You’ve worked hard to craft a solid CV that stands out from the crowd. Now, it’s time to send it to prospective employers. But you don’t want to fall at the last hurdle.
When it comes to how to send a CV via email, there’s a whole host of things that could go wrong. From missing the attachment completely to using the wrong format or messing up the file name, it’s easy to misstep.
In this guide, we'll be covering everything you need to know about the right way to email a CV with some handy examples to boot.
Key takeaways
- Always attach your CV as a PDF unless the job advert states otherwise.
- Name your file professionally using the format FirstName_LastName_CV.pdf so hiring managers can find it easily.
- Write a clear subject line that includes the job title and your name.
- Keep your email body between three and six lines, covering who you are, your strongest match points, and what you've attached.
- Double-check you've included the correct files before hitting send.
- Follow any specific instructions in the job advert exactly.
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First up, let’s take a look at what it means to send a CV via email and when it’s appropriate.
What does it mean to send a CV via email?
Sending your CV via email involves attaching a PDF of your CV in a message to the hiring manager or a recruiter. This is common when you’re completing an online application where an email address is listed as your main point of contact.
When it’s okay to email your CV to an employer
- You’re applying to a smaller business. Small or independent businesses often have one email address—to the HR manager, for example—you can use. Since the team isn’t massive, you’ll likely be directly emailing a decision maker.
- You’re sending a speculative application. If there are no roles advertised at your dream company, you might send a speculative application. To do so, find the correct email address of the decision maker in your department.
- You’re pitching to a recruitment agency. Often, if you're trying to get on the books with a recruiter, emailing them your CV is the way to go. Just make sure they’re happy to receive unsolicited applications before you shoot off a message.
- The advert specifies to use email. Always follow the instructions on a job advert. When you’re applying for a job and the description states you should send your CV via email, do exactly that. This shows the hiring manager that a) you read the advert thoroughly, and b) you know how to follow instructions to a tee.
Don’t fall into the trap of putting zero thought into the email you send. This is the first impression a hiring manager will have of you, and it counts. Getting even the most minor details right can make a huge difference to how they perceive your application.
Let’s talk about how it can go wrong.
Common CV email mistakes to avoid: with examples
Facing the “silent rejection” dilemma? If you’re sending off multiple CVs and hearing radio-silence back, chances are you’re making one of the following common mistakes.
You attached the wrong file (or no file!)
You spent so long perfecting the body copy of your email and getting the wording right that you missed a major point. When the time came to attach the file, you were all too eager and pressed “send” without checking it properly.
Recruiters won’t always chase you for a missing CV. And even if they do, it creates extra work on their side—which is exactly what you don’t want in a competitive inbox.
A quick “sorry!” follow-up isn’t automatically a deal-breaker, but how you correct it matters. The goal is to fix the issue fast, clearly, and professionally, without sounding flustered or making it a bigger moment than it is.
Here’s how to avoid it in the first place:
- Attach your CV before you write the email body (so you can’t forget it).
- Do a 10-second check: open the attachment and confirm it’s the right version.
- Name the file clearly: FirstNameLastNameCV.pdf.
If you do need to send another email, here’s a template you can use:
Follow-up email when you forgot to attach your CV
Re: Job application for admin executive (CV attached)
Dear Miss Collins,
Apologies! I forgot to attach my CV to my previous email. Please find it here.
Kind regards,
Jemma
The subject line is too vague
Your email subject line dictates whether the hiring manager will click “open”. Make those words count. Going with something vague like “CV” is a mistake. You’re not letting the reader know what position you’re applying for.
Here’s how to nail your subject line:
- Use the exact job title from the job advert (don’t paraphrase it).
- Add the job reference number if one is listed.
- Include your full name so it’s easy to search and file.
- Keep it clean and readable (no “please read”, emojis, or all caps).
Vague subject line
Subject: Hi - job application -CV attached - please read
Good subject line
Subject: Application for Admin Executive (AE-1024) – Jemma Carter
You’ve not named your files properly
Your CV—and cover letter, for that matter—should have a clear file name. This is a snappy way to make the hiring manager’s job easy.
Stay away from weird names like “final_final_v7.pdf”. Instead, you need to go for something simple and descriptive, like “yourname_CV.pdf”.
Also, make sure both files follow the same naming convention, e.g. “YourName_CV.pdf” and “YourName_CoverLetter.pdf.”
Avoid weird file titles
maryjones_CV_version12_FINAL.pdf
The email is way too long
Don’t make the mistake of sticking your entire cover letter into the body of the email. Recruiters skim. If your message turns into a wall of text, the key details get buried—and it can look like you don’t know what to prioritise.
