During the course of your professional life, you may find yourself in the position of forwarding an emailed resume to a third party. Maybe you’re making a job referral, complying with a request for information or trying to help a friend or colleague obtain employment. In any case, it’s important to provide the context in your messaging to ensure the recipient understands the purpose of the forwarded resume.
Making a Recommendation
The most common reason to forward a resume by email is when a qualified friend, family member or colleague asks if you’ll introduce them to a decision maker in the hopes of getting a job interview. There are several different types of email messages that might accompany this act.
I’m attaching the resume of Susan Smith, in the event, that there might be a place for her on your sales team. I worked with Susan several years ago at ABC Co. and she was a top performer.
I’m sending the resume of a good friend, Susan Smith. I’ve known Susan for years, and she’s an outstanding sales rep. I think she would be a great fit for the sales job you’ve been trying to fill.
Sending a group message asking for leads:
Hi everyone - I’m attaching Susan Smith’s resume, in the event, that anyone knows of an open sales role she might be a good fit for. I can personally vouch for Susan’s exceptional salesmanship and character. She would make a great addition to the right team.
Providing Background Information
You may have occasion to forward a resume by email that’s not related to an employment opportunity. For example, you might be providing general background on someone prior to a meeting or speaking engagement.
As requested, I’m forwarding the resume of Susan Smith. You should be able to pull relevant information about her background to craft a short bio sketch for your speaker’s bureau program.
Attached, please find the award nomination package I’m submitting for Susan Smith. In addition to the nomination form, I’m including a copy of her most recent resume for your reference.
Making a Non-Recommendation
What do you do when someone asks you to forward their resume, but you really aren’t comfortable making a recommendation for them? You could suggest that someone else might be better suited to help them, or you could comply with the request while letting the verbiage of your accompanying email allow you to remain indifferent.
Attached, please find the resume of Susan Smith, a friend of the family, who asked that I forward this to you for consideration. I’m not confident that she’s a good fit for your organization, but I wanted to pass the information along nevertheless.
My colleague Susan Smith has asked for a personal introduction to you and requested that I forward a copy of her resume, which is attached.
When forwarding resumes, you may opt to copy, or blind copy, the person whose resume you’re sending. You may also prefer to make an e-introduction as part of the email, such as, “Bob, I’d like to introduce you to Susan Smith, copied here. She's a fantastic salesperson, and I think you two should meet. A copy of her resume is attached.”
About the Author
Lisa McQuerrey has been a business writer since 1987. In 1994, she launched a full-service marketing and communications firm. McQuerrey's work has garnered awards from the U.S. Small Business Administration, the International Association of Business Communicators and the Associated Press. She is also the author of several nonfiction trade publications, and, in 2012, had her first young-adult novel published by Glass Page Books.
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Tips and Samples for Sending Email Cover Letters
How to Send an Email Cover Letter and Resume
An email cover letter is a document sent with your resume to provide additional information on your expertise. It is written to provide information on why you are qualified for the job you are applying for and to explain the reasons for your interest in the company.
When you're sending an email cover letter, it's important to follow the employer's instructions on how to submit your cover letter and resume.
You need to make sure that your email cover letters are written as well as any other correspondence you send.
Even though it's quick and easy to send an email, it doesn't mean that you should write anything less than a detailed cover letter focused on why you are a good match for the job you are applying for.
Tips for Sending Email Cover Letters
1. Sending Email Cover Letters as Attachments
- If the job posting says to include your cover letter and resume as an attachment, attach Microsoft Word or Adobe PDF files to your email message. Here's a step-by-step guide to sending your resume and cover letter as an attachment.
- Save the files with your name, so they don't get mixed up with other applicant's materials i.e. alisondoyleresume.doc, alisondoylecover.doc.
2. Sending Email Cover Letters Without Attachments
- Some employers do not accept attachments. In these cases, paste your resume into your email message.
- Use a simple font and remove the fancy formatting. Don't use HTML. You don't know what email client the employer is using, so, simple is best because the employer may not see a formatted message the same way you do.
3. Don't Forget the Details for Your Email Cover Letter
- How to Address an Email Cover Letter: Here's how to address a cover letter sent in an email message including what to use when you have a contact person and how to address it if you don't.
- The Subject Line of Your Message: Make sure you list the position you are applying for in the Subject Line of your email address, so the employer is clear as to what job you are applying for. For example: Subject: Alison Doyle, Social Media Manager Position.
- Include Your Signature: Include a signature with your contact information, including name, address, email address, and telephone number so it's easy for the hiring manager to get in touch with you.
4. Double-Check Your Letter for Spelling and Grammar
Make sure you spellcheck and check your grammar and capitalization. They are just as important in an email cover letter as in paper cover letters.
5. Send a Test Message to Yourself
Send the message to yourself first to test that the formatting and attachments work. If everything looks good, resend to the employer.
Sample Email Cover Letter
Subject: Administrative Assistant/Receptionist – Roger Smith
Dear Ms. Cole,
I was excited to see your listing for the position of administrative assistant/receptionist at ABC Market Corp. I believe that my five years of experience in office administration and my passion for your products make me an ideal candidate for this role.
You specify that you’re looking for an administrative assistant with experience scheduling appointments, maintaining records, ordering supplies, and greeting customers.
I’m currently employed as an administrative assistance at XYZ company, where I have spent the past five years honing these skills.
I’m adept at using all the usual administrative and collaboration software packages, from Microsoft Office and SharePoint to Google Docs and Drive. I’m a fast learner, and flexible, while always maintaining the good cheer that you’d want from the first person visitors see when they interact with the company.
I have attached my resume, and will call within the next week to see if we might arrange a time to speak.
Thank you so much for your time and consideration.