Knowing how to email a hiring manager the right way can make a big difference in your job search. A well-structured email is your ticket to getting considered. It will introduce you professionally, express your enthusiasm for the role, and highlight key qualifications that make you a strong candidate.
Since hiring managers receive a lot of applications, you’ll need a clear, concise, and engaging email to stand out among other candidates.
This guide will cover essential strategies to structure your email effectively and avoid common mistakes. Whether you’re reaching out for the first time or sending a follow-up email to the hiring manager after applying, taking the right approach is crucial if you want to be noticed. Let’s get started.
Key Takeaways
- Knowing how to email a hiring manager effectively can make a big impact. Reaching out shows you’re motivated and interested in the position.
- Always address the hiring manager by name and mention the role you’re applying for. It makes your email feel more genuine and tailored.
- Explain who you are, why you’re interested, and what makes you a good fit. Don’t overwhelm the hiring manager with too much information.
- End your email with a simple request, like scheduling an interview. It helps guide the hiring manager to the next step.
- Be sure to proofread, keep your tone professional, and avoid being too casual because small mistakes can leave a bad impression.
When and Why You Should Email a Hiring Manager
You should email a hiring manager when you have a valid reason for, but, it’s important to do so at the right time and in the right way.
One of the best moments to email a hiring manager is shortly after writing a job application email. This message should express your interest beyond the standard process or remind them of your qualifications. It’s not meant to repeat your resume, but to briefly emphasize what makes you a great fit. It is also a good way to show your interest, giving you an advantage compared to those who missed emailing a hiring manager.
The next right time to mail the hiring manager is after the interview. It’s a good idea to send a simple thank-you email and highlight key moments from the interview to reinforce your qualifications.
Additionally, if a week or two has passed since the interview and you haven’t received a response, it’s a good time to send a polite interview follow-up email asking about your application status.
There are times when contacting a hiring manager isn’t advisable and can reduce your chances of getting to the next round. If the job posting explicitly states not to reach out, simply don’t do that. Or if the company follows a structured hiring process where HR handles all communication, you shouldn’t try to bypass these instructions.
Email a Hiring Manager Template
Below is a hiring manager email template you can use to introduce yourself and express interest in a job opening.
Subject: Application for (job title) – (your name)
Dear (hiring manager’s name),
I hope you’re doing well. I recently came across the (job title) position at (company name) and was excited to apply. With my experience in (your relevant skills/industry), I believe I would be a great fit for your team.
I have attached my resume for your review. Please let me know if we can discuss this opportunity further. I’d love the chance to learn more about the role and how I can contribute.
Looking forward to your response!
Best regards,
(your name)
(your contact information)
Complete Guide on How to Email a Hiring Manager
It is crucial to understand how to email a hiring manager, because it has to be done right if you want to be noticed. Follow these job application email tips to make a strong impression.
#1. Find their Email
Before reaching out, you need the hiring manager’s contact information, specifically their email. The first place to check is the company’s website or job posting, as some listings include the hiring manager’s email address. Looking on LinkedIn is also a good option for finding a hiring manager’s email.
You can also use email outreach platforms like Hunter.io, or if you know someone at the company, ask them to share correct contact information. If you can’t find their email directly, guess based on the company email formats (e.g., [email protected]), which should be your last option.
What you should never do is send a generic email to [email protected] because it almost never ends up where it was intended. Instead, do your research and be sure you’re sending email to the right address.
#2. Use a Professional Email Address
Since the first thing a hiring manager will see is your email address, keep it professional. Forget about unprofessional addresses like [email protected] or [email protected], because they will almost always leave a bad first impression.
It’s ideal to use a combination of your first and last name because it is personal and will align with your other correspondence and attached resume. If you don’t have one, take the time to make one for the job application.
When employers see an unprofessional email, especially if you are contacting the hiring manager directly, there is a chance they will simply ignore it, considering it is not worth their attention. Some hiring managers might not open the email, assuming it was sent by mistake.
#3. Create a Compelling Subject Line
One of the most important things is your email subject line for a job application. Even if these are just a few words, they should be the right ones if you want the hiring manager to proceed with your email. A subject line must be concise, direct, and relevant to the role.