The email should be short and sweet. Say what role you’re applying for, where you found it (optional), and what you’ve attached. Save the full story for your cover letter attachment (or the application form, if they ask for it).
You’ve attached the wrong file type
Most of the time, you should send your CV as a PDF. The same goes for your cover letter. This is the norm in the UK, and it’s what hiring managers expect.
Of course, if the job advert specifies your CV should be sent as a Word document, go with this advice over conventional wisdom.
Before you hit send: a quick CV email checklist
- Does the subject line cover the position you’re applying for?
- Have you saved your CV in the requested format (usually a PDF file)?
- Is the file name professional and easy to read?
- Is the CV between one and two pages long (standard CV length)?
- Did you double-check the contact details on your CV?
- Have you proofread the email body and any attachments?
Mistakes happen, and we’re not saying a hiring manager will pass over you entirely if you slip up. However, you want your application to be as flawless as possible. Use the above checklist to make sure you’re not making any of the most obvious faux pas.
How to send a CV via email in 8 simple steps
We’ve covered what not to do when sending your CV via email, but what about what to do? If you want to get off on the right footing with a potential employer, there’s a simple equation you can follow.
Check out the eight steps below.
Step 1: Read the job advert properly (yes, really)
Start by thoroughly reading the job advert, looking for any specific instructions, including:
- How to format your subject line
- The reference number for the job
- What file type you should use
- What exactly to attach in the email
Now, adverts don’t always cover all of the above. However, if they do, you need to literally take note.
Step 2: Save your CV with a recruiter-friendly file name
Next, make sure you save your CV with a simple name. It should include your full name, the word CV, and optional extra information, such as the job title.
Examples include the following:
- John_Smith_CV.pdf
- John_Smith_Marketing_Manager_CV.pdf if you’re applying for multiple roles.
Step 3: Choose the right file format (PDF vs Word)
If there are no instructions in the job description, go with PDF. That’s the default file type you need to use when sending CVs in the UK.
However, if the job description tells you to use a Word document, disregard the above advice. Do precisely what the advert tells you to do.
Step 4: Write a searchable and specific subject line
You don’t want your application to get lost in the hiring manager’s inbox. For that reason, it’s worth writing a searchable and specific subject line.
You can include keyword patterns as follows:
- Application: [Job Title] – [Your Name]
- [Job Ref #] – [Job Title] – [Your Name]
- [Job Title] - [Job Ref #] -[Your Name]
- Job application: [Job title] - [Job Ref #] -[Your Name]
Step 5: Write a short, scannable email body
Save the details for your cover letter and instead keep things nice and concise in the email body. Write between three and six lines and include the following:
- Who you are and the role you’re applying for
- One or two of your strongest match points (i.e. skills and experience)
- What you’ve attached (your CV and perhaps a cover letter)
- A polite closing line with your contact details
You’re not trying to reinvent the wheel when writing this email. Use the above points to make sure you’ve covered the main points.
Step 6: Attach your CV (and cover letter, if required)
Next up, you need to attach your CV and cover letter (if required) to the email. Make sure that all of the attachments are correct before you send your email.
Watch out for old versions of your CV sneaking in, or accidental attachments.
Step 7: Final checks (the 30-second quality control)
Your fingers may be itching to click “send,” but give yourself 30 seconds to double-check the email. Go over the body and take another look.
The final quality control checks could be the difference between you landing an interview and getting skipped over.
Step 8: Send, then keep a simple tracking note
Sending off applications without tracking them is a surefire way to get yourself into a muddle. When you’re done, make a record of the application. This can help when it comes to following up—later down the line—and means you can always refer back.
Use Enhancv’s AI-powered job tracker tool. The dashboard helps you organise your applications quickly and easily, seeing everything as a clear visual.
Find out the recruiter’s full name
If possible, find out the hiring manager or recruiter’s name and address the email to them directly. Often, this will be in the email address itself or in the job description. If it’s in neither, you may have to do some sleuthing on LinkedIn.
Then, use the standard approach, writing “Dear Ms Smith,” for example.
If you can’t find their name anywhere—and you’ve tried—opt for “Dear Hiring Manager”.
Now you’re up to speed on how to send your CV via email, let’s talk about what to write.
What to write in the email body when sending your CV
Choose your words wisely when deciding what to write in the email. We’ve given some brief pointers on what to include above. However, the approach you take will vary depending on the type of application you’re sending.
Check out some adaptable templates below:
Template 1 — Standard application (CV + cover letter attached)
If you’re applying for a job via email, you’ll usually attach both your CV and cover letter. In the email body, simply introduce yourself, detail the job you’re applying for, and add one or two of your strongest matches. You should also reference the attachments.
