How to Mail Your Resume to a Company: A Step-by-Step Guide
Mailing a resume requires more thought than simply printing a page and dropping it in the mailbox. The paper quality, envelope choice, formatting, and timing all contribute to the impression you make before the hiring manager even reads your first line.
- Print on 24 to 32 lb cotton or linen resume paper in white or ivory, single-sided, with a laser printer. Heavier bond feels deliberate in the hand, and laser toner stays crisp and smudge-free where inkjet ink can bleed into textured stock.
- Send the pages flat in a 9x12 envelope instead of tri-folding them into a business envelope. Unfolded pages lie flat on a desk and feed cleanly through a scanner or copier if the hiring manager wants to share your resume with a panel.
- Address it to a named person: the company name, then an ATTN: line with their name and title, then the street address, with your full return address top left. Mailrooms route named mail to the recipient, while envelopes marked only Hiring Manager can stall at reception.
- Enclose one copy each of the cover letter and resume, plus references or samples only if the posting asks for them, held with a paper clip rather than a staple. Unrequested extras dilute the package, and unstapled pages can be copied or split between reviewers.
- Post the envelope within a few days of submitting online and well ahead of any closing date, so it arrives while the team is still reviewing. Mail that lands after the shortlist is set, or before the role is even posted, tends to be filed rather than read.
Start by printing your resume on high-quality paper. Standard 24-pound or 32-pound cotton or linen resume paper in white or ivory is the professional standard. Avoid colored paper or unusual textures that might distract from the content. Use a laser printer if possible, as inkjet prints can smudge and look less crisp. Print on one side only, and if your resume extends to two pages, use two separate sheets rather than printing front and back. Include your cover letter as a separate printed page.
Choose a 9x12-inch flat envelope so your documents arrive unfolded. Folding a resume into a standard business envelope creates creases that look sloppy and make the pages harder to handle. A flat envelope also looks more official and stands out in a stack of regular mail. Use a white or manila envelope, and consider printing a professional address label rather than handwriting the address. Include your return address in the upper left corner. If you want to go a step further, use a priority mail flat rate envelope from USPS, which includes tracking and arrives faster.
Address your envelope to a specific person whenever possible. Research the hiring manager's name through the company website, LinkedIn, or by calling the company's main line. A resume addressed to a named individual is far more likely to be opened and read than one sent to a generic department or job title. If you truly cannot find a name, address it to the department head or use the format "Hiring Manager, [Department Name]" followed by the company address.
Timing matters more than most applicants realize. Mail your resume early in the application window so it arrives while the hiring team is actively reviewing candidates. Avoid sending it so early that it arrives before the position is formally posted, as it may be set aside or discarded. Factor in delivery time: USPS First Class Mail typically takes two to five business days for domestic delivery. If the application has a firm deadline, ensure your envelope is postmarked well in advance or use a faster shipping option.
Inside the envelope, place your cover letter on top of your resume. If you are including any additional materials such as a reference list or portfolio samples, place them behind the resume in order of importance. Do not staple your documents together; instead, use a paper clip if you feel they need to be held together. A brief, handwritten note on a small card thanking the recipient for their time can be a thoughtful finishing touch, but only if it feels natural for the role and industry.
Common mistakes to avoid
- Printing on standard copy paper instead of quality resume paper, which feels cheap and looks unprofessional
- Folding the resume into a standard business envelope, causing creases that make the document look sloppy
- Addressing the envelope to a generic title like 'To Whom It May Concern' instead of researching the hiring manager's name
- Forgetting to include a return address on the envelope, which looks careless and prevents return delivery if needed
- Stapling documents together, which makes them harder to copy, scan, or distribute to multiple reviewers
Frequently asked questions
What kind of paper should I print my resume on?
Use 24-pound or 32-pound cotton or linen resume paper in white or ivory. This weight feels substantial without being excessive, and the subtle texture conveys professionalism. Avoid standard copy paper, which feels flimsy and generic.
Should I fold my resume or send it flat?
Always send it flat in a 9x12-inch envelope. A flat resume looks cleaner, is easier to read, and makes a better first impression. Tri-folded resumes in standard envelopes look cramped and the creases make them harder to scan or photocopy.
How many copies of my resume should I include?
Include one copy of your resume and one copy of your cover letter. If the job listing mentions a panel or committee review, you could include two copies, but generally one clean copy is sufficient. The recipient can make additional copies if needed.
Should I include anything besides my resume and cover letter?
Only include additional materials if the job posting requests them, such as a portfolio, writing samples, or references. Unsolicited extras can feel presumptuous. A reference list is generally fine to include, but save extensive portfolios for when they are requested.