Sending job-related documents with unprofessional names or in incompatible formats can guarantee a trip to the trash. Avoid common file failures with tips from Ann Baehr, a certified professional resume writer and president of Best Resumes of New York.
Make it plain. The file should clearly display that candidate’s name and possibly the job position, she says, such as “Resume – Jane Smith”, or “Resume for Jane Smith – Event Planner.” Remove any numbers (“Cover Letter Jane Smith 6”) or unnecessary words (“Resume Jane Smith FINAL) that may indicate you have applied for other positions. Use a full name to avoid mix-ups with other candidates.
Save the document in a highly compatible format, such as a PDF. “Saving and sending the file as a PDF eliminates the risk of incompatibility in the event the recipient does not have the same software version,” Baehr says. Most email services and online portals readily accept PDF documents.
Send just the one. Rather than sending an email with several attachments, Baehr recommends combining the cover letter, resume and supporting documents into one folder for the hiring manager’s convenience. Use your name to identify this folder.
Indicate what is attached. Don’t take for granted that the attachments speak for themselves. Include bullets or a list in the email containing what the hiring manager should expect to find attached to the email.
Write a good subject line. “You only get one chance to make a good first impression,” Baehr says. “Communicate clearly and effectively by indicating who you are and what the email is about.” She suggests a subject such as “Resume for Jane Smith, Event Coordinator – Offering 10+ Years of Experience in the Hotel Industry” or “Re: Job Req 1234 – Event Coordinator – Attached: Resume for Jane Smith.”