Your cover email to a recruiter or prospective employer could be the most critical marketing piece of your job search. A good one will convince him to download and open your attached resume. A not-so-good one could get tossed in the recycle bin. Here are some pointers to help you get up to speed with all the stuff you need to know about cover emails.
Job Search Cover Emails vs. Casual Emails
What are some things people should not do in job search cover emails that they might normally do in casual emails to friends?
- Don't use abbreviations (other than professional ones). For example, write "thank you" instead of "thx."
- Don't use all lower case.Capitalize words properly. For example: "I would like to work for American Express..." instead of "i would like to work for american express..."
- Don't ramble. Keep your message short and to the point, while still using friendly language.
- Don't send one long paragraph. Create short paragraphs. Make the message easy to scan by starting your first paragraph on a new line after your salutation, and putting a space between each paragraph.
- No typos. Spell check and proofread your email before sending to be sure there are no grammatical errors.
Grab the Reader's Attention
How can your cover email grab the attention of the person you’re emailing so they will download and open your attached resume?
- Use a formal salutation such as "Dear Mr. Hopkins" or, if you're on a first-name basis, "Dear Joe." If you don't know the person's name, write "Dear Recruiter," "Dear Director," or "Dear Manager."
- Drop a name. If you've met the person previously (let's say you spoke with him at a career fair), refer to your meeting. Or, if you know him through a professional associate, friend, or family member, mention that person's name and how you are connected to him.
- State what position you seek with this cover email, using the company's terminology (for example, include a job code if one is listed in the job post or the exact job title in the post). This will make it quick and easy for the recipient to process your application. Clear communication on your part shows you respect his time and that you have good organizational skills.
- Include two or three bullet statements that answer the question, "What makes you the best candidate for the job?" Each statement should be 10 words or less. For example, "Harvard MBA."
Stuff You Should Know About Subject Lines
A good subject line is one that tells the recipient what the email's about before he opens it. It should contain information that makes it easy for him to index and later reference your email at any point during the application process.
Your subject line should be a concise summary of your communication, with the most important words at the beginning of the line (in case the entire line is not visible on the recipient's screen). Here's a format I recommend:
Your Name Resume: Job Title Date
For example:
Robert Coke Resume: Analyst 1-30-12
How To Sign Off on a Cover Email
Say "thank you" at or near the end of your email message. You can use "Thank you!" followed by your name to sign off your email. Or, if you thank the person in the last sentence of your message, start a new line and close with something like "Regards" or "Sincerely."
On the next line type your first and last name. Below your name, write your phone number, email address, links to your social network profile (which you've created to support your job search), and the words "Attachment: resume."
If you use an automatic signature, make sure everything in the signature is appropriate for your job search. Don't include inspirational messages or quotes after your name and contact info, unless you're certain they will support your job application.
How to Label an Attached Resume
Create a name for your file that makes sense to the recruiter, and makes the name of your resume file stand out from other applicants for the same job.
Most job seekers send resume documents labeled, "Resume, Job Title" (for example, "Resume, Radiation Therapist"). If you're one of a hundred people sending your resume for a Radiation Therapist job and all one hundred of you use the same label for your resumes, how will the recruiter know which resume is yours once they're all loaded onto his hard drive?
To make your document label unique, follow this format:
Resume: Your Name Job Title
For example:
Resume: Sally Ross Radiation Therapist
About Thank You Emails
Is it okay to email a thank-you letter after an interview or should it always be sent as hardcopy?
It's perfectly fine to email your thank you note. However, many employers and recruiters are impressed when they get a hardcopy "thank you" that has a handwritten signature.
My rule of thumb is to use snail mail if it will get to your interviewer in no more than one day. Otherwise send a thank you email.
More on Cover Emails
Here's some other stuff you should know about applying for a job via email:
- Attach a .doc (not a .docx) version of your resume. In other words, don't assume the recruiter or manager is using MS Word 2007, which generates a .docx file. By saving your resume in the earlier version of Word, you ensure that it can be opened and read by someone using any version of Word.
- Copy yourself on your email application and keep good records of all your job applications so you can follow up appropriately.
One Comment
I want to say for job seekers often become overwhelmed with the details of executing their plan, so it is easy to overlook important nuances such as how to edit one's signature block to not include an inspirational message.