Cover Letter Email or Attachment Top 5 Considerations
When applying for a job, the way you present your cover letter can significantly impact your chances of landing an interview. Choosing between sending your cover letter as an email or as an attachment is a fundamental decision, and understanding the nuances of each method is crucial. This guide will walk you through the top considerations to help you make the right choice and optimize your application for success. The goal is not just to send a cover letter, but to send it in a way that showcases your professionalism and makes a positive first impression. Every detail, from the format to the content, plays a critical role in how a potential employer perceives you. By carefully considering these factors, you can ensure that your cover letter effectively complements your resume and increases your chances of getting hired.
Email vs. Attachment Which is Best?
Deciding whether to send your cover letter as an email or an attachment depends largely on the specific circumstances of the job application. There is no one-size-fits-all answer; instead, the optimal choice varies based on factors like the employer’s instructions, the formatting requirements, and the complexity of the documents you need to include. Each method has its own advantages and disadvantages, making it essential to carefully evaluate each option before making a decision. Consider the tone of the job posting and the level of formality expected by the company. Some employers may explicitly state a preference, while others may leave it open to your discretion. Always prioritize the employer’s instructions if provided. Understanding these distinctions will help you present your application in the most effective and professional manner possible.
Formatting and Readability
Formatting and readability are paramount, regardless of whether you choose to send your cover letter as an email or an attachment. If you opt for an email, ensure your text is well-formatted with clear paragraphs, appropriate spacing, and a professional font. Avoid using complex formatting that might not render correctly across different email clients. With an attachment, you have more control over the formatting. Choose a professional and easy-to-read font, and use consistent margins and spacing. Properly formatted documents enhance readability, making it easier for the hiring manager to quickly grasp your qualifications and experience. Well-formatted cover letters demonstrate attention to detail, which is highly valued by employers. Therefore, whether you choose to go for an email or an attachment, focusing on these two aspects is critical for maximizing the impact of your application.
File Size and Compatibility
File size and compatibility are critical aspects to consider. When sending your cover letter as an attachment, ensure the file size is reasonable to avoid delivery issues. Large files might be blocked by the recipient’s email server or trigger spam filters. The best practice is to save your cover letter as a PDF file, which preserves the formatting and is compatible across various devices and operating systems. PDF files also prevent recipients from easily modifying your document. When composing an email cover letter, keep the content concise to ensure it is easily viewed. Also, verify that your email is compatible with various devices.
Applicant Tracking Systems (ATS) Considerations
Many companies use Applicant Tracking Systems (ATS) to manage applications. These systems can sometimes struggle with attachments, particularly if they are not in a standard format or are poorly formatted. When sending your cover letter as an attachment, it’s crucial to save it as a PDF file, which is generally ATS-friendly. Additionally, follow any specific instructions provided in the job posting regarding file formats or naming conventions. Submitting your cover letter as an email can sometimes bypass ATS issues, as the body of the email is more readily scannable. However, the content of the email must be concise and well-structured to ensure the ATS can properly parse it. Always research the company’s ATS if possible, and tailor your application accordingly to improve its chances of being read by a human.
How to send cover letter as attachment
Sending your cover letter as an attachment allows you to maintain the formatting and layout of your document. It is often preferred when the cover letter requires a specific design or includes supporting documents. When attaching your cover letter, always follow these best practices to ensure a professional presentation.
Proper File Formats
The standard and preferred file format for cover letter attachments is PDF (Portable Document Format). PDFs preserve the formatting of your document across different devices and operating systems, ensuring that the hiring manager sees your cover letter as intended. Unlike Word documents, PDFs cannot easily be altered, which adds an extra layer of professionalism. Always save your cover letter as a PDF before attaching it to the email. This practice is especially important when applying through Applicant Tracking Systems (ATS) as PDFs are more compatible.
