How Do You Write an Email Cover Letter That Gets Your Resume Read?

Sending your cover letter via email is the standard practice for most job applications today. A well-crafted email cover letter can significantly increase the likelihood of a recruiter opening your application and reviewing your resume. Based on our assessment experience, the key is to follow the employer's instructions precisely, use a professional tone, and format your email for maximum clarity and impact. This guide provides a step-by-step breakdown to ensure your email cover letter makes a powerful first impression.

What is an Email Cover Letter?

An email cover letter is a document sent electronically to a hiring manager. Its purpose is to introduce your resume, highlight your most relevant qualifications, and express your interest in a specific position. Unlike a traditional letter, it can be included either as a separate attachment or written directly in the body of the email. A strong cover letter succinctly explains the value you would bring to the organization, encouraging the recruiter to learn more about you.

Should You Attach Your Cover Letter or Put It in the Email Body?

The first critical decision is how to present your cover letter. Always defer to the employer's application instructions. If they specify a format, following it exactly demonstrates your attention to detail—a highly valued soft skill.

• As an Attachment: Only attach the cover letter if explicitly requested. Some company firewalls automatically block emails with attachments for security reasons. When attaching, save the file as a PDF to preserve formatting, using a clear filename like YourName_CoverLetter.pdf.
• In the Email Body: This is often the safer and more convenient option for the recruiter, as it allows for instant viewing. If the job posting does not specify a preference, placing the letter in the email body is generally acceptable.

Choosing the Right Format for Your Cover Letter

How Do You Craft a Professional Email Setup?

Your email address and subject line form the recruiter's first impression before they even read your letter.

• Use a Professional Email Address: Your sending address should be a variation of your first and last name (e.g., jane.doe@email.com). Avoid informal addresses from your youth.
• Write an Informative Subject Line: The subject line must be clear and concise. It should immediately identify the purpose of the email. Effective formats include:
  • Cover Letter - [Job Title] - [Your Name]
  • [Your Name] - Application for [Job Title]
  • Application: [Job Title] - [Your Name]

What Should You Include in the Brief Email Message?

If you are attaching your cover letter, the email body should contain a brief, polite message directing the reader to the attachment. This message should not be your full cover letter. Keep it short and professional.

Example of a brief email message:

Dear Mr. Smith,

Please find my resume and cover letter attached for the Marketing Manager position, reference #12345.

Thank you for your time and consideration.

Sincerely, Sarah Chen

How Do You Format a Cover Letter in the Email Body?

When the cover letter is in the email body, it becomes the entire content of your message. Format it with the same care you would a formal document.

• Use a Default Font: Stick to standard, easy-to-read fonts like Arial or Times New Roman.
• Include Sections: Structure it with a proper salutation, introductory paragraph, body paragraphs, a closing paragraph, and a signature.
• Add a Professional Signature: Every professional email must end with a signature block containing your full name, phone number, and email address.

What Are the Final Checks Before Sending?

Before hitting "send," a thorough review is essential to avoid preventable errors.

• Review Your Language: Ensure the tone is formal and professional, without slang or unnecessary abbreviations.
• Check the Length: A cover letter should typically fit on one page. Be concise and focus on your most notable accomplishments.
• Send a Test Email: Email the application to yourself first. This allows you to check formatting, confirm attachments open correctly, and do a final proofread for spelling and grammar.

A polished email cover letter demonstrates professionalism and respect for the hiring manager's time. By meticulously following these steps, you present yourself as a detail-oriented and serious candidate, greatly improving your chances of securing an interview.