What to Write in Email When Sending CV: 6 Short Templates

Knowing what to write in an email when sending your CV is a small skill that shapes a recruiter's first impression. The email is often read before your CV is opened. A blank email with an attachment, or a long essay, can make that first moment harder than it needs to be.

This guide gives you a simple structure, subject lines that work, and six short templates you can adapt today. It focuses on Nigeria, with notes for the UK, US, Canada, Australia and remote roles.

What to write in an email when sending your CV: the 5-part structure

Most good application emails follow the same shape. Keep the whole thing to roughly 80–150 words unless the job ad asks for a cover letter in the email body.

1. Greeting. Use the hiring manager's name if the ad gives it ("Dear Mrs Okafor"). If not, "Dear Hiring Manager" works in every country.
2. Why you're writing. Name the exact role and, if there is one, the job reference number. Mention where you saw it.
3. One or two reasons you fit. Pick facts from your CV that match the ad's main requirements. Be specific and truthful.
4. What's attached. Say what you've attached and in what format.
5. Polite close and contact details. Thank them, then add your full name, phone number and (optionally) a LinkedIn link.

That's it. The email is a short introduction; your CV and cover letter do the detailed work.

Where do your "fit" points come from?

Read the job ad and underline the two or three requirements that appear most often or are listed first. Then find matching evidence in your own experience. Our guide on how to find keywords in a job description walks through this step by step. Only mention a skill if it genuinely describes what you've done.

Subject lines that tell the recruiter what's inside

Recruiters often receive many emails for one vacancy, so the subject line should be easy to search and sort. A clear formula:

Role title – Reference number (if any) – Your full name

Examples:

• Application: Customer Service Officer – Ref CSO/LAG/04 – Adaeze Nwosu
• Graduate Trainee Application – Tunde Bello
• Referred by Ifeoma Eze: Junior Accountant – Kelechi Obi
• Speculative Application: Marketing Assistant – Zainab Musa
• Remote Content Writer Application – Chidi Okeke (Lagos, GMT+1)

Important for Nigeria: many Nigerian job ads say something like "use the job title as the subject of your email" or "applications without the correct subject will not be considered". If the ad gives an instruction, copy it exactly, including capital letters and codes. Following instructions is often part of the screening.

Six short email templates you can copy

Replace everything in square brackets. Delete any line that isn't true for you.

1. Applying for an advertised role

Subject: Application: [Job Title] – [Ref No.] – [Full Name]

Dear [Name / Hiring Manager],

I'm applying for the [Job Title] role advertised on [Jobberman / your website / LinkedIn]. I have [X years] of experience in [relevant area], most recently at [Company], where I [one specific, truthful achievement].

I've attached my CV and cover letter as PDFs. Thank you for considering my application. I'd welcome the chance to discuss the role.

Kind regards, [Full Name] [Phone number] | [LinkedIn URL]

2. Graduate trainee or entry-level role (Nigeria)

Subject: Graduate Trainee Application – [Full Name]

Dear Hiring Manager,

I'm writing to apply for your Graduate Trainee Programme. I graduated in [Course] from [University] in [Year] and completed my NYSC in [Month, Year]. During my service year at [Organisation], I [specific task, e.g. reconciled weekly cash records for a team of six].

My CV is attached as a PDF. Thank you for your time and consideration.

Yours faithfully, [Full Name] [Phone number]

Mentioning NYSC status matters in Nigeria because many employers require a discharge or exemption certificate. Leave it out for jobs outside Nigeria, where recruiters may not recognise it, or explain it briefly as "one year of national service". For what else belongs on your CV, see our Nigerian CV format by employer guide.

3. When someone referred you

Subject: Referred by [Referrer's Name]: [Job Title] – [Full Name]

Dear [Name],

[Referrer's Name], who works in your [team], suggested I contact you about the [Job Title] role. I currently [your role/situation] and have experience in [two relevant skills].

I've attached my CV. I'd be grateful for the opportunity to be considered.

Best regards, [Full Name] [Phone number]

Only name a referrer who has agreed to it. Recruiters may check.

4. Speculative application (no advertised job)

Subject: Speculative Application: [Type of Role] – [Full Name]

Dear [Name],

I'm interested in [type of role] opportunities at [Company] because [specific, genuine reason, e.g. your expansion into Port Harcourt]. I have [experience/skill] and recently [achievement].

