The job application process can often feel like throwing a message in a bottle into a vast ocean. But what if you could deliver that message directly to the right person? With Pathrise’s research revealing that a staggering 92% of recruiters don’t even read cover letters, sending a personalized email is your best bet for making your application stand out.
In the quest for landing the perfect new job, emailing your resume and cover letter directly to someone at the company you’re applying to can be a game-changer. Not only does this boost the visibility of your application, but you will also establish a personal connection that can help you secure an interview. We’ve found that a personalized cold email to hiring decision makers with your resume triples your odds of getting an interview.
Today, you don’t have to write outreach emails yourself–you can use free apps like Career Connect to generate the perfect email via AI. This AI tool writes a customized email tailored to your attached resume and the job description. Then the app sends these optimized emails with your resume attached to recruiters and hiring managers. You can even use ChatGPT to write your resume first draft to attach in the email.
While AI can write some of the most effective outreach emails for you, it’s important to understand what makes emails effective. That way, you transfer this networking understanding to other elements of your job search so your outreach emails actually get responses.
Today, you don’t have to write outreach emails yourself–you can use free apps like Career Connect to generate the perfect email via AI. This AI tool writes a customized email tailored to your attached resume and the job description. Then the app sends these optimized emails with your resume attached to recruiters and hiring managers. You can even use ChatGPT to write your resume first draft to attach in the email.
While AI can write some of the most effective outreach emails for you, it’s important to understand what makes emails effective. That way, you transfer this networking understanding to other elements of your job search so your outreach emails actually get responses.
Today, we’ll go over our favorite tips for emailing your resume, then share a list of email templates for various scenarios so you can take your job search to the next level right away.
5 tips for emailing your resume
Emailing someone you don’t know might sound intimidating at first, but it’s the best way to make sure your resume ends up in front of the right people. And it’s likely something you’re already familiar with.
“Your email message will sound a lot like a cover letter. It’s just shorter — way shorter,” says Becca Kronenbitter, a career mentor at Pathrise who has coached hundreds of job seekers to land their dream roles in tech. Let’s dive into our essential tips for writing the perfect job application email when sending a resume.
1. Find the right person to connect with
Identifying the right person to contact during your job search can significantly increase your chances of success. This could be the recruiter who posted the job, someone on the talent acquisition team, or the hiring manager for your target role. These individuals are typically at the forefront of the hiring process and are most likely to have a say in who gets called for an interview.
If you’re applying to a smaller company, don’t shy away from reaching out to higher-level executives or even the founders. The size of the company can guide you on who to contact.
For instance, for a startup with fewer than 100 employees, it’s perfectly acceptable to reach out to the founders. In a slightly larger organization of up to 200 employees, consider reaching out to a vice president. Companies with over 500 employees, targeting hiring managers or directors would be more appropriate.
LinkedIn can be a valuable tool in this process. Use specific search terms like “recruiter,” “sourcer,” “talent,” or “manager.” To find managers, search for job titles that include the field you’re applying to, such as “engineering manager” or “product lead.” Adding phrases like “We’re hiring” or “I’m hiring” can help you find people who are actively involved in hiring for certain companies.
2. Verify the contact information is correct
You might often find yourself sending resumes into the void, wondering if they ever reach the right person. Getting the correct contact information will ensure your resume lands in the right inbox, increasing your chances of being considered for the role.
If you already know a valid email address, like j.jones@twitter.com, you can try that format with the person you’re trying to contact. Here are some helpful tools for finding and verifying email addresses:
- Apollo.io: This app pulls emails from LinkedIn profiles and lets you send emails with one click.
- Clearbit: This tool integrates with Gmail to search by company, department, and name to find and verify emails.
- Hunter: This app helps you find email addresses by company or name and verify they are correct.
3. Write an effective subject line
An email subject line is more than just a brief description of its content. It’s your first impression, your foot in the door, and the deciding factor between your email being opened or overlooked. It’s a person’s first interaction with your resume, and a good subject line will provide a snapshot of who you are and what you bring to the table, enticing the reader to open the email.
To create an impactful subject line, avoid generic phrases like “Job Application” or “Job Inquiry,” which will likely get lost in the shuffle. Instead, get more specific by mentioning a common connection. If a colleague referred you to the role, put their name in your subject line. Other shared connections include:
- Being alums from the same school
- Volunteering at the same organization
- Meeting at an industry event
Here are some examples of how to do this:
- Referral from your colleague, [referrer name]
- Hi [name], [referrer name] recommended I reach out
- [Referrer name] said we should connect to talk about [industry trend]
- [Company name] intro? [Name], great to meet you at [event name] yesterday — want to chat?
4. Include a relevant achievement
Compile a list of your most impressive bullet points from your resume or LinkedIn profile. Pick the most relevant one to the job, then tweak it to pique the recipient’s interest. This is particularly effective when contacting a direct manager or an executive. When they see what you’ve already accomplished, it’ll be easier for them to envision how you’ll contribute to the company.
For example, if you’re emailing the director of sales, you could say, “I grew revenue by 30% through upselling and cross-selling. I would love to talk to you about how I can do that at [company].” Or “I grew $12M+ in organic sales in just 3 years — and I want to do that for you at [company].”
5. Send the email early in the morning on Sunday or Monday
When you send cold emails, you’re already at a disadvantage — people who don’t know you are much less likely to open your email. That’s why you need to be strategic about when to hit send.
“The best time to send an email after applying to a job is Monday because it puts the email at the top of the recruiter’s inbox for the next week,” explains Ben Hyland, a senior career mentor at Pathrise.
