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Applying for a job is one of the biggest nerve-wracking moments in a person's life. The anxiety of writing an effective email that will land you a call back is one of life's biggest challenges.

An attractive and exciting email is a sure-shot way to capture the recipient's attention. The sender must develop the best email to immediately strike a chord with the hiring party and ensure a callback.

One of the things that applicants need to know is that a lengthy and redundant email is seldom opened or taken up further. A simple yet sophisticated, straightforward, and concise email with an 'elevator pitch' for your attached resume has a higher chance of being considered for a callback. This is precisely what we try to achieve; therefore, we have developed the ten best email templates for you to use in various scenarios.

All of the below templates have a sharp subject line, a concise and compelling opening, an informative and career-highlighting mid-section, and a catchy sign-off that demands a call back in a humble yet solid way.

Below are some of the templates that you should be saving for future job applications.

10 Sample email templates for sending resume

Here are 10 email templates for sending resumes.

1. Cold email template

A cold email template is similar to a cold call that you might make to an organization to check for a vacancy or a job opportunity. By simply writing an email to the HR manager or the department manager of your interested division to check for vacancy, you might actually land an invitation for an interview.

Here is a cold email template for sending in your resume in a situation where job applications have not been outright posted:

Subject Line: Checking for vacancy and applying for Sales Associate

Dear <Name of Manager/HR Manager>

My name is Keith Adams and I am currently working as a Sales Executive at XYZ Corp. I am currently seeking an opportunity and I came across your information on a job portal. Although you are not currently looking for a Sales Associate, I wanted to send you my information for future requirements.

I have a cumulative Sales experience of 5 years and have been in my current job for 2.5 years as a Sales executive for electronic goods in the Tristate area. Using my skills and passion for sales in the electronics division, I have always achieved my targets and excelled beyond my quota.

Please find my resume and cover letter attached and it would be great if you could get back to me if you have any questions or if we could discuss an opportunity that you may have for me.

Look forward to speaking with you soon,


Keith Adams

2. Referral email template

When a person is referred for a job at a new organization, things are a bit easier but having to make a good first impression is still a major challenge. Even though you have an opening and a trustworthy source, you will still need a solid resume and a good email that gets you an opportunity to meet the hiring team off the bat. Here is an email template that you may use:

Hello Mr Samuel,

A very good morning to you!

This is in reference to the job vacancy that your firm has in the Customer Service Department. I was referred for this position by Mr Adam Brown (Customer Service Manager) and have been asked to send my CV and application for the role to you.

My name is Kim Sanders and I am currently working with XYZ corporation as a Customer Delight Manager for the past 4 years. I have been awarded as the industry expert for customer delight measures that I co-created in this organization that has led to a 15% increase in customer retention and improved customer support turnover by two folds.

I hope to add value and worth to the Customer Manager role at your firm with the 8+ years of expertise I possess. Please let me know if we can discuss further on this upon your availability.

Looking forward to meeting you in anticipation!

Kim Sanders

3. Response to job posting template

Responding to a job ad posting is perhaps the oldest email template in the book. Here is our take on a fresh new way to apply for a job that improves your chance of a call back.

Dear Mr Richards,

This is in reference to the Job Ad posting Ref number 12345 for the role of Sales Manager in your esteemed firm.

My Name is Charles Adam and I am currently posted as the Co-Sales Manager for the Tristate area of the XYZ company. I have a cumulative expertise of 8+ years in the division handling sales of software products in the ITeS sector and would like to improve my skills and add value by joining your fabulous organization.

Attached here is my resume and please feel free to reach out to me for any additional details that you may want. I look forward to hearing back from you to discuss the role in detail over phone or in person.


Charles Adam

4. Follow-up email template

This template allows you to send an email to check on the job application that was made. This simple but effective email template helps you to follow up on the job application so that your resume is not lost amongst a pile of applications.

Hello Mr Richmon,

This is in reference to the job application that I had made under the job ad Ref No # dated 12th of May 2023. I would like to check on the status of my application for the same.

I am an award winning Sales Executive with a career span of 8+ years and have had a solid record of achieving well beyond my sales quota. I have also been recognised for my excellent customer support skills beyond sales and for having a great team spirit.

I am resending my resume for your consideration and hope to hear back from you. It would be an honor to work for your prestigious organization and to improve my skills at this job.


CK Adams

5. Networking email template

Networking is important especially if you are someone who is on the lookout for a job. Networking emails can help you connect with industry experts and can help you find a job in a passive manner. Here is a template that you can use:

Hello Bryan,

Hope this email finds you well!

I have been keeping up with the growth and spectacular performance of you and your company on LinkedIn and I must say, it is very impressive! I would love to be a part of such an amazing company with the reputation and the growth that it offers.

I am writing this email to establish contact with you and to check if you had any opportunity in your firm or any other firm that you may know of. I would be glad if you could help me find a challenging opportunity that helps in my career development.

I have a strong career of 7+ years in the product development department with plenty of recommendations for the level of expertise that I bring to the job. I have attached a resume with this email so that you can take a look and help me find something in the market!

Look forward to speaking with you soon!

Sianna M

6. Speculative email template

Speculative emails are written to apply for roles that may not have been advertised by the employer. This can be in two scenarios: Some other vacancy has been advertised but you wish to apply for a different role if there is an opportunity for the same; or in a situation where no applications have been invited such as in the case of a cold email. Here is an example:

Dear Jim,

Hope this email finds you well!

I am an admirer of your organization and have been keeping up with the latest achievements of your firm in the news. I came across an ad for the role of Project Team lead recently and although I am on the technical side, I would like to apply for a position in the team if you were looking for applicants.

