writing an unsolicited email to a recruiter

Flow through your inbox

Flowrite turns your instructions into ready-to-send emails and messages across your browser.

For companies

Apr 14, 2023

How to email a recruiter – with 14 samples and a template

This article explains the fundamentals of writing a fantastic email to a recruiter, finishing with 14 superb email samples.

Lawrie Jones

Table of contents

Recruiters are like gatekeepers to the world of work. Impress them, and you could secure the job of your dreams (or get one step closer!). Every email to a recruiter must make an impression, marking you out as a candidate they want to communicate with.

How? Let's show you...

This super-detailed article explains the fundamentals of writing a fantastic email to a recruiter. We'll break down the professional recruiter email format and provide 14 superb email samples you can use for (almost) every email situation. If that's not enough, we describe how to respond to a recruiter's email, presenting yourself professionally.

We can't guarantee you'll get the job (or even an interview). Still, our professional emails to a recruiter will give you the best chance.

How to write recruitment emails

When writing to recruiters, every word matters. Recruiters are in high-pressure jobs where they often look for reasons to get rid of applications.

Don't believe us? The average US applicant must apply to over 100 positions before they get one.

Every email to a recruiter must sell you as a candidate. How? Here are some top tips for writing a professional recruitment email:

• Stick to the formal format (which we outline below!)
• Treat every recruiter with respect, and use a professional tone of voice
• Use an appropriate greeting and sign-off
• Make it as easy as possible, and provide everything they need (like a CV, portfolio, or other work examples)
• Explain why you're an ideal candidate
• Describe how you’ll add value to a team, department, or organization
• Push for communication and clarity on the next steps

If you're writing to a recruiter, always remember that professional email etiquette applies.

This might seem like a lot to take in, but don't worry. We demonstrate the best practices for email communication with recruiters in our samples below. But first, let's begin by breaking down the recruiter email format...

Recruitment email format

The recruitment email format follows the standard rules . The email structure has four parts that we'll explore:

• Subject line
• Addressing a recruiter

Let's start with some of the fundamentals of crafting pro messages to recruiters.

You'll want to deliver an attention-grabbing email opening . The best email beginnings are clear, easy to understand, and offer a little insight into your character.

Wondering about email length? Recruiters are busy, so keep all messages clear and concise. Check out our samples below to see how we're packed in massive amounts of information into just a few paragraphs.

Remember to check each email for the proper punctuation and grammar. If you're not a super-speller or great at grammar, use an online program to check before sending (or use Flowrite!).

Here's a step-by-step breakdown of the suitable format for sending an email to a recruiter:

1. Recruitment email subject line

When creating a recruiting email subject line, remember we're trying to be formal, not funny. Stick to the tried and tested approaches that we know work. Keep your subject lines short and to the point, and ensure they're relevant to the email content.

• Application for (job name)
• Are you accepting applications?
• I'm interested in any roles you may have
• Can you update me on the progress of my application?

You can add some adjectives to make them attention-grabbing and help you stand out. (But avoid using misleading or vague subject lines as these could affect your application.)

• Experienced freelance programmer available!
• Do you need more talent for your team?
• I'd love to work for (organization name)

2. How to address a recruiter in an email

Whenever emailing a recruiter, remember you're engaging with a professional. So, use a proper salutation and personalize it using their full name.

It takes seconds to search for a person on LinkedIn, so there's no excuse for not using somebody's name and proper title.

• Hi (person's name)
• Dear (person's name)
• Dear Dr (etc.)

3. Recruitment email body

As we've said before, recruiters are busy people who spend their days sifting through CVs and answering emails. They don't have the time to mess around, so after a brief introduction, get straight to the purpose of the email.

• My name is (your name), and I'm contacting you to see if you have any opportunities for an experienced programmer.

This is a great intro that explains everything they need to know. Then, they can choose to read on or respond.

Next, you'll want to provide a little background. You can add details of your relevant qualifications, skills, and experience.

• I've worked as a programmer at (company name) for 5 years. I have qualifications in (provide details).

Now you'll want to explain why you're contacting them. Whether you're emailing an agency or an individual at an organization, a few compliments can work wonders...

• I've been a huge admirer of your organization, including (provide some examples). I'd love the opportunity to work at such an exciting and advanced business.

It's a great idea to add some proof of who you are. For example, you can attach a CV, link to a portfolio, or share your LinkedIn profile.

• I've attached a copy of my CV so you can learn a little more about me. If you want to see some examples of my work, check out this link.

4. How to end an email to a recruiter

By now, the recruiter should know who you are and what you want. It's worth expressing gratitude at the end of the email.

• Thanks for reading my email and considering my application. While I appreciate you will receive a large number of approaches, I believe I have the skills, experience, and attitude to set me out as an exceptional candidate.

After these closing remarks, be sure to include your contact details. If you're confident, you can also set out some suggested next steps, such as an invitation for further discussion or follow-up.

• If you want to discuss my application, please contact me at (include details). Would you like to arrange a call?

Finish with a proper sign-off (yours faithfully, kind regards, best regards, etc.).

All there is to do now is to sit back, send, and wait for a reply from the recruiter.

14 recruiting email examples

Ever wanted to know how to write effective emails to a recruiter? Here we provide 14 (yes, 14!) recruiting email samples covering almost every situation you can imagine. (If you can't find the example you need, head to the end, where we provide a completely customizable template).

Don't forget to say thanks when you land that new job!

1. Recruiter email to candidate sample

We'll start with an example of an email from a recruiter to a candidate introducing a new opportunity. Given this is what recruiters do every day, having a sample somewhere can save huge amounts of time and effort in creating emails.

