How & When to Email Cover Letters (Templates & Examples)

You can send an email cover letter either as a brief email with your cover letter attached or as the full cover letter pasted into the email body. You should email a cover letter when the employer asks you to apply by email or when you’re contacting a hiring manager, recruiter, or professional connection directly. 

To make a strong impression, follow the application instructions, use a clear subject line, keep your message focused, and make sure your resume and cover letter are attached correctly. 

This guide explains when to send an email cover letter, what to include, how to format it, and common mistakes to avoid. You’ll also find email cover letter samples and templates to write your own.

What Is an Email Cover Letter & When Should You Send One?

An email cover letter provides context for your application when you’re sending materials directly to an employer. It may be attached as a separate document or pasted directly into the body of the message. In either format, it should identify the role you’re applying for, briefly explain your interest, and highlight the qualifications that make you a relevant candidate.

When to Send an Email Cover Letter

Send a cover letter email when the employer asks you to apply by email or when you’re contacting a hiring manager, recruiter, or professional connection directly about a job opportunity.

You might send one when:

• A job posting lists an email address for applications.
• A recruiter asks you to send your resume and cover letter.
• A connection refers you to an open role.
• You’re following up after a conversation about a job.

Before sending an email cover letter, always check the job posting for application instructions. If the employer asks you to upload your resume and cover letter through an online system, follow that process instead.

Should Your Cover Letter Be in the Email Body or an Attachment?

For formal job applications, attaching your cover letter is often preferred unless the employer specifies otherwise. An attachment helps preserve your formatting, keeps your resume and cover letter together, and makes your materials easier to download, save, or forward.

In some cases, however, especially when employers use applicant tracking systems (ATS) or prefer quick screening, pasting a streamlined version into the email body may also be appropriate.

A strong middle ground is to keep the email message brief and attach your full cover letter as a PDF or Word document, if requested by the employer.

The 7 Components of an Email Cover Letter

An email cover letter should include the same core information as a traditional cover letter, but the format is usually shorter and more direct. Whether you paste your cover letter into the message or attach it as a file, make sure each part of the email is clear, professional, and easy to review.

This section breaks down the key parts of an email cover letter so you understand what each element does.

• 1.

  Subject Line

  Your subject line should tell the employer exactly why you’re emailing. Keep it short, specific, and easy to search later. In most cases, include your name, the job title, and the fact that you’re applying for a job.

  Examples:

  • Application for Marketing Coordinator: Imani Davis
  • Imani Davis: Customer Service Representative Application
  • Resume and Cover Letter for Project Manager Role
  • Graphic Designer Application: Imani Davis
  • Referral From Imani Davis: Account Manager Opening
  • Following Up: Editorial Assistant Application
• 2.

  Contact Information

  Include your contact information under your name so the employer can easily follow up. At a minimum, include your phone number and email address. You can also include your LinkedIn profile, portfolio, or personal website if relevant to the role.

  Example:

  Imani Davis
  imani.davis@email.com
  555-555-0148
  linkedin.com/in/imanidavis
  imanidavisportfolio.com

• 3.

  Greeting

  Start with a professional greeting. If you know the hiring manager’s name, use it. If you don’t, choose a general but polished greeting.

  Examples:

  • Dear Ms. Johnson,
  • Dear Hiring Manager,
  • Hello Marketing Team,
  • Dear Recruiting Team,
• 4.

  Opening Message

  Your email cover letter opening should quickly explain why you’re writing. Mention the role you’re applying for and, if helpful, where you found the job posting or who referred you.

  Example:

  I’m writing to apply for the marketing coordinator position listed on your company website.

• 5.

  Body Paragraph(s)

  Use the body of your email cover letter to connect your background to the role. Keep this section focused on one or two key qualifications, such as relevant experience, transferable skills, accomplishments, or interest in the company.

  How much you write here depends on whether your full cover letter is attached or pasted into the email body.

  If you’re attaching a full cover letter, keep the email body brief. Give the employer enough context to understand why you’re reaching out, then point them to the attached materials.

  Example with attachment:

  I’m excited to apply for the marketing coordinator position at MCC Solutions. With two years of experience supporting email campaigns, social media content, and project timelines, I’m confident I can contribute to your team’s upcoming product launches. I’ve attached my resume and cover letter for your review.

  If your cover letter is pasted directly into the email body, include a fuller version of your message. In that case, your body paragraph introduces your application and explains why you’re interested in the role and how your experience aligns with the employer’s needs.

  Example in body:

  I’m excited to apply for the marketing coordinator position at MCC Solutions. In my current role, I support email campaigns, social media content, and cross-functional project timelines for a growing consumer brand. Recently, I helped coordinate a campaign that increased newsletter engagement by 18% over one quarter.

  I’m especially drawn to this role because of MCC’s focus on data-informed marketing and collaborative campaign planning, and I’d welcome the opportunity to bring my writing, organization, and campaign support experience to your team.

• 6.

  Cover Letter Attachment or Email Body Content

  After writing the message, make it clear how the employer should review your cover letter. If you’re attaching your cover letter, mention that your resume and cover letter are included, and use clear file names, such as “Imani-Davis-Cover-Letter.pdf” and “Imani-Davis-Resume.pdf.”

