.
• Follow any specific instructions provided by the employer in the job posting.

What examples should I include in my email cover letter?

Including real-life examples in your cover letter can help demonstrate your expertise and suitability for the position. Follow these guidelines:

• Choose examples that are relevant to the job requirements and company values.
• Describe your achievements and successes in a specific, quantifiable manner.
• Focus on instances where your actions led to positive outcomes or improvements.
• Structure your examples using the STAR method (Situation, Task, Action, Result) for clarity.

Do I attach the cover letter to the email or include it in the body?

Including your cover letter in both the email body and as an attachment is a good approach. By doing this, you ensure that the hiring manager sees your cover letter, regardless of their email settings or preferences. Save your cover letter as a PDF to preserve formatting.

What should I put in the subject line when sending my cover letter and resume via email?

A compelling and professional subject line is important for capturing the attention of the hiring manager. Consider these guidelines:

• Include your name and the job title or position you are applying for.
• Use clear, concise language.
• Make sure the subject line matches any instructions provided by the employer in the job posting.
• An example could be: “Jane Doe – Marketing Specialist Application”
• 10 Examples: How to End an Email Professionally
• 3 Examples: Job Application Email (with Tips)
• 3 Administrative Assistant Cover Letter Examples (Guide)
• 3 Examples: How to Write a Job Offer Thank-You Letter
• 3 Detailed Examples: Job Interview Request Email Responses
• Cover Letter vs. Letter of Interest vs. Letter of Intent

Should I Attach A Cover Letter Or Write It In The Email

In This Guide:

Should i attach a cover letter or write it in the email.

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It's best to include a cover letter as a separate attachment in PDF format and also write a brief introduction in the body of the email highlighting your interest in the position and the attached cover letter. This way, the hiring manager can easily see both your email and cover letter in one place and it can also help to ensure that your formatting remains intact.

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How to Send a Cover Letter Email

You only get one chance to make a first impression which is why your  cover letter email  is so important.  Emailing a cover letter  is your chance to show why you’re the  best candidate for the job  and to demonstrate that you’re a professional who is serious about the application.

The  email cover letter  should provide information on your expertise, such as your  qualifications, skills, and experience  as well as the reasons why you’re applying for the role. You need to show the employer why you’re a good fit for the position and to  grab their attention  so they look at your resume.

Candidates are often too quick to  send an email cover letter . This is a mistake. It is worth spending some time  focusing on each aspect  of the  cover letter  to ensure it’s up to scratch. In a competitive job market, marginal gains are everything.

Your  professional resume  is still the  most powerful tool  you have at your disposal when you’re job hunting and using a  resume builder  is an effective way of nailing it. Your  cover letter  needs to work in tandem with your resume.

How to send an email cover letter

One of the most important pieces of cover letter  advice  is to always  follow the employer’s instructions . Failure to  follow basic instructions  during the application process gives the wrong impression. It seems sloppy and unprofessional.

Sending an email cover letter and resume as attachments

If the instructions in the job posting say to  include your cover letter as an attachment , then do so. Either include it as a  Word document or as a PDF . As you’ll include both your  resume and cover letter  it’s important to clearly name both files (e.g. petergreencover.pdf and petergreenresume.pdf).

Sending an email cover letter as the main email

If the job posting instructions don’t state whether to include your  cover letter as an attachment , it is best to  copy and paste your cover letter  and include it as the main email, with just your resume attached. This way, when an employer double clicks on your application email, they will instantly see your  attention-grabbing cover letter .

How to write a an email cover letter for a job application

A  professional cover letter  should follow a clear  cover letter format . It should start with a header, an opening paragraph (why you’re applying), a second main paragraph (why you’re the best candidate), a closing paragraph (thank them for their time and state what’s attached), and an electronic signature.

Before you start writing it, you should carefully read through the job posting and  identify the key job requirements . You should then analyze your own expertise and be ready to show  how your skill set matches the job . Each cover letter should be tailored for each application.

You should choose some examples of when you’ve demonstrated  each key requirement  and include them in your cover letter. This is  much more convincing  than just saying you’re innovative, creative, or dynamic.

Don’t send a boring cover letter that starts with: 

“My name is Maria Smith and this cover letter is intended to express my interest in the Finance Manager position as listed on Glassdoor. I believe my background in technology companies and finance experience makes  me an ideal candidate for this role.”

Use the introduction to capture the attention of the reader . You can use a sentence showing that you’re aware of their company and why you’re interested in them specifically and to briefly introduce your value proposition.

In the  second paragraph , explain why you’re the perfect fit. Ask yourself the following questions:

• What are some programs/initiatives  you worked on that have had a big impact?
• Did you get promoted fast?
• What skills do you have that match the requirements of the job?
• Did you save  time or made money for your organization?

In the  last paragraph , you can tell the hiring person that you’d love to be considered for the role.

Cover letter email example

Get more  cover letter examples  advice in our guide with tips and information about all aspects of a good cover letter structure.

Subject: Customer Services Position: Jane Cooper

Dear Ms. Wilson,

I would like to express my interest in the position of Customer Service Representative which is advertised on LinkedIn. I believe that my four years of experience in customer services and my positive attitude make me the ideal candidate for this position.

I am used to working in a target-driven environment and have surpassed my personal targets for three consecutive years. I have also won two ‘Passion Awards’ for my approach towards delivering excellent customer service. My strong communication skills, which have been recognized through consistent positive feedback from our customers.

