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Etiquette for Emailing a Resume PDF

Published: Oct 19, 2026 | Updated: Oct 19, 2026 | About (Japanese)

Key points
  • Name the file like "Resume_YourName"
  • State your purpose and name in subject and message
  • Compress the file if it is large

When you send a resume as a PDF, the way you write the email is also noticed.

File name

Use a name that shows the document type and your name, such as "Resume_YamadaTaro.pdf". The default name also works, but including your name makes it easier for the recipient to organize.

Subject

Make the purpose and your name clear, such as "[Application] Taro Yamada (○○ University)". If the job posting specifies a subject, follow it.

Sample message

> Dear Hiring Manager, ○○ Co., Ltd.

> My name is Taro Yamada from ○○ University.

> I would like to apply for the ○○ position and have attached my resume as a PDF.

> Thank you for your consideration.

> -- Signature (name, university, phone, email)

Check the attachment

  1. Is the attachment there?
  2. Does the file open? (Open it yourself once.)
  3. If you have other documents, check the posting to see whether you may combine them with Merge PDFs.

If the file is large

A resume with a photo can be large. Many companies expect a few MB or less. If yours is large, shrink it with Compress PDF.

About passwords

Add a password only if the company asks. It is usual to send the password in a separate email.

After sending

The PDF made with Create a Resume PDF can be attached as is.

Use "Create a Resume PDF (Japanese Rirekisho)" (free)

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