We provide an introduction and details of the job opportunity. Then, we list the qualifications needed, ask whether they're interested, and request contact details. Simple!

• List out the qualifications required (or professional memberships, etc.)

2. Thank you email to a recruiter sample

Let's say you're a candidate who has received the email above. How would you respond?

This thank you email to a recruiter includes a thank you before getting into the specific details of the interaction. (In this example, we'll assume you're not interested.) Finally, we finish with a professional closing.

3. Reply email to a recruiter sample

This example shows you how to respond to a recruiter's email if you're interested in an opportunity. In this response to a request, we say thank you, outline our availability, and suggest some next steps.

• Insert dates and times

4. Email to recruitment agency sample

Recruitment agencies are used to dealing with hundreds of emails daily, so yours better stand out to stand a chance! The format here should be familiar, with an introduction, an outline of your relevant qualifications, and a request to discuss suitable opportunities.

You must describe the value you can bring, so be confident (and don't forget your contact details).

• Add details!
• Explain the value you can bring to any business...

5. Sample email to send resume to recruiter

Sometimes a recruiter will request a sample of your resume for an opportunity. Again, we led with an intro and a clarify the position we're applying for.

Before you send the resume email , ensure you've attached your resume and end with a polite thank you.

6. Sample email to a recruiter for job opportunities

If you're struggling with how to send an email to a recruiter to inquire about job opportunities , let us help. Like previous examples, we describe your relevant qualifications and experience and provide an insight into you with information about your interests.

This sample sets out what type of opportunities you're looking for (part-time, hybrid, fully remote, etc.). Again, being specific will ensure you only get sent relevant opportunities.

As always, end with a thank you and keep checking you've added those contact details.

7. Sample email to a recruiter for job interest

Let's say you've spotted a job opportunity online, and you're enthusiastic; this is a great email to send a recruiter. We explain who we are and the opportunity we're applying for.

We express interest in a position enthusiastically and complete the sample with our contact information.

8. Cold email to recruiter sample

You'll read lots of examples of how to approach a recruiter. Our advice is don't try to be too smart, just keep it simple and provide the basics.

Start by introducing yourself to the recruiter, explaining who you are and the opportunities you're searching for. Then, request details of any opportunities and provide a professional closing.

Short, simple, and suitable for any recruitment situation.

9. Sample email to recruiter after applying

This follow-up email to a recruiter is ideal if you've already applied for a job but are waiting for an update. We'll assume the person knows who you are, but we include a short introduction, including the job you've applied for.

The follow-up request is a polite reminder of the next steps in the process, with a request for a reply and a thank you.

10. Ask a recruiter how to prepare for an interview email sample

Recruiters want you to do the best you can at an interview. If you're worried or want some advice, ask! It's a good idea to introduce yourself again and remind them of the job opening you're applying for.

Then, provide some details about your request for information and why you need it for your interview preparation.

If you've got a deadline, say so (and always say thank you!).

• Bullet points are a good way to add a list...

11. Thank you email to a recruiter after an interview

In this sample, we outline what to say in a thank you email to a recruiter after a phone interview. We explain what happened and offer our gratitude for setting it up.

You can add specific details about the interview and (if you want) request feedback . If you're still searching for a new job, ensure you say so and finish like a pro with a professional email closing .

12. Sample email to a recruiter asking for an update

If you've done an interview but are still waiting for information, here's how to request a status update. Provide details of the job opening, including when you were interviewed.

Request additional information, and conclude with a professional closing.

If you don't hear anything back immediately, don't be disheartened. Recruitment processes can take months, so stick with it!

13. Sample thank you email to recruiter after getting the job

You've received the great news you've got the job; now it's time to set out the next steps.

Start by advising the recruiter of your decision (in this case, yes!). It's a good idea to express some enthusiasm for the new role and request details of the next steps in the process.

Sign off with a stylish and professional closing.

Cheers on the new job; you're worth it!

14. Sample email to recruiter after rejection

It's disappointing not to get a role, but you should always email the recruiter back. Why? Because they're probably working on the next position, and we're 100% sure that's right for you.

You'll need to accept the decision gracefully and wish the successful applicant well (even if you don't really mean it). If you want, ask for feedback and stay positive for the future! The right role is out there; you just need to find it.

Recruiting email template

The samples here focus on helping you find a job and build a rewarding relationship with a recruiter. However, if they're too basic or not doing the business, you can create your own with our customizable template.

This template uses professional and effective language to convey your point. It's consistent in formatting and tone and easy to adjust for different recruitment scenarios.

You can work your way through, including relevant email for each scenario (and delete anything that doesn't work for you).

Final words on recruitment emails

Finding a job is most often hard work. You'll need to build relationships with recruiters, creating and maintaining communication channels throughout every stage of the process.

Remember, recruiters are people, so focus on being professional and include some of your personality.

Every day recruiters are sifting and sorting through hundreds of emails, so hit them with something 100% you for the best chance of success.

Supercharge your communication with Flowrite

Write emails and messages faster across Google Chrome.

Explore Flowrite

Start using Flowrite today

Try it yourself

Reply to: "

Received message

Generate a reply

Generate an outreach

Share this article

Related articles

How to write a professional job application email with 6 samples and templates

Your email can make or break your job application. Here we explain the process for writing an effective email for a job application.

How to follow up with a recruiter

Worried about how to follow up with a recruiter? This blog post provides some essential advice, samples, and templates to ensure you get a response to your follow up email to recruiter after interview.

How to decline a job offer – 15 examples

Finding it hard to reject a job offer? This blog post will teach you how to turn down a job offer with 15 examples and templates that will make declining a job offer an ease.

We use cookies to analyze site performance and deliver a better experience for visitors.

