Emailing a Cover Letter The Basics
Submitting a cover letter via email is a crucial step in the modern job application process. It allows you to directly address the hiring manager, highlight your key skills, and express your enthusiasm for the position. Knowing how to send a cover letter by email can significantly increase your chances of getting noticed. This guide provides a comprehensive overview of how to format, write, and send your cover letter effectively, ensuring it makes a positive impression and gets you closer to landing your dream job. The goal is to help you craft an email cover letter that’s professional, compelling, and easy to read, giving you a competitive edge in the job market.
Formatting Your Cover Letter
Proper formatting is essential for a professional-looking cover letter that is easy for the recipient to read. A well-formatted cover letter demonstrates your attention to detail and commitment to excellence. Key formatting elements include font choice, font size, margins, and spacing. These elements contribute to the overall visual appeal of your letter, ensuring that the hiring manager can quickly grasp the key information. By focusing on these formatting essentials, you present your qualifications in the best possible light, setting a strong first impression and making it more likely your application will be seriously considered.
Choosing the Right Font and Size
Select a font that is clear, legible, and professional. Common choices include Times New Roman, Arial, Calibri, and Helvetica. Avoid using overly stylized or decorative fonts, as they can be difficult to read and may detract from your message. The ideal font size is 11 or 12 points; this size is large enough to be easily read on a screen or in print without being too imposing. Consistent font choices throughout your cover letter, including your name, contact information, and the body of the text, are crucial for maintaining a neat and professional appearance. Ensuring a consistent font contributes to a polished document.
Margins and Spacing
Set standard margins of 1 inch on all sides of your cover letter. This allows for enough white space, making the text easier to read and visually appealing. Use single or 1.15 line spacing for the body of your cover letter. Leave a blank line between each paragraph to enhance readability and to break up large blocks of text. Consistent margins and spacing create a clean and professional layout. Poor spacing or uneven margins can make your cover letter appear cluttered and unprofessional, potentially leading to a negative first impression from the hiring manager, so pay attention to these details.
Saving Your Cover Letter
Saving your cover letter correctly is essential for ensuring that the recipient can easily open and view the document. Choose a file format that is universally compatible and professional-looking. Also, you’ll want to select a file naming convention that is both clear and easy to recognize, making it easy for recruiters to keep track of your documents. Proper file saving and naming practices add to your professionalism and reduce the risk of application errors.
File Format Options
The best file format for your cover letter is PDF (Portable Document Format). PDFs preserve the formatting of your document, ensuring that your cover letter appears as you intended, regardless of the recipient’s operating system or software. Avoid sending your cover letter in a Word document (.doc or .docx) unless specifically requested by the employer. While Word documents are editable, they can sometimes alter the formatting when opened on different computers or in different versions of the software. Always prioritize PDF for a consistent and professional presentation.
File Naming Conventions
Use a clear, concise file name that includes your name and the words “cover letter.” For example, “FirstNameLastName_CoverLetter.pdf.” If you are applying for a specific position, you might also include the job title in the file name, such as “FirstNameLastName_CoverLetter_JobTitle.pdf.” This ensures that the hiring manager can easily identify your document and associate it with your application. Make sure to avoid special characters or spaces in the file name, as they can sometimes cause issues. Consistency in your file naming strategy enhances the professional presentation of your application materials.
Crafting Your Email Body
The body of your email is the first thing the hiring manager will see. It’s your chance to make a quick and impactful impression. Your email body should be professional, engaging, and tailored to the job you’re applying for. It should provide a brief overview of your qualifications, express your interest in the position, and direct the recipient to your attached cover letter and resume. Effective email body content can be the difference between your application being considered or being overlooked, so prioritize it. By skillfully crafting the email body, you set the tone for the entire application.
The Subject Line
Your email subject line should be clear, concise, and professional. It should immediately inform the recipient about the purpose of the email. A subject line like “Application for [Job Title] – [Your Name]” is a perfect choice, providing both the job title and your name. Avoid generic subject lines like “Job Application” or leaving the subject line blank, as these might result in your email being overlooked. A well-crafted subject line ensures that your email is opened and properly categorized by the recipient. Always tailor the subject line to the specific job you are applying for.
Opening and Closing
Begin your email with a professional greeting, such as “Dear [Hiring Manager Name],” if you know the name of the recipient. If the name is not available, use “Dear [Hiring Manager]” or “Dear [Company Name] Hiring Team.” In the opening paragraph, briefly state the position you are applying for and where you found the job posting. Close your email with a professional closing, like “Sincerely,” “Best regards,” or “Kind regards,” followed by your full name. This ensures a formal and polite tone, reflecting the professional standards of your application and setting the tone.
Keeping it Concise
Keep the body of your email brief and to the point. The goal is to introduce yourself, express your interest, and direct the reader to your attached cover letter and resume. Avoid repeating information that is already in your cover letter or resume. Instead, use the email body to highlight one or two key qualifications or achievements that make you a strong candidate. The email body’s main purpose is to create an initial connection and to encourage the hiring manager to open the attachment. Conciseness is key to maintaining the reader’s attention and ensuring that your email is effective.
Attaching Your Cover Letter
Attaching your cover letter correctly is critical, as it’s where the bulk of your detailed information resides. Ensure you know how to attach the correct file, and it is in the right format before sending. This section focuses on the mechanics of attaching your cover letter and the best practices to follow. Errors here can be easily avoided with a little care, leading to a smooth application process.
File Size Considerations
Generally, the size of your attachments should be kept as small as possible. Ensure your cover letter and resume are not excessively large, as very large files might not be deliverable or could trigger spam filters. If your files include images or graphics, optimize them to reduce their file size without significantly compromising their quality. Most email providers have file size limits; keeping your attachments within these limits will help ensure that your email is successfully delivered. A smaller file size is generally preferable for compatibility and ease of downloading.
Attachment Best Practices
Always attach your cover letter and resume before sending the email. Double-check to confirm that the correct files are attached. It is easy to forget to attach your documents, so it is a good idea to indicate that they are included in your email body. When referring to your attachments, use clear and concise language, for example, “Please find attached my cover letter and resume for your review.” This ensures that the recipient knows exactly what to look for. Always test the attachments by sending a test email to yourself to confirm that the attachments open correctly and are not corrupted before sending to a potential employer. This additional step can save you from embarrassment.
Proofreading and Sending
Before sending your email, take the time to carefully review it. Proofreading is a crucial step that ensures your application materials are polished, professional, and free of errors. The email you send reflects the value you place in your job application, so always take the time to verify every detail. The final checks are crucial, as they provide a last opportunity to correct any potential issues and to ensure the email meets the standards of a professional job application.
Reviewing for Errors
Thoroughly proofread your entire email, including the subject line, the body, and the file names of your attachments. Check for any grammatical errors, spelling mistakes, and typos. Read your email aloud to catch any awkward phrasing or sentences that don’t flow well. Make sure the contact information in your email is accurate and up-to-date. Ask a friend or family member to review your email as a second pair of eyes can catch errors you might have missed. A well-proofread email demonstrates your attention to detail and professionalism, making a positive impression on the hiring manager. Correcting errors is an important part of the application process.
Sending the Email
Once you’ve proofread your email, it is time to send it. Double-check that you have included all necessary attachments and that the recipient’s email address is correct. Review the subject line again to ensure it is appropriate for the job. If you are applying for a specific position, ensure your email is addressed to the correct person, such as the hiring manager. Send the email. After you have sent the email, keep a copy of the sent email in your sent items folder for future reference. Following these steps will help ensure that your email is received, read, and positively received.