Sample Email for Sending Documents to HR: Tips and Templates

Are you feeling overwhelmed every time you need to send your documents to the HR department? You’re not alone. Many people struggle with this process, yet it’s a crucial aspect of getting hired or starting a new job.

To make things easy for you, we’ve put together a sample email that you can use as a template. You’ll find examples of how to format the email, what to write in the subject line, and even what attachments you need to include.

But wait, there’s more! We know that not all companies have the same requirements, so we’ve made it easy for you to edit the email as needed. Whether you need to add more documents or change the wording to fit your company’s culture, we’ve got you covered.

So why struggle with this task any longer? With our sample email, you’ll have everything you need to send your documents to HR like a pro. Don’t let this process stress you out – let us help you get it done quickly and efficiently.

The Perfect Structure for Sending Documents to HR

If you’re applying for a job, or you’ve just landed one, chances are you’ll be emailing a lot of documents to HR. From resumes to cover letters, and references, you need to ensure that all these documents stand out from the rest in your email. But what’s the best way to structure an email when sending documents to HR?

Here’s what you should keep in mind:

1. Subject Line

Make sure the subject line of your email is clear and concise. If you’re applying for a job, the subject should include the position you’re applying for and your name. For instance, “Application for Marketing Manager: John Smith.” If you’re emailing HR documents after landing the job, the subject line should state what the documents contain, for example, “Onboarding Documents: John Smith.”

2. Salutation

Your email should include a greeting to the HR representative. If possible, address them by their name. If you’re not sure who you should be addressing your email to, avoid using gender-based salutations like “Ms.” or “Mr.” Instead, go for a generic greeting like “Dear Hiring Manager,” or “To Whom It May Concern.”

3. Introduction

The opening paragraphs of your email should introduce yourself and explain why you’re sending the documents. If you’re applying for a job, this is where you should mention the position and the company. If you’re emailing documents after landing the job, mention your role and department.

4. Body

The body of your email should be brief and to the point. One way of doing this is by creating bullet points of the documents you’re attaching. For instance, “I am sending the following documents for your review:

  • Resume
  • Cover Letter
  • References

If you’ve been requested to provide certain documents, make sure you attach them and list them in your email. Don’t forget to mention if you’ve mailed a hard copy of any of the documents and highlight any important information that you want HR to take notice of.

5. Closing

In your closing remarks, thank HR for their time and offer to answer any questions they may have. End your email with a polite sign off, for instance, “Best regards” or “Thank you for your time.”

There you have it, the perfect structure for sending documents to HR. Follow these guidelines, and you’ll increase your chances of catching HR’s attention and securing that dream job!

Seven Sample Emails for Sending Documents to HR

Request for a Leave of Absence

Dear HR Team,

I am writing to formally request a leave of absence from work starting next month. I have been dealing with some personal matters that require my undivided attention, and I believe it would be best for me to take some time off to address them.

I have attached all the necessary documents to support my request, including the medical certificate from my doctor and my application for leave form. If there is anything else you need from me to process this request, please let me know.

Thank you for your understanding during this time.

Best regards,

[Your Name]

Application for Job Transfer

Dear HR Team,

I am excited to express my interest in the job opening for [job position] in the [location] office. As an experienced and dedicated employee of [current department], I believe that I have the skills and qualifications necessary to excel in this new role.

Please find attached all the necessary documents to support my application, including my resume, cover letter, and the completed job transfer request form. I would appreciate it if you could keep me informed of the selection process and any updates regarding my application.

Thank you for your time and consideration.


[Your Name]

Request for Salary Increase

Dear HR Team,

I am writing to respectfully request a salary review and an increase in my remuneration package. I have been working in my current role at [company name] for [duration] years, and during this time, I have consistently delivered outstanding results that have exceeded expectations.

I have attached all the relevant documentation to this request, including my performance review documents, a summary of my achievements, and a proposed salary increase request form. I would appreciate it if we could arrange a meeting to discuss this matter further.

Thank you for your attention to this matter.

Best regards,

[Your Name]

Request for Flexible Work Arrangement

Dear HR Team,

I am writing to request a change to my working hours to include a flexible working arrangement. As a parent with young children, I would like the opportunity to work some of my hours from home to balance my work and family commitments more effectively.

