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: “email@example.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
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.
111 Main Street
Town, NY 11111
Cell: (555) 555-5555
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 open and close your cover letter
On a cover letter, formality is rarely a bad thing.
Write your cover letter opening and closing with these tips.
In a tight job market flooded with resumes and cover letters, it’s a given that your documents and messages need to be error-free. So how else can you distinguish your communications? Appropriate openings and closings that convey professionalism and polish.
Use our tips below on how to start your cover letter with a proper greeting and sign off with a polished signature. And if you need additional writing tips, join Monster today, so the experts at Monster's Resume Writing Service can help you impress employers with a high-impact resume and cover letter.
Cover letter openings
Write a formal greeting, such as Dear Ms. Alvis or Dear Mr. Yang. If you're unsure of the person’s gender and can’t find out, write the full name, as in Dear Chu Li or Dear Chris Beltran.
While it is increasingly common to see greetings without the "Dear" in business, it is less formal. When applying for a job, sometimes you want to start off formally, even though you may take a less formal tone in subsequent written exchanges.
If you’re unfamiliar with someone’s name, be sure you don’t confuse the first name with the family name, which can easily happen in today’s global business environment, depending in part on the languages you know. For example, the CEO of Lenovo is Yang Yuanqing. His surname is Yang and his first name is Yuanqing (in Mandarin, the family name is written first), so if you are addressing him, you would write Dear Mr. Yang and not Dear Mr. Yuanqing.
A final comment on people’s names: be sure to spell them correctly. That is one typo no recipient will miss.
What if you cannot track down a contact name for your cover email? Use a generic salutation, such as Dear Hiring Manager, Dear Recruiting Manager or Dear Human Resources Professional. (Avoid To Whom It May Concern; it is antiquated.) Another option is to write Greetings, which is somewhat informal but polite. You could also dispense with the opening greeting altogether and start with your first sentence, although some recipients might find that approach to be abrupt.
In all openings, be sure to capitalize the first letter of every noun and follow your greeting with punctuation. Use either a colon (Dear Mr. Yang:) or a comma (Dear Recruiting Manager,).
Cover letter closings
End your message with a formal closing, such as Sincerely, Regards or Best regards. If your closing contains more than one word, capitalize only the first word, as in Best regards or Sincerely yours. And be sure to put a comma after your closing. A common error in business communications is the omission of that comma.
Your full name goes on the next line. No need for the extra space that used to go on letters for the signature. Write your telephone number and email address on separate lines after your name. Although this contact information is on your resume (and your email address is on your email), including it with your cover message makes life easier for the recipient.
This post is by Helen Cunningham and Brenda Greene, authors of The Business Style Handbook, An A-to-Z Guide for Effective Writing on the Job