Product updates

Read the latest →

About Flowrite

Get to know us →

Productivity

© 2023 Flowrite

How to Email a Recruiter With 15 Samples From Recruiters

Audi Escalona

Last updated November 29, 2023

You’ve spent hours perfecting your resume. 

You’ve scrolled through endless job boards, customizing your cover letter for each application. 

And then it happens — a recruiter reaches out to you, or you find a job that seems like the perfect fit — your dream job. It’s exciting but also nerve-wracking. Your next step? 

The inevitable email to the recruiter. Then comes the big question. 

How do you go about writing an email to the recruiter that stands out and makes a positive, lasting impression? 

Sure thing is, if you have the right profile for the job description, the email can easily get you through the door, and you can quickly find yourself in the interview chair with the hiring managers. 

Likewise, getting the email wrong or one misstep could mean the difference between moving on in the hiring process and getting your email relegated to the spam folder.

That’s what we are here to help you avoid. In this article, we’ll help you understand the art and science of emailing a recruiter and landing a job opportunity. We’ll also share 15 samples of email to recruiters to get you up and running easily. 

So, let’s get started. 

Note: Struggling to get replies or book meetings with prospects that fit in your ICP? We’ll help you get 6 SQLs or book 6 meetings with prospects that are ready to buy for only $999/month. Book a 15-minute consultation now .

What is a recruitment email, and why does it matter?

A recruitment email is an email message directed at a hiring manager, recruiter, or HR professional expressing interest in a job position or seeking more information about potential job openings. 

Unlike the traditional job application, which is often a formal process involving cover letters and résumés, a recruitment email is both a proactive step taken by job-seekers (as a direct line to the decision makers) or a response to job listings.

How to write recruitment emails: What to say and how to structure your email for success

Recruitment emails help you create a good first impression and a lasting one if your email particularly stands out. But nailing them requires a careful writing process and a solid email format to present it professionally to the recruiter. 

So, let’s start by discussing how you should address the recruiter and what you should include in the email, and then talk about the format you should follow to bring it home. 

How to address a recruiter in an email and what to say to a recruiter

Recruiters deal with a lot of candidates, and their main job is to get rid of most of them and only move forward with one or a couple of them for the interview process. Because of this, most job seekers stress over writing emails that stand out and sell them very well in the job search. 

What should I say? 

How should I phrase my sentences? 

How do I come out as professional and confident about my skills for the position in question? 

And lots of other similar questions. This is the biggest challenge most job seekers face when writing an email to a recruiter. But we’ve got you covered. Here are a couple of tips that can help you nail this to perfection. 

Stick to the formal format

Unless the recruiter has already established a casual tone, you should stick to stick to a formal email format . That means complete sentences, proper punctuation, grammar checking, and no slang. You must apply professional email etiquette. We’ll discuss this further below.

Treat every recruiter with respect

The recruiter reading your email likely gets a lot of job interest. There is a good chance they read dozens, if not hundreds, of similar job application emails every day. Treat them with the respect they deserve. That means maintaining a professional tone of voice throughout the email.

Use an appropriate greeting and sign-off

This is also part of keeping things formal and treating them with respect. Stick to tried-and-true options like “Dear [recruiter’s name]” or “Hello [recruiter’s name]”. Similarly, your sign-off should be appropriately formal: “Sincerely,” “Best regards,” or “Yours truly” work well.

Make it easy for them

Recruiters are busy people. Don’t wait for them to request or make them go through hoops.  Provide all the necessary documents and information upfront. Attach your CV, link to your portfolio, or include any work examples as applicable. Clearly label attachments and include concise explanations for quick reference.

Sell yourself and shine (explain why you’re an ideal candidate)

This is your opportunity to shine and get the job interview. Summarize why you’re the best fit for the position in question. Highlight your skills, experiences, and accomplishments that align with the role. Vague statements like “I’m a hard worker” won’t cut it; instead, use specific examples that demonstrate your capabilities.

Describe how you’ll add value

You’re a good fit for the position. Cool, what else are you bringing to the table? Companies aren’t just looking for employees to fill roles; they’re looking for people who will add value. So, explain how your unique set of skills, experiences, and perspectives will contribute to the team, department, or organization as a whole.

Request information and clarification on the next steps

Finally, don’t leave things hanging. Politely request information on the next steps in the hiring process, whether that’s a formal interview, a follow-up email, or another form of assessment. This not only shows your eagerness but also helps you plan your follow-up correspondences .

Recruitment email format

Now that you know how to address a recruiter to get a response to your recruitment emails, how do you ensure your email floats to the top and captures the recruiter's attention? The answer lies in the format.

Recruitment emails, pretty much like most professional email communications, follow the formal email format. Here is the format: 

Subject line

Self-introduction

Email content

Endnotes and next steps

Email ending

Thanking the recruiter for their time and consideration

Formal and professional email sign-off

Signature (with your contact details)

Now, let’s discuss how to write each part and structure your email:

1. Recruitment email subject line

Recruiters receive tons of emails from candidates. They’re there to check those emails and comb through the candidates. So, you don’t need to sweat over the subject line. The more you can keep it simple and true to the purpose of your email, the better it can be. 

Here are some examples of great subject lines that you can use for your recruitment emails:

“[your name] - Application for [job title/role]” 

“Interest for [specific job role/department]”

“Can you update me on the progress of my application?”

2. Recruitment email body

Here is how to write the body of your recruitment email. 

Salutation : Address the recruiter correctly. Like we said before, keep it formal. “Hello + name” or Dear + name” will quickly get you through the door. 

Introducing yourself : Succinctly state your identity and purpose. A simple phrase such as “My name is [your name], a [your profession/current role], and I’m reaching out regarding…” will do just fine. 

