Email Format for Sending CV

Nowadays, with the increase in technology, applying for positions has become quite easy. Platforms like LinkedIn have made the job search process quite simple and easy to understand. However, apart from these platforms, emails are still considered a relevant and professional way to send CVs to recruiters. Many recruiters still prefer job-seekers to email job applications and documents, rather than applying from different platforms.

As sending the CV via email is considered so important for recruiters, it is highly crucial for you to know the right format. When you email the CV, the email’s content is the first thing a recruiter notices, and therefore it is the first impression you make to the recruiter. To make your first impression, a lasting impression for the recruiter, you must consider which elements need to be incorporated into the email. Each element plays a key role and conveys a different message, so make sure you use them wisely.

The Email Format for Sending CV

When writing an email to send to your recruiter, you must be certain to include these seven elements to create a long-lasting impression.

1 – Subject Line

Even though it is quite obvious to include a subject line when sending an email, but make sure that the subject line is clear, concise, and precise, so that the receiver knows what your email is about. Moreover, a subject line is the first thing the recruiter notices, if you include a vague subject line, the recruiter will not even open your email, and your application will simply be ignored.

Many recruiters, ask applicants to use specific guidelines when sending their resumes via email. In that case, you must follow the guidelines mentioned by the recruiter, and ensure that you don’t make any mistakes.

2 – Greetings

After the subject line, the actual content of the email begins. Since we generally start with greetings, whether it be a professional email or an unprofessional one, the same is the case when writing an email to the recruiter. There is no hard and fast rule on how you want to address your recruiter, but you need to be direct and professional.

If you know the name of the recruiter, you can use their name in the greetings. It is a general psychological rule that there is a high chance a person will like you if you use their name in the conversation. On the other hand, if you don’t know the name of the recruiter, then you can either address them as sir/ma’am or as hiring manager.

3 – Self Introduction and Objectives

At the start of your email, you have to write who you are and the purpose of the mail. It is advisable to keep the first paragraph of your job application email to be less or equal to three sentences. Avoid going into detail or lengthening the first paragraph, keep it short and simple. You must use the company’s name in the opening paragraph, that would create a good impression of yours.

4 – Reasons for Applying and Accomplishments

After the opening paragraph, the next paragraph should be about your accomplishments and your interest in the position. This paragraph should be a little self-centered too, because you have to convince the recruiter that you are the right fit for the job and that you are also delighted to be part of the organization.

In this paragraph, you must include your achievements, relevant work experience, and qualifications that match the job description. To be more detailed, if you want to include about any extracurricular activities like internships, achievements in university, relevant courses, etc. then you should go ahead with it. Whatever you include, make sure that it is relevant to the position you are applying for or the company you are applying to.

5 – Proposal to Meet in Person

After describing your achievements and qualifications in the previous paragraphs, you should end the last section of the mail. The last paragraph should include a proposal to meet in person, where you need to state that you are willing to have further discussion about the vacancy and qualifications. Ending the email with the right tone matters a lot most of the time, so when sending the email, end it with a sign of enthusiasm.

6 – Attach the Documents

After drafting the email, now comes the most important part, attaching the relevant documents to the email. Recruiters usually prefer CVs that are in Word or PDF format, so you can send either of the formats. However, many recruiters also mention the preference for the format of your CV, when they do so, follow their directions only. It is highly advisable if the recruiter doesn’t specify their preference for the format of your resume files, then send it in PDF format.

Usually, recruiters also require candidates to send other documents as well, which could be any certifications, cover letters, educational transcripts, portfolios, reference lists, letters of recommendation, writing examples, or anything that is relevant to the position you are applying for. When asked to attach any supporting documents, you must attach them with this email only.

7 – Professional Signature with Contact Details

Conclude the email with a professional e-signature, name, and contact details, such as phone number or home contact number. Attaching these details gives a more professional touch to your email, and it also gets easier for the recruiter to reach out to you when needed. In the end, you can even include a link to a professional social media site, which would help the employer learn more about you.


Once you have written the email, proofread the entire mail before sending it to the recruiter. This way you get a chance to correct any mistakes you might have made while writing it the first time. Moreover, for further feedback, you can even send the mail to a friend or family member, which could be more helpful to you. And make sure you pick an appropriate time to send your CV to the recruiter via email.

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