Cover Letters

How to Email a Cover Letter

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Many companies ask that you email your cover letter when applying for a job. Following the necessary steps to make sure you email it correctly will increase the odds that the company will look at your application. This article will show you how to email a cover letter to apply for a job.

What is a cover letter?

A cover letter expresses your interest and qualifications for a job. It is the first impression a company will have of you and the skills you can bring to the position. Once you have read the job description and tailored your cover letter to fit the position you are applying for, you may need to send your cover letter via email.

How to email a cover letter

When emailing a cover letter, it’s important to make sure that you are following the instructions and submitting to the correct email address. Use these steps as a guide when emailing a cover letter:

1. Follow the company’s instructions

The company will indicate the email address where you should send your cover letter. It may also specify whether you should include your cover letter in the body of the email or as an email attachment. Some companies may not specify either way, but it is important to check to make sure you are respecting the company’s preference. Keep in mind that if you don’t follow their provided instructions correctly, the company may not consider your application.

2. Save your cover letter as either a PDF or a Word document

Choose one of these file formats when emailing your cover letter to make sure the person receiving it can open your attachment. If you are using a processing software besides Microsoft Word, you can choose to save your cover letter as a .doc, .docx or .pdf file.

3. Save the file under your name

If you are attaching a resume and a cover letter, distinguish the two by saving the file under your name and the type of document. 

For example:

Antonio-Rossa-Cover-Letter
Antonio-Rossa-Resume

4. Use a professional email address

A professional email address gives a positive impression. If you only have an email address that includes your nickname, create one that includes your first and last name or a version of your first and last name. Use an email address that is unique to you and isn’t shared with another person.

Examples of email addresses:
Unprofessional: sunshine22@email.com
Professional: courtnay.brown@email.com

5. Use a clear subject line

The subject line of your email should clearly indicate your name and the position you are applying for. 

Example for subject line with job title:
Layla Hernandez – Office Assistant

Some employers, especially larger organizations, might be accepting applications for multiple positions for the same role. If this is the case, they may ask you to reference the job number rather than the title of the position you are applying for.

Example for subject line with job number:
Quentin Santana – Position #1174

6. Include your cover letter either in the body of the email or as an attachment

If you send your cover letter as an attachment, you need to write a brief email to explain what position you are applying for. Let the person receiving the message know that your cover letter is attached with the email. 

For example:

Email subject line: Lee James – Administrative Assistant

Dear Ms. Glass,

Please find my cover letter and resume for the Administrative Assistant position attached to this email.

Let me know if there is anything else you need from me.

Thank you for your time and consideration!

Sincerely,
Lee James
———–
Lee James
ljames@email.com
(123) 333-3333

If you copy and paste your cover letter in the body of the email, there’s no need to add this additional message. It’s generally more straightforward to copy and paste your cover letter. The person reviewing your cover letter will immediately be able to see the reason why you’re writing. You should still mention that you have attached your resume.

7. Include an email signature

Include your signature with your name and contact information at the end of your email.

For example:

Stefan Class
(123) 559-1390
s.class@email.com

8. Send a test email to yourself

To make sure that all attachments open correctly, send the email to yourself first to make sure everything works properly. This will also show you how your cover letter looks to the recipient. Use this step to proofread your cover letter for grammar and spelling errors. Double check the formatting, especially if you have copy and pasted your cover letter into the body of the email.

Sample cover letter sent by email

Email subject line: Jean Park-Development Assistant-Position #115

Dear Ms. Miles,

I’m writing to express interest in the Development Assistant position with ABC, Inc. I’ve reviewed the requirements for this position including organizing lunches for gala committee meetings and providing administrative support for your upcoming fundraiser. With my experience as a Gala Assistant, I have all the skills and experience you are looking for.

At my previous position, I helped plan our biannual gala with our development coordinator. I went over criteria with senior staff and toured different spaces to secure a location that fit the theme of the event and suited our budget. Our gala this past year exceeded the projected numbers on the silent auction by 12%.

I helped follow up with the winners to ensure they received their items. I also created a presentation to show our board of directors the details of how much the gala earned and the tentative plan of how the funds would be allocated to different departments.

Please see my attached resume for additional experience. I look forward to hearing from you about this unique opportunity!

Kind regards,
Jean Park
——–
Jean Park
jean.park@email.com
(123) 444-4444

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