Format Of A Cover Letter Email Format

Tips and Samples for Sending Email Cover Letters

How to Send an Email Cover Letter and Resume

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.

You need 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.

Tips for Sending Email Cover Letters

1. Sending Email Cover Letters as Attachments

  • If the job posting says to include your cover letter and resume as an attachment, attach Microsoft Word or Adobe PDF files to your email message. Here's a step-by-step guide to sending your resume and cover letter as an attachment.
  • Save the files with your name, so they don't get mixed up with other applicant's materials i.e. alisondoyleresume.doc, alisondoylecover.doc.

2. Sending Email Cover Letters Without Attachments

  • Some employers do not accept attachments. In these cases, paste your resume into your email message.
  • Use a simple font and remove the fancy formatting. Don't use HTML. You don't know what email client the employer is using, so, simple is best because the employer may not see a formatted message the same way you do.

3. Don't Forget the Details for Your Email Cover Letter

  • 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 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 address, so the employer is clear as to what job you are applying for. For example:  Subject: Alison Doyle, Social Media Manager Position.
  • Include Your Signature: Include a signature with your contact information, including name, address, email address, and telephone number so it's easy for the hiring manager to get in touch with you.

4. 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.

5. Send a Test Message to Yourself

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

Sample Email Cover Letter

Subject: Administrative Assistant/Receptionist – Roger Smith

Email Message:

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 of 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 assistance 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.

Best,

Roger Smith

More Sample Email Cover Letters

How To:

Email Cover Letter Template

A good cover letter might mean the difference between getting the interview … and having your resume quietly moved to the “no” pile.

Crafting an effective cover letter is tricky: in a limited amount of space, you need to catch the hiring manager’s attention, make a case for why you’re the best candidate for the job, and inspire them to contact you for more information. It’s a sales pitch, which means that you have to get in, get them interested, and then get out while they still want to know more.

If you’re like most job seekers, you don’t write many letters these days, which makes cover letter writing even tougher. Cover letter templates take the guesswork out of structuring your message, while also ensuring that keep your message concise and to the point.

Use this email cover letter template as a guideline to create customized cover letters for potential employers. Then review a formatted email cover letter example, cover letter samples, and email message examples to get ideas on writing your own cover letter.

Email Cover Letter Template

Subject Line: Job Title - Your Name

List the job you are applying for in the Subject Line of your email message so that the employer knows which job you’re interested in.

If the employer asks for the subject line to delineate specific information, follow those directions exactly or your email may be automatically discarded.

Salutation

It's critical to write to a specific person rather than falling back on Dear Sir/Madam, which looks lackadaisical, as though you didn't make an effort (and that doesn't reflect well on how much effort you'll put in on the job!).

Do your research to determine the proper contact name.

Body of Email Cover Letter

The body of your cover letter lets the employer know what position you are applying for, why the employer should select you for an interview, and how you will follow up.

First Paragraph

The first paragraph states why you are writing.

Mention the position you are applying for and include the name of contact, if you have one. This is "the grab," your chance to grasp your reader by the collar and get his attention. Offer some specific, focused information regarding the job you're seeking and a few core strengths that demonstrate suitability for the position.

Convince the reader that he should grant the interview or appointment you're requesting. Be clear and concise regarding your request.

Middle Paragraphs

The second paragraph describes what you have to offer the employer. This is your hook where you highlight examples of the work performed and achieved results.

Draw on your key competencies from you resume, though don't copy it word for word. Bullet points in this paragraph are effective in drawing your reader's eye to your successes. Make strong connections between your abilities and their needs. Mention specifically how your skills and experience match the job you are applying for. Remember, you are highlighting your resume, not repeating it.

The third paragraph details your knowledge of the company. Show that you did you your research and understand something about the business and the ways in which you can contribute to its mission.

Conclusion

This is your closing. Summarize what you would bring to the position and suggest next steps by requesting a meeting or suggesting a call. Mention that your resume is attached if that's the case, and conclude by thanking the employer for considering you for the position. Include details on how you will follow-up.

Signature

Include your name, full address, phone number, email address, and LinkedIn Profile URL, if you have one.

More Cover Letter Tips

  • Don’t duplicate your resume. The purpose of your cover letter is to get the hiring manager interested in reviewing your resume; it shouldn’t be a rehash of all the information in your CV.
  • Include keywords from the job description, especially if you’re submitting your application materials online. Using keywords will help your materials make it through the applicant tracking system and to a real person.
  • Write a custom cover letter for each job application. 
  • Be concise, and write clearly. Don’t fall into the trap of using 50-cent words to demonstrate your intelligence and skill. Let your experience speak for you.
  • Address your cover letter to a specific person, whenever possible.
  • Proofread and double-check spellings of names, companies, etc. Ask a trusted friend to review your cover letter as well, to make sure you’re not missing any typos or misspellings. 

Read More: Tips for Using a Cover Letter Template | More Sample Cover Letters

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