Sample Email Cover Letter Message for a Hiring Manager

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This illustration tells you what to know about email cover letters including the Subject, Greeting, The Body of the Message, the Closing and the Signature

Luyi Wang / The Balance

One way to apply for a job is to send an email cover letter, with your attached resume, to a hiring manager. But what should you include in your message? An email cover letter should include the same basic information as a written cover letter. The only differences are in how you format your cover letter and how you include your contact information.

Review the guidelines here for what to include in the email cover letter message you plan to send to the hiring manager. You'll also find a sample message you can use as inspiration for your own letters and emails.

Key Takeaways

  • Your cover letter should include a subject line, a greeting, a two- or three-paragraph body, a professional closing, a signature, and contact information.
  • Learn the name of the hiring manager by calling the company or looking at its website. 
  • Researching the company and its corporate mission will also help you to match the qualifications you mention in your cover letter to the employer's specific needs.
  • Use a professional email address and consider setting up an email account dedicated solely to your job search so that you can easily keep track of new correspondence.

Watch Now: 8 Hiring Manager Secrets You Should Know

What To Include in an Email to a Hiring Manager

Subject: The subject line of your message should include your name and the job title. For example, “Michael Jameson - Marketing Director Position.”

Greeting: The message should include a professional greeting. If you have a contact person, use his or her name. Otherwise, use “Dear Hiring Manager.”

It’s a smart strategy to learn the name of your contact person when at all possible. You can do this, perhaps most simply, by calling the organization and asking the receptionist to direct you to their Human Resources department. Someone in this department should be able to tell you the name of the person coordinating their search.


You can also learn the hiring manager’s name through the organization’s website or LinkedIn.

The Body of the Message: Your message doesn’t need to be long, but it does need to capture the reader’s attention and convince them of why you’re a strong applicant for the job. The goal of the letter is to “sell” yourself as a desirable candidate and get a job interview, not just to say that your resume is attached.

Write two or three paragraphs, carefully matching your qualifications to the job requirements. The closer you reflect these stated qualifications in your cover letter, the higher your chances are of being chosen for an interview.

Closing: Close your message with a professional closing like “Sincerely,” “Best regards,” or “Yours truly.”

Signature: Your signature is where you will include all of your contact information: full name, address, phone, email, and your LinkedIn URL if you opt to include it. Make sure that your email address sounds professional: In the best-case scenario, it will be your name: “” Never use a “cutesy” email (“KatyCatWoman” or “Roger_ShadowMage”). 


You may want to create an email account dedicated solely to your job search to keep close track of your applications and employer responses.

Tips for Writing an Email Cover Letter

To make sure your email cover letter makes a good impression on the hiring manager:

Begin with an email cover letter template or sample. Review cover letter samples for a variety of career fields and employment levels, including an internship cover letter sample, entry-level, targeted, and email cover letters.

Customize your cover letter for each job. Make sure to highlight the skills and qualifications listed in the job description in the ad. 

Follow directions. Attach your resume to your email message in the format requested by the employer. If a specific format isn't required, send the resume as an attached PDF or Word document.

Email Cover Letter Example

Subject: Editorial Assistant Position - Jane Jones

Dear [Name of Hiring Manager or “Hiring Manager”]:

I would like to express my deep interest in entering a position as an editorial assistant for your publishing company.

As a recent graduate with writing, editing, and administrative experience, I believe I am a strong candidate for a position at the 123 Publishing Company.

You specify that you are looking for someone with strong writing skills. As an English major at XYZ University, a writing tutor, and an editorial intern for both a government magazine and a college marketing office, I have become a skilled writer with extensive publication experience.

My maturity, practical experience, attention to detail, and eagerness to enter the publishing business will make me an excellent editorial assistant. I would love to begin my career with your company and am confident that I would be a beneficial addition to the 123 Publishing Company.

I have attached my resume to this email and will call within the next week to see if we might arrange a time to speak together.

Thank you so much for your time and consideration.


Jane Jones
Cell: (718) 555-6433

Frequently Asked Questions (FAQs)

Do you send an email cover letter in the body of the message or attach it?

Check the job listing to see whether the employer wants you to send your cover letter in the body of the email or as an attachment. If the job listing doesn’t provide instructions, you may choose either option: cut and paste your message into the email or attach it as a separate document. 

How do you start an email cover letter?

Start your email cover letter with a polite salutation, e.g., Dear Ms. Brown or Dear Hiring Manager. Omit the address paragraphs that you’d include in a written cover letter. 

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The Balance uses only high-quality sources, including peer-reviewed studies, to support the facts within our articles. Read our editorial process to learn more about how we fact-check and keep our content accurate, reliable, and trustworthy.
  1. Rutgers Career Exploration and Success. "Cover Letter and Email Etiquette." 

  2. Purdue University. "Purdue Online Writing Lab." 

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