The Art of Cover Letter Email or Attachment: Crafting a Professional First Impression
Cover letters, emails, and attachments serve as extensions of your resume, providing employers with additional insights into your qualifications and interest in the role. These components typically accompany one another, with the cover letter sent via email and the resume attached as a separate document. While the format varies depending on the organization and industry, these three elements collectively present your professional profile and demonstrate your enthusiasm for the position.
The Ideal Structure for Cover Letter Emails vs. Cover Letter Attachments
When applying for a job, you need to send a well-written cover letter to show your interest and qualifications. You can either include your cover letter in the body of your email or as a separate attachment.
Cover Letter Email
If you choose to include your cover letter in the body of your email, follow these formatting guidelines:
- Keep it brief: Your cover letter email should be concise and get to the point. Aim for around 3-4 paragraphs.
- Start with a strong opening: Grab the employer’s attention with a compelling introduction that highlights your interest in the position and how your skills align with the company’s needs.
- Highlight your most relevant skills and experience: Use bullet points or brief descriptions to showcase the skills and experiences that are most relevant to the job you’re applying for.
- Close with a call to action: Thank the employer for their time and consideration, and invite them to schedule an interview.
Cover Letter Attachment
If you choose to send your cover letter as a separate attachment, you have more flexibility in terms of formatting and length. Here’s how to structure it:
- Use a professional font: Choose a font that is easy to read, such as Times New Roman, Arial, or Calibri.
- Use a standard font size: Stick to a font size of 12 or 14 points.
- Include contact information: Make sure to include your name, address, phone number, and email address in the header or footer of your cover letter.
- Use headings and subheadings: Break up your cover letter into logical sections using headings and subheadings. This will make it easier for the employer to skim and find the information they’re most interested in.
- Proofread carefully: Before sending your cover letter attachment, proofread it carefully for any errors in grammar, spelling, or punctuation.
| Feature | Cover Letter Email | Cover Letter Attachment |
|---|---|---|
| Length | Short and concise (3-4 paragraphs) | More flexible (can be longer) |
| Formatting | Plain text in email body | Formal formatting with headings, subheadings, and font styles |
| Attachments | None | Separate PDF or Word document attachment |
| Proofreading | Essential | Highly recommended |
Ultimately, the best format for your cover letter depends on your personal style and the company you’re applying to. If you’re unsure, it’s always safe to err on the side of caution and send a cover letter attachment.
7 Sample Cover Letter Emails/Attachments for Different Occasions
Expressing Interest in an Open Position
Dear [Hiring Manager Name],
I am writing to express my keen interest in the [Position Name] position that I saw advertised on [Platform]. With my [Number] years of experience in [Industry], I am confident that I possess the skills and qualifications that you are seeking.
Throughout my career, I have consistently exceeded expectations in roles involving [Responsibilities]. I am eager to apply my expertise in [Specific Areas] to contribute to the success of your organization.
I have attached my resume for your review, which provides further details on my experience and qualifications.
Thank you for your time and consideration. I look forward to hearing from you soon to discuss how I can contribute to your team.
Best regards,
[Your Name]
Networking and Referrals
Dear [Recipient Name],
I hope this email finds you well.
My name is [Your Name], and I was referred to you by [Referrer’s Name]. I am a [Profession] with [Number] years of experience in [Industry].
I understand that you are involved in the hiring process for [Company Name]. I would be grateful if you could consider me for any suitable openings that may be available or coming up in the future.
I have attached my resume for your information. I am confident that my skills and experience align well with the requirements of many roles within your organization.
Thank you for your time and consideration.
Best regards,
[Your Name]
Responding to a Job Advertisement
To whom it may concern:
I am writing to you today to express my interest in the [Position Name] position that I saw advertised on [Website].
I am a highly motivated and results-oriented professional with [Number] years of experience in [Industry]. During my time in my previous role at [Company Name], I was responsible for [Responsibilities].
I am confident that I have the skills and experience that you are looking for in a [Position Name]. I am a strong communicator, have excellent interpersonal skills, and am proficient in [Software/Programs].
I have attached my resume for your review. I would welcome the opportunity to discuss my qualifications further and demonstrate how I can contribute to your organization.
Thank you for your time and consideration.
Sincerely,
[Your Name]
Following Up on an Application
To whom it may concern:
I am writing to follow up on my application for the [Position Name] position that I submitted on [Date].
I am very interested in this opportunity and believe that my skills and experience would be a valuable asset to your team.
I have been working in the [Industry] industry for [Number] years, and I have a proven track record of success in [Specific Areas].