Our research has found that emails sent on Monday get the most responses, while less than 5% of emails sent on Friday and Saturday get a response at all. If you have to send emails on the weekend, schedule them to go out on Sunday.
Although it’s clear that some days have a higher chance of getting a response than others, waiting to send an email isn’t the best strategy either.
“Send cold emails in the same day or the day right after applying if you can. Cold emails are not reminders of applications, but rather they function like a modern cover letter in the sense that they add color and personality to your application,” explains Kevin Wu, CEO at Pathrise. “If you wait too long to cold email, a recruiter may have already filed you away into the ‘reject’ pile of applications before you even reach out. They could always pull you out, but you might as well act first.”
4 templates for what to write in an email when sending a resume to different audiences
When sending out your tech resume via email, don’t limit yourself to just the recruiter. This is your opportunity to build a connection with someone who already works at the company. Once you have a relationship, this person will more likely advocate for you as you move through the hiring process.
To help you get started, we’ve put together several sample emails for different recipients below.
Recruiter
If a recruiter only takes about 7 seconds to look at a resume, an email could double or even triple the time your resume spends in front of them. It also shows initiative and helps you stand out from the crowd.
Hi [recruiter’s name],
I hope you are doing well! My name is [full name], and I’m reaching out because I recently applied for a [position] role at [company] and I wanted to express my interest in working with you all directly.
I just had to share that I think the work [company] is doing to [focus/mission of company] is [incredible/impactful/important]. I’m very excited about the opportunity to help build [technology platform or specific product] because [insert personal anecdote here if you have one]. My proficiency with [relevant skills or technology] makes me confident that I could [make an immediate impact/hit the ground running] on a team at [company].
Please let me know if you would be available this week to chat about next steps. I would love to join the team and help [company mission]. I’ve attached my resume here for your reference.
Best,
[name]
Hiring manager
Directly emailing the hiring manager can expedite your job application process by bypassing initial screenings and placing your resume in front of the decision-maker. It also offers an opportunity to establish a personal connection and express genuine interest in the role.
Hi [hiring manager’s name],
My name is [full name], it’s nice to e-meet you. I’m a graduate from [school] with a [degree type] in [field] who is very passionate about joining the [insert team here] team!
I apologize if you are not the right person to send this email to, but I just wanted to share that I’ve always found [company] ’s [products/services/work] fascinating, so I wanted to reach out to directly express my interest in working for you. I’m drawn to [company] ’s work because [it aligns with my career goals/inspired a recent project/I recently read an article about the company]. I also have [years of experience] with building [relevant technology]. With my recent experience and my passion for [company mission], I know I can hit the ground running and make a positive impact on your team.
I’ve attached my resume here, and I would love the opportunity to share more about my background. Please let me know if you would have some time this week to connect!
Best,
[name]
Executive
If you’re applying to a smaller company, like a startup with less than 100 employees, consider contacting an executive, like the CEO, chief technology office (CTO), chief revenue officer (CRO), or chief marketing officer (CMO), depending on the role you’re applying for. Executives have a broad view of the company and may know of open positions that aren’t publicly advertised.
Hi [executive’s name],
My name is [full name], it’s nice to e-meet you. I’m a graduate from [school] with a [degree type] in [field] who is very passionate about joining the [insert team here] team!
I know you must be very busy, but I just had to share that I think the work you are doing to [focus/mission of the company] is [incredible/impactful/important]. I’m drawn to [company’s] work because [it aligns with my career goals/inspired a recent project/I recently read an article about the company]. I also saw your [executive activity, e.g., tech talk, blog, previous work experience], which was fascinating and gave me a glimpse into [brief overview of the topic].
A little bit about me — I have [years of experience] building [relevant technology/projects]. With my recent experience and my passion for [company work/mission], I know I can hit the ground running.
I’ve attached my resume here if you want to see more. I would love the opportunity to make a positive impact on your company; please let me know if there is a possibility to be considered for a [role] role!
Best,
[name]
Team member
Reaching out to potential peers — like an engineer, designer, product manager, or marketing manager — via email can offer insights into the company and role, helping you gauge your fit. It can also lead to a referral, giving you an edge in the hiring process.
Hi [team member’s name],
I’m [full name], a recent graduate from [school] with a [degree type] in [field] who is really interested in joining [company] as a [role]!
I apologize if you are not the right person to send this email to, but I just wanted to share that I’ve always found [company] ’s [products/services/work] interesting, so I wanted to reach out to directly express my interest in joining [company]. I’m drawn to [company’s] work because [it aligns with my career goals/inspired a recent project/I recently read an article about the company]. I also have [years of experience] with building [relevant technology]. With my passion for [company mission] and my proficiency with [relevant technology], I know I can hit the ground running at [company].
I’ve attached my resume here for your convenience. I would love the chance to learn more about your work and the team. Please let me know if you have some time this week to connect!
Best,
[name]
Master the art of emailing your resume with Pathrise
Standing out from the crowd is crucial in the fiercely competitive tech industry. Simply submitting your resume through a job portal might not cut it. But emailing your resume directly to the right people allows you to control the narrative beyond the confines of a traditional application and highlight your unique qualifications in a more personal, engaging way. Be proactive about keeping in touch throughout the hiring process by sending follow-up emails after each interview.
If you’re ready to take your job search strategy to the next level, consider partnering with Pathrise. Our team of career experts knows the best ways to reach out to tech companies and can guide you through this process.
Don’t just apply for a job — make a lasting impression. Apply to Pathrise today and let us help you navigate your career journey.
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