What to Write First in A Resume Email Message

The first thing you write in a resume email message is your subject line, followed immediately by a clear, polite greeting and a direct statement of purpose. Recruiters and hiring managers often scan emails quickly, so your opening must tell them exactly who you are, what position you are applying for, and why you are writing. A strong opening makes it easy for the reader to understand your intent without guessing.

Quick Answer: The Best Opening Formula

Use this simple three-part structure for your opening:

• Subject line: Application for [Job Title] – [Your Name]
• Greeting: Dear [Hiring Manager Name or Title],
• First sentence: I am writing to apply for the [Job Title] position at [Company Name], as advertised on [Platform or Source].

This formula works for almost every resume email situation. It is direct, professional, and respectful of the reader’s time.

Why the Opening Matters

The opening of your resume email sets the tone for the entire message. If you start with a vague or confusing sentence, the reader may lose interest before reaching your qualifications. A clear opening shows that you understand professional communication and that you respect the hiring process. It also helps your email stand out in a crowded inbox.

In many workplaces, hiring managers receive dozens of applications per day. Your opening is your first chance to make a positive impression. A well-written opening can encourage the reader to continue reading your resume and cover letter.

Subject Line: The First Thing They See

Your subject line is the very first thing the recipient sees. It should be specific and professional. Avoid vague phrases like “Job Application” or “Resume Attached.” Instead, include the job title and your name so the reader can immediately identify your application.

Good Subject Line Examples

• Application for Marketing Coordinator – Sarah Chen
• Resume: Software Engineer Position – James Park
• Application for Administrative Assistant – Maria Lopez

Weak Subject Line Examples

• Job application
• Resume
• Hello

The difference is clear. Specific subject lines help the reader sort and prioritize emails. They also show that you have paid attention to the job posting.

Greeting: How to Address the Reader

After the subject line, your greeting is the next thing the reader sees. Use a formal greeting unless you know the company culture is very casual. When you know the hiring manager’s name, use it. When you do not know the name, use a professional title.

Formal Greetings

• Dear Mr. Thompson,
• Dear Ms. Rivera,
• Dear Dr. Patel,
• Dear Hiring Manager,
• Dear Human Resources Team,

Informal Greetings (Use with Caution)

• Hi Alex,
• Hello Sarah,

Informal greetings are only appropriate when you have already communicated with the person or when the job posting uses a very casual tone. When in doubt, choose the formal option.

First Sentence: State Your Purpose Clearly

The first sentence of your email body should state your purpose directly. Do not start with a long introduction about yourself or a vague statement. Tell the reader immediately that you are applying for a specific position.

Strong First Sentences

• I am writing to apply for the Graphic Designer position at Bright Ideas Agency, as advertised on LinkedIn.
• Please accept this email as my application for the Customer Support Specialist role at TechFlow Solutions.
• I am submitting my resume for the Project Manager position at Greenline Construction, which I found on your company website.

Weak First Sentences

• I saw your company online and thought I would send my resume.
• I am looking for a job and I think I could be a good fit for your team.
• My name is John, and I have five years of experience in sales.

The weak examples do not tell the reader which position you want or where you saw the listing. This forces the reader to search for information, which can be frustrating.

Comparison Table: Strong vs. Weak Openings

Natural Examples

Here are three complete opening examples that follow the recommended structure. Each one is realistic and ready to use.

Example 1: Applying for a Named Position

Subject: Application for Data Analyst – Michael Torres
Greeting: Dear Hiring Manager,
First sentence: I am writing to apply for the Data Analyst position at Insight Analytics, as advertised on your careers page.

Example 2: Applying When You Have a Contact Name

Subject: Application for Office Manager – Emily Wong
Greeting: Dear Ms. Foster,
First sentence: Please accept this email as my formal application for the Office Manager role at Summit Realty.

Example 3: Applying for a Referred Position

Subject: Application for Junior Developer – David Kim
Greeting: Dear Mr. Harrison,
First sentence: I was referred by your colleague, Sarah Lim, to apply for the Junior Developer position at CloudBase Technologies.

Common Mistakes

Many English learners make the same mistakes when writing the opening of a resume email. Here are the most common ones and how to fix them.