I've attached my CV in case a suitable role opens. Thank you for reading.

Kind regards, [Full Name] [Phone number]

Keep speculative emails especially short. Address them to a named person where possible, as general inboxes may not be checked often.

5. Remote or international role

Subject: [Job Title] Application – [Full Name] ([City], [Time Zone])

Dear Hiring Manager,

I'm applying for the remote [Job Title] position. I'm based in [City, Country] ([Time Zone]) and have worked remotely for [X years] with teams in [regions], using [tools listed in the ad that you genuinely use].

My CV is attached. I'm available for calls between [hours, in their time zone]. Thank you for your consideration.

Best regards, [Full Name] [Phone with country code] | [LinkedIn URL]

Stating your location and time zone up front saves the recruiter a question. Be honest about your right to work or need for sponsorship if the ad asks; immigration rules vary, so check official government sources for the country concerned. And be careful: a genuine employer won't ask you to pay for training, equipment or "processing". Our checklist on spotting fake remote job scams in Nigeria covers the warning signs.

6. Polite follow-up

Send this if you haven't heard back after the closing date has passed, usually one to two weeks later. Reply in the same thread so your original email is visible.

Subject: Re: Application: [Job Title] – [Full Name]

Dear [Name],

I'm following up on my application for the [Job Title] role, sent on [date]. I remain very interested and would be happy to provide any further information.

Thank you for your time.

Kind regards, [Full Name]

One follow-up is enough. If there's still no reply, put your energy into other applications.

How the email differs by country

The structure above works everywhere, but small conventions change.

Country	Greeting and sign-off	Document name	Notes
Nigeria	"Dear Hiring Manager" is safer than "Dear Sir/Ma"; "Yours faithfully" or "Kind regards"	CV	Follow subject-line instructions exactly; mention NYSC status where relevant
UK	"Dear [Name]" + "Kind regards"; "Yours sincerely" if named, "Yours faithfully" if not, in formal letters	CV	Public sector roles often require an online form instead of email
US	"Dear [Name]" or "Hello [Name]" + "Best regards"	Resume	Tone is often a little more direct; don't include photo, age or marital status
Canada	Similar to the US	Resume	Avoid photo and personal details; a brief, polite tone is typical
Australia	"Dear [Name]" or "Hi [Name]" + "Kind regards"	CV or resume	Government roles may ask you to address selection criteria separately

If you're applying from Nigeria to another country, adjust the vocabulary to match the ad. If a US ad says "resume", call your attachment a resume.

Attachments and a checklist before you hit send

Name your files clearly: Adaeze-Nwosu-CV.pdf and Adaeze-Nwosu-Cover-Letter.pdf are better than CV final final 2.docx. Send PDFs unless the ad asks for Word.

If the ad asks for a cover letter, attach it or paste it into the email body, whichever the ad requests. If you need help drafting one, the AI cover letter generator can give you a starting draft to edit in your own words; check every claim is accurate before sending.

Run through this checklist:

• Subject line matches the ad's instructions (or the formula above)
• Role title and reference number are correct
• Company name is right everywhere (a common copy-paste error)
• Every claim in the email is true and also appears in your CV
• Attachments are actually attached, open correctly and are named clearly
• Your email address looks professional (ideally firstname.lastname)
• Phone number includes the country code for international roles
• You've sent a test to yourself to check formatting on mobile
• The email is under about 150 words unless a longer letter was requested

Common mistakes to avoid

• Sending a blank email with only an attachment. Some filters may flag it, and it gives the reader no context.
• Using "To whom it may concern" when a name is available. A quick look at the ad or company website often reveals the right person.
• Copying the same email to many recruiters in one visible "To" field. Send individual emails.
• Overclaiming. Phrases like "I am the perfect candidate" add nothing. A specific, honest example is more convincing than a big adjective.
• Writing in text-speak or all capitals. Keep the tone polite and plain.
• Applying after the closing date without acknowledging it. If you do, keep expectations modest.

A well-written email won't guarantee an interview, but it removes easy reasons to overlook you. Pick the template that fits your situation, personalise the fit line with real evidence, and check the details before you send.