How to title an email with your CV?
The right subject line for an email with your CV is an important step in the application process. It determines whether the recruiter decides to open the message or passes it by indifferently. It is important that the subject line is informative and attention-grabbing.
Writing an effective subject line for an email with your CV
1. Short and to the point
The email subject line should be concise and clearly state the purpose of the message. It should contain key information, such as the name of the position you are applying for and your first and last name. That way the recruiter knows straight away what the message is about and who sent it.
2. Personalisation
Adding the position name and your first and last name to the subject line helps personalise the communication. Such a subject line looks more professional and considered, which increases the chances of a positive reception by the recruiter.
3. Avoiding generalities
Avoid generic phrases such as “Application” or “CV”. Although they may indicate the content of the message, they are too general and do not make your email stand out from the rest. Specific wording, such as “Application for the position of Project Manager – Jan Kowalski”, is far more effective.
Examples of subject lines for emails with a CV
- “Application for the position of [Position Name] – [Your First and Last Name]”
- “Candidacy for the position of [Position Name] – [Your First and Last Name]”
- “[Position Name] – CV and Cover Letter – [Your First and Last Name]”
- “Application in response to the job advert – [Position Name] – [Your First and Last Name]”
Each of these examples clearly communicates who you are and which position you are applying for, making it easier for the recruiter to quickly identify your application.
Why is the email subject line so important?
The subject line is your first chance to catch a potential employer's attention. Recruiters often receive hundreds of applications for a single position, so it is important that your email stands out from the others. A well-thought-out subject line not only increases the chances of being noticed but also shows that you care about details. This is a quality valued by many employers, one that can set you apart from other candidates and bring you closer to landing the job you want.
What to write in the body of an email with your CV?
Writing an email with your CV is one of the most important steps in the job application process. It is the content of the email that may determine whether your CV gets opened and read by the recruiter. Below you will find the key elements worth including to make your email professional, clear and effective.
Introduction: Personalisation and a brief self-presentation
The opening of the email is the moment when you have the chance to make a good first impression on a potential employer. It is worth starting by personalising the message, addressing directly the person you are sending your application to. If the job advert gives the recruiter's surname, use it in your greeting (e.g. “Dear Ms Nowak”). If you do not have that information, you can use a neutral form, e.g. “Dear Sir or Madam”.
Then introduce yourself briefly, giving your first and last name and the position you are applying for. Example: “My name is Jan Kowalski and I am applying for the position of Accountant, which I found in your job advert.”
Main body: Key information about your qualifications and motivation
In the main part of the email, focus on presenting your qualifications, experience and motivation for applying for the specific position. This is crucial for catching the recruiter's attention and showing that you are the right candidate.
Qualifications and experience: Briefly describe your most important professional achievements and skills that are relevant to the position you are applying for. Try to be specific and avoid generalities. Example: “Over the past five years I have worked as an Accountant, where I was responsible for preparing financial statements, which allowed the company to optimise its accounting processes and reduce costs by 15%.”
Motivation: Explain why you are interested in this particular job offer and why you want to work at the given company. You can refer to the company's values, its products, organisational culture or the challenges you want to take on. Example: “I am impressed by the financial management system at your company and I am confident that my experience in cost analysis can contribute to the further development of this area.”
Closing: Expressing readiness for further conversation and a formal sign-off
When closing the message, express your readiness to take part in the next stages of recruitment, e.g. an interview. Make sure you mention the attachments, such as the CV and cover letter, that you are sending with the message. Example: “Please find attached my CV and cover letter. I hope we will have the opportunity to discuss my qualifications during an interview.”
End the email with a polite sign-off, e.g. “Yours faithfully, Jan Kowalski”, and make sure all attachments are correctly attached to the message.
Key rules for sending an email with a CV and cover letter
Writing an email with a CV and cover letter is an important step in the job application process. Presenting yourself properly, attaching the documents correctly and formatting the files professionally can significantly increase your chances of success. Below we explain how to write such an email to catch the recruiter's attention and make a good impression.
Attaching the CV and cover letter correctly
When sending an email with a CV and cover letter, it is crucial that all attachments are properly attached and legible. Before sending the message, make sure that:
- The attachments are included: Nothing is more frustrating for a recruiter than receiving an email without the attachments mentioned in the body. Always check that the CV and cover letter are actually attached to the message.