Email content:

Articulate your interest and fit for the role. Clearly express why the job or company appeals to you. What about the role aligns with your professional aspirations?

Mention key achievements or experiences relevant to the position. Don’t just regurgitate your CV. Instead, pick out a few achievements or experiences that align closely with the job requirements and highlight them.

Explain how your unique set of skills, experiences, and perspectives will contribute to the team, department, or organization as a whole.

Add personal touches, like referencing mutual connections or past interactions. It reinforces your genuine interest and might jog the recruiter’s memory.

Attach your CV, link to your portfolio, or include any work examples as applicable. Clearly label attachments and include concise explanations for quick reference.

Endnote and next steps: Wrap up your email by politely expressing your hopes for a reply or feedback. For instance, “I’d be grateful for the opportunity to discuss this role further...” or “I look forward to hearing from you.”

3. Recruitment email ending

End the recruitment email by thanking the recruiter for taking the time to read the email and consider your application. Next, add a professional or formal email sign-off that helps you end the email in an approachable manner. 

Then, add your professional signature with all the potential information and ways to reach out to you in case they need to. Here is an example:

“I truly appreciate you taking the time to review my application and consider my candidacy. Looking forward to hearing from you

Best regards

Best regards,

Digital Marketing Specialist

(123) 456-7890

[email protected]

[LinkedIn Profile Link]

[www.johndoeportfolio.com]”

15 samples of emails to recruiters to get you started

You can make the process of writing a recruitment email much smoother by using an email template or sample. Here are 15 diverse scenarios with sample emails to guide you:

1. Initial introduction and job inquiry

This is often your cold email — a first attempt to initiate a conversation with a recruiter or a hiring manager. We recommend that you make it both brief and compelling, giving them a reason to want to learn more about you. Here is a sample email for this:

Subject line: John Smith - Application for content writer position

Dear [recruiter’s name],

My name is John Smith, and I recently came across the Content Writer position at [company name]. With over 5 years of experience in content creation and a passion for storytelling, I’m enthusiastic about the potential opportunity to contribute to your team. Attached is my resume for your consideration. 

Looking forward to the possibility of discussing this role further.

Warm regards,

[contact information]

2. Following up after a job fair or networking event

Post-event follow-ups are essential to reiterate your interest and remind the recruiter of your interaction. So, start by referencing the event and any memorable part of the conversation you had. Then, tell them about your experience and how valuable you can be for their organization.

Here is a recruitment email sample for this:

Subject line: Pleasure meeting at [job fair/event name]

It was great speaking with you at the [job fair/event name] last [date]. I appreciated learning more about [company name] and the roles you’re currently hiring for. 

As discussed, I am keenly interested in the [specific job role], and I believe my background in [relevant experience] aligns well with the requirements.

Thank you for your time, and I hope to continue our conversation.

3. Reaching out to a recruiter via a referral or mutual contact

A referral can be a golden ticket. When you’re introduced or referred by a mutual connection, it’s imperative to mention the referral source right at the beginning to catch the recruiter’s attention. Next, you can sell yourself to the recruiter . Here is an email example for this:

Subject line: Introduction via [mutual contact’s name]

I hope this email finds you well. [mutual contact’s name], a colleague of mine at [previous company/university], suggested I reach out to you regarding opportunities at [company name]. With my extensive background in [specific skill or role], I’m eager to explore how I could potentially fit within your team.

Thank you for considering my inquiry. I'm hopeful for a chance to discuss further.

Kind regards,

4. Inquiry for an internship position

The right way to write an email for an internship inquiry is to demonstrate your eagerness to learn, grow, and contribute. Also, emphasize what you can offer them: a fresh perspective, academic knowledge, or particular soft skills that can be beneficial. 

The goal is to present yourself as a valuable addition, someone who will absorb, contribute, and grow during the internship tenure. Here is an email sample for this:

Subject line: Internship inquiry - Enthusiastic [your major] student

I am a [your major] student at [your university], and I am extremely interested in securing an internship role at [company name]. While I may not have extensive professional experience, I bring a fresh perspective, a thirst for knowledge, and a strong academic foundation in [specific subjects or skills]. 

Thank you for considering my application. I am eager to contribute and learn from the esteemed professionals at your company.

5. Thank you email post-interview

This email is a small gesture that can have a significant impact. It not only showcases your manners but also re-emphasizes your interest in the role. Better yet, it provides another touchpoint for keeping your candidacy top-of-mind for the recruiter.

As you write this, reiterate some of the main points discussed during the interview. Show your enthusiasm and suitability for the role. The email should be gracious and positive. Here is a sample recruitment email for this:

Subject line: Thank you for the interview - [job role]

I wanted to express my gratitude for the opportunity to interview for the [job role] at [company name] earlier today. It was insightful to learn more about [specific aspects of the discussion], and I am even more excited about the possibility of joining your team.

Thank you once again for your time and consideration. I look forward to any next steps in the process.

Emily Johnson

6. Expressing continued interest after an interview

Sending this email to a recruiter after an interview is a strategic move that helps reiterate your enthusiasm for the position. Highlight your interest and remind the recruiter of your relevant skills. It can set you apart from other candidates who might not take this additional step, showing your keenness. 

Here is a sample email you can learn from.

Subject line: About the [job role]

Our conversation further solidified my desire to be part of [company name]. I genuinely believe that my experience in [specific skill or role] aligns well with the needs of your team. I'm excited about the potential to contribute and collaborate.

Thank you once again for considering my candidacy.