Thank you for taking the time to consider my application. Please find a copy of my resume attached. I look forward to having the chance to discuss what I can bring to the role in more detail.

Sincerely yours,

Jane Cooper

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Introduce yourself to the recruiters using one of our professional templates.

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• Cover Letter

Email Cover Letter: Examples & How to Write

How do you write an email cover letter? Should you format it differently? Should you attach it? See email cover letter examples for different jobs.

An email cover letter is the body of the email you send with your CV. It should introduce you to the hiring manager and show your reasons behind applying for the position. Make your email cover letter shorter than a traditional cover letter you would send as an attachment.

The question is:

Should you attach a cover letter to your email?

Should you write a cover letter in the body of your email?

It’s a real dilemma.

Email covering letters are the new norm.

But they’re different from old-school attachments in a few key ways.

In this guide:

• How to write a cover letter email that gets noticed.
• Why cover letters in emails should be short and snappy.
• Five great email cover letter templates for different jobs.
• Tips and examples to help you write the best letter in the stack.

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This guide focuses on actionable examples . Need more detailed step-by-step instructions for sending a job application email? See our guide: Emailing a CV to Get a Job: CV Email Samples

Want to attach a PDF cover letter to your email? See this guide: How To Write a Cover Letter in 10 Minutes

How to Write an Email Cover Letter

This is life-changing:

You’re 40x more likely to get hired, if—

You apply directly to the hiring manager.

But only 0.14% do it! The rest go through job boards and career sites.

That’s from a study of 55 million applications !

The thing is—

Applying for a job via email will only work if you get your message across fast .

Don’t make the manager open two attachments, one with a CV and another with a traditional cover letter

Write your cover letter in the email body so she can see your value right away.

Email cover letter format:

• Put your name in the subject line. Otherwise how will they find you later?
• Add the job title to the subject line and first line of your email.
• Use the 3-paragraph cover letter format , but keep it short and snappy.
• Find CV keywords in the job ad.
• Include one big achievement relevant to the job.

Expert Hint: Don’t forget to attach your CV to the cover letter in your email! Forgetting to attach your CV is a massive rookie mistake!

Need examples?

This email cover letter sample is for a job that wants skills in raising revenue and cutting costs:

Sample Email Cover Letter for Professionals

Subject line: Project Manager PMP Stacy Anne Fetter Seeks position with Upwird IT (Job ID #77781)

Dear Mr. Holt,

I’ve attached my CV for the Project Manager position at Upwird.

I’m a Project Manager and PMP with 6+ years of experience. I cut costs 27% and raised revenue £450,000 in 7 months at Doherty-Welman Inc. I’m excited about the great Project Manager opening you’re offering. I know you’re looking for a candidate who can handle Lean training, project scheduling, and standardised work.

I’d love to share my achievements in those areas, including cutting costs £1.2 million with work standardisation. Can we schedule a call to discuss?

Best Regards,

Stacy Anne Fetter

Project Manager PMP

linkedin.com/in/stacyannezfetter

[email protected]

07776 476 778

Why does that work?

Because it’s quick and easy to read. Plus, it teases the exact qualities Mr. Holt wants.

This next cover letter email sample is for a job that wants a software engineer. He or she must have a track record of excellent video game design:

Sample Cover Letter Email for Computer Science

Subject line: Software Engineer Carl Espinar Seeks position with BlockBinners (Job ID #72234)

Dear Ms. Gallardo,

I’ve attached my CV for the software engineer position at BlockBinners.

I’ve been a huge fan of your podcast for 5 years. I’ve studied your approach to game development religiously. I credit your ideas with my success at GameSezzl, where I was an integral part of the team that made 2nd runner up for a Game Developers Choice Award.

With 5+ years of experience in game design, C++, and Java, I think I’d make a great addition to your team. Could we set aside some time to talk next week?

Carl Espinar

Software Engineer

linkedin.com/in/carlzespinar

[email protected]

carlzespinar.com

See the value?

You proved your skills so fast the manager got vertigo.

Even if she skims.

Our next email cover letter example targets a job that wants a graphic designer. The perfect candidate has done great work for high-end clients.

Sample Email Cover Letter for Creatives

Subject line: Graphic Designer Sheryl Bonnet Seeks position with Ash-Litski (Job ID #72643)

Dear Mr. Cho,

I’ve attached my CV for the graphic designer position at Ash-Litski.

I’m an energetic graphic designer with 6+ years of experience. I’ve delivered logos and designs for web, print, and TV spots for clients like Costa Coffee, HP, Microsoft, Apple, and Morrisons. In the past 5 years I’ve created 1,000+ high-impact designs—one of which received an AIDA award.

I’m so enthusiastic about working for Ash-Litski. Your client list and philosophy of hiring smart people and following their lead is refreshing. Can we set up a call?

Sheryl Bonnet

Graphic Designer

linkedin.com/in/sherylzhood

[email protected]

sherylzhood.com

Can’t miss.

They want skill and high end clients. You just demonstrated both.

This cover letter email sample aims for a job that needs a sales executive. (Must have a background of improving ROI.)

Double your impact with a matching CV and cover letter combo. Use our cover letter builder and make your application documents pop out.

CREATE YOUR COVER LETTER NOW

Want to try a different look? There’s 18 more. A single click will give your document a total makeover. Pick a cover letter template here .

