COVER LETTER EMAIL: Sample, Formats and How to Write

Cover Letter Email

In today’s corporate environment, adding a cover letter as an attachment as part of an online job application or in an email as usual. An Email cover letter showcases your achievements and encourages the hiring manager to peruse your resume and set up an interview. In this article, we offer advice on the best ways to prepare an email cover letter, the important steps you should take before sending it, and some resume or cover letter email examples that can guide your path. 

What is an Email Cover Letter?

An email cover letter is similar to a traditional cover letter. The only distinction is that it is either:

  • Copied and pasted into the body of your email
  • Attached to the email you submit to a potential employer (together with your CV PDF)

A cover letter’s objective is to introduce yourself to the hiring manager, explain how you found the job, why you’re applying, and briefly go over your experience and qualifications.

How to Format an Email Cover Letter

Do you know how to format an email cover letter? You’re not by yourself. After you’ve written your fantastic cover letter detailing your skills and how it pertains to the position you’re going for, it’s critical that you format it correctly before sending it to any recruiters. If it is not properly prepared, you may lose the job opportunity.

Whatever cover letter template you use, make sure to include the following critical components when formatting your email cover letter:

  • Create a subject line that includes the position for which you are applying.
  • In the salutation, include the name of the firm contact.
  • In the opening few phrases, define clearly what you hope to achieve.
  • Connect your talents, skills, and experience to the job opportunity to summarize them.
  • Use an easy-to-read font.
  • Proofread your message to avoid typos.
  • Include your contact details in your signature.
  • Always send.pdf files rather than Word documents or other formats.

Email Cover Letter Format & Writing Tips

Now that you’ve seen some examples of an email cover letter, here are five recommendations for formatting and writing an effective email cover letter:

#1. Make it simple to read.

A typical recruiter spends very little time reading emails. Your email cover letter format must be straightforward and easy to read, even on a smartphone, if you want your job application to stand a chance.

Each paragraph should only contain one to three sentences. You should also make sure that you have a clear introduction, major body, and conclusion so that hiring managers can browse for and find the information they need.

#2. Be succinct and to the point.

The challenge to crafting an email cover letter is to keep it brief but informative. Introduce yourself, your experience, qualifications, and skills briefly in order to persuade the hiring manager to examine your application.

It can be tempting to go on and on about your accomplishments or why you’re interested in the position. However, you should limit your email cover letter to simply the most crucial and relevant details. For example, your email cover letter should contain no more than a couple of phrases on your personal background or interests.

#3. Include an informative subject line

A catchy email subject line is essential for a successful job application. Even if you have an impressive resume and cover letter, hiring managers will not check your email if the subject line is unclear.

The first thing potential employers see is your subject line. To ensure you get the recruiting manager’s attention, include the following in your subject line:

  • Your name is
  • The post for which you are applying

Finally, your email subject line should be professional, concise, and pertinent. The only exception to this guideline is if the job you’re applying for has a certain format for your subject line. Check the listing again to determine whether this is the case.

#4. Address your email to the reader personally.

People (particularly hiring managers) pay far more attention when they hear or read their name, so make sure your email cover letter addresses the hiring manager directly.

If you don’t know the recruiting manager’s name, look it up by doing the following:

  • LinkedIn searches
  • looking at the company’s website
  • requesting the name of the office manager or receptionist

You should also consider alternatives to writing “Dear Sir to Madam.”If everything else fails, there’s nothing wrong with beginning your email with “Dear Hiring Manager,”. But, if at all possible, avoid it.

#5. Finish with a convincing closing paragraph

By asking the hiring manager to contact you, your email cover letter should kick off the next stage of the employment process.

Reiterate your interest in the role and indicate your availability for an interview. The conclusion of your email should be confident but not pushy or needy. Make it apparent that you’re accessible and interested, but don’t put the hiring manager under any pressure to respond.

Finally, use a professional and courteous HR-approved sign-off like “Sincerely,” “Regards,” or “Best regards.”

As a bonus: Attach Your Resume (Unless Told Otherwise)

Attach your resume in the format suggested by the employer to your cover letter email message. Send it as a PDF or Word document if no specific format is required. Of course, do not do this if the company specifically instructs you to send your resume in another manner (for example, via a website or by mail).

How to Send an Email Cover Letter

Once you’ve completed the main body of your email cover letter, you’re ready to submit it to the hiring manager (along with any additional application documents).

However, there are three easy principles you should follow before emailing your resume and cover letter:

  • Follow the directions on the job ad – some companies have particular instructions on how they want your application materials attached. Check the listing again to ensure you’re following their rules.
  • Send you files in PDF or.docx format – PDFs and.docx is the most widely used file format and are regarded as the standard for the majority of assignments. If the employer does not specify, select PDF because it is more easily opened on all platforms.
  • Use a professional file name – your file name should be formatted something like “First-Name-Last Name-Cover-Letter.”

