How To Email A Resume In A Professional Way?

By Malavikka

Did you know that you could be shortlisted or rejected for an interview based on the way you e-mail your job application? Since you have taken utmost efforts to prepare a resume and practise the frequently asked interview questions, you would not want to lose the big opportunity just because your e-mail did not look appropriate, would you?

CareerIndia offers you 10 tips to follow while sending your resume via email to an employer so that you do not lose an opportunity for an interview because of something as minute as an error in an email.

Read The Job Advertisement Thoroughly

Read The Job Advertisement Thoroughly

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Some job notifications have a prescribed format for application. Some may have online application only, some offline and some both. So go through the job details and then the application process section (if any) and follow the mentioned format.

Check if the application requires a copy of the submitted online application to be sent as a hard copy.

Do not go by your regular application format if there is a prescribed one.

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Email ID

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You might not have thought that crafting a professional email is an art, but the very etiquette starts from the email ID. Especially when you are a fresher, you might be using a funky email ID that you created in school or something that you had phrased in the college days to convey how cool a person you are.

Reality check - Please discard those IDs for professional usage.

How to phrase a formal mail ID?

Use only your name and its combination. Strictly no dude, babe, honey, sweety, etc. Examples -, name.(alphabet), name(numbers)

You could pick one from the auto-created combinations while creating an ID, provided that it follows any one of the above mentioned formats.

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Subject Line

Subject Line

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The subject line of your email is very important because it acts as a final ticket to grab the employer's attention. Amidst the daily mails that your employer's inbox is already flooded with, there is a lot of probability that your mail is missed out. Also, not including a subject line will be viewed as an act of reluctance and you will be seen as someone with an aloof attitude, that will give the recruiter an image that you are not a credible person.

Email Subject Line Format for Job Application

  • Application for the post of *Designation*
  • Job Application - *Designation*

  • Job Posting - *Designation*
  • Cover Letter

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    Some people do not include a body or cover letter to the email because they think that a resume is sufficient for your recruiter to know about you. But adding one gives you an additional credibility and reflects your genuineness and eagerness to join the job.

    Talking about eagerness, maintain a balance. Do not overdo it with a very long body line as that would again get you a bad impression or show that you are desperate and talkative. KISS - Keep It Short and Simple. Describe in a 150 to 200 word limits about your exact requirement and the best of your qualifications.

    Opening Line

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    The opening line of your cover letter must be formal. Stick to a neutral "Sir/Madam," over any other prefix/suffix such as Dear Sir or Respected Madam.

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    Add a signature at the bottom of your cover letter to make your identity clear. Even though your resume contains all the details, putting a single-line identity of yourself would make it conspicuous and easy for the recruiter to identify or contact you.

    Signature Format

    • Full Name
    • Phone Number

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    Save your resume as a DOCX or PDF file before attaching it. Save the file name as '*Your name* - Resume'. This gives the impression that you are thoughtful of the recruiter's convenience and think in a wholesome perspective.

    Remember not to extend your resume to more than 2 or 3 pages lest it becomes laborious to read. Add the apt details only. Keep the font size between 12 and 16 points for legibility.

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    Avoid Additional Documents

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    Your application mail is only to get you a ticket to the interview. This means that it is used only as a first impression. You need not submit your age proof, salary proof and other supporting documents along with your mail. Doing so could turn out to be a disadvantage when your resume is lost amidst the list of documents that you attach and it is probable that the recruiter does not have the patience to search for it and rather rejects it.

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    Use Appropriate Email ID

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    Although you have aptly worded email IDs, strictly avoid using your current official ID. It would look awkward when your employer realises that you had actually emailed your resume from your workplace. Chances of your application getting rejected are high if you do it because you are giving a notion that you are capable of applying elsewhere, too, while you work with them.

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    Update Your Work Profiles

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    Once you reach out through an e-mail, some employers immediately do a search about you online. It would be good if you keep your online work profiles updates such that you succeed (right opportunity meets right preparation).

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