How to attach your resume and documents to a job application email.

What to attach, and what to leave out

Start with the job advert. If it says exactly what to send, send exactly that, in that order and in that format. Employers sometimes use the instruction itself as a first test, and an application that ignores it can be filtered out before anyone reads it.

When the advert only says "apply by email", the safe default is:

• Your resume as one PDF.
• A cover letter, either as a second PDF or written directly in the email body (more on that below).
• Supporting documents such as a portfolio sample, certificate or transcript, only if they were requested or clearly strengthen the application.

Leave out references, photos, ID scans, salary history and anything else nobody asked for. Extra attachments make the message heavier and harder to skim, and personal documents are better shared later, once there is a real reason and a trusted recipient.

Why PDF is usually the right format

A PDF looks the same on every device. A Word file can reflow when the reader uses a different version, a missing font or a phone. A resume that was tidy on your screen can arrive with a spilled line or a broken table.

There is one exception. If the employer says "Word format only", or you know their system parses resumes, follow that instruction. Otherwise, export to PDF from your word processor so the text stays selectable. That matters because applicant tracking systems and recruiters search the text. A PDF made from photographs of pages looks fine to a person but has no text a search can find. For more on layout, see resume formatting.

Combining documents into one file

Some employers ask for a single file. Others accept several, but a recruiter forwarding your application finds one tidy file easier to handle. If you must combine, use Merge PDF: choose the files, put them in reading order (cover letter first, then resume, then supporting pages), merge, and scroll through every page of the result.

If your certificates are photos on your phone, turn them into pages first with Images to PDF, choosing A4 or Letter to match the employer's country. See A4 vs US Letter if you are unsure. If you only need a certificate from a longer document, extract it with Split PDF rather than attaching the whole file. These tools run in your browser, so the documents are not uploaded anywhere, which is reassuring for transcripts and ID-style paperwork. One caution: Merge PDF joins files as they are and does not shrink them, so the combined file is about as large as the originals added together.

Name the files so they make sense in a stranger's inbox

Your recipient may download dozens of attachments called Resume.pdf. Put your name in the file name and say what the file is. A pattern that works almost everywhere is Firstname-Lastname-Resume.pdf and Firstname-Lastname-Cover-Letter.pdf. Add the role only if you apply to several at once, such as Priya-Nair-Resume-Data-Analyst.pdf.

Stick to letters, numbers and hyphens. Skip names like final_v3_REAL.pdf, which signal a mess. The full rules are in file naming tips.

Keep the total size small

Google's help documentation gives 25 MB as the Gmail attachment limit, and Microsoft gives 25 MB for Outlook.com. Company mailboxes can be set lower by an administrator, and some careers portals accept only a few megabytes. Encoding also adds overhead, so a file near the limit can still bounce.

A normal typed resume is far below this, often well under 500 KB. Problems come from scanned pages and photos. As a working rule, aim for under 5 MB in total, and under 2 MB if you can. If a document is too big, rebuild it from smaller images: shrink each photo with Compress image, then reassemble with Images to PDF. Note that WORDMIO has no tool that compresses an existing PDF directly. The full set of options is in PDF too large to email.

What to write in the email itself

Treat the email body as the first thing the recruiter reads, not an afterthought. Keep it short.

1. Subject line: include the job title and your name, or the reference number if the advert gives one. Example: Application: Marketing Assistant (Ref 2291) - Priya Nair.
2. Greeting: use a name if you can find one, otherwise "Dear Hiring Team".
3. Two or three sentences: the role you are applying for, one concrete reason you fit, and a pointer to the attached files.
4. Sign-off: your full name, phone number and, if relevant, a link to your portfolio.

If the email is your cover letter, a body of roughly 150 to 250 words is enough. Count it in the Word counter if you tend to ramble, and see cover letter length for how long a full letter should be. Mention the attachments by name in the text. A line such as "My resume and a short cover letter are attached" also reminds you to actually attach them.

Check before you press send

• Open each PDF yourself from the attachment, not from your folder. Scroll to the last page.
• Check the file names and that the right versions are attached.
• Make sure the wording matches the job advert. The Resume keyword check compares your resume with a job description so you can see which important terms are missing, though you should add terms only where they truthfully describe your experience.
• Send the email to yourself first if the application matters a great deal. It shows how the subject line and attachments look.
• Run through the job application checklist.

Then send, and keep a copy of what you sent and the date. If you hear nothing, a single polite follow-up after a week or two is reasonable.

Frequently asked questions

Should I send my resume as PDF or Word?

PDF in most cases, because the layout stays the same on any device. Use Word only when the employer asks for it or their system requires it.

How big can a job application email be?

Gmail and Outlook.com both cite 25 MB, but workplace mailboxes and portals can be lower. A typed resume is usually well under 1 MB, and keeping the total under about 5 MB is a safe habit.

Should the cover letter be an attachment or the email body?

Either works. A short cover note of about 150 to 250 words in the email body is common, and a longer formal letter can go in a separate PDF. Follow the advert if it specifies.

Can I combine my resume and cover letter into one PDF?

Yes. If the employer asks for a single file, merge them with the cover letter first. Open the merged file and check every page before sending.