Sending an application by email: subject line, message, attachments and follow-up
How to put your cover letter and resume into an email that gets opened, what the subject line and message should say, and how to follow up without being a nuisance.
By Avowly · Last reviewed 6 November 2026 · 7 min read · How we write these
In short
- Follow the posting's instructions for how and where to apply.
- Use a clear subject line with the role and your name, and a short, polite message.
- Send named, small, final files, and check each before sending.
- Follow up once after about a week, as a reply in the same thread.
A strong resume and a good letter can still be missed if the email around them is careless. A blank subject line, a file called "resume (3).docx" or a message that rambles can put a reader off before they open anything. Email is the first thing they see, so it deserves a few minutes of care.
This guide covers each part: the subject, the message, the attachments, the timing and the follow-up.
First, check how they want it
If the posting says to apply through a form or a careers page, use it, and do not send an extra email. If it gives an address and instructions, follow them exactly, including any requested subject line. Some employers ask for a reference number or a particular format so that their system can sort the messages.
Email directly only when the posting invites it, or when you have been asked to send your application to a person.
Subject
Application: Supply Planning Analyst, Maya Fernandes
Dear Ms Okafor, I am applying for the Supply Planning Analyst role. My resume and cover letter are attached. I have five years of retail operations experience and would welcome the chance to talk about the role. Thank you for your time.
Maya Fernandes
The subject line
Role first, then your name. Add the reference number if there is one.
The files
Your name and the document. No “final” or “new”.
One follow up after about a week
The example is made up. Always follow the way the posting asks you to apply.
The subject line
A clear subject line tells the reader what the email is and helps them find it later. Name the role and yourself, and add the reference number if the posting gives one.
Before
Job application
After
Application: Night shift forklift operator (Ref 2214), Daniel Mensah
Why it works: The reference number came from the advert. With the role and his name in the subject, the reader can sort it on arrival and find it again a week later.
Avoid vague lines like "Job application" or "Hello". Avoid ones that sound like marketing. If you were referred by someone, you may add their name when they have agreed.
The message
You have two choices. Put the cover letter in the body of the email, or attach it as a file and write a short note. Either can work. Follow the posting if it says which.
Letter in the body. Paste the letter as plain text under a greeting. This is often the best choice, because it is the first thing the reader sees and needs no extra click. Keep the formatting simple.
Short note with an attached letter. Write three or four lines: what you are applying for, what is attached, one reason to open it and a thank you.
Before
Hi, please find attached my CV. Hope to hear from you soon.
After
Dear Mr Adeyemi, I am applying for the office administrator role, and my resume and cover letter are attached. For three years I have run the front desk of a 40-person accounting office, and I would welcome the chance to talk. Thank you for your time. Maya Fernandes
Why it works: The name came from the posting, and the 40 from asking her how many people she looked after at the desk. The note now says what is attached and gives the reader one reason to open it.
Do not repeat the entire letter in the note. Keep it brief, polite and clear.
Attachments
- File type. Follow the posting. If it does not say, a PDF made from a text-based file is a safe choice. Our guide on PDF or Word files covers it.
- File names. Use your name and the document. Avoid "final", "new" and numbers.
- Number of files. Send only what is asked for. Two files are usually enough.
- Size. Keep it small. A resume rarely needs more than a megabyte or two.
- Check before sending. Open each attachment from the email draft, and make sure it is the right version.
Before
resume final (3).docx
After
Grace-Oduya-Staff-Nurse-Resume.pdf
Why it works: Her name and the role make the file easy to find in a folder full of applications. The PDF keeps her layout the same on any screen.
Applying from your phone
Many people apply from a phone, often on a break. It works, with three checks. First, make sure the file you attach is the latest one, not an older copy saved in your downloads. Second, switch off the automatic "sent from my phone" line, or delete it before you send. Third, read the subject and the greeting once more on the small screen, because autocorrect likes to change names. If the email matters a lot and you have the chance, send it from a computer instead.
Greeting and sign off
Use the person's name if you have it, with the title they use. Otherwise "Dear Hiring Team" is fine. Close with "Kind regards" or "Best regards" and your full name. Add a phone number and a professional link if you like. Skip long signatures, quotations and images.
Email address and account
Send from a professional address, ideally your name. If your usual address is not suitable, create a simple one just for job applications. Check that auto replies and signatures do not add anything unexpected.
Timing
A message sent during working hours is more likely to be seen near the top of the inbox, though this matters less than people think. What matters more is sending soon after a posting appears, if the employer reviews as they go, and well before any deadline.
Proofread before sending. Check the role name, company name and the greeting. A wrong company name in the letter is the commonest and most damaging slip.
Following up
If the posting gives a date for replies, wait until it passes. If it does not, a polite follow up after about a week is reasonable. Under a short greeting, a line like this is enough.
Before
Hi, any update on my application??
After
Following up on my application of 4 March for the line cook role: I remain keen to join your kitchen, and I can send my food hygiene certificate if it helps.
Why it works: The date came from his sent folder, and the certificate was one the advert asked for. A dated, polite note is easy to answer, while a bare "any update" is easy to ignore.
Send it as a reply to your original email, so the context is attached. Be brief and friendly. Send one follow up about a week after you applied. If that gets no reply, one last short check about a week later is fine, and then move on.
If you hear back
Reply within a day. Confirm any times or documents, and thank them. If there is an interview, keep the same email thread for the arrangements.
Common mistakes
- No subject line, or a vague one
- A wrong name or company in the greeting
- Several attachments with confusing names
- An attachment that is not the final version
- A very long message repeating the letter
- Following up every few days
Common questions
- Should I paste my cover letter into the email or attach it?
- Either works. Pasting it is often easier for the reader. If the posting says which, follow it.
- Is it all right to email a hiring manager directly if the posting says apply online?
- Do the formal application first. A short, courteous note afterwards can be fine, but do not skip the official route.
- How do I follow up without being annoying?
- Wait about a week, send one short reply in the same thread and then leave it.
- I spotted a mistake after I pressed send. Should I send it again?
- For a small typo, leave it. Readers forgive one slip. If you attached the wrong file or got the company's name wrong, send one short reply in the same thread with the right version and a one-line apology, and nothing more.