Sample Cover Letter Email for Executives

Subject line: Sales executive Tim Lukacs Seeks position with Dalton-Oort Global (Job ID #87723)

Dear Ms. Smith,

I’ve attached my CV for the sales executive position at Dalton-Oort Global.

Selling a great product is the first rule of sales. Dalton-Oort’s medical solutions solve massive, real problems. I believe your KardioSpy wearable ECG will revolutionise the medical industry. Even though I raised ROI 30% at Karma Microsystems through a program of training and outreach, I believe I could do so much more if motivated by products like yours.

I’ll be in New York next week. Could we set aside some time to meet and discuss your sales goals for the next ten years?

Kind Regards,

linkedin.com/in/timzlukacs

[email protected]

First rate.

That letter sells exactly what they need. And does it quick.

This next email cover letter example is for a marketing intern. She must know how to run podcasts and assist with digital marketing campaigns.

Sample Email Cover Letter for Internships

Subject line: Marketing BS Heidi Parker seeks internship with Maunterz Inc. (Job ID #09912)

Dear Mr. Zimmer,

I’ve attached my CV for the marketing internship at Maunterz Inc.

I’m a marketing specialist and recent graduate of Manchester University, with a BS in Marketing. At school, I built and managed the student business podcast and created a digital marketing campaign that raised £14,000 for cancer research.

I’ve been following Maunterz Inc’s work for the past few months and I think your internship has a great mix of responsibility and training. Could we set up a call?

Heidi Parker

Marketing Specialist

linkedin.com/in/heidizparker

[email protected]

Quick, zappy, and personal. Plus, that “£14,000” grabs the eye.

Expert Tip: You don’t need copious address info at the top and bottom of an email cover letter. Just add your phone and email. Add LinkedIn and a portfolio site if you have them.

With ResumeLab’s CV builder you’ll write your CV in a flash. Get specific content to boost your chances of getting the job. Add job descriptions, bullet points, and skills. Improve your CV in our CV builder now .

CREATE YOUR CV NOW

Nail it all with a splash of colour, choose a clean font, highlight your skills in just a few clicks. You’re the perfect candidate and we’ll prove it. Just pick one of 18 CV templates and get started now .

For an email cover letter that makes your phone ring:

• Make your cover letter email much shorter than a traditional letter.
• Get to the point right away: why you love the job and your best selling point.
• Use one big achievement in your letter to make them want to read your CV.
• Don’t attach a PDF cover letter when you send a cover letter in an email.
• Sending a cover letter as an email can boost your hiring chances 40x.

Need more cover letter resources? See:

• Free MS Word Cover Letter Templates
• Cover Letter Header Templates and Examples
• General Cover Letter That’s Not Generic
• Free Google Docs Cover Letter Templates
• What to Write in an Email when Sending a CV

Got questions on how to write a great email cover letter? Want more great email cover letter samples? Leave a comment. We’re happy to reply.

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At ResumeLab, excellence lies at the heart of our values, underpinning our promise to provide outstanding career resources. Our team of career experts meticulously assesses each article in line with our editorial guidelines , guaranteeing our content's high quality and dependability. We consistently engage in original research, illuminating the nuances of the job market and earning acclaim from various influential news outlets. Our commitment to delivering professional career advice draws millions of readers to our blog annually.

Having published over 200 career-advice articles, Tom Gerencer is a career expert who covers the whole array of job-seeking topics for people at all career stages, from interns to C-suite members. His insights, commentary, and articles reach over a million readers every month. With inside knowledge of key industry players and in-depth research, Tom helps job seekers with advice across all professions and career stages.

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Tips for Sending Email Cover Letters With Samples

How to Send an Email Cover Letter and Resume

• Send a Cover Letter Attachment
• Send an Email Cover Letter
• Contact Person, Subject, and Signature
• Check Spelling and Grammar

Send a Test Message to Yourself

Review a sample email cover letter.

• More Sample Cover Letter Emails

Marc Romanell / Photolibrary / Getty Images

What should you include in an email to apply for a job, and how should you send it? An email cover letter is a document sent with your resume to provide additional information on your expertise. It is written to provide information on why you are qualified for the job you are applying for and to explain the reasons for your interest in the company.

When you're sending an email cover letter, it's important to follow the employer's instructions on how to submit your cover letter and resume.

The job posting may specify the type of file you need to send, and how you should send it. If not, you can follow the instructions below to easily get your documents to the hiring manager.

It's also important to make sure that your email cover letters are written as well as any other correspondence you send. Even though it's quick and easy to send an email, it doesn't mean that you should write anything less than a detailed cover letter focused on why you are a good match for the job you are applying for. Here are some tips for sending email cover letters.

Sending Email Cover Letters and Resumes as Attachments

• If the job posting says to include your cover letter and resume as an attachment, you can easily attach PDF files to your email message. 
• If your cover letter and resume are Word documents, click “File, Save As, PDF (.pdf)” to save your documents as PDF files.
• For Google Docs files, click “File, Download, PDF (.pdf)” document. 
• PDFs are more professional, they retain the format, and they cannot be edited by someone else after you’ve shared them. 
• Save the files with your name, so they don't get mixed up with other applicants' materials, e.g., yournamecover.pdf.

Need more help? Here's a step-by-step guide to sending your resume and cover letter as an attachment .

