Short answer: Use a subject line with the role and your name, write five short lines (greeting, role you are applying for, why you fit, what is attached, sign-off with phone number), and attach your resume as a PDF named with your name and the role.

You found the job, tailored your resume, and now there is one step left: an email to HR. It feels like a formality, but it is the first thing the recruiter reads. A blank email with “resume.pdf” attached, or a 300-word essay, both make a weak first impression before your resume is even opened.

Here is a format that takes five minutes and works for almost every situation.

Subject line formulas

SituationSubject line
Applying to a posted jobApplication for [Role] ([Job ID]) — [Your Name]
FresherApplication for [Role] — [Your Name], [Degree] [Year]
ReferralReferred by [Name] — [Role] application, [Your Name]
InternshipInternship Application: [Role], [Month–Month Year] — [Your Name]
Experienced[Role] — [X] years in [domain] — [Your Name]

The Five-Line Application Email

  1. Greeting: “Dear [Name]” if you know it, otherwise “Dear Hiring Team”.
  2. Role: what you are applying for and where you saw it.
  3. Fit: one or two sentences on your most relevant experience or skill.
  4. Attachment: say your resume is attached, and offer anything else.
  5. Sign-off: name, phone number, LinkedIn or portfolio link.
Tip: write the email as if the recruiter will read it on their phone between meetings. Short paragraphs, no attachments they need to download just to understand who you are.

7 sample emails

Illustrative samples. Replace names, roles and details with your own.

1. Fresher

Sample

Subject: Application for Junior Data Analyst — Priya Nair, B.Sc Statistics 2026

Dear Hiring Team,

I’m applying for the Junior Data Analyst role posted on your careers page. I recently completed my B.Sc in Statistics and built a sales dashboard in Power BI on three years of public retail data as my final-year project.

My resume is attached. I’d be glad to share the project or answer any questions.

Regards,
Priya Nair
+91 98XXX XXXXX | linkedin.com/in/priyanair

2. Experienced

Sample

Subject: Accounts Manager — 6 years in GST and audit — Sandeep Rao

Dear Ms. Iyer,

I’m writing to apply for the Accounts Manager position listed on Naukri. I have six years of experience handling GST filings, monthly closing and statutory audits for a manufacturing company with three plants.

My resume is attached. I’m currently on a 60-day notice period and happy to discuss timelines.

Best regards,
Sandeep Rao
+91 97XXX XXXXX

3. Referral

Sample

Subject: Referred by Ankit Verma — Frontend Developer application, Neha Gupta

Dear Hiring Team,

Ankit Verma from your payments team suggested I apply for the Frontend Developer role. I have two years of React experience building dashboards for a fintech startup.

Please find my resume attached. Thank you for your time.

Regards,
Neha Gupta
+91 99XXX XXXXX | github.com/nehagupta

4. Internship

Sample

Subject: Internship Application: Marketing, May–July 2026 — Aditya Singh

Dear Mr. Menon,

I’m a second-year BBA student and would like to apply for your summer marketing internship. I run social media for our college fest and grew its Instagram page from scratch this year.

My resume is attached. I’m available full-time from 1 May to 31 July.

Regards,
Aditya Singh
+91 98XXX XXXXX

5. Career switch

Sample

Subject: Application for HR Executive — Kavya Reddy

Dear Hiring Team,

I’m applying for the HR Executive role. After four years in customer support, where I trained new joiners and handled shift planning, I completed a certificate in HR management and want to move into recruitment and onboarding.

My resume is attached, and I’d welcome the chance to discuss how my experience transfers.

Regards,
Kavya Reddy
+91 96XXX XXXXX

6. No experience, no projects yet

Sample

Subject: Application for Customer Support Associate — Imran Khan, B.Com 2025

Dear Hiring Team,

I’m applying for the Customer Support Associate role. I’m a B.Com graduate, comfortable in English, Hindi and Marathi, and I enjoy solving problems for people. I helped manage customer orders at my family’s shop for two years.

My resume is attached. Thank you for considering my application.

Regards,
Imran Khan
+91 95XXX XXXXX

7. Very short (when the portal already has your details)

Sample

Subject: Application for QA Engineer (REQ-221) — Rohan Das

Dear Hiring Team, please find attached my resume for the QA Engineer role (REQ-221). I have three years of experience in manual and Selenium-based testing. Thank you. — Rohan Das, +91 94XXX XXXXX

Before you hit send: checklist

  • Resume saved as PDF, named Firstname_Lastname_Role_Resume.pdf
  • Subject line includes role, job ID (if any) and your name
  • Recipient name spelled correctly; no “Dear Sir/Madam” if you know the name
  • Sent from a professional email address (firstname.lastname@…)
  • Phone number in the signature
  • Attachment actually attached (send a test to yourself if unsure)
  • No other company’s name left over from a previous email

How to send your resume in Gmail

  1. Click Compose.
  2. Add the recruiter’s email in To and write your subject line.
  3. Paste your five-line body.
  4. Click the paperclip icon and select your resume PDF. Wait for the upload to finish.
  5. Read the email once on your phone preview, then Send.
Common mistakes

Blank body · “PFA” as the only text · Sending from an old email like coolboy99@… · Attaching a Word file with broken formatting · Copy-pasting the full cover letter and the resume into the body

Make sure the attachment is worth opening

Build a clean, ATS-friendly resume and download it as PDF with BrainUp’s free Resume Builder.

Open the Resume Builder

Reaching out without a job posting? Use a cold email to a recruiter instead. Asking someone to refer you first? See how to ask for a referral. After the interview, send a thank-you email.

Key takeaways

  • Subject line: role, job ID, your name.
  • Body: five short lines, with one line of fit.
  • Attachment: a PDF named with your name and the role.
  • Signature: phone number and a LinkedIn or portfolio link.

Frequently asked questions

What should I write in the subject line when sending a resume?

Include the role, any job ID, and your name: “Application for Junior Data Analyst (JD-1042) — Priya Nair”. Recruiters search their inbox by role and name.

Should I attach my resume as PDF or Word?

PDF, unless the job posting asks for Word. PDF keeps your formatting intact on every device.

Can I leave the email body empty and just attach my resume?

No. An empty email looks careless and may be filtered as spam. Five short lines are enough.

Should I paste my cover letter in the email or attach it?

For most Indian job applications, a short email body acts as your cover letter. Attach a separate cover letter only if the posting asks for one.

What is a good file name for my resume?

Use your name and the role: “Priya_Nair_Data_Analyst_Resume.pdf”. Avoid “resume final (2).pdf”.