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How to Write a Cover Letter for a CV (With Examples)

Tips for Writing a Cover Letter for a CV

Proofread before sending, cover letter template, cover letter sample, sending an email cover letter, more cover letter examples.

When you apply for a job with a curriculum vitae (CV), it's important to include a cover letter, also sometimes referred to as a covering letter. This letter allows you to make a favorable first impression, using narrative in your own tone of voice to catch the reader’s attention and encourage them to seriously review your attached CV.

Like a resume, a CV summarizes your skills and experience. The  difference between a CV and a resume  is length, the focus on credentials, and what the documents are used for. Typically, a CV is required to apply for roles in academia, scientific research, and medical fields. 

While your CV provides a detailed—and often lengthy—look at your experience and credentials, the cover letter is an opportunity to call out your most important qualifications and make a compelling case for your candidacy for the role at hand. Here's what you need to know to write a successful curriculum vitae cover letter. 

Tailor the Letter to Fit the Organization

The CV cover letter should be  tailored to respond to the unique and specific requirements  requested by each organization you are approaching. 

Do not use the same cover letter for every job you apply to—even though it may seem like a timesaver. 

Each letter needs to provide detailed information about why you are qualified for the specific job in question, and it should outline the reasons for your interest in the company or organization. Being specific is advantageous. Even if you're applying for two similar roles in two different hospitals, the two hospitals may serve different populations or require slightly different responsibilities for people in the role. Your letters to each hospital should reflect that. 

Use your cover letter to identify the skills or experiences most specific to the job, rather than copying directly the information in your CV.

What to Include

As a candidate, it's tempting to feel like the cover letter is unnecessary since it is likely that all the pertinent information is included in your CV. Still, as you can see, the cover letter is a helpful tool in your application. Here's what to keep in mind as you write a cover letter. 

Format Matters

The content of your cover letter should be brief and structured. Aim for three to five paragraphs in your letter. Start with a salutation. Your letter should address the relevant contact, whose name often appears in the job advertisement. Avoid “Sir” or “Madam” if possible.

If the letter recipient's name isn't provided, try these  tips to determine the correct contact person . 

Start With an Introduction

Typically, the first paragraph will be an introduction—if you are applying to a job ad, mention it here. Mention the job title, any reference number, and where and when you saw it. The first paragraph is also where you should mention if someone referred you to the position. 

The Body of the Cover Letter

The body of the letter—the second and third paragraphs—should highlight your relevant skills and experience. Highlight your  transferable skills , achievements, and versatility. Explain what you can contribute and what makes you stand out from your competition. Include mention of your current or last job, qualifications, and professional and academic training, tailoring your information to make it as relevant as possible to the organization or job applied for.

In the body of the cover letter, you can mention personality traits relevant to the role at hand. You can also use this space to call out why you're interested in this specific role, at this specific company. Potential employers and hiring managers will appreciate it if you can show you've read the job ad and researched the company. 

Avoid lengthy repetition of information covered in your CV. Unlike a CV, it is acceptable to write a cover letter in the first person.

Conclude the letter by succinctly summarizing why an employer may want to meet and employ you. Include a polite expression of interest in further dialogue with the recruiter. Do mention that you would like the opportunity to discuss your suitability further in a personal interview and that you await a response in due course.

Follow Instructions 

In some cases, an advertisement will indicate that a more substantial letter is required. 

Always follow specific instructions and include any information if it is specifically requested. For instance, some employers may ask you to include your current salary or your desired salary range. 

Make Sure the Letter Reads Well 

Ensure that your CV cover letter flows freely. You do not need to precisely match every point on the job description. The reader should be left with an overall impression that you are a potentially valuable addition to the workforce.

The letter should be readable and engaging. 

Negative information of any sort should be avoided in your cover letter, as well as on your CV.

You'll want to be sure your letter is free from grammar or spelling errors. It should also be clearly presented—that means using standard formatting, and common  readable fonts  (such as Times New Roman or Verdana) in an appropriate size. 

This is a cover letter example. Download the cover letter template (compatible with Google Docs and Word Online), or see below for more examples.