Sending Email Cover Letters Without Attachments

• Some employers do not accept attachments. In these cases, paste your cover letter into your email message.
• Use a simple font and remove any fancy formatting. 
• The best way to do this is to copy the content from your original resume and cover letter, and then “Paste Special, Unformatted Text” into the email message.
• You can “Paste Special” by left-clicking inside the body of the email and selecting "Paste Special" from the dropdown menu.
• You don’t know what email provider the employer is using, so simple is best. The employer may not see a  formatted message  the same way you do. So if it’s plain text, you can be sure it will render correctly.

Contact Person, Subject Line, and Signature

• How to Address an Email Cover Letter : Here's how to address a cover letter sent in an email message, including what to use when you have details of a contact person, and how to address it if you don't.
• The Subject Line of Your Message : Make sure you list the position you are applying for in the subject line of your email, so that the employer is clear as to what job you are applying for. For example, Subject: Jane Doe, Social Media Manager Position.
• Include Your Signature: Include an email signature with your contact information, comprising name, address, email address, and telephone number, so it's easy for the hiring manager to get in touch with you.

Double-Check Your Letter for Spelling and Grammar

Make sure you spellcheck and check your grammar and capitalization. They are just as important in an email cover letter as in paper cover letters.

Send the message to yourself first to test that the formatting and attachments work. If everything looks good, resend to the employer.

Here's an example of an email cover letter. Also see below for more samples.

Sample Email Cover Letter

Subject: Administrative Assistant/Receptionist Job – Roger Smith

Dear Ms. Cole,

I was excited to see your listing for the position of administrative assistant/receptionist at ABC Market Corp. I believe that my five years' experience in office administration and my passion for your products make me an ideal candidate for this role.

You specify that you’re looking for an administrative assistant with experience scheduling appointments, maintaining records, ordering supplies, and greeting customers. I’m currently employed as an administrative assistant at XYZ company, where I have spent the past five years honing these skills.

I’m adept at using all the usual administrative and collaboration software packages, from Microsoft Office and SharePoint to Google Docs and Drive. I’m a fast learner, and flexible, while always maintaining the good cheer that you’d want from the first person visitors see when they interact with the company.

I have attached my resume and will call within the next week to see if we might arrange a time to speak.

Thank you so much for your time and consideration.

Roger Smith Phone Email LinkedIn Profile URL (optional)

More Sample Email Cover Letters

Review more sample email cover letters and templates for a variety of role types.

• Email Cover Letter Template : Template to use when creating an email cover letter.
• Sample Email Cover Letter Message : Sample cover letter email message to use to apply for a job.
• Sample Email Cover Letter With Attached Resume : Sample email cover letter to use when you are sending your resume as an attachment.
• Email Cover Letter - Part-Time Job : Email cover letter sample for applying for a part-time job.
• Email Cover Letter - Summer Job : Email cover letter sample for applying for a summer job.
• Professional Email Message : Sample professional email to use for job search or for asking for professional assistance.

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Blog Cover Letter Help What to Include in a Cover Letter

What to Include in a Cover Letter (& What to Leave Out)

Your cover letter needs to include a few key elements in order to make a positive impression on hiring managers. We outline the parts of a cover letter, give examples, and explain what not to include in a cover letter.

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What to put in a cover letter in 2024

What not to include in a cover letter

What to include in an email cover letter

Curious about exactly what a cover letter should say? Have you looked at a good cover letter sample and are still unsure what to include and what to leave out?

Our free-to-use cover letter builder can make you a cover letter in as little as 5 minutes. Just pick the template you want, and our software will format everything for you.

A great cover letter consists of the following components:

1. Your name and contact information in a header

The hiring manager needs to have your contact information. Without these details, they have no way of inviting you for an interview.

The most eye-catching way of adding your contact information to your cover letter is by creating a large cover letter header , which includes your name (in the largest font on your cover letter ) and the best ways to contact you. Here’s an example of a clear, well-designed cover letter header:

Even if you’ve included your contact details on your resume, repeat them in your cover letter in case the hiring manager doesn’t have your resume on hand when they decide you’re the candidate they want to interview.

In 2024, adding your home address is unnecessary because recruiters contact candidates by either email or phone.

2. A polite cover letter greeting (salutation)

You should also greet the reader of your cover letter with a polite salutation. “Dear Mr./Ms./Mx. [Hiring Manager’s Surname]” does the trick:

Dear Ms. Hernandez,

Using an actual name is better than writing “Dear Hiring Manager” or “ To Whom It May Concern ” because it shows you aren’t sending out applications in bulk, and likely have actual interest in the job you’re applying for.

Find the hiring manager’s name on the company website or on LinkedIn. If all else fails, call the company and ask for the hiring manager’s name, and explain that it’s for addressing your application if asked.

Then, begin your cover letter with a brief introduction that contains the following details:

• The position you’re applying for
• How you found out about the opening
• Why you’re excited to apply

When starting off a cover letter , keep your introduction concise and attention-grabbing so the hiring manager will want to keep reading.

3. Specific examples of achievements

Now you’ve set up your cover letter, it’s time to write the body text.

To make a strong impression, mention an important project or contribution from your past work or academic experience that’s related to the role you’re applying for. Then, explain exactly how you contributed to the company’s success.