I am confident that I have the skills and experience that you are looking for in a [Position Name].
Thank you for your time and consideration.
Sincerely,
[Your Name]
Thanking for an Interview
To whom it may concern:
I am writing to thank you for taking the time to interview me for the [Position Name] position on [Date].
I thoroughly enjoyed meeting with you and learning more about the role and your organization.
I was particularly impressed by your company’s commitment to [Values]. I believe that my own values and goals align well with your organization’s mission.
I am confident that I have the skills and experience that you are looking for in a [Position Name]. I am a highly motivated and results-oriented professional with [Number] years of experience in [Industry].
Thank you again for your time and consideration.
Sincerely,
[Your Name]
Inquiring About the Status of an Application
Dear [Hiring Manager Name],
I hope this email finds you well.
I am writing to inquire about the status of my application for the [Position Name] position that I applied for on [Date].
I have been following the progress of my application through your online portal, and I see that it is still in the “Under Review” status.
I am very interested in this opportunity and believe that my skills and experience would be a valuable asset to your team. I have been working in the [Industry] industry for [Number] years, and I have a proven track record of success in [Specific Areas].
I would appreciate it if you could provide me with an update on the status of my application.
Thank you for your time and consideration.
Sincerely,
[Your Name]
Requesting a Reference Letter
Dear [Recipient Name],
I hope this email finds you well.
My name is [Your Name], and I am writing to request a letter of reference for my application to the [Position Name] position at [Company Name].
I worked under your supervision at [Company Name] for [Number] years as a [Your Position]. During that time, I was responsible for [Responsibilities].
I am confident that I have the skills and experience that [Company Name] is looking for in a [Position Name]. I am a highly motivated and results-oriented professional with a strong work ethic.
I would be grateful if you could provide me with a letter of reference that highlights my skills and abilities.
Thank you for your time and consideration.
Sincerely,
[Your Name]
Should I send my cover letter as an email or attachment?
A cover letter is a one-page document that introduces you to a potential employer and explains why you are interested in the position you are applying for. It is typically sent as an attachment to your resume. However, some employers may prefer to receive cover letters in the body of an email.
There is no right or wrong answer to the question of whether to send your cover letter as an email or attachment. However, there are some pros and cons to each option to consider.
Pros of sending your cover letter as an email:
- It is more personal. When you send your cover letter in the body of an email, it feels more like a direct communication to the hiring manager. This can help you stand out from other candidates who simply send their cover letter as an attachment.
- It is easier to read. When your cover letter is in the body of an email, it is easier for the hiring manager to read. This is especially important if the hiring manager is using a mobile device to review applications.
- It can be more easily tracked. When you send your cover letter as an email, you can use email tracking software to see if it has been opened and read. This can give you valuable insights into the hiring process.
Cons of sending your cover letter as an email:
- It can be more difficult to format. When you send your cover letter as an email, it can be difficult to format it properly. This is especially true if you are using a complex template or if you are including images or other graphics.
- It can be less professional. Some hiring managers may view sending your cover letter as an email as being less professional than sending it as an attachment.
- It can be more easily lost. If the hiring manager does not save your email, your cover letter could be easily lost.
Ultimately, the decision of whether to send your cover letter as an email or attachment is up to you. Consider the pros and cons of each option and make the choice that you feel is best for your situation.
What should I include in my cover letter?
Your cover letter should include the following information:
- Your contact information. This includes your name, address, phone number, and email address.
- The date. This is the date that you are sending your cover letter.
- The name of the hiring manager. If you know the name of the hiring manager, be sure to include it. If you do not know the name of the hiring manager, you can use a generic salutation, such as "Dear Hiring Manager."
- The name of the company. This is the name of the company that you are applying to.
- The position that you are applying for. This is the specific position that you are interested in.
- A brief introduction. This is a brief paragraph that introduces you and explains why you are interested in the position.
- Body paragraphs. These paragraphs should highlight your skills and experience and explain why you are a good fit for the position.
- A closing paragraph. This paragraph should reiterate your interest in the position and thank the hiring manager for their time.
How long should my cover letter be?
Your cover letter should be no longer than one page. Most hiring managers will not read a cover letter that is longer than one page. If you have a lot of relevant experience and skills, you may be able to get away with a slightly longer cover letter. However, it is always better to err on the side of caution and keep your cover letter to one page.
Thanks for dropping by and checking out this article about cover letters. I hope it’s been valuable and has helped you in some way. If you’ve got any questions or want to learn more, don’t hesitate to come back and visit again. I’ll always be here, ready to help you with your job search and career journey.