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Submitting Application Materials

Once you have finalized your application materials (see Résumé Writing Handout, Cover Letter Construction Handout and References and Letters of Recommendation Handout), the next step is to ensure you are submitting them correctly.

Every employer may have different expectations for how materials should be submitted. While some may still request paper submissions, this is increasingly rare in today’s job market.

Most commonly, employers will ask you to submit materials via email or through an online application system. Regardless of the method, it is critical to follow all instructions provided by the employer. Only include documents that are specifically requested, and submit them in the format specified (e.g., PDF, Word).

(Note: If the employer’s instructions ever conflict with this guide, always follow the employer’s directions.)

Submitting Materials in Paper Form

While uncommon, some employers may still request printed materials. If so, pay close attention to presentation and professionalism.

  • Use white or cream résumé paper.
  • Résumé paper can be purchased at office supply stores. If you don’t have access to a printer, save your materials as PDFs and have them printed at a professional print center (e.g., FedEx, UPS Store).
  • When printing at a store, ask to see paper samples and choose a professional option. Inspect your documents for smudges or errors before leaving.

Additional tips for paper submissions:

  • Never staple your materials. Use a paper clip instead.
  • Ship flat in a large envelope—do not fold.
  • Print the address directly on the envelope or use a printed label.
  • Order of documents: Cover letter → Résumé → References → Any additional requested materials.

Submitting Materials via Email

Email is one of the most common submission methods. The most important considerations are your attachments and the email content.

  • Save each document as a separate PDF, titled clearly:
    Example: HealthEducator_LucyMyers_Resume.pdf
    (PDFs preserve formatting across devices and systems.)

Email Body Options

There are two acceptable approaches:

  1. Traditional:
    Paste the full text of your cover letter into the body of the email.

    • Also attach the cover letter as a PDF for easy printing.
    • This approach is more formal and ensures the employer sees your letter immediately.
  2. Concise:
    Write a brief, professional message stating the position you’re applying for, mentioning any referrals, and thanking the employer.

    • This is more modern and efficient, especially for high-volume recruiters.

Example:

Subject: Application for Health Educator Position

Dear Mr. Smith,

Please find attached my application materials for the Health Educator position with Community Health Network. I learned about this opportunity through Megan Fields, one of your current health educators. Please let me know if there is any additional information I can provide. I am very excited about this opportunity and look forward to hearing from you.

Thank you for your time and consideration.

Lucy Myers
IU Richard M. Fairbanks School of Public Health
myersl@gmail.com | (555) 555-5555
www.linkedin.com/in/lucymyers/

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Career Guides for the Fairbanks School of Public Health Copyright © by kschuste. All Rights Reserved.

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