Instead of just rephrasing the work experience on your resume , your cover letter body paragraphs should use fresh examples or add more detail to something you briefly mentioned.

A great way to make your achievements stand out is adding some hard numbers to prove exactly how much impact your work had. Finding this data doesn’t have to be difficult.

Some common quantifiable achievements include:

• Number of customers served in a given time period
• Percentage of positive reviews
• Dollar amount of sales
• Percentage of increase in profit
• Number of people managed or trained

Here’s an example of how one candidate successfully backed up their achievements with evidence:

As a Sales Assistant with TRP Insurance Inc., I ranked within the top 10 salespeople company-wide for 2 years in a row, and in my first year, I successfully expanded our customer account base by 18% through networking and client referrals.

Including this data shows the hiring manager what you can achieve on the job. These numbers give them a glimpse at how your output will improve their company’s performance, and whether you’d be a good fit on their team.

Quantifying your accomplishments is especially crucial when writing a cover letter for an internal position, because the hiring manager will ask themself if you’ve been an asset to the company since you were hired.

4. Reasons why you’d be a good fit at the company

To write a great cover letter, you need to put in a little effort (but trust us, it’s worth it).

Start by going to the company’s website. On the site, see if you can find a corporate culture webpage or some form of “company mission” page. Take a look at this example from KPMG :

KPMG’s executives emphasize specific values, so you’d want to give examples that highlight integrity and teamwork skills if you were applying here.

WD-40 Company , on the other hand, has a less formal corporate culture:

The company describes its workers as a tribe, emphasizing the bonds it wishes to develop between employees.

If you were applying here, you could mention what you could bring to the “tribe” and showcase your people skills in your cover letter.

Showing familiarity with the company makes you seem invested in the opportunity, and hiring managers take notice.

5. Proof you can help the company reach its goals

As well as researching a company’s culture, investigate its performance, history, and ambitions. If you prove you’ve researched these details in your cover letter, you’re more likely to catch the hiring manager’s attention.

A good place to start your research is on a company’s website. Use its website to find out about product lines and recent news. For example, you might discover it just launched a product similar to one you used to work on.

Then use some of the information you gathered as a starting-off point in your cover letter.

Mention how you can bring expertise from a similar project to the company’s new endeavor, or give an example that shows how you’d contribute something new to the team.

Here’s how one candidate used their foreign language skills to appeal to an internationally-expanding company:

As a multinational organization, your company has connections with several other businesses across the globe. I believe my fluency in Spanish and English — two widely spoken languages — will be crucial in establishing trust and solid, working relationships with clients in other countries.

6. A cover letter ending that requests an interview

Wrap up your cover letter by asking the hiring manager to invite you in for an interview. An interview request may seem forward, but it also shows confidence and helps drive the urgency of your application home to the reader.

Here’s an example of an effective ending from a legal assistant cover letter sample :

After reviewing my resume, I hope you’ll agree that I’m the candidate you’ve been looking for. Please contact me by phone (775-034-2512) or email ([email protected]) when you’d like to set up a time for an interview. I look forward to elaborating on how my specific skills and abilities will benefit [company name]!

7. Your professional sign-off and signature

Your cover letter closing is not a time to get creative. “Sincerely” is always a safe bet for wrapping up your cover letter..

If you’re not sold on “Sincerely”, “Respectfully” and “Best” are also good options.

Sign your cover letter by hand if you want it to add a personal touch.

How to write a cover letter

Dread writing cover letters? Read our guide to learn how to write a great cover letter that convinces hiring managers you’re the ideal person for the job.

Just like when you write your resume , avoid mentioning anything that doesn’t demonstrate your suitability for the job you’re applying for. You have limited space to win over potential employers, so don’t discuss any irrelevant achievements or experiences, even if they’re impressive.

Also avoid any disclaimers like “although I have limited experience…” because it could make you seem under-qualified. False modesty doesn’t belong in a cover letter, so keep your tone confident and focus on your most valuable qualifications.

Lastly, you should never put negative remarks about your previous employer in a cover letter because it gives hiring managers a bad impression of your ability to work well with others, even if your criticisms are well-deserved.

In summary:

• Political opinions
• Criticisms of previous employer
• Irrelevant information
• Religious views
• Disclaimers (what you lack)
• Lies (even exaggerations!)
• Salary expectations
• Too much flattery

An email cover letter contains most of the same elements as a regular cover letter, but you also need to include a subject line.

Your subject line should be something similar to this:

Application for [Position] role

When writing an email cover letter, you also don’t need to include the hiring manager’s name and address.

Here’s what an email cover letter will look like:

Don’t forget to attach your resume and full-length cover letter to your email. An email cover letter is usually just a couple of paragraphs informing the hiring manager you’re applying for the role, and telling them your full cover letter and resume are attached.

Need some help getting started? An AI cover letter generator can help you put together a cover letter that’ll catch the hiring manager’s eye in minutes.

Emily Crowley

Career Advisor & Senior Content Writer

Emily Crowley loves helping job seekers overcome obstacles to advance their careers. She graduated from George Mason University with a degree in Foreign Language and Culture and relocated to Taipei shortly after. As a writer and career advisor, she takes a particular interest in empowering young professionals through practical knowledge and advice on topics like resume writing, interviewing, and navigating career changes. Emily’s career advice has been featured in online publications such as Global Trade Magazine and Parade. For media-related queries, she can be reached at emily [at] resumegenius [dot] com.

