Email Cover Letters: Attach a File or Write in the Email Body?
Email cover letter best practices for Tanzania job seekers: attach or body, subject lines, and attachment etiquette.
Email is now the most common way to apply for jobs in Tanzania. But many applicants get the basics wrong. They send blank emails, use vague subject lines, or attach documents without explaining what is inside.
This guide answers the most common question: should you write your cover letter in the email body or attach it as a file? We also cover subject lines, attachment etiquette, and what to do when the advert says "send CV only." If you want a letter ready to paste, use our free cover letter builder.
Attach or Write in the Body?
The right choice depends on what the advert asks for. If the advert says "send application letter and CV," attach both as PDFs and write a short professional message in the body. If the advert says "email your application," a concise letter in the body is often enough.
| Advert says | What to do |
|---|---|
| Send cover letter and CV | Attach both as PDFs. Use a short email body. |
| Email your application | Write a short cover letter in the body and attach your CV. |
| Send CV only | Attach CV only. Write a polite one-paragraph email. |
| No instructions | Attach both as PDFs with a brief email introduction. |
Subject Line Formulas
The subject line is part of your application. Make it easy for the recruiter to identify you.
Good subject lines
Application for Sales Representative - Peter Mrosso
Re: Customer Service Officer Position - Grace Mwakasege
Application: Assistant Accountant (Ref. ACC/2026/07) - John Mallya
Subject line rules
- Include the job title. The recruiter may be hiring for multiple roles.
- Include your name. This makes your email searchable.
- Add the reference number. If the advert has one, use it.
- Keep it short. Long subject lines get cut off on mobile.
Short Email Body Template
When you attach a full cover letter, the email body should be short and polite.
Email body example
Dear Hiring Manager,
I am writing to apply for the Sales Representative position at TBL, as advertised on your website. Please find attached my cover letter and CV for your review.
I am excited about the opportunity to contribute to your sales team and would welcome the chance to interview.
Thank you for your time and consideration.
Best regards,
Peter Mrosso
+255 712 345 678
When the Advert Says "Send CV Only"
Some employers specifically ask for only a CV. Respect that. Do not attach a separate cover letter. Instead, write a polite email body that acts as a mini cover letter.
For example
Dear Hiring Manager,
I am applying for the Driver position advertised on your notice board. Please find my CV attached. I have seven years of commercial driving experience and a clean record.
I would welcome the opportunity to interview. Thank you for your consideration.
Yours faithfully,
Omari Kibona
+255 768 987 654
Quick tip: Always send PDFs unless the advert asks for Word documents. PDFs keep your formatting intact on any device.
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Start my cover letterAttachment Etiquette
Before you hit send
- Name files clearly. Use FirstName_LastName_Cover_Letter.pdf and FirstName_LastName_CV.pdf.
- Send PDFs. Formatting survives every email client.
- Keep file sizes small. Avoid scans larger than 2 MB each.
- Attach before writing. Do not forget the attachments.
- Check the recipient address. A typo sends your application nowhere.
Email Etiquette Mistakes
Email gives you less room to make a good impression than a printed letter. Avoid these common mistakes.
Email mistakes to avoid
- Blank email body. Always include a short message.
- Generic subject line. "Job application" is not enough.
- Large attachments. Keep PDFs under 2 MB if possible.
- Unprofessional email address. Use your name, not a nickname.
- Typos. Proofread the email body, not just the letter.
Mobile Email Tips
Many recruiters in Tanzania read applications on their phones. Make sure your email looks good on a small screen.
Quick tip: Keep paragraphs to two or three lines. Long paragraphs look even longer on mobile.
When to Call After Sending an Email
For local companies, a brief phone call after one week can help. Keep it polite and under two minutes. Do not call repeatedly.
Phone script
"Good morning. My name is Peter Mrosso. I applied for the Sales Representative position last week and wanted to confirm you received my application. I am happy to provide any additional information."
How to Follow Up on Email Applications
Following up by email is safer than calling for remote or formal roles. Wait one week, then send a short, polite message.
Follow-up email
Dear Hiring Manager,
I am writing to follow up on my application for the Sales Representative position, which I sent on 5 July 2026. I remain very interested in the role and would welcome the opportunity to interview.
Thank you for your time.
Best regards,
Peter Mrosso
How to Handle Replies and Rejections
If the employer replies, respond within 24 hours. If they reject you, reply politely. A graceful response keeps the door open for future roles.
Polite rejection response
Dear Hiring Manager,
Thank you for letting me know. I appreciate the opportunity to apply and hope to be considered for future roles at your organization.
Best regards,
Peter Mrosso
For short email letters, see our short cover letter templates. For closing advice, read how to end a cover letter.
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Start my cover letterFrequently Asked Questions
Should I write the cover letter in the email body or attach it?
If the advert asks for a cover letter, attach it as a PDF and write a short email body. If the advert says "email your application," a concise letter in the body is usually enough.
What should the subject line of a job application email say?
Include the job title, your name, and the reference number if there is one. For example: Application for Sales Representative - Peter Mrosso.
What if the advert says send CV only?
Attach only the CV and write a polite one-paragraph email body. Do not attach a separate cover letter if the employer specifically asked for only a CV.
What file format should I use for attachments?
Use PDF unless the advert asks for something else. PDFs keep your formatting intact on any device and look more professional than Word documents.
Write your cover letter in about 5 minutes, free
Answer a few questions and CV Chap Chap writes a clean first draft you can edit and download. No payment needed for the letter.
Start my cover letter