Some of the good examples are as follows:
- Application for (job title) – (your name)
- Experienced (your profession) applying for (job title)
- Interest in (job title) at (company name) – (your name)
However, here are some bad email subject lines you should avoid:
- Looking for a job
- I need a job
- Just checking in
#4. Personalize the Greeting
A personalized greeting is the next important aspect of successful emailing to the hiring manager because it shows professionalism, respect, and attention to detail. Whenever possible, use the hiring manager’s actual name. This will make your email more direct and intentional.
For example, if you know the hiring manager’s name, a proper greeting would be: “Dear Ms/Mr Johnson,”
But if you can’t find their name, don’t worry. A general, but still professional greeting is acceptable, such as “Dear hiring manager,” or “Dear (company name) recruiting team.”
In contrast, what you should avoid are overly casual or impersonal greetings. Starting your email with “Hey there” might seem friendly, but it lacks professionalism. Similarly, “To whom it may concern” sounds too generic and shows that you didn’t take the time to find the right person. A simple “Hi” is also too informal for a job application.
#5. Keep the Email Brief and Highlight Your Skills and Experience
It is important to keep your email concise and to the point because hiring managers don’t have time to read long emails. That’s why a clear and well-structured email is more likely to grab their attention and get a response.
While keeping your email brief is essential, it’s also important to make a strong impression. The best way is by showing your skills and qualifications that are directly relevant to the job.
Numbers and real-life examples can really help bring your experience to the table. Instead of just saying you have sales experience, share something specific, like how you managed to boost revenue by 30% in your last position.
If you’re in marketing, you could highlight your skills as a marketing manager by mentioning a campaign you worked on that successfully increased customer engagement, such as more clicks, likes, or shares, or led to a higher number of sales or sign-ups.
The reason behind this is simple: hiring managers want to see what you achieved and what can make a difference to their team.
Attaching your resume can also help highlight your key qualifications and make it easier for the hiring manager to see why you’re a great fit. So, when you email your resume to a hiring manager, ensure your message is concise yet compelling, giving them a reason to review your application in detail.
#6. End With a Call to Action
The final line of your email should outline a clear call to action as a great way to guide the hiring manager to the next step. Specifically, it should ask for an interview or simply request a chance to discuss your qualifications further.
For example, you could say. “I’d love to discuss how I can contribute to your team. Are you available for a quick call next week?” This also helps hiring managers know how to proceed further.
On the other hand, avoid vague statements like, “Let me know if you have any jobs for me,” or “Hope to hear from you soon.” These don’t give the hiring manager a clear reason to respond.
The last step is to finish your email, giving the hiring manager everything they need to reach out to you. That means to include your full name, phone number, and LinkedIn profile if relevant.
2 Examples of Emailing a Hiring Manager
Knowing how to message a hiring manager the right way can increase your chances of landing an interview. Below are two hiring manager email templates you can use when reaching out to a hiring manager, one for a junior position and one for a senior role.
Example 1: Entry-Level Marketing Coordinator
Subject: Application for Marketing Coordinator – (your name)
Dear (hiring manager’s name),
I was introduced to the Marketing Coordinator role at (company name) through (job board/company website/referral from name) and wanted to reach out. As a recent graduate with a degree in Marketing, I’m passionate about digital campaigns and content creation.
My internship at (company name) allowed me to develop skills in social media, market research, and marketing, which I believe align with this role.
I’ve attached my resume for your review. I’d love to discuss how I can contribute to your team. Looking forward to your response.
Best regards,
(your name)
(your contact information)
Example 2: Senior IT Project Manager
Subject: Application for Senior IT Project Manager – (your name)
Dear (hiring manager’s name),
I hope you’re doing well. (Referrer’s name) recently mentioned a Senior IT Project Manager opening at (company name), and I wanted to reach out directly. With over 10 years of experience in leading cross-functional teams and implementing large-scale IT solutions, I’m confident in my ability to drive efficiency and innovation within your organization.
Currently at (current company), I manage projects with a budget exceeding $5M, ensuring on-time delivery and stakeholder satisfaction. I’d love to explore how my expertise in agile methodologies and cloud solutions can benefit your team.
