Emailing Your CV? Here’s Exactly What to Say in Your Message (With Examples)

Jun 27, 2025

7 mins to read

Email remains one of the most common and effective ways to submit a job application. Whether you’re applying for an internship, a graduate programme, or a full-time position, how you present your CV in an email matters just as much as the document itself. Recruiters and hiring managers often receive dozens, if not hundreds, of emails a day.

A clear, professional message ensures that your application stands out for the right reasons.

This guide walks you through everything you need to know about emailing your CV, from what to include in the body of your message to how to structure it and when to hit “send.”

Why Your Email Matters

Your email is the first impression you make—it sets the tone for how the recruiter perceives your professionalism and attention to detail. A well-written message shows that you understand business communication and are serious about the opportunity.

Before You Hit Send: Key Things to Prepare

Make sure you have the following ready before drafting your email:

A professional email address (e.g., [email protected])

Your CV and cover letter, saved as PDFs with clear filenames (e.g., Thabo_Ndlovu_CV.pdf)

The correct name and email address of the person you’re contacting

A clear understanding of the role you’re applying for

What to Include in the Email Message

Your email should be concise, polite, and to the point. Use the following structure:

1. Subject Line

Keep it clear and informative. Avoid vague terms like "Job Application" on their own.

Examples:

Application for Marketing Assistant – Ref. MA2025

CV Submission: Data Analyst Internship – Sipho Dlamini

2. Greeting

Always use a professional salutation. If the contact person’s name is in the job ad, use it.

Examples:

Dear Ms. Naidoo,

Dear Hiring Manager,

Avoid informal greetings like Hi, Hey, or Towhom it may concernif you can find a name.

3. Opening Line: State Your Purpose

Briefly introduce yourself and state why you’re writing.

Example:

I hope this message finds you well. I am writing to express my interest in the Project Administrator position recently advertised on your website.

4. Body: Highlight the Essentials

In 2–3 sentences, mention your qualifications or relevant experience. Be brief—this is not the place to repeat your entire CV.

Example:

I am a recent graduate in Environmental Management with strong administrative and organisational skills, and I am confident that I meet the requirements outlined in the job description. I have attached my CV and cover letter for your consideration.

5. Closing Line: Call to Action and Politeness

Let the recruiter know you're available for further discussion and thank them for their time.

Example:

I would welcome the opportunity to discuss how I can contribute to your team. Thank you for considering my application.

6. Sign-Off

Use a formal closing with your full name and contact details.

Examples:

Kind regards,
Ayanda Mokoena
072 123 4567
[email protected]

Full Example Email

Subject: Application for Communications Intern – Ref: COMMS24

Dear Mr. Petersen,

I hope this message finds you well. I am writing to apply for the Communications Internship (Ref: COMMS24) as advertised on your company’s LinkedIn page.

I am currently completing my final year in Public Relations at the University of Johannesburg, and I am eager to gain practical experience in a fast-paced communications environment. Please find my CV and cover letter attached for your consideration.

I would appreciate the opportunity to further discuss how I can contribute to your team. Thank you for your time and consideration.

Kind regards,
Zanele Mthembu
[email protected]| 061 234 5678

When to Send the Email

Timing can improve your chances of being noticed. Aim to send your application during working hours, preferably between 8:00 AM and 10:00 AM, Monday to Thursday. Avoid late-night emails or sending on weekends, unless otherwise specified in the job ad.

Quick Tips Before Sending

Double-check the spelling of the contact person’s name and email

Make sure attachments are correctly labelled and included

Proofread your email for grammar and clarity

Use a plain, readable font (avoid fancy signatures or graphics)

Save a copy of your email for your records