How to write a message to a hiring manager
There’s a job you really want, but you’re not sure what you can do to stand out from the other applicants. One thing you can try is sending a direct message to the hiring manager. Reaching out personally is a great way to set yourself apart.
Sending a message to a hiring manager shows you went to the extra effort of finding their details, and that you care enough to build a professional connection with them. In this article, we guide you through the process of emailing a hiring manager, including how to find their details and what you should say.
Why write to a hiring manager directly?
Emailing a hiring manager directly is a great way to demonstrate your initiative. It shows you’re proactive (by seeking out their details) and you’re serious about the role. This is even more important when you’re applying for a job when you don’t have much relevant experience, or when you know there will be a lot of competition. But standing out isn’t the only benefit to messaging a hiring manager directly.
Many job ads ask you to submit a resumé and cover letter, which may go through ATS software that evaluates your application. This software favours cleanly formatted documents, which means some applications may get lost in the process. Sending a message to the hiring manager with your resumé attached can help ensure you’re still seen if you’re worried the ATS has misfiled your application.
Emailing the hiring manager also helps you build a personal connection. It’s addressed to them, so there’s a good chance they’ll reply. This means that even if you don’t get this job, you have put yourself on their radar for other opportunities.
How to write a message to a hiring manager
Before you can email a hiring manager, you first need to make sure you identify who they are correctly. If their name isn’t mentioned in the job ad, you may be able to find out on their organisation’s website or online profile. You also have the option of emailing or calling the organisation to politely ask them for the contact details of the hiring manager.
If you know their name, it should be relatively straightforward finding their email address or work phone number. Some of the best places to look for a hiring manager’s email include:
- The job ad
- The company’s website
- On their work-related online profiles
Once you have their email address, it’s time to start drafting your email. Your email is the first impression they’ll get of you, so you want to appear professional, friendly and like a great fit for the company. Here are some tips for getting the message right.
Use a sincere, eye-catching subject line
Your subject line is the first thing the hiring manager will see. Avoid being too vague, (such as “Job Application”), but don’t write a clickbait-style subject line, either. It’s best to stick to seven words or fewer, otherwise your subject may get cut off by the email platform. Some examples of good subject lines when emailing a hiring manager include:
- [Your first and last name] application for [role]
- [Role] — [your first and last name]
- Job Enquiry — [your first and last name]
- Job referral from [referral full name]
It’s important the subject line reflects what your email is about, so the hiring manager is immediately clear about its context.
Keep your email brief and to the point
It’s likely the hiring manager you’re emailing will be receiving many applications. So to ensure they can easily digest your message, keep it brief and to the point. The most important things to include in your email to a hiring manager include:
- A ‘value proposition’: what you would bring to the role
- Your experience and qualifications: relevant degrees, results you’ve achieved in similar roles, etc.
- The job title: the position title should go up front, if you’re applying for an advertised role
The ideal length of an email to a hiring manager is one to two paragraphs. If they want more information about you, they can refer to your attached resumé, cover letter and portfolio (if relevant).
Encourage the interviewer to stay in touch
Emailing a hiring manager is a great way to start an ongoing professional relationship with someone within your industry or a company you’d like to join. Even if you don’t get that exact position you’re emailing them about, you’ve opened a line of communication you can potentially keep for networking purposes.
In your email to the hiring manager, let them know you’re open to any roles within the company they feel your skills may benefit. If they have no roles at the moment or you’re unsuccessful, encourage them to keep you in mind for other opportunities.
Proofread your email for errors
There’s no point in saying how great your communication skills are if there are typos in the application or email. To give the best impression, ensure your email’s error free, check the hiring manager’s name is spelled correctly and that there are no grammatical errors. This conveys professionalism and shows you have good attention to detail.
Email templates for contacting a hiring manager
Here’s a message to hiring manager sample to help you get started. If you use a template, make sure you customise it to your circumstances and include specifically why you’re emailing the hiring manager.
Email template for contacting a hiring manager about a specific role
Dear [hiring manager name],
My name is [your full name] and I am writing to apply for the position of [job title] at [company]. I have more than [years of experience] of experience in [industry/role], specialising in [your areas of expertise, relevant to the job]. Currently, I am [title] at [company], and I am looking for an opportunity with [company].
My resumé and cover letter are attached for your consideration. Please do not hesitate to get in touch if you need any further information regarding my qualifications or experience.
I look forward to hearing from you.
Sincerely,
[Your full name]
Follow-up email to hiring manager after initial discussion
Dear [hiring manager name],
Thank you again for taking the time to speak with me about the [position title] role. As mentioned, I feel my experience in [skills relevant to job ad] would make me a great fit for the position.