I’ve attached my resume for your review and would appreciate the chance to discuss this opportunity further. Please let me know a convenient time to connect.
Best regards,
(your name)
(your contact information)
5 Common Mistakes to Avoid When Emailing Hiring Managers
Now that we’ve covered the steps and examples of proper email etiquette for job applications, let’s look at the most common mistakes you should definitely avoid. These missteps can cost you a job opportunity, so it is important to get them right.
#1. Being too Informal
Being too informal never makes a good impression, as it can come across as unprofessional and too casual. While you may want to seem relaxed and confident, there is a fine line between being approachable and sounding unprofessional.
Job seekers might worry that being formal makes them seem rigid or robotic, but in professional communication, it is essential to follow established email standards.
As a result, ensure a polished and professional approach by avoiding slang, emojis, or overly friendly greetings like “Hey” or “What’s up”. Use a professional tone with a polite greeting, such as “Dear (hiring manager’s name) or “Hello (company name) hiring team”.
#2. Adding too Many Unnecessary Details
Your email should be clear, concise, and focused on your qualifications and interest in the position. Hiring managers and recruiters don’t have time to read lengthy emails with irrelevant details. If your email is overloaded with unnecessary information, they may just scan through and overlook important information.
So, to keep your email effective, express your enthusiasm for the role, summarize your qualifications, and email your resume, which will reinforce everything you’ve mentioned. This approach will showcase your professional skills and leave a strong impression.
#3. Not Proofreading
When a hiring manager or recruiter receives an email from a candidate that is clear, well-organized, and accurate, it conveys not only your interest in the position but also your sense of responsibility and attention to detail.
That’s why it’s crucial to proofread your email by double-checking for errors before sending it. Typos, grammatical mistakes, or incorrect information can make you seem careless, so ensure names, dates, and job titles are correct.
You can read it aloud, ask a trusted friend to review it, or use tools like Grammarly to help catch mistakes.
#4. Sending a Generic Email
Even if you’ve drafted an email that follows all the proper rules, sending a generic email for any position is not recommended. Hiring managers can easily tell when you’ve copied and pasted the same email for multiple job applications. It is because generic messages lack personalization and fail to show genuine interest in the specific role.
Therefore, research the company and position, and tailor each email to the specific role. Highlight the position you’re applying for, the company name, and why your qualifications make you a great fit for that specific job.
#5. Not Including a Clear Call to Action
The ending of your email is just as important as its content.
So, be sure to include a clear next step, such as requesting a meeting or asking about the hiring timeline. This step demonstrates your proactivity, interest, and confidence. On the other hand, if you don’t specify what you want from the hiring manager, your email may get ignored.
A good example of a call to action is: “Would it be possible to schedule a time to discuss my application further? I am available this week at your convenience.”
Should You Follow Up on Your Email to the Hiring Manager?
Following up on your email to the hiring manager should be done with the right approach and timing. Below, we’ll explain when and how to follow up properly.
Yes, follow up if you haven’t received a response after 7 to 14 days. Following up shows your interest and commitment to the position, and keeps your job application visible to the hiring manager. A follow-up should be polite and brief, so ensure you don’t come off as pushy.
It should be a gentle reminder of your application and continued interest. This is especially important when emailing a hiring manager after applying, as it reinforces your enthusiasm for the role.
No, don’t follow up immediately or too frequently. If the job posting specifies a timeline for responses, be sure to respect it. If you’ve already followed up once, it’s best to wait before reaching out again. Excessive follow-ups can give the impression that you’re desperate or impatient, which can harm your chances.
The golden rule is to balance persistence with professionalism. Keep in mind that a well-timed follow-up can enhance your chances, while overdoing it can have the opposite effect.
Final Thoughts
The way you email a hiring manager shows your interest in the specific position and demonstrates your qualifications. A well-structured email can make a significant impact on whether or not you will move forward in the hiring process.
Following key strategies, such as being clear and concise, maintaining a professional tone, and highlighting relevant skills, can ensure your email stands out in the best possible way. This way, you increase your chances of securing an interview that can ultimately bring you closer to landing the job you want.
