Introduction: Why Sending Your CV Correctly Matters
How to Send Your CV: In today’s digital job market, most applications are submitted online. For many employers, the first impression they have of you is not your handshake or your personality—it is your CV and how you send it. A poorly formatted email or unclear subject line can mean your application gets ignored, even if you are the perfect candidate.
This guide explains exactly how to send your CV via email in a professional and effective way. By following these eight simple steps, you can ensure that your application is noticed, read, and taken seriously by hiring managers.
Step 1: Choose the Right Email Address
Your email address says a lot about your professionalism. Employers prefer candidates who present themselves in a neat, businesslike manner.
What to Do:
- Use a simple and professional email address (for example: firstname.lastname@email.com).
- Avoid nicknames, slang, or numbers that look unprofessional (for example: partygirl88@email.com).
If you don’t have a professional address, create a new one specifically for job applications.
Step 2: Write a Clear Email Subject Line
The subject line is the first thing the recruiter sees. A vague subject line like “CV submission” may get lost among dozens of emails. A strong subject line helps your application stand out.
Examples of Effective Subject Lines:
- Application for Marketing Assistant – Jane Smith
- CV Submission: Finance Graduate Programme – John Doe
- Applying for Sales Executive Position – Reference No. 452
The subject line should include the position you are applying for and, where possible, your name.
Step 3: Use a Professional Greeting
Avoid starting your email with informal greetings like “Hey” or “Hi there.” Instead, use a professional salutation.
Examples of Professional Greetings:
- Dear Hiring Manager,
- Dear Mr. Mokoena,
- Dear Ms. Daniels,
If the job advert mentions a contact person, address them directly. If not, “Dear Hiring Manager” is perfectly acceptable.
Step 4: Write a Brief and Impactful Email Body
Your email should serve as a short introduction. Think of it as a cover note that explains who you are, what position you are applying for, and why you are a suitable candidate.
What to Include:
- Introduction – State your name and the role you are applying for.
- Experience – Briefly highlight your most relevant skills or achievements.
- Attachments – Mention that your CV and cover letter are attached.
- Closing line – End with a polite note of thanks.
Example:
Dear Hiring Manager,
I am writing to apply for the position of Customer Service Agent as advertised on your company website. With two years of experience in client support and strong communication skills, I believe I can contribute positively to your team.
Please find attached my CV and cover letter for your consideration. I look forward to the opportunity to discuss my application further.
Kind regards,
Sarah Ndlovu
Keep the email body short and professional. Recruiters often skim through applications quickly.
Step 5: Attach Your CV and Cover Letter Correctly
Attachments are the core of your application. If you fail to attach your CV properly, your email loses its purpose.
Best Practices for Attachments:
- Save your CV as a PDF file to preserve formatting.
- Name the file professionally, such as:
- JaneSmith_CV.pdf
- JohnDoe_CoverLetter.pdf
- Avoid using generic names like “My CV” or “Document1.”
Always double-check that the correct files are attached before sending.
Step 6: Format Your CV and Cover Letter Professionally
Before you attach your documents, ensure they are polished and professional.
Essentials of a Professional CV:
- Clear headings (Education, Work Experience, Skills).
- Consistent font style (Calibri, Arial, or Times New Roman).
- Easy-to-read layout, with bullet points for achievements.
- No spelling or grammar errors.
Essentials of a Strong Cover Letter:
- Addressed to the right person or company.
- Customised for each application (avoid generic letters).
- Explains why you are interested in the role.
- Highlights specific skills or experiences relevant to the job.
A CV tells your career story; a cover letter explains why you are the right fit.
Step 7: Proofread Before Sending
Errors in your email can harm your chances of getting noticed. Always proofread your email, CV, and cover letter before clicking send.
Checklist for Proofreading:
- Is the subject line correct?
- Is the greeting professional?
- Is the email body free of grammar mistakes?
- Are the correct files attached?
- Is your signature included?
Reading your email out loud or using a grammar-checking tool can help catch mistakes.
Step 8: Include a Professional Email Signature
An email signature makes your application look polished and trustworthy. It also gives the employer easy access to your contact details.
What to Include in Your Signature:
- Full name
- Phone number
- Email address
- LinkedIn profile (optional but recommended)
Example of a Professional Signature:
Jane Smith
Phone: 071 234 5678
Email: janesmith@email.com
LinkedIn: linkedin.com/in/janesmith
Avoid adding unnecessary quotes, images, or colourful fonts. Keep it simple and professional.
Additional Tips for Sending Your CV via Email
1. Follow the Employer’s Instructions
If the job advert specifies how to send your CV, always follow those instructions. For example, if they request documents in Word format instead of PDF, comply with that.
2. Send Applications from a Computer When Possible
Although you can send emails from your phone, it is better to use a computer. This reduces the chance of formatting errors and makes it easier to review your attachments.
3. Time Your Email
Recruiters often check emails during business hours. Sending your CV early in the morning on a weekday increases the chance of your application being seen quickly.
4. Keep a Record of Applications
Create a folder or spreadsheet to track the companies and positions you have applied for. This will help you prepare for interviews and avoid confusion.
Common Mistakes to Avoid
Many candidates lose opportunities because of simple mistakes. Avoid these errors when sending your CV via email:
- Using an unprofessional email address.
- Forgetting to attach the CV or attaching the wrong file.
- Writing a vague or empty subject line.
- Sending a long, unfocused email body.
- Using slang, emojis, or casual language.
- Sending the same cover letter to every employer without customization.
Quick Visual Guide: How to Send Your CV via Email
| Step | Action | Key Tip |
|---|---|---|
| 1 | Choose the right email address | Use a professional address |
| 2 | Write a clear subject line | Include position and your name |
| 3 | Use a professional greeting | Address by name if possible |
| 4 | Write a short email body | Highlight skills briefly |
| 5 | Attach CV and cover letter | Save as PDF, name files clearly |
| 6 | Format documents well | Keep them neat and error-free |
| 7 | Proofread everything | Check spelling, attachments |
| 8 | Add an email signature | Include name and contact details |
Why Email Etiquette Matters in Job Applications
Employers often receive hundreds of CVs for a single job opening. A well-structured email shows that you are organised, detail-oriented, and serious about the opportunity. These small details can set you apart from other candidates.
Think of the email as the first test of your communication skills. If you handle it professionally, you show employers that you can also handle workplace communication effectively.
Conclusion: Sending Your CV the Right Way
Sending your CV via email may seem like a small step, but it plays a huge role in making a strong first impression. By following these eight steps—using a professional email address, writing a clear subject line, crafting a short but impactful message, attaching well-formatted documents, and adding a polished signature—you significantly improve your chances of being noticed by employers.
Remember: the way you send your CV reflects your professionalism. A clear, well-prepared application shows that you are serious about the role and respect the employer’s time.
If you are ready to take the next step in your career, start by making sure your CV is presented and sent the right way. Small details can make the biggest difference between being overlooked and being invited for an interview.
Important Notice
SENDCV is a registered Non-Profit Organisation (NPO Registration No: 2023 / 873760 / 07) and a Public Benefit Organisation (PBO: 9107665276).
We want to assure you that we never ask for money or collect CVs in exchange for jobs. If you come across anyone claiming otherwise, it’s not us.
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