Subject: Application: Customer Success Manager – Jane Smith
Dear Mr Jeeves,
I’m writing to apply for the role of Customer Success Manager with Dyson Limited. As an experienced CSM with a 99% client satisfaction rating and 10 years of experience, I believe I am well-suited to this role.
Please find attached my CV and corresponding cover letter. Looking forward to hearing from you in the near future.
Kind regards,
Jane Smith
Template 2 — Application when the cover letter is optional
If the cover letter is optional, and you decide to give it a miss, your email will need to carry more weight. You can afford to write a slightly longer message that covers why you’re a good fit for the position. The body will be slightly punchier than before, but still brief.
Subject: Application: Customer Success Manager – Jane Smith
Dear Mr Jeeves,
I'm writing to apply for the Customer Success Manager role with Dyson Limited.
I've spent the last 10 years building and maintaining client relationships in the tech sector, consistently achieving a 99% satisfaction rating.
My approach focuses on understanding customer pain points early and translating them into actionable solutions, which has helped my clients reduce churn by an average of 23%.
I'm particularly drawn to Dyson's reputation for innovation and customer-first thinking. I'd welcome the chance to bring my experience in account growth and retention to your team.
Please find my CV attached. Happy to discuss how my background aligns with your needs.
Kind regards,
Jane Smith
Template 3 — Speculative application (no role advertised)
But wait, what if the company you’d love to work at has zero roles available online? Since up to 70% of vacancies are never actually advertised, you can still shoot your shot.
When writing a speculative email, you don’t typically need to attach a cover letter. However, your short email should cover why you’re interested in the business and what attributes (or experience) you could bring to its ranks.
Subject: Customer Success Opportunities – Jane Smith
Dear Mr Jeeves,
I'm reaching out to explore potential opportunities within Dyson's Customer Success team. I've followed Dyson's growth in the smart home sector with interest, particularly your recent expansion into subscription services.
I've spent the last 10 years managing client relationships in the tech industry, maintaining a 99% satisfaction rating and helping reduce churn by an average of 23% across my accounts.
My background includes scaling customer success operations during rapid growth phases and building frameworks that turn client feedback into product improvements.
Given Dyson's current trajectory, I think my experience could add value to your team.
I've attached my CV for your review. If you're open to a conversation about current or future openings, I'd welcome the chance to discuss how I might contribute.
Kind regards,
Jane Smith
Don’t be presumptuous, but let the decision maker know you’re open to discussing any roles that come up. As you’re essentially cold emailing the recipient, you may not always get a reply.
However, if you don’t hear back in a couple of weeks, you can always send a polite follow-up.
Template 4 — Following up after no reply
For advertised jobs, you can follow up sooner than you might with a speculative application. Send a polite follow-up roughly five to seven days after your first email. This is a reasonable amount of time. You don’t have to be pushy. Simply remind the hiring manager of your interest in the role.
Subject: Re: Application: Customer Success Manager – Jane Smith
Dear Mr Jeeves,
I submitted an application for the Customer Success Manager position last week, and wanted to follow up.
I remain very interested in the role and would be happy to provide any additional information that might be helpful as you review candidates.
Thanks for your time, and I look forward to hearing from you.
Kind regards,
Jane Smith
Hiring managers get an influx of applications, and don’t have time to read overly long emails. Keeping things concise but detailed is the easiest way to pique their interest.
How to send a cover letter and CV via email
If you’ve decided to send your CV and a tailored cover letter via email, you have a choice to make. You can either attach them as separate documents, paste a cover note into the email and attach your CV, or create a combined CV.
Let’s take a look at each of them.
Option 1 — Attach both as separate PDFs
The first option is the most common. You attach two separate documents to your email, making sure that each has a clear name. Don’t leave the hiring manager guessing.
For example, you might attach your CV with a name like “FirstNameLastNameCV.pdf” and then your cover letter with a name like “FirstNameLastNameCoverLetter.pdf”, Consistency is essential.
Option 2 — Paste a short cover note in the email and attach the CV
When the advert simply says “email your CV” with no mention of a cover letter, you don’t have to attach one. Instead, write a short email body that hits some of the points your cover letter would.
To get this right, consider a condensed version of your cover letter (the so-called e-note). Pick out one or two of your most notable achievements or skills, and focus on them. Keep the body of the email to no more than three short paragraphs, and then attach your CV as a separate file.
Option 3 — One combined PDF containing your cover letter and CV
Of course, there are rare occasions when it makes more sense to create a combined PDF containing both your cover letter and CV. For example, if the job advert asks for a “single document” or you come up against any email limitations.