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How to Accept a Job Offer Email (+5 Job Acceptance Email Templates)

• Julia Mlcuchova , 
• Updated July 29, 2024 12 min read

Congratulations! After fine-tuning your resume and going through all those job interview rounds , you finally made it! But now comes the big question: how to accept a job offer email?

Accepting a job offer might seem like the last and easiest step to landing your dream job. But it’s not the time to relax just yet.

Because there’s a right way to do it that can leave a great impression.

And plenty of ways to mess it up. 

But don't sweat it — we're here to walk you through every step from reading through the offer to hitting 'send' on your acceptance email. Plus, we'll even show you some practical tips and handy email templates to make it easier for you. 

Table of Contents

Click on a section to skip

5 Job acceptance email templates to download

What you need to know about job offers, before you respond to a job acceptance email, how to accept a job offer email in 7 steps, more tips on how to properly accept a job offer email, key takeaways: how to accept a job offer email.

Let's start with 5 effective examples of how to accept a job offer via email. 

While the first two templates are perfect for accepting the job offer immediately, the other three address any minor complications that might arise. So, you could be prepared for anything. ;) 

Do you like any of them? In that case, feel free to click on the red button and download a version you can adjust to your liking.

#1 How to accept a job offer email template

#2 how to accept a job offer email template, #3 how to accept a job offer email template: asking for an employment contract, #4 how to accept a job offer email template: asking for a preferred date, #5 how to accept a job offer email template: if you find inconsistencies.

Now, let's talk about all the important details regarding job offers to make sure you don't do anything you might regret later.

Before we show you how to accept a job offer email, we need to make a few things clear: 

• It can take time to hear back from the hiring manager. Don't expect the job offer to land in your inbox as soon as you leave the job interview. Sometimes, it can take a week. Or two. Or even three. After all, employers also need the time to consider all their options. 
• Not all job offers arrive in the form of an email. It's not uncommon to receive a verbal offer through a phone call first. Employers like to do this because it adds extra personal touch to the whole process. And it's also much faster than typing out a formal email. 
• It's always better to have everything written down. But even if you receive an offer over the phone, make sure to ask the hiring manager to email you anyway. This way, you have a record of what was discussed and can refer back to it if needed. Plus, it helps keep everyone on the same page.
• Lastly, you don't have to accept right away. And when you get that offer, take your time. You don’t have to say yes right on the spot. It’s okay to ask for a day or two to think it over. And if an employer pressures you to make a final decision over the phone, consider it a red flag! 

These points are a solid introduction to job acceptance etiquette. While they might seem obvious to you, not everyone is familiar with them.

Whether you're starting your first job or making a significant career change , you should know what's acceptable and what's not.

Never accept a job offer over the phone without seeing your employment contract first! Because in countries like the USA, the UK, or Canada an employment contract can begin as soon as someone accepts a job offer, even if the acceptance is only verbal!

So, you've talked to the hiring manager on the phone. Now, you're sitting behind your computer, waiting for a formal job offer. And then, finally, it arrives! 

But what's next? 

Before you start typing your response, breeze through these 4 tips — they can save you from any potential headaches: 

• Read the offer thoroughly. Firstly, start by reading the offer carefully. Sometimes the job details are right there in the email itself, or they might be attached as a formal letter or an employment contract. In any case, you need to understand exactly what they're offering you — salary, benefits, start date , all that good stuff.
• Look for any discrepancies. Then, you'll have to double check if what they're offering matches what you talked about during your interviews. For example, the job description and responsibilities — look out for any surprises or differences. If something doesn't seem right or if you expected something else, now's the time to ask questions!
• Check for a preferred response date. Also, see if they've given you a deadline to respond. Some offers might say they need to hear from you by a certain date. But if there's no specific deadline, it's okay to reach out and ask when they'd like to get your decision. Plus, this shows you're serious and respectful of their time.
• Write your acceptance email. Finally, once you've reviewed everything and you're happy with the offer, it's time to write your job acceptance email. Keep it friendly but professional. Below, we've prepared a breakdown of elements that shouldn't be missing from your job acceptance response. 

If you’re scratching your head trying to figure out how to write an email to accept a job offer, perk up your ears! We'll be breaking it down step by step to make it real easy.

You can craft a professional job acceptance email in these 7 steps:

The recipient of your email should be able to tell what the email is about as soon as they see it in their inbox. So, you need to keep the subject line concise and to the point.

The best way to greet is by addressing the recipient of your letter directly by their name.

Regardless of whether you'll accept the job offer or not, you always need to communicate that you're grateful for the opportunity. Once again, in the professional world, politeness and respect are both highly valued.

Next, you need to express your position in a way that's clear and indisputable. So, instead of dancing around the subject, state your decision bluntly. Avoid any vagueness that could cause you problems down the line.

Another crucial element of your job acceptance email is the part where you agree (or disagree) with the terms and conditions stated in the job offer. Because once you formally agree to an employment contract without bringing up any issues you might have with it, there's little you can do afterwards.

How you end your email matters just as much as how you start it! Once you've accepted the job offer, you need to keep the conversation going. At this point, you should be the one keeping the discussion going ─ so, make sure you invite suggestions for scheduling a meeting or call to discuss your role and next steps.

Finally, close your email with yet another show of respect and politeness. No need to get experimental here ─ go for the classic: “Best regards/Sincerely [Your Name].” 

