Emailing a resume can feel awkward because you want to be professional without sounding stiff, concise without leaving out important details, and polite without asking for too much. Many people worry about getting the tone right or saying something that undermines their application.

Simple wording helps because hiring managers skim messages; clear phrases make it easy for them to understand who you are, what you’re applying for, and what you expect next. This article gives short, ready-to-use lines and sensible guidelines you can adapt so your email is tidy, respectful, and effective.

Why This Moment Matters

The email that accompanies your resume is often the first direct interaction a recruiter or hiring manager has with you. It sets an impression about your communication skills, attention to detail, and professionalism.

A succinct, focused message can make it easy for the reader to move your materials into the right hands, schedule an interview, or respond with next steps. Conversely, a rushed or unclear email can create friction or delay.

Useful Things to Say

Simple Responses

Please find my resume attached.
A direct, standard line that tells the recipient exactly where to find your materials.

Attached: resume and cover letter for [Position Title].
Specifies which documents you’ve included and which role you’re applying for.

Thank you for considering my application.
Short and polite, this phrase shows appreciation without excess.

I am applying for the [Position Title] role.
Clear identification of the role prevents confusion if the reader handles multiple openings.

Resume attached — available for follow-up as needed.
Signals both that your materials are included and that you’re prepared to respond.

Supportive Responses

I can provide references upon request.
Offers additional information without cluttering the initial email.

I’m available for a phone or video interview on [days/times].
Gives practical scheduling information and makes it easier for the reader to set up next steps.

If you’d like samples of my work, I can send them or share a portfolio link.
Shows readiness to provide proof of skills and makes it easy to supply what’s needed.

Please let me know if you need any other documents or clarification.
Invites further communication and keeps the application process moving.

I’m based in [city/time zone]; I’m flexible with interview times.
Helps the reader coordinate logistics, especially across time zones.

Empathetic Responses

Thank you for taking the time to review my application.
Acknowledges the recipient’s effort and shows professional courtesy.

I appreciate your consideration and any feedback you may have.
Conveys openness to feedback while remaining respectful of their time.

I understand you may receive many applicants; thank you for looking at mine.
Recognizes the recipient’s workload and positions you as considerate.

If this isn’t the right time, I appreciate knowing where I stand.
Requests clarity politely, which can reduce uncertainty without pressure.

Please let me know the best way to follow up; I don’t want to be a nuisance.
Expresses a desire to stay informed while respecting the recipient’s boundaries.

Light, Warm Responses

I’m excited about the opportunity to contribute to [Company/Team].
Adds positive enthusiasm without overpromising, appropriate for many professional contexts.

I enjoyed learning about [specific company detail] and would welcome the chance to discuss how I can help.
Connects your interest to the company in a personable, professional way.

Looking forward to the possibility of working together.
Friendly and hopeful, this keeps tone warm but still formal.

Thanks again — I hope to speak with you soon.
A courteous closing that maintains warmth without being casual.

What Not to Say

• Apologize for sending your resume (e.g., “Sorry for bothering you”); it undermines your confidence.
• Explain why you haven’t applied sooner or make excuses about gaps; focus on relevant strengths instead.
• Overshare personal information unrelated to the job; keep details professional and concise.
• Demand a response or guarantee an outcome (e.g., “I expect to hear back”); that can come across as pushy.
• Use casual slang or overly familiar greetings (e.g., “Hey” or emojis); they weaken professional tone.
• Lie or exaggerate achievements; inaccuracies can be discovered and cost you credibility.

Helpful Tips for Handling the Moment

• Tone: Keep your language professional and respectful, aiming for concise warmth rather than effusive praise.
• Timing: Send during business hours on a weekday when hiring teams are most likely to review applications.
• Listening: If the recipient asks for additional materials or a specific follow-up time, respond promptly and confirm receipt.
• Body language: If your email leads to a video or phone interview, match your email’s professionalism with attentive body language and clear speech.
• Boundaries: State your availability and preferred contact method, and limit follow-up frequency (one polite follow-up after about a week is usually enough).

Final Thought

You don’t need a perfect script — you need clarity, politeness, and a practical next step. A brief, well-phrased email that highlights the role, includes your attachments, and offers a clear way to follow up will serve you better than elaborate wording. Sincerity and professionalism go a long way.

Let us know in the comments if this has helped or if you’ve got suggestions we can include

About the Author

Helen Bach is a relationship expert and writer who helps people find the right words when it matters most. She studied English and English Literature at the University of Michigan, where she developed a passion for how language shapes love, conflict, and connection.

At whattosaywhen.net, Helen writes clear, down-to-earth advice on what to say in real-life situations—from first dates and tough conversations to breakups and makeups. Her goal is simple: to make talking about feelings less awkward and a lot more honest.