Attaching to the Email
Attaching your cover letter is straightforward. In your email, include a concise and professional subject line that clearly indicates the purpose of the email. Then, in the body of the email, write a brief introduction. You can restate the job position and mention that you are attaching your cover letter and resume for their consideration. Keep the body of the email short and sweet; the main content is in the attachment. Make sure the file name is clear and professional, such as “YourName_CoverLetter.pdf.” After you’ve composed your email, select the attachment button to upload your PDF cover letter. Before sending, always review the entire email, including the subject line, body, and attachment, to ensure everything is correct and professional. Before sending, proofread your email for any typos or errors to give a perfect professional impression.
How to send cover letter as email
Sending your cover letter directly in the body of the email is a convenient option, especially when the job posting doesn’t specify a preference. This method ensures that the hiring manager can immediately view your cover letter without having to open an attachment. However, it’s crucial to format your email effectively to ensure readability and professionalism.
Subject Line
The subject line of your email is the first thing a hiring manager will see. A clear and concise subject line can significantly increase the chances of your email being opened. It should immediately convey the purpose of the email. Use phrases like “Application for [Job Title]” or “Cover Letter for [Job Title] - [Your Name].” Avoid generic subject lines, as they might get lost in a crowded inbox. Be specific and professional. If the job posting provides specific instructions for the subject line, always follow them. A well-crafted subject line increases the likelihood that your email will be noticed and read.
Body Content and Formatting
When composing your cover letter directly in the email, pay careful attention to formatting. Break up your text into clear paragraphs, and use appropriate spacing to improve readability. Use a professional font and consider keeping the font size consistent. Start your cover letter with a formal salutation, such as “Dear [Hiring Manager Name],” if the name is provided, or “Dear Hiring Team” if not. In the body of your email, keep it concise and highlight your key qualifications and experiences. Always include an introduction, body paragraphs that showcase your skills, and a call to action. End with a professional closing, like “Sincerely” or “Best regards,” and include your name and contact information. Proofread your email carefully to avoid any typos or grammatical errors.
Advantages of Each Method
Both sending your cover letter as an email and as an attachment have their own sets of advantages. Understanding these can help you choose the best method for your specific application.
Advantages of Email Cover Letter
Direct and Immediate
Sending your cover letter directly in the email is direct and immediately accessible to the recipient. The hiring manager can read your cover letter without having to open an attachment, which may increase the likelihood of it being read promptly. This approach can be advantageous if the job application requires a quick turnaround or if the employer is actively reviewing applications. The immediacy of the email can also create a sense of urgency, which may be beneficial in competitive job markets.
Ease of Use
Emailing your cover letter is typically the easiest and most straightforward approach. It eliminates the need to create and manage separate attachments, simplifying the overall process. This method is particularly convenient when you’re applying for numerous positions or when you need to send your application quickly. The simplicity also reduces the risk of technical issues, such as file size problems or compatibility errors.
Advantages of Attachment Cover Letter
Professional Formatting
Sending your cover letter as an attachment allows for more sophisticated formatting and design. You have greater control over the layout, fonts, and overall presentation of your document. This is particularly important if your cover letter includes graphics, tables, or special formatting. An attachment enables you to showcase a polished and professional document. Well-formatted attachments demonstrate attention to detail and professionalism, which are highly valued by employers. If your cover letter is a key part of highlighting your creative or design skills, an attachment is critical.
Ability to Include Supporting Documents
Attaching your cover letter enables you to include supporting documents, such as portfolios, writing samples, or certifications, alongside your cover letter and resume. This is essential if the job requires these supplementary materials. By attaching all documents in one email, you make it easier for the hiring manager to review your entire application package. If you want to add a portfolio or any other document, it’s recommended to attach the document.
Conclusion
Choosing between sending your cover letter as an email or as an attachment depends on various factors, including the job posting’s instructions, your formatting needs, and the company’s ATS. Both methods have their advantages; emails are direct and easy, while attachments allow for better formatting and supporting documents. Consider each aspect carefully, and always prioritize professionalism and readability to make the best impression. By tailoring your approach to each application, you can improve your chances of securing an interview and landing your dream job. The goal is to present yourself in the best possible light and convince the hiring manager that you are the right fit for the role. A well-crafted cover letter, whether as an email or an attachment, is a crucial step toward career success.