Depending on the employer's submission requirements, cover letters can be submitted online with your CV, uploaded online, or mailed. Be sure to follow the application instructions and follow the directions on how to apply. Consider this template for how to structure your letter: 

Belinda Applicant 123 Main Street Anytown, CA 12345 555-555-5555 belinda.applicant@gmail.com

October 25, 2024

Clark Lee, PhD Biology Department Chair Northwestern University 123 Business Rd. Business City, NY 54321

Dear Dr, Lee:

I am writing to apply for the position of assistant professor in the Biology department, as described on the Northern University website. The opportunity to teach biology appeals to me, and I believe I can be an asset to the department due to my experience as a field biologist, as well as my work as an adjunct professor at Southern State University. In accordance with your job description, I have the following skills:

• Experience lecturing to large audiences

• Experience with learning management systems and course design

• Ability to assist with labs for other professors

• Experience with grant writing and research

I have enclosed my curriculum vitae so you may examine my work and research experience, the papers I’ve published, and my educational background.

I can be reached anytime by email at Belinda.applicant@gmail.com or my cell phone, 555-555-5555. Thank you so much for your time and consideration. I look forward to speaking with you about this position.

Signature (hard copy letter)

Belinda Applicant

When you are sending your cover letter by email, list your contact information in your signature rather than at the top of the letter. List your name and the job title in the subject line of the message. 

Here are more examples of cover letters that you can use as a starting point for your own correspondence.

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Email Cover Letter and CV | Sending Tips and Examples

What is an email cover letter?

An email cover letter is essentially a job application email through which you apply for a job. The email must contain your cover letter, either in the body of the email or as an attachment, and your CV as a separate attachment.

Do you need to send your CV and cover letter via Email?

With the massive technological boom over the past decade, we have seen the dramatic rise in email applications. Sending an email is free, it doesn’t require a stamp, visit the post office or a trip to the company you’re applying for. It all happens within seconds and with just one click of a button.

There are two main reasons why you would send an email to a recruiter:

• When you’re applying for a job
• When you’re enquiring about job opportunities at their company

In this guide, we will mainly focus on applying for jobs that have already been advertised . However, read on as there are also tons of tips and examples for those who wish to inquire about job opportunities via email.

The format of an email cover letter + template

The format of an email cover letter slightly varies from the format of a standard cover letter. For example, there is no need to include your personal details such as name and address on the right side of the letter because your attached CV will already contain all this information. Moreover, it will take up valuable space.

Your email to the recruiter should be in the following format:

Click here to download this template.

Before you start…

1. Have your perfect CV and cover letter ready

Before working on drafting your email, make sure that you have already written and prepared your CV and cover letter. Check out How to write a Cover Letter and How to write a CV guides for more tips and examples.

2. Be formal

The job application process is a formal process. As such, you have to have a formal approach to writing your email job application.

• Don’t use contractions (e.g. I’m instead of ‘ I am ‘ or Let’s instead of ‘ Let us ‘)
• Write in complete sentences
• Write in paragraphs (not in short lines, as you would in text messaging)
• Use formal greeting (use ‘ Dear Sir/Madam ‘, ‘ Dear [Surname], ‘ or ‘ To whom it may concern ‘ rather than ‘ Hey ‘, ‘ Hi ‘, or ‘ What’s up? ‘)
• Don’t write in capitals (IT’S NOT NICE TO READ TEXT IN CAPITALS!)

You can find more information on formal writing here .

3. Use a professional email address

You must use a professional email address when contacting the recruiter.

It should be:

• It should be short in length
• It should contain your name
• It shouldn’t contain any/many numbers

Acceptable examples:

• [email protected]

Unacceptable examples:

4. Keep it short and to the point

You only have one chance to grab the attention of the prospective employer, so keep the letter short and to the point. Employers only tend to scan CVs and cover letters for less than a minute. Anything longer than a single side of A4 will most likely not be read or considered. Why take the chance? You will have plenty more opportunities in the later stages of the recruitment process, including during the job interview, to fully impress the prospective employer.

5. Write the content of the email in a separate document first

It is highly recommended to write your letter in a separate Word document first rather than typing it up on the actual email client in one go. This is because there will be a smaller chance of losing your work because of the loss of internet connection or the software crashing in the middle of writing your letter.

It also gives you additional time to properly check your written document for grammar and spelling mistakes.

