In today’s digital age, applying for jobs predominantly involves electronic submissions of resumes and cover letters. Many companies now utilize online application forms directly on their websites, allowing candidates to select a desired position and input their experience, skills, and education into designated fields before submitting with a simple click.
Online application forms vary significantly, each requiring specific information. Some may request a direct copy-and-paste of your resume and cover letter into provided text boxes. Others require you to populate distinct fields for work history, education, and other relevant details. Some employers may ask for both: a submitted resume/cover letter alongside filled-in fields containing the same employment-related data. Regardless of the format, ensure all your information is accurately reflected. Repeating key details, particularly if requested in both a resume upload and separate fields detailing your work history, can be beneficial. These details are automatically entered into a database, where recruiters scan for keywords, increasing the likelihood of your profile being noticed.
While online application forms are common, especially among larger organizations, many companies still prefer candidates to email their materials to a specific individual or a general employment address. Exercise caution here, adhering meticulously to the hiring manager’s instructions. Some prefer separate attachments (typically in Text Only or Microsoft Word format), while others prefer the cover letter within the email body with the resume as an attachment. Still, others might prefer both documents pasted directly into the email. If the latter, ensure readability. Complex resume formatting can become garbled when pasted. Recruiter Beth Camp advises: “If you email a resume, it must look as polished as a printed version. I recommend sending it both as an attachment and within the email body” to prevent formatting issues. Another approach is to follow up electronic submissions with hard copies.
Some job seekers create personal websites to host their resumes and application materials. The advantage of HTML-formatted resumes is consistent formatting for all viewers. Instead of emailing repeatedly, you can direct interested parties to your website. Furthermore, a publicly accessible resume may attract unexpected interest from recruiters. Consider including PDF and Microsoft Word versions of your resume on your website for ease of downloading.
However, hosting your resume online has drawbacks. Your information becomes publicly available, necessitating the removal of sensitive details like home address or social security number. Additionally, some hiring managers may not proactively visit your website, preferring traditional email submissions.
Always respect an employer’s preferred submission method. If copy-and-pasting is requested, avoid sending attachments. Some companies avoid attachments due to virus concerns, software incompatibility, or simple preference.
When composing your email, avoid populating the “To” field until it’s complete. Prematurely sending an unfinished email creates a negative first impression and jeopardizes your chances. Proofread pasted resumes and cover letters for formatting errors and spelling mistakes.
When attaching documents, double-check you are including the correct, tailored versions, and label them professionally. Avoid vague labels like “Resume for Strategic Sourcing Jobs.” Instead, use your name (e.g., “Simone Piette Resume”) or your name and the company name (e.g., “Greenfield Resume from Simone Piette”). In your email, specify the attachments and the software used. For instance: “Please find my attached resume in Microsoft Word version 2002.”
Before a hiring manager opens your email, they should immediately know your identity and the position you’re targeting. In the “Subject” line, clearly state your name, the position (including job number, if available), and the contents of your application (e.g., “Simone Piette – Resume and Cover Letter for Executive Assistant Position”).
If someone referred you, “cc” (carbon copy) or “bcc” (blind carbon copy) them on your application email to keep them informed. If your email program lacks these features, send a separate email to your reference.
Finally, save a copy of your sent email in your “Sent Mail” folder for future reference, should resending become necessary.