  If you’re pasting your cover letter into the email body, keep the formatting simple so it displays correctly in Gmail, Outlook, and on mobile devices. Avoid unusual fonts, images, columns, text boxes, or heavy design elements. Use short paragraphs and standard spacing.

• 7.

  Sign-Off

  Finish your email cover letter with a brief, professional sign-off that thanks the employer for their time and reinforces your interest. Also include a closing, such as “Sincerely,” “Best regards,” or “Thank you,” followed by your name.

  Example:

  Thank you for your time and consideration. I look forward to hearing from you.

  Best regards,
  Imani Davis

How to Write, Format, & Send an Email Cover Letter: 8 Steps

When sending an email cover letter for a job application, your message should be easy to read, tailored to the role, and informative (yet brief) enough for the employer to quickly understand who you are, why you’re applying, and what materials you’ve included.

This section walks through the process of putting those pieces together and sending your email cover letter.

• Step 1:

  Follow the Employer’s Application Instructions

  Always start by reviewing the job posting carefully, since employers often include specific instructions for email applications. They may give instructions for how to apply, what to include in the subject line, whether to attach documents, and which file types they accept.

  Follow those directions exactly, as overlooking them can make your application look rushed or incomplete, even if your qualifications are strong.

• Step 2:

  Write a Clear, Professional Subject Line

  As noted in the components section, your subject line should be direct and specific.

  Include the job title, your name, and any requested details, such as a job ID or department (e.g., “Customer Support Specialist Application: Imani Davis, Job ID 4826” or “Application for Marketing Coordinator: Imani Davis”).

  Avoid vague subject lines like “Job application,” “Resume attached,” or “Interested in role.”

• Step 3:

  Keep the Email Message Short & Focused

  Keep your cover letter concise, especially if you’re attaching a full cover letter.

  Start with a brief greeting, mention the role you’re applying for, and introduce your most relevant qualification or point of interest.

  Use the body of the message to connect your background to the job without repeating your entire resume. Focus on one or two details, such as your relevant experience, transferable skills, recent accomplishments, or interest in the company.

  If your cover letter is attached, your email can be shorter and simply introduce your application materials.

• Step 4:

  Tailor Your Cover Letter Email to the Job

  Customize your email cover letter for the specific role before sending it.

  Review the job description and look for resume keywords that reflect the employer’s needs, such as required skills, software, credentials, job titles, or industry-specific experience. Then, work the most relevant terms into your message where they fit.

• Step 5:

  Use Standard Email Formatting

  Your email cover letter format should appear clean and professional on any device. To keep the message easy to read and consistent across email platforms, follow these basic formatting guidelines:

  • Font: Use a standard font, such as Arial, Calibri, or Times New Roman, and keep the text around 10 to 12 points so it’s readable without looking oversized.
  • Spacing: Use single spacing within paragraphs and add a blank line between each paragraph.
  • Paragraph length: Keep paragraphs short, ideally two to four sentences each.
  • Structure: Use a simple format—greeting, opening paragraph, body paragraph, closing paragraph, and signature.
  • Design elements: Avoid unusual fonts, bright colors, images, columns, graphics, text boxes, or heavy design elements that may not display correctly in Gmail, Outlook, or on mobile devices.
• Step 6:

  Attach Your Cover Letter & Resume Correctly

  If you’re attaching your cover letter, save it and your resume as PDFs (unless the job posting requests another format). PDFs help preserve your formatting and are generally the easiest for employers to open.

  Use simple, professional file names that include your name and the document type, such as “Imani-Davis-Cover-Letter.pdf” and “Imani-Davis-Resume.pdf.”

  Before sending, make sure the correct files are attached. Also, check that the documents open properly and aren’t outdated versions.

• Step 7:

  Send a Test Email to Yourself

  Send yourself a test email before applying. This lets you confirm that your formatting, links, and attachments display correctly across devices.

  Open the test email on both desktop and mobile if you can. Check that the subject line is strong, the greeting looks right, the message is easy to read, and the attachments open correctly.

• Step 8:

  Review Everything Before Sending

  Take a final look at your email before clicking send. Check the recipient’s email address, subject line, greeting, company name, job title, attachments, and contact information. Read your message out loud or slowly from top to bottom to catch typos, missing words, or awkward phrasing.

  Make sure your tone is professional, your message is focused, and your application follows the employer’s instructions. Once everything looks accurate and complete, send your email.

Cover Letter Email Template & Examples

Below are simple email cover letter examples and templates you can customize for your job application.

Common Email Cover Letter Mistakes That Can Hurt Your Application

Avoiding these common cover letter mistakes ensures your email cover letter looks polished, professional, and easy for employers to review:

Get Your Cover Letter Out There

A strong email cover letter helps you introduce yourself clearly, highlight your most relevant qualifications, and make it easy for employers to review your application. Before sending, follow the employer’s instructions, use a clear subject line, keep your message focused, and double-check your attachments.

Once your cover letter and resume are ready, start applying to roles that match your skills, experience, and career goals. The more prepared and consistent you are in your job search, the easier it becomes to send polished applications with confidence.