Kai  Johnson

7. Asking for feedback post-rejection

Seeking feedback after a rejection can provide insights that might be invaluable for your future applications. Admittedly, this can be a sensitive topic. But you should approach it with humility and a genuine desire to learn and grow. Here is an email sample to help you win this:

Subject line: Feedback request on my interview for [job role]

Thank you for considering me for the [job role]. While I understand the decision, I’m keen to improve and would greatly appreciate any feedback regarding my interview or application. There is no doubt that your insight will assist my professional development.

Thank you for your time, and I hope for a potential opportunity to collaborate in the future.

Jonathan Sterling

8. Inquiry about future job openings

When you’re interested in a company but there aren’t current openings that fit your profile, reaching out proactively can be a good idea. A well-written email here can help put you on the company’s radar for future openings. Here is an email sample you can emulate:

Subject line: Inquiry about potential future roles at [company name]

I’ve always been inspired by the work of [company name]. While I understand there might not be a current opening matching my skill set, I’d love to be considered for future roles in [specific department or job type]. My experience in [specific skills or roles] could be a valuable asset.

Thank you for your consideration, and I hope to connect when an opportunity arises.

Jake Tappings

9. Following up after sending a resume but no response

Even the most talented applicants don't always have their emails answered right away. Getting no response is not necessarily a statement of your skills. If you’ve sent your resume for a job opening but haven’t heard back, a gentle reminder email can remind the recruiter of your application.

In your email, you should be respectful and patient, understanding that recruiters deal with numerous applications. Here is a sample email you can use here:

Subject line: Follow-up on [job role] application

I submitted my application for the [job role] position on [specific date] and wanted to kindly ask about the status. I remain enthusiastic about the opportunity to join [company name] and bring my expertise in [specific skills].

Thank you for your time, and I look forward to your feedback.

Best wishes,

Frank Castle

10. Emailing after receiving a job offer

Receiving a job offer is an exhilarating moment. It does no wrong to send an email to express your gratitude and show your enthusiasm for the opportunity. Your email here should express gratitude, enthusiasm, and, if necessary, any queries you might have before accepting.

Here is a good email sample for this:

Subject line: Re: Job offer for [role] at [company name]

Thank you for extending the offer for the [job role] position. I’m thrilled about the prospect of joining [company name]. Before I confirm, I’d like to discuss [specific aspects like salary, benefits, start date]. Could we schedule a call?

Thank you once again for this opportunity. I’m eager to bring my skills to the team.

William Roberts

11. Negotiating the job offer

Negotiating a job offer is a critical part of the recruitment process. It’s about ensuring that both you and the employer find terms that are mutually beneficial. This email should be clear about what you want, provide a rationale for your requests (like market research or your unique qualifications), and always maintain a tone of gratitude and willingness to collaborate.

Here is an email sample for this: 

Subject line: Discussion about the offer for [role]

Thank you for the offer for the [job role]. I am truly honored and excited about the possibility of joining [company name]. Having evaluated the terms, I would like to discuss [specific aspect, e.g., salary package, benefits, etc.], given my experience and the market standards for such roles. I believe this will better reflect the value I bring to the team.

I’m eager to find a mutual ground and finalize my association with [Company Name].

Joshua Cooper

12. Asking for more time to consider a job offer

You may need more time to evaluate a job offer. Maybe you’re comparing it with another offer, considering relocating or mulling over other personal factors. Whatever it is, be respectful and transparent about needing more time. Here is a sample email to help you do this:

Subject line: Need more time to consider the offer

I’m deeply appreciative of the offer for the [role]. I want to ensure that I make the most informed decision for both my career and [company name]. Therefore, I kindly request an extension until [specific date] to finalize my decision.

Thank you for understanding, and I look forward to getting back to you soon.

Josep Richards

13. Accepting a job offer

When you decide to accept a job offer, your email should express gratitude and enthusiasm for the role. It’s a chance to show the employer they made the right choice and set a positive tone for your upcoming tenure. Here is an example of an email for this:

Subject line: Thrilled to be part of [company name]

I am thrilled to accept the offer for the [job role] position at [company name]. Thank you for this incredible opportunity. I am eager to contribute to the team and start this exciting journey on [agreed start date or 'the agreed-upon date'].

Thank you once again, and I look forward to being a part of [company name].

Christopher Pratt

14. Declining a job offer

Declining a job offer needs to be handled with care and professionalism. The email should express gratitude for the offer and provide a brief, general reason for declining without going into excessive detail. Here is an email sample to help you do it:

Subject line: Response to the offer for [job role]

Thank you immensely for extending the offer for the [job role]. After much contemplation, I have decided to pursue another opportunity that aligns closely with my current career goals. I’m honored to have been considered by [company name], and I hope our paths might cross again in the future.

Jack Thompson

15. Check-in email after accepting an offer and before starting the role

Sending a check-in email between the time you accept a job offer and your actual start date is a proactive gesture to ensure you’re prepared on your first day. Here is an email sample you can use here:

Subject line: Eagerly awaiting my start

As I approach my starting date on [specific date], I wanted to check in and see if there are any forms, details, or tasks I should complete before my first day. I'm keen to ensure a smooth transition and hit the ground running at [company name].

Thank you, and I'm looking forward to joining the team.

Jermaine Collins

Key takeaways

Whether you're initiating contact, following up, or negotiating, always use a professional tone in your job hunt. Address the recruiter correctly, maintain a respectful demeanor, and ensure your email is free from typos or grammatical errors.

Tailoring your email to the specific recruiter or company can make your message stand out. Whether it's referencing a mutual contact, mentioning something unique about the company, or recalling a past interaction, personalization can leave a lasting impact.

Passion often distinguishes candidates. Make sure to convey genuine interest in the position and the company, showing the recruiter that you've done your homework.