How to send a cover letter and CV via email

Let’s get started…

1. Email subject line for job application

The subject of your email should be the job position followed by the job ID or job reference number:

• IT Manager (ID: W124)
• Receptionist (Job Ref. A2014)
• Cleaner (Job ID: AFT2421)

That’s all that is required.

If you decide to add anything extra, e.g. including your name or a short message, please keep it short as there is a limit on how much of the subject line will be shown to the recruiter when they receive it in their inbox.

Do not write your subject line in capital letters

Some applicants, in a desperate attempt to make their email stand out from the rest, write the subject line of their emails in capital letters, like this:

This is not recommended for two reasons:

• It is awful to read, and;
• You come over as either too desperate or too aggressive. In the worst case scenario, you come over as both.

QUESTION: Should you write the cover letter in the body of the email or send it as an attachment?

Some employers prefer attachments, whereas others prefer the letter in the body of the email. Please check for company requirements on the job advertisement. If the company has not specified their preference, it is up to you how you’d like to send your cover letter to them.

It’s decision time!

As previously stated, there are two acceptable ways of doing this:

1. Include the cover letter as an attached file

If you decide to attach your cover letter separately to the email, always write a short message in the body of the email introducing yourself and giving the reason for emailing the recruiter – don’t leave it blank! The content of your email body should be short, informative and to the point:

Another good example:

Please find attached my CV and Cover Letter for the position of Senior Research Fellow.

I look forward to hearing from you!

Kind regards, Michael Harper.

2. Write the cover letter in the body of the email

This is the most popular way of sending an email job application.

I can already hear you ask “which one is better?” glad you asked.

Our recommendation is to write the cover letter in the body of the email. It gives the opportunity to make a strong and memorable first impression, allowing you to grab the prospective employer’s attention within seconds.

If you send it as an attachment, on the other hand, the employer has to take the additional step of finding and opening your letter in order to read it. Some recruiters will not open attachments out of fear of infecting their computers by viruses.

Warning: Don’t include the same cover letter in the body of the email and as a file attachment. That is just a weird thing to do and makes you look very indecisive.

The remainder of the guide will show you step-by-step how to write your email covering letter in the body of the email:

How to start an email

2. employer’s personal details.

The first few lines of your letter should be the personal details of the recruiter:

• Recruiter’s full name
• Recruiter’s job title
• Company name
• Company address

Good example:

3. Opening salutation/greeting

The next line of your covering letter is the opening salutation, which should be written in the following format:

“Dear” followed by their honorific title (Mr, Mrs, etc.) and surname.

• Always use formal greeting (e.g. ‘ Dear Sir/Madam ‘, ‘ Dear [Surname] ‘ or ‘ To whom it may concern ‘ rather than ‘ Hey ‘, ‘ Hi ‘, or ‘ What’s up? ‘)
• It’s always best to find out the name of the employer to whom you are written the letter. This makes the letter more personal and convincing.
• If you’re addressing the employer by name, only include their surname (Dear Mr Kent) and not their full name (Dear Mr Simon Kent).

The next line should include today’s date in full ( 10 November, 2018 instead of 10/11/18 ), aligned to the right.

5. Introductory paragraph

State the reason why you are writing this covering letter.

For example:

I am writing to express my interest in the Electrical Engineer role listed in The Worcester News, 19th of March 2017. After carefully reviewing the job requirements, I feel I have all the necessary experience and technical skills to excel in this position, and I would wholly appreciate your consideration.

• These are the first few sentences that the prospective employer will be reading about you; make sure the introductory paragraph is short , to the point and is written for high impact .

6. Paragraph 2

In this paragraph, clearly outline the reasons why you would be a suitable candidate for this position. Make mention of your relevant education, qualifications, work experience, strengths, skills and abilities.

I graduated in 2014 with a first-class degree in Librarianship from the University of Essex, and I worked for a year as a Junior Librarian at Summerfield College. Both my education and work experience have given me a great insight into the purpose, function and processes of libraries. I am trained in all the standard library information and data management systems.