I have attached all the relevant documentation to support this request, including my flexible working arrangement request form, and outline my proposed work arrangements in detail. Please let me know if there is anything else you need from me to consider this request further.

Thank you for your understanding.


[Your Name]

Request for Additional Training

Dear HR Team,

I am writing to request additional training to enhance my skills and knowledge in my current role. I am eager to develop my skillset further and contribute more effectively to [company name].

Please find attached my training request form, along with all necessary supporting documents. I appreciate your time and consideration in this matter and look forward to hearing back from you shortly.

Thank you for your attention to this matter.

Best regards,

[Your Name]

Request for Contract Renewal

Dear HR Team,

I am writing to request the renewal of my contract for another year. I have been employed at [company name] for [duration] and have contributed greatly to the team over the past year.

Please find attached my contract renewal request form, along with any necessary supporting documents. I would appreciate it if you could advise me on the status of my contract renewal request in due course.

Thank you for your time and consideration.


[Your Name]

Request for Performance Feedback

Dear HR Team,

I am writing to request feedback on my job performance in my current role. I am keen to know your thoughts on my work and where I can make improvements.

Please find attached the appropriate form, along with any documentation you may require to support your feedback. I appreciate your time and attention in advance and look forward to receiving your feedback in due course.

Thank you for your attention to this matter.

Best regards,

[Your Name]

Tips for Sending Documents to HR by Email

When it comes to sending documents to HR via email, there are certain tips you can follow to ensure your correspondence is professional and efficient. Here are a few in-depth tips to keep in mind:

  • Double-check your attachments: Before hitting send, make sure you have attached all necessary documents, and that they are in the correct format. Avoid sending multiple emails with separate attachments, as this can clutter the recipient’s inbox. Instead, compile all documents into a single PDF file, if possible.
  • Include a clear subject line: When writing your email, be sure to include a subject line that clearly states the purpose of your message. This can help the HR representative quickly identify your email and prioritize their response.
  • Keep your message concise: HR professionals are often inundated with emails, so it’s important to get straight to the point. Keep your message brief and to-the-point, outlining any important details or deadlines that might apply.
  • Use professional language: Even if you have a friendly relationship with your HR representative, it’s important to maintain a professional tone in your email. Use proper grammar and punctuation, and avoid using slang or informal language.
  • End with a clear call to action: To ensure that your email receives a prompt response, be sure to end with a clear call to action. This might include a request for confirmation of receipt, or a specific deadline by which you need a response.

By following these tips, you can ensure that your email to HR is professional, efficient, and effective. Whether you’re submitting an application or providing additional documentation, a well-crafted email can go a long way towards helping you achieve your goals.

FAQs related to sample email for sending documents to hr

What documents should I attach to the email?

Attach all the necessary documents which are requested by the HR department. This may include your resume, cover letter, transcript, certifications, and identification proof.

What should be the subject line of the email?

Make sure to use a clear and concise subject line that includes your name and the position you are applying for. For example, “John Doe – Application for Senior Software Developer”

How should I address the recipient in the email?

Address the HR representative or hiring manager by their name (if known) or using “Dear Hiring Manager” or “Dear HR Team”.

Should I mention my contact details in the email?

Yes, include your contact details such as your phone number and email address so that the HR department can easily reach you.

Is it necessary to write a cover letter?

A cover letter is not mandatory, but it is advisable to include one as it allows you to highlight your skills and experience in detail and make a good first impression.

How should I sign off the email?

Use a professional sign off such as “Best Regards”, “Sincerely” or “Thank you” followed by your full name.

What should be the tone of the email?

The tone of the email should be formal and professional as this is a job application. Avoid using emojis, slang, and informal language.

How can I ensure the documents are properly attached?

Before sending the email, double-check that all the attachments are included and properly named. You can also use a file-sharing service to upload the documents and send a link to the HR department.

When should I follow up on my application?

If you do not hear back from the HR department within a week, you can send a polite follow-up email to inquire about the status of your application.

Thanks for Reading – Keep in Touch!

We hope that this sample email guide has been of help to you in sending important documents to your HR department. Remember that each organization may have different requirements, so it’s essential to double-check before sending anything. Be sure to visit our website again for more informative articles and updates! Thank you for choosing us, and until next time, stay awesome!