In addition, pay attention to the small print in the job description. For example, if the employer spells a resume with accents (résumé), use accents in the file name of your resume as well. Your extra work and attention to detail will be appreciated by the recruiting manager.

Here are some email cover letter examples you can model to create your own copy:

Example #1: If you prefer to keep it brief.

Subject Line: Interest in Litigation Associate Position

To Whom It May Concern:

I am interested in the Litigation Associate position advertised on LinkedIn. I have attached my resume and cover letter for your review.

Thank you for your time. I look forward to hearing from you.

Best regards,

First Last Name



Example #2: If you’re relocating to the city where the job opportunity is located.

Subject Line: Expressing Interest and Relocating Near Litigation Secretary Position

Dear Hiring Manager,

I’m writing to express my interest in the Litigation Secretary position listed on My resume is attached for your review and consideration.

I am a fast learner, very dependable, organized, and computer savvy. I have extensive experience assisting firm attorneys and multiple paralegals, as well as supervising and managing an office. While I currently reside in Los Angeles, I will be moving to San Francisco at the end of the month.

I look forward to the opportunity to meet with you to learn more about your firm, its plans and goals, and how I might contribute to its continued success. I can be your ideal candidate if given this opportunity. Thank you.

Kind regards,

First Last Name



Example #3: If a colleague referred you.

Subject Line: John Mentioned Your Firm is Seeking a Litigation Secretary

Dear Sir/Madam:

I was referred to you by a mutual acquaintance, John Smith, who said you have an opening for a litigation secretary.

I have many years of experience as a litigation secretary, most of them working with managing partners. I am a professional looking for a career, not just a job. I am organized, reliable and self-motivated. I like being part of a team, but can also work independently.

Included with this e-mail is a copy of my resume for your review and consideration. Once you have had an opportunity to review my resume, please contact me if you have any questions or to arrange an interview. I look forward to speaking with you in the near future.

Thank you for your time,

First Last Name



Etiquette for Any Email Cover Letter


  • In the subject line and body of your email, include the title of the position you’re applying for.
  • Describe how you discovered the job posting or how you learned about the role.
  • Finish with a subliminal call to action, such as “I look forward to hearing from you.”
  • Include your complete name and contact information in your email signature block (rather than just on your resume attachment).
  • If applicable, respond swiftly to any questions raised by your résumé. For example, if you’re from out of town but plan to relocate near to the job site, or if you’ve only been at your current employment for a short time.


  • You should not begin your cover letter with your name. Instead, begin the letter by introducing yourself and connecting it to the role.
  • Keep your cover letter short and sweet. Keep your paper to one page, much like your resume, to entice hiring managers rather than overwhelm them.
  • Avoid spelling and grammar mistakes in your text. The smallest error can jeopardize your chances of landing the job.
  • Do not address the incorrect company name or the incorrect corporate contact’s name. This could be interpreted as poor cover letter etiquette and a lack of attention to detail.
  • Unless otherwise advised by the potential employer, never include your pay requirements.

What Do You Put in an Email When Sending a Cover Letter?

The following are examples of how to format an email cover letter:

  • Create a subject line that includes the position for which you are applying.
  • In the salutation, use the name of the firm contact.
  • In the opening few phrases, define clearly what you hope to achieve.
  • Connect your talents, skills, and experience to the job opportunity to summarize them.

What Should I Write In Email When Sending Resume?

You can use the following format: “Good day, (Recipient’s name), My name is (name), and I’m writing to apply for the position of (job title). My résumé is attached to this email. “I reviewed the job description and believe I possess all of the necessary skills, including all professional qualifications.”

How Should I Send My Resume and Cover Letter Through Email?

You can send your resume and cover letter by email by following the steps outlined below:

  • Follow the instructions provided by the company.
  • Use a formal email address.
  • Include a descriptive topic line.
  • Attach your cover letter to an email.
  • Save your file properly.
  • Include your cover letter in the email.
  • Include a succinct email message.
  • Send your cover letter as an email attachment.

Is It Appropriate to Send a Resume via Email?

A well-written email with your resume attached might be a very effective technique. It can assist you in navigating ATS algorithms that filter out unsuitable resumes before they reach an HR employee for review.

Do You Send a Cover Letter With an Emailed Resume?

Send your cover letter and resume as separate email attachments unless an employer specifically requests that you include them in the body of your email. Always write a proper cover letter and attach it to your email.

What Is the Best Day to Drop off a Resume?

According to research, Monday is the ideal day to send your CV. According to one study, applicants who apply on a Monday are 30% more likely to get interviewed. That is more than any other weekday!

Now, Start Writing your Email Cover Letter!

They say the first impression is the most enduring, so make sure your digital introduction accurately portrays you. Use your best judgment when applying for each position; for entry-level roles, keep your cover letter brief, whereas for upper-level positions, go into greater detail and provide more information.

These are only starting points; add your own voice, style, and experience to create your own remarkable (or at least solid) email cover letter, the examples above will also guide your steps.

Begin creating cover letters that can help you stand out and get the job!


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