• Try to back up your statements with real-world examples. For instance, if you wrote that you have an “ excellent track record in sales “; back it up by tangible and verifiable performance information, e.g. by stating that you “ increased the company’s sales by 23% in six months. “

7. Paragraph 3

Following on from paragraph 2, expand on more reasons why you would be the ideal candidate for this job position.

I graduated in 2015 with a 2:1 degree in Business Management from the Queen’s University Belfast, something which kindled my passion for business and the economy. I studied a broad variety of topics ranging from Marketing Principles and Corporate Responsibilities to Leading Change and Strategic Management. I am a driven, ambitious and analytical individual with the excellent ability to analyse current business operations and offer meaningful solutions based on the findings.

8. Paragraph 4

This is going to be the final information-packed paragraph of your cover letter. Mention any other selling points that you have and state the reason why you are interested in working for this particular company.

I am especially attracted to joining your organisation because of the emphasis it puts on long-term growth and training within the company. Challenges motivate me, and I believe that I would be able to bring together my prior knowledge and skills as a competent Recruitment Officer. I am confident that my records of impressive accomplishments over the past few years prove that I will become a valuable asset to Lancefield Recruitment.

• Do research about the company you are applying for and use your findings to draft this paragraph. This will make you look interested, intelligent and resourceful in the eyes of the prospective employer.

How to end the email

9. closing statement.

The final paragraph is usually a polite call for action in which you state that you are looking forward to meeting the prospective employer. It must also contain a reference to your CV that you have attached with the application.

Useful phrases you can use:

• Please find attached my CV for your consideration.
• I have attached my CV with this email.
• For your consideration, my CV is attached with this email.

10. Closing salutation

The closing greeting should be “Yours sincerely” only if you addressed the employer by name (e.g. Dear Mrs Sanders) at the beginning of the letter.

If you used “Dear Sir/Madam” or “To whom it may concern” as the opening greeting of your letter, it should end with “Yours faithfully.”

Other alternatives that you may use instead of “Yours faithfully”:

• Best regards
• Kind regards
• Best Wishes

11. Signature & Sender’s name

Sign off the letter with a signature followed by your name.

If you do not have a scanned or electronic signature, you can write the signature in the following format:

• Email address
• Telephone number
• LinkedIn profile – optional

That is it – you should now have a perfectly written email cover letter!

• Don’t rush by writing and sending your email in one go – you will most likely forget to include important things or make many factual, grammatical or spelling mistakes. Write a draft version first, take a break, and then come back again in a few hours time to review it.
• Don’t forget to attach your files ! You only have one chance to make a good impression, make sure you don’t mess it up with clumsy mistakes.
• Send a test email to yourself first to double-check the email’s format and whether attachments can be opened.
• Give the attachments identifiable file names, for example, “ Julia_McCaree_CV.pdf ” is better than “ newhkh34.pdf “

Shall I send my documents in Word (.doc or .docx) or PDF format? Both methods are acceptable. However, we recommend you send it as a PDF file because that will preserve the format and presentation of your documents; including margins, padding, spacing and indentation.

How do I find out if my job application email has been received? Unfortunately, you can’t be sure whether the employer has opened or read your email unless they tell you so. Some email clients allow you to ask for a “Read” receipt after the sender has opened your email. However, you will only receive a “Read” receipt if the recipient decides to send you one.

After how many days shall I follow-up my application? Most job vacancies will state the timeframe in which you should hear back from them if you have been shortlisted for an interview. Many job vacancies will state: “If you do not hear back from us within 2 weeks time, please assume that your application has been unsuccessful this time.” If, however, this is not specified you should get in touch with them after a week to follow-up on your initial application.

Should I use the “ high importance ” flag when sending my application? No, not really. The high importance flag has lost its value years ago. Besides, there is a chance that you will come across as rude as why should your job application email be more important or urgent than those of other senders? More than 90% of emails are sent without one.

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• Career Advice
• What to Say When Emailing a...

What to Say When Emailing a Resume (with Examples)

10 min read · Updated on June 12, 2024

Introduce yourself professionally when you email your resume

You've written the perfect resume and tailored it to the role you're aspiring to. What should you do next? A few years back, you'd have printed it off on some quality paper, addressed an envelope in your best handwriting, posted it off, and settled in to wait for a response. These days, though, it's more common to email your resume. It's faster, it's more professional, and it's easier to share a file than a printout.