Need help with email marketing and lead generation ? We are ready to help. Nerdy Joe can help you get stellar results from our sophisticated email marketing efforts. Talk with us today. 

Get more meetings booked in your calendar.

We'll get you 6 SQLs or book 6 meetings with sales-ready prospects for you every month. Just sit back and watch. It only costs $999/month.

Discover more articles

Discover our latest articles

How to Write a Survey Request Email With 17 Samples From Experts

Want more responses for your survey requests? Look no further, in this article , you'll learn how to write a survey request email that gets you responses.

How to Write An Email to Boss With 45 Examples From Experts

Don't know how to email your boss? No worries, we have you covered. In this post you'll learn how to email your boss and how to do it professionally.

How to Write An Invoice Email With 7 Templates From Experts

Tired of sending invoices and being unattended? This piece goes through how to write invoice emails that get responses.

How to Write a Quotation Email With 7 Samples to Inspire You

A quotation email can be a game-changer, keeping your business at the forefront of sales success as it acts as the bridge between your offerings and your potential clients.

How to Write Onboarding Emails With 6 Email Samples

Whenever a customer completes a purchase, or you hire someone new into your organization, an onboarding email is the first item they will look out for. That’s the initial point of contact to get them started. 

Belkins.io vs CIENCE: Which is Right for Your Appointment Setting Needs?

In almost all of our sales calls, we’d hear prospects — mostly before coming back to sign up with us or go missing — say they’ll talk to Belkins or CIENCE and get back to us.

How to Email a Recruiter: Examples, Tips, Templates

By Biron Clark

Published: October 26, 2023

Applying for Jobs

Biron Clark

Writer & Career Coach

If you’re sending an email to a recruiter , there are some things to know if you want them to respond (and some mistakes to avoid). So after working for almost 5 years as a recruiter, I’m going to share how to email a recruiter with email samples, examples of what not to do, and more.

What we’ll cover:

• How to cold email a recruiter
• How to email a recruiter for a job posting you saw online
• How to email your resume to a recruiter (and why you shouldn’t do this in a first email)
• How to respond to a recruiter email after they contacted you
• How to end an email to a recruiter for best results

… All with proven email templates so you can hit “send” worry-free.

Let’s get started…

How to Write a Cold Email to a Recruiter

How to reach out to a recruiter to start a conversation: Your best option for making the first contact is a cold email or cold LinkedIn message. You want to keep your message brief and direct and show that you have a specific reason for messaging this particular recruiter. This will boost your chances of getting a response.

You don’t want to seem like you’re cold emailing 50 different recruiters, because if that’s the case, then none of them will want to put a lot of time or effort into helping you. Most recruiters in staffing agencies get paid when you accept a job , and if 50 other recruiters are submitting your resume for jobs, their odds aren’t very good. So they’ll focus on helping someone else.

So to start, say something like, “Hello NAME. I saw you recruit in the XYZ industry here in Chicago.” That way, they know it’s not just a cut & paste email.

Next, tell them a bit about yourself , your background, and what type of move you’re looking to make now.

For example, you might go on to say, “I’m a Sales Team Leader over at ABC Company, but I may be looking for a change in the next couple of months, so I thought to reach out to see if it made sense to work together.”

Next, here’s how to end your email to the recruiter:

Conclude by asking them for a time to talk, and telling them you can provide them with more info on the call. This will boost your chances of getting their attention and getting them on the phone! Whereas if you just send your resume or CV out to a recruiter without them asking for it, it’s very likely to get ignored or placed into a big pile that they never have time to look at. So here’s a full sample email now, including the pieces above AND how to end your email to a recruiter:

Hello NAME, I saw you recruit in the XYZ industry here in Chicago. I’m a Sales Team Leader over at ABC Company, but I may be looking for a change in the next couple of months, so I thought to reach out to see if it made sense to work together. Do you have a few minutes to talk this week? I’m happy to send a copy of my resume after that if it seems like a good fit to work together. Best regards, Your Name

How to Email Your Resume or CV to a Recruiter

When you email your resume to a recruiter, it’s best if you’ve had a prior conversation (even if it’s just one back-and-forth email) to discuss why you thought to contact them, what you’re looking for in your job search, etc.

If you cold email your resume to a recruiter, they’re less likely to put time and effort into reading it closely. Whereas, if you email them with a brief note beforehand, as described in the previous section, they’ll be waiting eagerly for your resume and they’ll read it more closely!

Word vs. PDF Resume Format for Your Resume

You may be wondering: Do recruiters prefer job seekers send a resume in Word or PDF format? They almost always prefer Word format, and you may have been asked specifically for this format in the past, especially when talking to recruiters from a staffing firm or recruitment agency.

The reason recruiters prefer Word format is: It’s easier to edit/change. If there’s a change they recommend, they can quickly call you or email you, get your permission to change it, and adjust it themselves.

And, recruiters often put a “stamp” at the top of your resume before submitting it to the various “clients” (aka employers they recruit for). That way, the hiring manager knows who referred you, so they know who to pay the commission to if you’re hired! (Most agency recruiters work on “contingency” basis and are paid a fee – usually around 15-20% of your starting yearly salary – when you’re hired. Don’t worry, this does NOT come out of your pay. Ever. This is simply an additional fee that the company pays the recruiter for finding you for them! In fact, this is the only way most companies pay recruiters from staffing agencies).

How to Respond to a Recruiter Email if They Contact You First

If a recruiter contacts you, then it’s best to carefully read their email first, and respond with the information they’ve asked for. If they tell you that they have an opportunity that may fit your skillset and they’d like to look at your resume, then you can respond with your resume right away. However, if you’re not comfortable doing this yet, you can ask for more information about the opportunity.