- The files are in the right format: The most commonly preferred format is PDF, as it ensures the formatting remains unchanged regardless of the software used to open the files [1].
Tips on naming the CV and cover letter files
Naming your application document files professionally is often overlooked, but it matters a great deal. An appropriate file name helps the recruiter find and identify your documents more easily. Here are a few tips:
- First and last name: Always include your first and last name in the file name. Example: “Jan_Kowalski_CV.pdf” and “Jan_Kowalski_Cover_Letter.pdf” [2].
- Position name: You can also add the name of the position you are applying for. Example: “Jan_Kowalski_CV_Financial_Analyst.pdf”.
- Avoid generic names: Names such as “CV.pdf” or “Cover_Letter.doc” are too generic and can be confusing for the recruiter, especially if they receive many applications at once.
Applying these rules will help you create a professional and effective email with your CV and cover letter, increasing your chances of a positive response from a future employer.
Sample email with a CV – Examples and tips
Writing an email with your CV to a future employer is a key element of the recruitment process. A professionally prepared email can significantly increase your chances of landing your dream job. In this part of the article we present examples and tips on how to write an effective email that will set you apart from other candidates.
Referring to the job offer
Start by referring to the specific job offer you are applying for. In the subject line, clearly indicate which position you are applying for. Example: “Application for the position of Marketing Specialist – Jan Kowalski”. That way the recruiter knows straight away what the message is about.
Sample body of an email with a CV
Subject: Application for the position of [Position Name] – [Your First and Last Name]
Message body:
Dear Sir or Madam,
In response to the job advert for the position of [Position Name] published on [Portal Name] on [Advert Date], I am sending my CV and cover letter. I am confident that my experience and skills will be a valuable contribution to your team.
I have [number of years] years of experience in [Your Specialisation], and my achievements to date include [brief list of key achievements]. Attached you will find my CV, which presents my qualifications in detail.
I greatly value [company values, e.g. innovation, the team, the mission], which makes me particularly interested in the opportunity to work at your company. I look forward to the possibility of meeting to discuss how I can contribute to the further development of your team.
You will find my CV attached. Thank you for taking the time to read this message and I look forward to your reply.
Yours faithfully,
[Your First and Last Name]
[Your phone number]
[Your email address]
Tips for writing professional emails with a CV
- A clear reference to the advert: In the first lines of the email, clearly state which position you are applying for and where you learned about the job offer. This helps the recruiter work out which position is involved, especially if the company is recruiting for several different roles.
- Highlighting key qualifications: In a few sentences, outline your experience and skills that are particularly relevant to the position. Use specifics to demonstrate your achievements.
- Titling the message: Make sure the subject line is clear and professional. Instead of generalities such as “CV” or “Application”, give your full first and last name and the name of the position you are applying for.
- The CV attachment: Remember to attach your CV and, if required, a cover letter. Name the files in a clear and professional way, e.g. “Jan_Kowalski_CV.pdf”. Make sure the documents are in PDF format, which guarantees their formatting remains intact regardless of the software the recruiter uses.
- Avoid empty emails: Never send an empty email with just a CV attached. Such a lack of content can give the impression of a lack of commitment or professionalism.
- Attention to detail: Check the message for spelling and grammar mistakes. Attention to detail demonstrates professionalism and diligence [3].
When writing an email with your CV, remember that it is your calling card. Careful preparation of the message can help you catch the employer's attention and open the door to an interview, and ultimately to landing your dream job.
How to write an email with a CV without a job advert?
Sometimes the company you would like to work for is not currently recruiting for the position you are interested in. That does not mean, however, that sending your CV is not worthwhile. Sending your CV without a specific job advert can open the door to future employment opportunities you would not otherwise know about. It is therefore worth preparing a well-thought-out message that will catch the employer's attention and present you as a valuable candidate.
Tips for writing an email with a CV without an advert
1. Personalising the message
A key element of such a message is its personalisation. Where possible, address the email to a specific person – it could be the manager of the department you would like to work in, or the person responsible for recruitment. If you do not know the name, you can use general forms such as “Dear Sir or Madam”.
2. Referring to the company
In the body of the message, it is worth showing that you know the company and are interested in what it does. You can refer to its recent successes, projects or values that matter to you. Example: “I am impressed by your company's achievements in technological innovation and I would like to contribute to its further growth.”