And now, let's take a closer look at each of them!

Step 1: Create a suitable subject line

Even though the subject line of your email represents only a small part of the message, it deserves your full attention.

Why? Well, it's the very first thing the hiring manager sees! They're busy people who are bombarded by hundreds of emails daily. So, why not make their lives a bit easier by keeping your subject line clear and to the point?

If you're sending your reply as part of a continuous email thread , you don't need to fret (Former English lit student, can you tell?). But in case you're starting a fresh line of communication, format your subject line like this: 

• Job Offer Acceptance - [Your Name]
• [Your Name] - Acceptance of [Job Position] Offer

Step 2: Start with an appropriate greeting 

No need to spend too many words here. After all the job interview rounds you should know the name of the hiring manager. If you don't, well, shame on you! 

For example, you can address your email like so: 

• Dear [First Name] [Last Name]
• Dear Mr./Mrs. [Last Name]

It's classic, professional, and effective! 

Step 3: Express your gratitude 

The first thing you need to do is thank the hiring manager for the offer. This is the alpha and omega of how to accept a job offer via email!

But don't overdo it please. Of course, your enthusiasm should be genuine and palpable. But it also needs to be believable and classy. 

So, instead of “Thanks man, this is the best day of my life!” , try something more tame. For example : 

• “Thank you for the offer to join your team as a [Job Position Title]. I am genuinely excited about this opportunity and look forward to contributing to the company.”
• “Thank you so much for offering me the position of [Job Position Title]. I am truly grateful for this opportunity.”

And a little side note: stating the name of the job position in the opening paragraph helps with clarity! 

Step 4: State your acceptance 

Despite your clear and genuine enthusiasm, you should definitely state the obvious !

In this way, you'll avoid any possible misunderstandings. So, make sure you don't leave any room for interpretation.

Make your position clear and indisputable, like so: 

• "I am pleased to formally accept the position."
• “I am honored and excited to accept the position of [Job Position Title] at [Company Name].”

Step 5: Confirm (or contest) the job details  

After expressing your acceptance of the job offer, it’s a good idea to confirm the key details discussed during the hiring process. 

You'll ensure that both you and the employer are on the same page regarding important aspects of the job.

In case the job offer email came with an official employment contract , you'll be able to review all the details. But if the contract isn't attached, simply ask for it. Politely, of course! 

Either way, it's good to mention at least some of the stipulations directly in your job acceptance email. These could include: 

• start date,
• or even work location. 

For example , you could type something like this: 

• “As discussed, my start date will be on August 15th, 2024.”
• "I recall our discussion about the hybrid work arrangement. Could you confirm the days I will be expected to work from the office?

If you notice any discrepancies between what you've discussed and what you're being offered right now, point them out here before agreeing to anything (scroll to our templates to see how it's done). 

Step 6: Offer opportunity for discussing next steps 

The point of the closing paragraph is to leave a positive and proactive impression on the hiring manager! That's why you should mention: 

• your enthusiasm (yes, again!),
• your readiness for the next steps,
• and your availability. 

For example, you could end your email like this:

• "I cannot wait to start and meet the team. Please let me know if there are any forms or information needed before my start date."
• "I look forward to starting the onboarding process. Let me know if there are any additional steps I should take before my start date."

Step 7: End with a professional signoff

And now, all you need to do is end your email with a professional closing. No need to get experimental here ─ go for the classic: “Best regards/Sincerely [Your Name].” 

Don't forget to also mention your contact details :

• phone number,
• email address,
• link to your LinkedIn profile .  

Is it necessary? No. But is it polite and expected? Absolutely!  

Since there's always room for good advice, we've put together some essential tips to make sure your job acceptance email always hits the mark:

• Use a professional email address. First of all, avoid using overly casual or personal addresses. So, that email address you set up in 2007 ([email protected], probably) has to go! 
• Respect the response time. Also, it's important to stick to the timeline the employer gave you. This shows you're organized and respectful. Plus, it keeps things moving smoothly so everyone knows what to expect.
• Proofread, proofread, proofread! Spelling errors, typos, and other unnecessary mistakes can make you look careless. So, take the time to proofread your email thoroughly. You can read it out loud, use spell check, or ask a friend to review it for you. 
• Test send the email to yourself. Before sending your acceptance email to the employer, send a test email to yourself. That way, you'll see how the email actually looks in your inbox. And then, you can correct any formatting issues or overlooked errors. 

If you think about it, your job acceptance email is the very last thing you need to do to finally get the job you wanted for so long. In a way, it's like turning the final page of one chapter and opening another. So, make it count!

Finding it hard to say goodbye?

Let our AI Resignation Letter Writer help you leave your old job on the right note!

A job acceptance email is your formal agreement to the terms and conditions outlined by your future employer. 

But it's more than just a formality! This step sets the tone for your professional relationship and demonstrates your enthusiasm for the role.

Moreover,  knowing how to accept a job offer via email allows you to confirm or discuss the terms of your employment. For example , terms pertaining to the job responsibilities, salary, start date, and other important details.

And when you're putting together you job acceptance email, don't forget to include these 7 elements : 

• Suitable subject line
• Appropriate greeting
• Expression of gratitude
• Stating your acceptance
• Confirmation of job details 
• Discussing next steps 
• Professional signoff

So, go ahead, take a deep breath, and craft that perfect job acceptance email. And if you ever need a bit of guidance, don’t forget to refer back to our handy templates .