Mistake 1: No Subject Line or a Vague Subject Line

Wrong: (empty subject line) or “Hi”
Better: Application for Sales Associate – Anna Lee

Mistake 2: Using an Incorrect Greeting

Wrong: “Dear Sir,” or “To whom it may concern,”
Better: “Dear Hiring Manager,” or “Dear Ms. Johnson,”

Mistake 3: Starting with Personal Information Instead of Purpose

Wrong: “My name is Tom, and I have been working in logistics for eight years.”
Better: “I am writing to apply for the Logistics Coordinator position at FastShip Inc.”

Mistake 4: Being Too Casual

Wrong: “Hey, I saw you are hiring. Here is my resume.”
Better: “Dear Hiring Manager, I am writing to apply for the Customer Service Representative position at HelpFirst.”

Better Alternatives for Common Situations

Sometimes you need to adjust your opening based on the situation. Here are better alternatives for specific cases.

When You Do Not Know the Job Title Exactly

Instead of: “I want to work at your company.”
Use: “I am writing to express my interest in the Marketing Associate position recently posted on your website.”

When You Are Sending a Cold Application

Instead of: “Do you have any jobs?”
Use: “I am writing to inquire about potential opportunities in your engineering department. Please find my resume attached for your consideration.”

When You Are Following Up After an Interview

Instead of: “Thanks for the interview.”
Use: “Thank you for the opportunity to interview for the Project Manager position on Tuesday. I am writing to reiterate my interest in the role.”

When to Use a More Formal Opening

Use a formal opening when you are applying to a traditional industry such as finance, law, healthcare, or government. Also use formal openings when you do not know the company culture. Formal openings show respect and professionalism.

Use a slightly less formal opening only when you have researched the company and know they use a casual tone in their communications. Even then, keep the greeting respectful and the purpose clear.

Mini Practice Section

Test your understanding with these four questions. Each question presents a situation, and you need to choose the best opening. Answers are provided below.

Question 1

You are applying for a Nurse position at City Hospital. The job was posted on a job board. What is the best subject line?

A) Nurse job
B) Application for Registered Nurse – Olivia Brown
C) Resume for you

Question 2

You know the hiring manager’s name is Mr. Davis. What is the best greeting?

A) Hey Mr. Davis,
B) Dear Mr. Davis,
C) Hello,

Question 3

You are applying for a Software Engineer position. What is the best first sentence?

A) I think I would be a good engineer for your company.
B) I am writing to apply for the Software Engineer position at DevCore Solutions.
C) Please see my resume attached.

Question 4

You are sending a cold application to a company that is not currently hiring. What is the best opening?

A) Do you have any open jobs?
B) I am writing to express my interest in future opportunities at your company.
C) I need a job, so here is my resume.

Answers

Answer 1: B – It is specific and includes the job title and your name.
Answer 2: B – It is respectful and uses the correct title.
Answer 3: B – It states the purpose clearly and directly.
Answer 4: B – It is polite and shows interest without assuming there is an opening.

FAQ: Resume Email Openings

1. Should I include my name in the subject line?

Yes. Including your name in the subject line helps the reader identify your email quickly. It also makes your email look more professional and organized.

2. What if I do not know the hiring manager’s name?

Use a professional title such as “Dear Hiring Manager,” or “Dear Human Resources Team.” Avoid guessing the name or using “To whom it may concern,” which sounds outdated.

3. Can I start with a question in the first sentence?

It is better to avoid questions in the first sentence. A direct statement of purpose is clearer and more professional. Save questions for later in the email if needed.

4. How long should the opening be?

The opening should be very short. The subject line, greeting, and first sentence together should take no more than two to three lines. Keep it concise and focused on the purpose.

Final Tips for Your Resume Email Opening

Always double-check the job posting for the exact job title and any specific instructions. Some employers ask you to include a reference number or a specific word in the subject line. Follow those instructions exactly.

Read your opening out loud before sending. If it sounds unclear or awkward, revise it. A strong opening makes the rest of your email easier to write and more likely to be read.

For more guidance on writing the rest of your resume email, explore our Resume Email Message Starters category. You can also learn how to make polite requests in your email by visiting Resume Email Message Polite Requests. If you need help explaining a problem in your email, check Resume Email Message Problem Explanations. For practice with replies, see Resume Email Message Practice Replies.

If you have further questions, visit our FAQ page or contact us for more help.