If they ask whether you’re interested in speaking and you do want to talk, then reply and say, “yes,” but also provide some times that you’re available to talk, and the best number to reach you. This avoids back-and-forth and will impress the recruiter. Every employer loves someone with great communication skills, so this is a good way to show it from the very first message!

Sample email template 1 (If they ask for your resume and you’re interested in working with them):

Hi Bobby, Thanks for contacting me! The opportunity sounds great. I’ve attached a copy of my resume. Let me know the best time to talk and we’ll connect to discuss this further. The best number to reach me is: 555-555-5555 Best regards, Your Name

Sample email template 2 (If they ask for your resume but you want to know more before sending it):

Hi Jill, Thanks for getting in touch! The opportunity sounds interesting. Can we connect on the phone for a few minutes to discuss it in more detail? I usually don’t send my resume out without knowing a bit more about the opportunity first. I’m happy to send you my resume right after we talk if it seems like a good potential fit (or if you have other opportunities that may fit my background). The best number to reach me: 555-555-5555 Best regards, Your Name

Sample email template 3 (If they want to talk on the phone):

Hi Sandra, Thanks for getting in touch! The position you mentioned sounds interesting. I’d love to talk and hear more about it. I could talk this week from Wed – Fri, 10 AM – 4 PM Eastern Time. My phone number: 555-555-5555 Please let me know when you plan on calling so I can make sure I’m ready and available to answer. Best regards, Your Name

How to End Your Email to a Recruiter

The best way to end your email to a recruiter is to sign off with, “Best regards” or “Thank you,” and then your name. You can see this in the email examples above. One more note: Before ending your email, make sure you addressed everything the recruiter asked for. If they requested your resume, you should either attach it or explain why it’s not attached (for example, if you prefer to talk first before sending it).

If you’re writing a cold email to a recruiter and not responding to them, then you should make sure you’ve clearly and directly asked for what you want before ending your email. For example, you could say, “Please let me know if it sounds like a good fit to work together, and we can set up a time to talk this week.”

That’s called a “Call to Action” – a direct request for them to reply with specific information. When cold emailing, always end your email with a “Call to Action”. This improves your odds of hearing back. This is a tactic that professional marketers have used for years, and you can use it in your job search, too!

Responding Directly to a Job Application: Email Sample

If you’re emailing in direct response to a job posted online, then use the template below (and I recommend you DO attach your resume directly, unlike the advice above for other scenarios).

Dear NAME, I’m writing in response to the Senior Support Technician job posting. With X years in customer support in the technology industry, I’m confident I’d be a great fit in this role and could help <Company Name> do <main thing they appear to want, based on the job description>. Here’s a link to my LinkedIn profile so you can learn more about me: linkedin.com/in/yourURL I’ve also attached my resume to this email. I’m looking forward to hearing your thoughts after you’ve had a chance to look. Best regards, Your Name

This sample email for a job application can be used whether it’s going to recruiters, hiring managers, or a general company email. Use this when you see a posting online and want to reply directly to the posting to submit your resume for the job.

Always make sure you add some customization to the email

Never cut & paste a generic email that you’re sending to every company. That’s not going to impress the hiring manager or get you a job offer. You’ll be much better off if you mention their specific job title, company name, or both. And talk about why you thought to apply for the job and why it’s worth their time to talk to you! (e.g. how you’d help THEM). You’ll also notice that the job applicant email above contains your LinkedIn profile.

If you don’t have any information on your LinkedIn profile yet, I’d highly suggest filling it out! Hiring managers often look you up even if you don’t provide it. This article explains all of the top reasons to use LinkedIn. Choose a clear subject line, too, like “Senior Support Technician – Application”. This will boost the chances that your email gets opened.

When Should You Email a Recruiter?

There are a variety of situations where it’s appropriate to email a recruiter, and we looked at many of them above with sample emails you can send. To recap, here’s a list of scenarios where you should email a recruiter:

• You saw them post about a job that interests you
• You saw that they recruit in your industry/city and you’d like to talk about possible opportunities
• They contacted you about an opportunity and it sounds interesting
• You’ve already spoken with them and you’re waiting for feedback about a job
• You sent them your resume and you’re waiting to hear if they have any opportunities that fit your skillset
• You spoke to the recruiter in the past, it didn’t work out at the time, but you’d like to reconnect to see what opportunities they’re working on

These are far from the only situations where you should send an email to a recruiter, though. So if in doubt, send that email! There’s no harm in trying, and it’s far worse to sit at home worrying and second-guessing yourself.

As for the best time of day to email a recruiter, it’s not worth stressing over. Morning or lunchtime might be best, in my experience, but many recruiters check their email throughout the evening, too. And if not, they’ll see your email first thing in the morning.

So the best time of day to email a recruiter is whenever you’re ready to send your message.

Recruiters can help job seekers get more opportunities, interviews, and job offers . As a recruiter, I’ve even helped people find their dream job when they had no connections or interviews before working with me! But you need to get a recruiter’s attention first and be direct and professional in your message. That’s the best way to get recruiters to spend their time helping you find a new job. Use the advice and templates above and you’ll get more responses and more help when sending emails and cold messages to recruiters. 

As a final word of advice, make sure you have a professional-sounding email address, too. And if you’re giving out your phone number in your emails or on your resume, go listen to your voicemail recording to check if it sounds professional. You may have recorded it many years ago and forgotten about it, so it’s worth checking.

More job search resources:

• The best questions to ask recruiters
• Recruiters can’t help everyone! Who should use a recruiter in their job search?

About the Author

Read more articles by Biron Clark

5 Examples: How To Write an Effective Email to Recruiters

By Status.net Editorial Team on February 6, 2024 — 13 minutes to read

When reaching out to recruiters, you need to be clear about what you want to achieve and who you’re speaking to.

