Email with your CV to an employer: template and rules

The subject line

The subject line is the first thing a recruiter sees in an inbox full of applications. It must say at once what the email is about. If the job ad has a reference number, include it.

• Good: "Application for Warehouse Operative, ref. WH-12, Jan Kowalski"
• Good: "CV: Accounts Assistant, Anna Nowak"
• Bad: "CV", "Job", "Application" or an empty subject

What to write in the email

The email is not a cover letter. Three short paragraphs are enough: a greeting and the job title, one or two sentences on what you can offer, and a note about the attachments and how to contact you. If the employer asks for a cover letter, attach it as a separate file. See how to write a cover letter.

Keep the tone formal: "Dear Hiring Manager" or the recruiter's name if you know it. Avoid abbreviations, emojis and a private address with a silly name. Ideally, the address should contain your first and last name.

Attachments: format and file names

• Send your CV as a PDF. A Word file can look different on the recipient's computer.
• Name the file after yourself: Jan_Kowalski_CV.pdf, not CV_final_2.pdf.
• Watch the size: CV and letter together ideally under 2 MB.
• In Poland, add a GDPR consent clause if the employer requires it. See the GDPR clause in a CV.
• Do not send links to drives that need a login or access request.

Common mistakes in a CV email

• Sending to several companies in one email, with the other recipients visible.
• The wrong greeting or another company’s name left over from a previous email.
• No attachment. Before you press send, open the attached file and check it is the right CV.
• A file that is too big, or several photos instead of one PDF.
• No signature with a phone number. Recruiters often prefer to call.

If the ad asks for something specific, such as salary expectations or when you can start, answer it in one sentence in the email. Skipping it looks like you did not read the ad carefully.

Emailing a company with no job ad

You can also email your CV to a company that is not hiring right now. Then say in the subject and the first sentence which role you have in mind, and in the second why you chose that company. A general "I am looking for any job" usually goes unanswered. Read more in our guide to the hidden job market.

After an interview, it is worth sending a short thank-you note. There is a template in thank-you email after an interview.

When to send it and when to follow up

Weekday mornings work best. If there is no reply after a week or two, you can send one short follow-up in the same thread. Check first whether the ad gives a date for replies, and if it does, wait until then.

Data you should not send

At the application stage an employer does not need your national ID number, a scan of your ID card, your bank account number or photos of documents. You provide them when you are hired, usually to HR. If an ad asks for them up front, be careful and check the company first.

Ready-to-copy template

Replace the brackets. Keep it short: the details are in your CV.

Subject: Application for [job title], [first and last name]

Dear [Hiring Manager / Mr or Ms surname],

I am writing to apply for the [job title] position advertised on [website].

I have worked as a [profession] for [number] years, [one sentence about your key experience, e.g. looking after 40 business clients]. I would be glad to bring this experience to [company name].

Please find my CV [and cover letter] attached. You can reach me on [phone number], and I am happy to answer any questions.

Kind regards,
[First and last name]
[Phone number]

Frequently asked questions