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Ask A Manager Cover Letter Email Format

Sample Email Cover Letter Message for a Hiring Manager

One way to apply for a job is to send an email cover letter to a hiring manager. But what should you include in your message? An email cover letter should include the same basic information as a written cover letter. The only differences are in how you format your cover letter and how you include your contact information.

Review the guidelines below for what to include in the email cover letter message you plan to send to the hiring manager.

You’ll also find a sample message you can use as an inspiration for your own letters and emails.

What to Include in an Email to a Hiring Manager

Subject: The subject line of your message should include your name and the job title. For example, “Michael Jameson - Marketing Director Position.”

Greeting: The message should include a professional greeting. If you have a contact person, use his or her name. Otherwise, use “Dear Hiring Manager.”

Note: It’s a smart strategy to learn the name of your contact person when at all possible. You can do this, perhaps most simply, by calling the organization and asking the receptionist to direct you to their Human Resources department. Someone in this department should be able to tell you the name of the person coordinating their search. Alternatively, you can check out the organization’s website to learn the name of their Hiring Manager or search LinkedIn for this information.

The Body of the Message: Your message doesn’t need to be long, but it does need to capture the reader’s attention and sell them on why you’re a strong applicant for the job. The goal of the letter is to “sell” yourself as a desirable candidate and get a job interview, not just to say that your resume is attached.

Write two or three paragraphs, carefully matching your qualifications to the job requirements. The closer you reflect these stated qualifications in your cover letter, the higher your chances are of getting chosen for an interview.

Closing: Close your message with a professional closing like “Sincerely,” “Best regards,” or “Yours truly.”

Signature: Your signature is where you will include all of your contact information: full name, address, phone, email, and your LinkedIn URL if you opt to include it. Make sure that your email address sounds professional: best case scenario, it will be comprised simply of your name: “john_doe@gmail.com.” Never use a “cutesy” email (“KatyCatWoman” or “Roger_ShadowMage”). You may want to create an email account dedicated solely to your job search in order to keep close track of your applications and employer responses.

Sample Email Cover Letter Message

Subject: Editorial Assistant Position - Jane Jones

Email Message:

Dear Hiring Manager,

I would like to express my deep interest in a position as editorial assistant for your publishing company.

As a recent graduate with writing, editing, and administrative experience, I believe I am a strong candidate for a position at the 123 Publishing Company.

You specify that you are looking for someone with strong writing skills. As an English major at XYZ University, a writing tutor, and an editorial intern for both a government magazine and a college marketing office, I have become a skilled writer with a variety of publication experience.

My maturity, practical experience, attention to detail, and eagerness to enter the publishing business will make me an excellent editorial assistant. I would love to begin my career with your company and am confident that I would be a beneficial addition to the 123 Publishing Company.

I have attached my resume to this email and will call within the next week to see if we might arrange a time to speak together.

Thank you so much for your time and consideration.

Sincerely,

Jane Jones

____________

Jane Jones
111 Main Street
Town, NY 11111
Email: janejones@gmail.com
Cell: (555) 555-5555
LinkedIn: linkedin.com/in/janejones

How to Send Your Resume With Your Cover Letter

Attach your resume to your email message in the format requested by the employer. If a specific format isn't required, send the resume as an attached PDF or Word document.

More Sample Cover Letters

Review cover letter samples for a variety of career fields and employment levels, including an internship cover letter sample, entry-level, targeted, and email cover letters.

How to Address an Email Cover Letter

Hiring managers get a lot of emails each day. Make it easy for them to scan your email and follow-up by including a clear subject line and a signature with your contact information. It's important to address the email cover letter correctly, including the name of the person hiring for the position if you have a contact, to ensure that your letter gets noticed.

When you're sending an email, it's important to make sure that your cover letter and resume are written as well as any other business correspondence.

If you can, have a friend proofread before you hit send, to pick up any typos or grammatical errors.

How to Address an Email Cover Letter

When you are applying for jobs, you will often need to send your cover letter by email. Read the directions in the job posting carefully, and include the required materials in the requested format. Make sure you pay careful attention to what they ask for, when. Hiring managers have specific practices to follow regarding how they evaluate candidates.

Don’t get yourself knocked out of contention by not including something like a cover letter with your application materials if they ask for one. Here are tips on how to address an email cover letter, including what to do when you don't have the name of a contact, or if you have a contact's name, but are uncertain of person's gender.

Subject Line of Email Message

Never leave the subject line blank. There is a good chance that if a hiring manager receives an email with no subject line, they’ll delete it without even bothering to open it.

Instead, write a clear subject indicating your intentions.

List the job you are applying for in the subject line of your email message, so the employer knows what job you are interested in as well. They may be hiring for multiple positions, and you will want them to identify the position you’re interested in easily.

Addressing the Contact Person

There are a variety of cover letter salutations you can use to address your email message. If you have a contact person at the company, address the letter to Ms. or Mr. Lastname. If you aren’t given a contact person, check to see if you can determine the email recipient's name.

If you can’t find a contact person at the company, you can either leave off the salutation from your cover letter and start with the first paragraph of your letter or use a general salutation.

Employers who responded to a recent employer survey conducted by Saddleback College preferred:

  • Dear Hiring Manager (27%)
  • To Whom It May Concern (17%)
  • Dear Sir/Madam (17%)
  • Dear Human Resources Director (6%)
  • Leave it blank (8%)

Follow the salutation with a colon or comma, and then on the next line start the first paragraph of your letter.

How to Address a Cover Letter for a Non-Gender Specific Name

If you do have a name but aren't sure of the person's gender, an option is to include both the first name and the last name in your salutation:

  • Dear Sydney Smith
  • Dear Taylor Dolan

If possible, it’s a good idea to check LinkedIn, other career networking sites, and the company website to see if you can determine the gender of the contact.

As always, the extra effort is worth it to make your cover letter stand out among the many that the hiring manager will see.

Body of Email Cover Letter

The body of your cover letter lets the employer know what position you are applying for, and why the employer should select you for an interview. This is where you'll sell yourself as a candidate. Review the job posting and include examples of your attributes that closely match the ones they are looking for. 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. ​Make sure that your email cover letters are written as well as any other correspondence you send.

Conclusion

If you have attached your resume, mention it as part of your conclusion. Then finish your cover letter by thanking the employer for considering you for the position.

Include information on how you will follow-up.

Include a closing, then list your name and your email signature.

Signature

Your email signature should include your name, full address, phone number, email address, and LinkedIn Profile URL (if you have one) so it is easy for hiring managers to get in touch.

Firstname Lastname
Street Address
City, State, Zip
Email
Cell
LinkedIn

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