But if you're going to email your resume, what should you say? Should you attach a cover letter? How much detail should you include? 

So many questions! 

But fear not, TopResume is here to help you decide what to say when emailing a resume, and we have answers to all these questions and more. Settle in as we guide you through it.

Should I email my resume?

Yes! It's absolutely fine to email your resume when you apply for a job. In fact, it's usually preferred to printed correspondence these days. Of course, the most important point is that you should follow the instructions on the job posting. If it requests a printed resume or a resume uploaded via an online portal, you should definitely apply in line with those instructions. However, if there are no specific instructions, an email application is advisable. Just make sure you're addressing it to the right person!

General rules for emailing your resume

Before we get into the specifics, let's refresh on some general guidelines for emailing your resume to a company. After all, first impressions count, so using proper email etiquette is important.

Use a professional email address. “ HotLips69@...” may have seemed cool and funny when you set up the account, but does it really convey that you're a credible professional? If necessary, set up a new email account to use for job applications – and remember to check it regularly for responses!

Add a clear subject line. Make the point of your email clear with a logical  subject line – you could include the job title of the vacancy you're applying for, for example, or refer to the fact that the email is a job application or resume.

Choose a professional greeting. Think “Dear [name],” or even just “[name],” rather than “Hiya” or “Greetings.” While email is less formal than a letter, you still need to keep the tone professional.

Be concise. Short,  snappy paragraphs are easier to read on a screen, and no one wants to trudge through pages of waffle to find the information they need. Respect the reader's time by keeping it simple.

Add a formal sign-off. A version of “thank you” and your name is sufficient – you may also want to add your professional title, a contact number, and a link to your portfolio if you have one.

Don't forget the attachments! Make sure that you've actually attached your resume (and your cover letter, if required). Ensure they have sensible file names, too: “Jay Miller – Resume” or “J Miller – Sales Executive Resume” is more professional and easier to retrieve than something like “JM 010224 v3” or simply “Resume.” Also, double-check the file type that you're sending – check out our article  Word vs PDF  if you're not sure.

What to say when emailing your resume – the detail

So now we've reviewed the basics of email etiquette, let's get down to business. You need to know what to say when emailing a resume. Well, the exact wording will vary depending on the situation, the role, and your personality, but you'll certainly need to include the following:

Why you're emailing

Your reader may have a ton of open vacancies and is likely to receive many resumes for each one. Make their life easier by clearly stating the role you're interested in applying for. If you have a reference number for the vacancy, you can include that too.

Your elevator pitch

Briefly explain who you are , what you do, and why you're the right person for the open role. This doesn't need to take up a lot of space or be very detailed – the key thing here is to be convincing enough for them to want to open your resume document to find out more. Include whatever information is most pertinent to the role – that could be your academic qualifications, your industry experience, awards and accolades, or particular skills. Refer to the job posting to find out what the company wants to see in a successful candidate and ensure the requirements are reflected in your email.

A call to action

Encourage the reader to open your resume, reach out with further questions, or schedule an interview. This one little line can show your enthusiasm for the role, emphasize your professionalism, and prompt your reader to take the next step in progressing your application.

What to say when emailing a resume – sample messages

Do you need a bit more inspiration to craft your message? Take a look at these sample emails and use them as a frame for your own resume email. Remember, the job advert is your cheat sheet when it comes to deciding what details to prioritize here.

What to say when cold emailing a resume

To: Katie French

From: Matthew Cole

Subject: Sales resume

I've long admired XYZ Inc. as a leading supplier of home tech solutions and have heard many positive reviews about your company as an employer. To that end, I am attaching my resume in the event that a sales vacancy may soon arise.

As you can see, I have enjoyed a successful 10-year career in technology sales and am a committed user and advocate of your products. This year, I am on track to exceed my sales target by 46%. I would bring an extensive network of industry contacts and a proven ability to motivate sales teams to surpass expectations.

If there are no suitable vacancies at the moment, please feel free to keep my resume on file for future reference. I look forward to hearing from you soon.