In these cases, create a single file that includes both documents. Make sure the name makes this clear. For example, you could opt for something like “FirstName_LastName_CV_CoverLetter”.
PRO TIP
If the advert is unclear, don’t panic. Simply attach your CV and add a short cover note in the email body. You should only attach a full CV if it’s requested or clearly expected.
How to send a CV via email using a phone
If you tend to scroll job adverts on your phone rather than a computer, you’re not alone. Recruiters are often doing the same on their side.
That means your application needs to work on a small screen: a clear subject line, a short email body that gets to the point quickly, and attachments that open properly (ideally as PDFs). If your message looks like a wall of text or your CV is hard to preview, it’s easier to skip—even if you’re a great fit.
The mobile-friendly method (works on iPhone and Android)
To send a CV via email using your phone, follow the simple steps below:
Before you start
Keep a proofread copy of your CV and cover letter saved on your phone (PDF is best). It also helps to have a simple email template saved in your Notes app, so you can paste it in and personalise it quickly.
Step 1: Save your CV as a PDF to Files (for iOS) or Drive (for Android).
Step 2: Open your chosen email app, go to “Compose” and then “Attach File”. Find the file in your saved items, and select it as an attachment. Quick check: open the attachment preview to confirm it’s the right document.
Step 3: Use a clear and descriptive subject line (job title + your name). For example, “Application: Software Engineer – Jack Miller (Ref: AT-1004)”
Step 4: Paste a short email body into the message. Don’t write a full novel on your mobile. Draft the message in your notes app (to avoid any accidental sends) and when you’re happy, copy and paste it.
Common phone mistakes to avoid when emailing a CV
- Attaching a screenshot instead of the PDF. When you’re struggling to find files on your phone, you may be tempted to opt for a quick screenshot instead. However, this approach looks unprofessional and can work against you.
- Sending a link. Linking to your CV is not common practice. You should only do this if the job advert specifically says to do so. Otherwise, use an attachment.
- Using a rogue file type. Uploading a “Pages” file or random format that HR can’t open will get you nowhere. Make sure you use a PDF or, if the advert states to do so, a Word document.
Don’t forget the quick “sent check”
When you’ve sent your CV via email on your phone, always make sure it’s actually sent. Open the attachment from your Sent folder to confirm that it was, indeed, the right document.
If you want extra peace of mind, BCC yourself on the email. That way, you’ll get a copy exactly as the recruiter receives it—subject line, formatting, and attachments included.
Frequently asked questions (FAQs)
Do you have a lingering question on your mind? Check out our frequently asked questions below.
How long should an email be when sending a CV?
The email should be around three to six lines if you’re attaching both your CV and cover letter. If you’re condensing a version of your cover letter for the email body, stick to threebrief paragraphs.
Should I attach my CV as PDF or Word?
Most of the time, you should attach your CV as a PDF file. However, there are some exceptions to this rule. For example, if the job advert specifies that your CV should be a Word file, follow that advice.
Do I need to attach a cover letter if it’s not requested?
No. If the job advert doesn’t request a cover letter, that means it’s optional. You can either attach one or condense your cover letter into a shorter, punchier message.
What if the recruiter doesn’t reply?
If the recruiter has not replied within five to seven days, you can send a polite follow-up message. It may be that your application got lost in their inbox.
That said, always check the job advert first. Some employers use “do not reply” inboxes, and others may block personal email addresses or ask candidates not to chase applications. If they’ve included specific instructions (like “only shortlisted candidates will be contacted” or “don’t follow up by email”), respect those and follow the route they’ve provided instead.
Can I send my CV from my phone?
Yes, you can send your CV from your phone. However, make sure you attach the right file. It’s easier to make small mistakes on a mobile device than on a desktop, after all.
CV email best practices UK recruiters actually appreciate
- Keep it short, clear, and professional. You might think you can stand out by sending a gimmicky email that’s tongue-in-cheek. However, this is not often advisable. It can send the wrong message to the hiring manager.
- Use a professional email address. Make sure your email address is suitable for work. If in doubt, go with one that includes your first and last name. Avoid nicknames or any “quirky” or “silly” phrases.
- Don’t over-explain gaps. You don’t have much space in the email body. Instead, save any longer explanations for the interview or your cover letter, if relevant.
- Don’t be too casual. That means avoiding emojis, overly casual greetings, or massive signatures. Saying “Hiya” when you could say “Dear [Hiring Manager Name],” for instance.
Takeaway
You don’t have to be a technological whiz kid to figure out how to send your CV via email. In this guide, we’ve covered the main scenarios in which you may use email, and how to nail it. Get started now by crafting a strong CV with our drag-and-drop CV builder tool.