I’ve attached my cover letter and resumé for your review — please get in touch if there is any other information you need from me.
I look forward to hearing from you.
Kind regards,
[Your full name]
Example email for contacting hiring manager
The above examples of emails for contacting a hiring manager should give you an idea of how to approach your own email. When you sit down to start drafting one, take the time to customise it to your own situation.
Example email to contact hiring manager for a specific job
Dear Mr. Singh,
I hope this email finds you well. My name is Ally and I am writing to express my interest in the role of Retail Manager as advertised on SEEK. With my nine years in retail management, I am confident my skills and experience would be a great match for the role. I have led teams of 10+ sales assistants, and last year exceeded all my targets by at least 10%.
I have always wanted to work for ABC Company, as you have a reputation for a supportive work culture and do great work for the community. I have attached my resumé and cover letter for your consideration.
Please don’t hesitate to get in touch if you need any additional information. Otherwise, I look forward to speaking with you soon about this opportunity.
Kind regards,
Ally Nguyen
Example contact of hiring manager to work at the company
Dear Ms. Jones,
My name is Kirra and I am writing to express my interest in a sales role at Jones Agency. I am currently one of the top performers at XYZ Agency and am looking to bring my sales skills to an industry-leading firm, such as yours.
With more than three years in sales and an additional two years in advertising, I believe my skills would be highly beneficial to your team. I read a recent article from your agency about the importance of after-sales support in retaining clients – something I strongly believe in myself, and contribute to my success in achieving 35% above-KPI targets last year.
I have attached my resumé and cover letter for your consideration – please do not hesitate to get in touch if you need any further information. I look forward to speaking with you soon about any open opportunities.
Kind regards,
Kirra Smith
If you’re looking for a way to stand out from the crowd when applying for a hard-to-get job, sending a message to a hiring manager can help get you seen. It’s important to keep your email brief, outlining your strongest assets and most relevant experience. Sending a message to a hiring manager is also a great way to build professional relationships with companies you may want to work for in the future.
FAQs
What should I write in a message to the hiring manager?
When writing a message to a hiring manager, it’s best to keep it short and to the point. Be clear about the job you’re applying for and include important details, like who referred you, your top qualifications and why you believe you’re a strong candidate for the role. If you don’t hear from them after one business week, you can send a follow-up email.
How do you greet a hiring manager?
It’s best to greet a hiring manager by name, where possible. You can use a greeting such as Dear, followed by their first name. If you do not know the hiring manager’s name, you can use a general greeting, such as Dear hiring manager. It’s best to avoid less formal email greetings, such as Hi or Hello.
What is an example of a message to a recruiter?
Dear [recruiter’s first name],
I found your details on [company website/online profile/etc.] and would love to connect to discuss opportunities at [organisation]. I have [X] years of experience in [industry], with [list your skills] skills and am seeking a role as a [job title here].
My resumé is attached for your review. Please don’t hesitate to get in touch with me via email or on [phone number].
I look forward to speaking soon.
Kind regards,
[Your name]
What do you say to a manager when asking for a job?
When asking a manager for a job, introduce yourself, discuss how your previous experience relates to the position and ask if there is an opportunity for an interview. Be brief and keep the tone professional and enthusiastic.
Why is it important to email a hiring manager directly?
Emailing a hiring manager directly is important as it get you noticed. It shows you are serious about the role and establishes a direct line of contact in case they need more information or they have an upcoming role they think is suitable for you.
How can I find the contact details of a hiring manager?
Some of the best ways to find the contact details of a hiring manager is by:
- checking the job ad,
- visiting the company’s website, and
- doing an online search.
Check professional networking sites as they may display their contact details or allow direct messages. As a last resort, you can call the company and ask for the hiring manager’s email address.
What should be the ideal length of an email to a hiring manager?
The ideal length of an email to a hiring manager is between one to two paragraphs. It should be concise, so it’s easy to scan and digest.
Is it necessary to mention specific achievements in the email?
While it’s not necessary to mention specific achievements in an email to a hiring manager, doing so can help improve your chances of getting an interview. Including achievements can help you stand out from other applicants by showing what you can bring to the role. If you choose to include achievements, ensure they are relevant to the job you’re applying for.
How long should I wait before sending a follow-up email?
It’s best to send a thank-you email to a hiring manager within 24 hours of an interview, and a follow-up email within three to five business days. It’s important to note that it can take up to two weeks to receive a response to a job application, so it’s best to wait at least five to 10 business days when enquiring about an initial application.
Can I use a casual tone in my email to appear more friendly?
A professional tone is important when emailing a hiring manager. It’s best not to be too casual as it might be taken as disrespectful or impolite. Your email will sound friendly enough if you use plain English rather than formal language.