But what if you decided not to take the job offer? Well, in that case, don't miss out on the chance to learn how to turn down a job offer but keep the door open .

Julia has recently joined Kickresume as a career writer. From helping people with their English to get admitted to the uni of their dreams to advising them on how to succeed in the job market. It would seem that her career is on a steadfast trajectory. Julia holds a degree in Anglophone studies from Metropolitan University in Prague, where she also resides. Apart from creative writing and languages, she takes a keen interest in literature and theatre.

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The University of Chicago The Law School

Judicial internship sample cover letter.

[Your street address] [City], [State (2 letter abbreviation)] [Zip Code] [Phone Number] [UChicago Email Address]

December 1, 2024

The Honorable [First Name] [Last Name] United States District Court for the Northern District of Illinois 219 S. Dearborn Street, Suite 1486 Chicago, IL 60604

Dear Judge [Last Name]:

I am a first-year law student at The University of Chicago Law School writing to apply to your summer 2025 judicial internship position. I believe my strong legal research and writing skills would allow me to contribute to the important work of your chambers. As an aspiring litigator, I am also eager for the opportunity to gain firsthand experience in federal court. Having grown up in the Chicago suburbs, I plan to practice here following graduation. I am fortunate to have summer funding available from my law school for legal volunteer work.

My academic and work experiences have prepared me for this role. As a senior at Northwestern University, I wrote an honors thesis on how public policy influences the development of high tech industries. In the process, I examined the intersection of the government and the economy, conducting extensive research and authoring a clear and precise academic paper. During my internship with the United States House of Representatives, I quickly and thoroughly reviewed proposed legislation and drafted memoranda analyzing the impact on existing law. My legal coursework, including a memorandum on the ministerial exception in employment discrimination, has refined my research and writing, and by pursuing a judicial internship, I hope to continue improving these skills in a practical setting.

Please find my resume and writing sample attached for your review. My law school transcript should be available by late January. Thank you for your consideration, and I look forward to hearing from you.

/s/ Sally Student

Sally Student

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Caught in the CrowdStrike Outage? Here’s How to Get Refunds.

Air travelers paying for last-minute lodging and other expenses are entitled to be reimbursed if their flight was impacted by an event in the airline’s control, like the CrowdStrike failure. Here’s how to get your money back.

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By Christine Chung

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Passengers who foot the bill for last-minute lodging and other expenses are entitled to reimbursement if their flights were impacted by an event in the airlines’ control, like the CrowdStrike outage. Here’s how to get your money back.

[Are you seeking compensation from an airline following the Crowdstrike outage? We want to hear from you .]

If they caused the disruption, airlines owe passengers assistance

It is the airline’s fault when a situation under their control — issues with crew, maintenance, baggage and fuel, or software outages — leads to a delay or cancellation. Weather and air traffic control issues do not count. On Friday, the Transportation Department noted that this I.T. outage fell under the control of the airlines.

What passengers will get from airlines depends on how long they were forced to wait, but it could include transport to and from hotels and the costs of accommodation.

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Official development assistance (ODA)

Official development assistance (ODA) is government aid that promotes and specifically targets the economic development and welfare of developing countries. ODA has been the main source of financing for development aid since it was adopted by the OECD’s Development Assistance Committee (DAC) as the “gold standard” of foreign aid in 1969. The OECD is the only official source of reliable, comparable, and complete statistics on ODA.

• Preliminary 2023 ODA statistics
• How is ODA data collected?

Select a language

Key messages, supporting the economic development and welfare of low- and middle-income countries.

ODA is financial support from official providers to aid recipients (low- and middle-income countries) in areas such as health, sanitation, education, and infrastructure. It mainly consists of either grants or “soft” loans and it makes up over two thirds of external finance for least-developed countries.

Defining which countries and territories are eligible to receive ODA

The DAC List of ODA-eligible recipients shows all countries and territories meeting the criteria to receive ODA. These consist of all low- and middle-income countries based on gross national income (GNI) per capita as published by the World Bank, with the exception of former G8 members, EU members, and countries with a firm date for entry into the EU. The list also includes all of the Least Developed Countries (LDCs) as defined by the United Nations (UN). It is reviewed every three years by the OECD’s DAC.

Monitoring ODA for better targeting and results

The DAC tracks and monitors ODA so that individual donor efforts are measured alongside the broader development finance landscape. The OECD ensures that providers adhere to the primary objective of ODA (the economic development and welfare of aid recipients) and inform them about where their ODA should go relative to existing needs.

International aid rises in 2023 with increased support to Ukraine and humanitarian needs

International aid from official donors rose in 2023 to a new all-time high of USD 223.7 billion, up from USD 211 billion in 2022, as provider countries increased aid flows to Ukraine and directed more humanitarian assistance to developing countries. This aid amounted to 0.37% of DAC countries’ combined gross national income.

ODA for gender equality dropped for the first time in a decade

The share of development finance for gender equality decreased after a decade of progress—from 45% in 2019-20 to 43% in 2021-22. Less than 1% of ODA is aimed at ending violence against women and girls.

What is ODA and how is it reported?

Frequently asked questions on ODA

Related data, related publications.

Related policy issues

• ODA eligibility and conditions
• ODA standards
• ODA trends and statistics