How to Begin a Formal Resume Email Message

The best way to begin a formal resume email message is with a clear subject line, a polite greeting, and a direct statement of purpose. Your opening sentence should immediately tell the reader who you are, which position you are applying for, and why you are writing. This approach respects the reader’s time and shows that you understand professional communication standards.

Quick Answer: The Three-Part Opening Formula

Every formal resume email opening needs three elements:

• Subject line: Include the job title and your name. Example: “Application for Marketing Coordinator – Jane Smith”
• Greeting: Use “Dear Mr./Ms. [Last Name]” when you know the name. Use “Dear Hiring Manager” when you do not.
• First sentence: State your purpose clearly. Example: “I am writing to apply for the Marketing Coordinator position advertised on LinkedIn.”

This structure works for almost any formal job application email. Keep it simple and professional.

Understanding Formal vs. Informal Tone

Formal resume emails require a respectful, professional tone. Informal language, such as “Hey there” or “Just wanted to check in,” is not appropriate. The table below shows the key differences.

Natural Examples of Formal Openings

Here are three complete opening paragraphs for different situations. Each one follows the three-part formula.

Example 1: You know the hiring manager’s name

Subject: Application for Financial Analyst – Maria Lopez
Greeting: Dear Ms. Thompson,
Opening paragraph: I am writing to apply for the Financial Analyst position at BrightStar Investments, as advertised on your company careers page. With five years of experience in financial modeling and data analysis, I am confident that my skills align well with the requirements of this role. I have attached my resume and a cover letter for your review.

Example 2: You do not know the hiring manager’s name

Subject: Application for Customer Support Specialist – David Park
Greeting: Dear Hiring Manager,
Opening paragraph: I am writing to express my interest in the Customer Support Specialist position at TechServe Solutions. My background in resolving complex customer issues and my fluency in Spanish and English make me a strong candidate for this role. Please find my resume attached.

Example 3: You were referred by someone

Subject: Application for Graphic Designer – Referred by Sarah Lee – Emma Brown
Greeting: Dear Mr. Garcia,
Opening paragraph: I am writing to apply for the Graphic Designer position at Creative Agency Co. Sarah Lee, your Senior Designer, suggested I reach out regarding this opening. I have worked with Sarah on several projects, and she thought my design style would be a good fit for your team. My portfolio and resume are attached for your consideration.

Common Mistakes in Resume Email Openings

English learners often make these errors when starting a formal resume email. Avoid them to make a better first impression.

Mistake 1: Using an informal greeting

Wrong: “Hey there, I’m applying for the job.”
Better: “Dear Hiring Manager, I am writing to apply for the Sales Associate position.”

Mistake 2: Forgetting the subject line

Wrong: No subject line, or a vague one like “Resume”
Better: “Application for Project Manager – Tom Wilson”

Mistake 3: Starting with “My name is…”

Wrong: “My name is Anna. I am sending my resume for the job.”
Better: “I am writing to apply for the Administrative Assistant position at your company.”

Mistake 4: Being too wordy

Wrong: “I hope this email finds you well. I am writing because I saw your job posting on the internet and I thought it would be a good idea to send you my resume because I have some experience.”
Better: “I am writing to apply for the Data Analyst position advertised on Indeed. My experience in SQL and data visualization matches your requirements.”

Better Alternatives for Common Phrases

Some phrases are overused or sound weak. Use these stronger alternatives instead.

• Instead of: “I am interested in…”
  Use: “I am writing to apply for…” or “I would like to be considered for…”
• Instead of: “I think I would be good for this job.”
  Use: “My qualifications in [skill] make me a strong candidate for this role.”
• Instead of: “Please see my resume attached.”
  Use: “I have attached my resume for your review.”
• Instead of: “Let me know if you have any questions.”
  Use: “I welcome the opportunity to discuss my application further.”

When to Use Each Type of Opening

Choose your opening based on the situation.

• Named contact: Always use “Dear [Title] [Last Name].” This shows you did research.
• No named contact: Use “Dear Hiring Manager” or “Dear [Company Name] Team.” Avoid “To Whom It May Concern” unless you have no other option.
• Referral: Mention the referrer’s name in the first sentence. This builds trust immediately.
• Internal position: Use “Dear [Manager’s Name]” and mention your current role. Example: “I am writing to apply for the Senior Analyst position within the Finance Department.”

Mini Practice: Test Your Opening Skills

Write a formal opening for each situation below. Then check the suggested answers.

Question 1

You are applying for a “Junior Web Developer” job at a company called WebWorks. You do not know the hiring manager’s name. Write the subject line and first sentence.

Suggested answer:
Subject: Application for Junior Web Developer – Your Name
First sentence: I am writing to apply for the Junior Web Developer position at WebWorks, as advertised on your website.

Question 2

You know the hiring manager is Dr. Lisa Chen. You are applying for a “Research Assistant” position. Write the greeting and first sentence.

Suggested answer:
Greeting: Dear Dr. Chen,
First sentence: I am writing to apply for the Research Assistant position in your laboratory at the University of Science.

Question 3

A colleague named Mark Johnson referred you to a “Marketing Manager” job at BrightMedia. Write the first sentence that includes the referral.

Suggested answer:
First sentence: I am writing to apply for the Marketing Manager position at BrightMedia, as recommended by Mark Johnson, your Head of Marketing.

Question 4

You are applying for an “Office Assistant” job. The job posting says to send your resume to [email protected]. Write the subject line and greeting.

Suggested answer:
Subject: Application for Office Assistant – Your Name
Greeting: Dear Hiring Manager,

Frequently Asked Questions

1. Should I write “I am writing to apply” or “I am applying”?

Both are correct, but “I am writing to apply” sounds slightly more formal and is preferred in resume emails. “I am applying” is acceptable but can feel less polished. Use “I am writing to apply” for a safer, more professional tone.

2. Can I use “Dear Sir or Madam”?

It is better to avoid this phrase. It sounds outdated and impersonal. Use “Dear Hiring Manager” or “Dear [Company Name] Team” instead. If you know the person’s name, always use it.

3. How long should the opening paragraph be?

Keep it to two or three sentences. The first sentence states your purpose. The second sentence briefly connects your skills to the job. The third sentence can mention your attached documents. Do not write a long story in the opening.

4. Should I include a subject line in the email body?

No. The subject line goes in the email subject field, not in the body text. However, you can refer to the job title in your first sentence. For example: “I am writing to apply for the Accountant position.”

Final Tips for a Strong Start

Your opening sets the tone for the entire email. Keep it direct, polite, and relevant. Check your spelling and grammar before sending. Use a professional email address, such as [email protected]. Avoid nicknames or numbers. For more guidance on polite requests in your email, visit our Resume Email Message Polite Requests section. If you need help explaining a problem in your email, see our Resume Email Message Problem Explanations page. For additional practice, explore our Resume Email Message Practice Replies category. To learn more about how we create content, read our Editorial Policy. If you have questions, visit our FAQ page.