Matthew Cole

Sales Manager, Acme Products

What to say when emailing a resume in response to a job posting

Subject: Sales Executive vacancy (Ref: ABC123)

In response to your advertisement for a Sales Executive, I am attaching my resume. As you can see, I combine eight years of sales experience with a degree in Marketing and three awards for excellence in sales roles. 

The advertised role is particularly interesting to me, as it will allow me to leverage my expertise in technical sales, provide the opportunity for international growth, and establish trusted relationships with your clients to open new avenues for revenue and increased sales.

Please don't hesitate to reach out to me if you have any questions; I look forward to discussing my suitability further with you at an interview.Thank you for your consideration,

Sales Executive, Acme Products

What to say when emailing a resume to a recruiter

Subject: Healthcare Roles

Dear Katie,

I saw on JobBoard.com that you are recruiting for several healthcare roles, and would like to submit my resume for your consideration. I combine 10 years' experience as a Healthcare Assistant with numerous industry certifications and consistently receive positive patient feedback.

I look forward to hearing from you,

What to say when emailing a resume to follow up on a conversation

Subject: Finance Manager follow-up

Following our phone discussion earlier today, I would like to reiterate my interest in the Finance Manager position and attach my resume for your consideration.

As you can see, I am currently fulfilling the Finance Manager role at XYZ Company and am looking forward to developing my career within a global organization. I have a master's degree in Business Administration, as well as extensive experience in managing the finance function within a security business. I look forward to bringing my leadership skills to your team of finance experts.

Please reach out to me at 555-555-5555 when you have had a chance to review my attached resume.Regards,

Finance Manager, XYZ Company

What to say when emailing a resume following a referral

Subject: Events Manager vacancy

Dear Ms French,

Please find attached my resume. I have been referred to the Events Manager position by one of your colleagues, John Day, who I previously worked with at ABC Inc. Having delivered many successful events with John as my manager, I'm flattered that he has now asked me to apply for your open role. 

I've recently delivered a conference for 800 international delegates and a team building event for 5 national teams, both of which were very well received and were completed within challenging budgets. I am confident that I can bring a similar level of client satisfaction to DEF Inc. and look forward to discussing the position further with you.

Please don't hesitate to get in touch to schedule an interview at your convenience,

555-555-5555

Should you attach a cover letter when emailing a resume?

Now we've covered what to say when emailing a resume, it's time to consider the cover letter. As you can see, we recommend that the body of the email be kept short and concise. If you feel the need to include more detail, you can consider attaching a cover letter as well as a resume. There's no obligation to do this unless a letter is specifically requested as part of the application instructions, but it does give you the opportunity to expand on key points of interest.

Top tip: You may like to read our article on  how to write a cover letter to make sure you get this part of your application bang on!

How long does it take to hear back after emailing a resume?

Don't panic if you don't hear back immediately! While email is a speedy way to apply, recruiters and hiring managers receive many resumes for every open role and need time to sift through them, create shortlists, and schedule interviews. That said, certain recruiters have a reputation for ghosting unsuitable candidates, or your application may simply have been overlooked, so there's no harm in following up after a week or two if you haven't heard anything.  

What to write in a follow-up email

Subject: Communications Assistant vacancy (ref: 12345)

I emailed my resume to you last week in response to your advertisement for a Communications Assistant. I just wanted to check that you'd received it, and to reiterate that I remain very interested in the role.

If you didn't receive the resume or have further questions regarding my application, please do get in touch with me either via email or by phone at 555-555-5555.

Email with confidence

Now you know what to say when emailing your resume in any situation, you're ready to apply for your dream job! Use this checklist to make sure you've nailed it before you hit the send button:

Correct email address and personalized greeting

Appropriate subject line

Clarification of the role you're applying for

Elevator pitch

Call to action

Professional sign-off

Attachments attached

Final proofread

If you feel that your resume isn't quite ready to be unleashed upon the world, why not get an expert opinion? Our free resume review will explain which areas need further work before you submit your application.

Recommended reading:

How to Write the Perfect Goodbye Email to Co-Workers & Clients

The Networking Email That Works Every Time

How To Use AI To Prepare For A Job Interview

Related Articles:

Short Cover Letter Samples: Effective Examples for Job Applications

How To Write a Sick Leave Letter for Work (with Template and Example)

Guide to Writing a Great Resume with No Work Experience

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