I am a product analyst and have a work experience of 10+ years in the industry. I am currently employed with XYZ corp but would love and welcome an enticing opportunity at your esteemed firm. I have been a valuable part of my current company and have developed many valuable products for my clients. I also hold many certificates for the courses that I have completed.

Attached is my detailed resume which highlights all of my academic and professional proficiencies. Please let me know if there is any opening in your firm that I may be suitable for. I would love to share my expertise and grow my career with your firm.

Looking forward to hearing back from you!


Jenna S

7. Thank you email template

This is another standard template that you can use to thank your recruiter or hiring team for accepting your resume and to discuss the next steps. Here is a template you can use:

Hello Ms Andy Smith,

Let me begin by thanking you immensely for accepting my application for the position of Product Lead in your organization!

This is an opportunity of a lifetime and I am extremely happy and grateful to be shortlisted for the same. I am excited and looking forward to the next steps in the hiring process. Please let me know how and what I should be looking out for. I am enclosing my contact details below along with my availability so that we can schedule the next steps.

Please feel free to contact me anytime. Once again, thank you for the opportunity and I look forward to speaking with you soon!


Donna B

8. Request for feedback template

Feedbacks are important as it helps in shaping your next attempt at a job by correcting any shortcomings in your email, resume or overall attempt and helps incorporate this feedback in the future. Here is a template you can use:

Dear Mr James Brunt,

Hope this email finds you well!

This email is to acknowledge and thank you for your time. Although I have not been selected for the position, I would love to ask you for your feedback and suggestions on my resume so that I may improve on the same.

It would be great if you could help me with some pointers so that I can work on them and hopefully be able to apply in the future for a role with your esteemed firm. It would be really helpful for me and my career.

Thanks a million!

Karen M.

9. Job fair email template

Job fairs are a great way to meet recruiters and apply for jobs that you possibly have a chance with. But having to stand out from hundreds of applicants might seem a task. This is why you need a solid email template that you can use to increase your chances of being noticed and picked. Here is a sample you can use in the future:

Dear Mr Jack Wessen,

It was such a pleasure to meet you at the Job fair at XYZ location!

My name is Andy West and I am applying for the position of Customer Support Executive for your organization. Per our conversation, I am enclosing my CV and cover letter for the role.

I have a customer specific career record of 6+ years with many major accomplishments. I have been a part of the team that has received several awards and recognitions for increasing customer satisfaction score by 25% and reducing turnovers by 12%. I have also completed many certificate courses that enable me to handle customer grievances in the best manner.

Please let me know if we can discuss the same upon your availability. I have enclosed my contact details along with my resume and please feel free to contact me anytime. I look forward to speaking with you soon!


Megan C

10. Resume withdrawal email template

Resume withdrawal is emotionally tough and extremely difficult for both the applicant and the employer. To avoid any hard feelings and to do it in a mutually respectful manner, one has to stick to a respectful and humble email template.

Here is a sample you can use:

Dear Ms Jones,

Hope this email finds you well!

I am writing this email with a heavy heart requesting the withdrawal of application from the position of Human Resource Executive. I regret having to do so but my situation and circumstances have made it impossible to continue with the same.

Due to family circumstances, I am unable to move to the location of my employment and therefore, if chosen to fill the role, I may not be able to relocate. To avoid such a scenario, I am withdrawing my application in the initial stage.

I hope and wish that I could soon find an opportunity with your company in the future that best suits both our requirements. Thank you for your time and understanding on this.

Warm Regards,

Salena V

5 Effective tips to send your resume

Sending a resume is a crucial step in the job application process. Here are some tips to help you send your resume effectively:

  • Tailor your resume: Resume for each job application. Highlight relevant skills and experiences that match the job requirements.
  • Use a professional email address: Create a professional email address if you don't have one already. Avoid using nicknames or unprofessional handles.
  • Clear and concise subject line: In the email subject line, mention the position you're applying for and your name. This makes it easier for the employer to identify your application.
  • Compose a polite email: Begin your email with a formal salutation (e.G., "Dear hiring manager"). Be polite and concise in your message.
  • Include a brief cover letter in the email body: Summarize your interest in the position and why you're a suitable candidate. Keep it brief but compelling.
  • Attach the resume in a standard format: Save your resume as a pdf or word document. Avoid unusual formats to ensure compatibility with different systems.
  • Filename conventions: Use a clear and professional naming convention for your resume file (e.G., "Firstname_lastname_resume.Pdf").
  • Proofread: Double-check your resume for any typos, grammatical errors, or formatting issues. A polished resume reflects attention to detail.
  • Check file size: Ensure that the file size is reasonable for email attachments. Large files may be flagged as spam or may not be received by the employer.
  • Follow submission instructions: If the job posting provides specific instructions for submitting the resume, follow them precisely. This may include naming conventions, file types, or additional documents.
  • Express gratitude: Close your email with a thank-you statement for considering your application. Politeness goes a long way.
  • Double-check contact information: Verify that your contact information is accurate in both the resume and the email signature.
  • Send a test email: Before sending your application, send a test email to yourself or a friend to check for any formatting issues or errors.
  • Follow-up: Keep a record of the jobs you've applied for, including the date of application. This helps you follow up and stay organized.
  • Follow-up: If you haven't heard back within a reasonable timeframe, consider sending a polite follow-up email to express your continued interest.


With these hard hitting email templates, you can rest assured that your resume gets highlighted amidst 1000s of applications that might flood the recipient's mailbox.

Just ensuring that you have a catchy and yet straightforward subject line and with an excellent email that follows, your chances of getting noticed and being moved to the next level increases exponentially.

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