3. Job application and motivation
Explain why you decided to write an email without a specific advert. Emphasise your skills and experience that could be valuable to the company. You could write: “As an experienced specialist in [your field], I believe my skills could add value to the team at [company name].”
4. Sending your CV and proposing further conversation
Note that you are attaching your CV and that you are open to further conversation. Mention your availability for a meeting or a phone call to discuss potential opportunities for cooperation. Example: “Please find my CV attached; I would be grateful for the opportunity to meet and discuss how I can support your team.”
5. Professionalism and accuracy
Make sure the email is well written, free of spelling and grammar mistakes. Name the attachments professionally, e.g. “Jan_Kowalski_CV.pdf”. Remember to check that the attachments are actually attached to the message.
What to avoid when writing an email with your CV?
When sending an email with your CV to a potential employer, it is worth remembering that the first contact often determines how the recruitment proceeds. That is why it is crucial to avoid common mistakes that can put the recruiter off. Here are a few pitfalls to avoid so that your message is professional and effective.
Lack of personalisation
One of the most common mistakes is a lack of personalisation. When sending an email with your CV, try to find the first and last name of the person responsible for recruitment, or at least address the message to a specific department. Avoid generic phrases such as “To whom it may concern” or “Dear Sir or Madam” if you have the option of addressing the email to a specific person.
Unprofessional language
Your email to an employer should be written in formal, professional language. Avoid slang expressions, emoticons and abbreviations that may be considered inappropriate in a professional context. Try to keep the tone of the message polite and clear.
No clear subject line
The subject line is the first thing the recruiter will see. If the subject is unclear or vague, there is a risk your message will be ignored. Make sure the subject line clearly states the purpose of the email, e.g. “Application for the position of [Position Name] – [Your First and Last Name]”.
Forgetting the attachments
One of the most frustrating mistakes is missing attachments, even though they are mentioned in the body of the email. Always check that your CV and other documents are actually attached to the message before sending. This can determine the first impression and affect your chances of getting the job.
A sloppy email
Avoid typos, grammatical and stylistic errors in your email. Errors of this kind can suggest a lack of attention to detail and professionalism. It is always worth reading the message before sending it, or asking someone to check it.
Overuse of generalities
Your message to the recruiter should be specific and tailored to the job offer. Avoid vague statements such as “I am the ideal candidate” without giving concrete examples and evidence to support the claim. It is worth stating which specific skills and experience you have that are relevant to the given position.
Inappropriate attachment formatting
Make sure your CV and other documents are saved in a format that is easy to open and readable on different devices, usually PDF. Also avoid unprofessional file names such as “New CV.pdf” or “Cover letter final.doc”. Instead, use the pattern: “FirstName_LastName_CV.pdf” or “FirstName_LastName_CoverLetter.pdf”.
Overly long messages
An email with a CV should be concise and to the point. Recruiters often have limited time, so it is worth writing the message briefly but substantively, including the most important information about your experience and motivation.
By avoiding the mistakes above, you increase your chances of your email with a CV being well received and of an invitation to an interview. Remember that professionalism, precision and attention to detail are key to landing your dream job offer.
Summary
Writing an email with your CV to a future employer is a key element of the recruitment process. A professionally prepared email, referring to a specific job offer, can significantly increase your chances of landing your dream job. In the email, it is worth referring to the job advert, indicating your interest and stating the source where you learned about the offer.
The subject line should be clear and concise, containing key information such as your first and last name and the position name. In the body of the email, present your qualifications and experience, focusing on the professional achievements that may interest the employer. Make sure the attachment with your CV and cover letter is correctly attached and named professionally, e.g. “Jan_Kowalski_CV.pdf”.
Avoid sending empty messages with just a CV attached. Every email to an employer should be written carefully, free of spelling and grammar mistakes, which will underline your professional approach. End the message with a polite sign-off, expressing your readiness for further conversation. Such an approach to sending an email with your CV can set you apart from other candidates and open the way to landing your dream job offer.
References:
- CV Wizard, "Wysyłanie CV e-mailem: tytuł, treść i wskazówki", available at: cvwizard.com.
- Employear, "Co napisać w mailu z CV do pracodawcy? [gotowe przykłady]", available at: employear.com.
- Kariera SGH, "Mail z dokumentami aplikacyjnymi", available at: kariera.sgh.waw.pl.