Setting Clear Objectives

Start by defining your goal. Whether you’re looking for a job, seeking information, or networking, your objective will shape the content of your email. For example, if you’re inquiring about a job opening, your email should include queries about the position and express your interest succinctly.

Knowing Your Audience

Understand who the recruiter is and what they’re looking for. Researching the recruiter’s company and role can help you tailor your email content. For instance, if the recruiter specializes in the tech industry, highlighting your relevant tech skills will make your email stand out.

1. Crafting the Subject Line

When writing to recruiters, your subject line is your first impression, so you need to make it count. It should be concise yet captivating enough to get your email opened.

Keeping It Brief and Direct

Your subject line should be a snapshot of your email’s content. Aim for 6-10 words to ensure your main message isn’t lost or cut off, especially on mobile devices. For example, if you’re applying for a job, a clear subject line could be “Application for Senior Designer Position – Jane Doe.” This immediately tells the recruiter who you are and why you’re reaching out.

Highlighting Your Main Point

Use the subject line to highlight the value you bring or the main reason for your contact. If you have a mutual connection or referral, mention it: “Referred by John Smith for Marketing Coordinator Role.” If you’re reaching out about a job posting, include the job title or reference number: “Inquiry – Job ID 12345 Marketing Specialist.” This approach helps your email stand out and encourages recruiters to read further.

2. Creating a Professional Greeting

Using appropriate salutations.

When you’re reaching out to a recruiter, starting with a formal salutation shows that you’re serious about the position and respectful of their role. “Dear” followed by the recruiter’s title and last name is always a safe bet, such as “Dear Mr. Smith” or “Dear Ms. Johnson.” If you’re unsure of the recruiter’s gender or prefer a gender-neutral option, “Dear Jordan Smith” is a suitable alternative. Also, using “Hello” or “Hi” with the recruiter’s full name, like “Hello Alex Johnson,” can be used if you prefer a slightly more casual approach still maintaining professionalism.

Personalizing Your Opening

Personalizing your email can immediately grab the recruiter’s attention and help your message stand out. It usually means doing some homework to find the recruiter’s name if it’s not readily available. For example, a quick LinkedIn search might reveal the name of the hiring manager. You can then begin your email with “Dear Taylor Cruz,” which demonstrates that you took the time to tailor your email to them specifically. If you have had previous interactions with the recruiter or were referred by someone, mentioning this in your opening can make your greeting even more personal: “Dear Jamie Wallace, I enjoyed our conversation at the ABC Career Fair” or “Dear Casey Lee, I was referred to you by your colleague, Robin Givens.”

3. Writing the Email Body

Introducing yourself.

Start with a greeting followed by a brief introduction of who you are. Mention your current role or title and how you came across the recruiter’s contact information. For example, “Hello [Recruiter’s Name], I’m Jamie Lannister, a Senior Software Engineer at King’s Tech. I recently came across your profile on LinkedIn and was impressed by your track record in placing tech professionals.”

Outlining the Email’s Purpose

Immediately state why you are reaching out. Clearly indicate whether you’re looking for new opportunities, interested in a specific position, or inquiring about potential openings. For instance, “I’m writing to express my interest in the Full-stack Developer role advertised on your agency’s website” or “I am exploring new challenges in the tech industry and am keen to learn about any roles that align with my expertise in cybersecurity.”

Making a Connection

Try to establish a connection by mentioning any commonalities you share with the recruiter or their work. If you’ve followed their work, attended a webinar they spoke at, or read an article they published, mention it here. An example might be, “I was particularly inspired by your article on the future of AI in software development, which resonates with my recent work.”

Including a Clear Call to Action

End your email with a clear call to action. Encourage the recruiter to take the next step, whether it’s reviewing your attached resume, setting up a call, or providing additional information on the role you’re interested in. You could say, “I’ve attached my resume for your review and would welcome the chance to discuss how my experience in machine learning can benefit your clients. Could we arrange a call next week?”

4. Attaching Supporting Documents

When you’re emailing recruiters, attaching supporting documents properly can help you make a strong impression. It’s important to include a resume, cover letter, and any other relevant certifications or portfolios that showcase your qualifications and experience.

• Name Your Files Clearly : Start by naming your files clearly. For example, “JohnDoe_Resume.pdf” or “JaneSmith_Portfolio.zip”. This helps recruiters find and remember your application.
• Follow Instructions : Always read the job posting for specific instructions on document submission. If the job listing requests a single PDF, combine your documents accordingly.
• Check the File Size : Ensure your files aren’t too large. A good rule of thumb is to keep them under 5MB. You want your email to be easy and quick to download.
• Use PDFs : Whenever possible, use PDFs for text documents, as they maintain formatting across all devices.
• Cover Letter in the Body : Consider including your cover letter in the body of the email to provide immediate context, with a formal copy attached.

5. Closing Your Email Politely

Using a professional sign-off.

A professional sign-off means you end your email with a courteous and respectful closing. Here are some examples you can use:

Best regards,

• Kind regards,
• Respectfully,

Remember, you should choose a sign-off that reflects your interaction level with the recruiter. If you’ve had significant contact, “Best regards” might be appropriate, while “Sincerely” can suit more formal communications.

Providing Your Contact Information

Make sure your sign-off includes your full name, phone number, and any other relevant contact information, such as your LinkedIn profile or professional portfolio link. Example: Kind regards,

[Your Full Name] [Your Phone Number] [Your LinkedIn Profile]

Including your contact details ensures that the recruiter can easily reach out to you for further communication or to schedule an interview. Always double-check for typos in your contact information to maintain professionalism.

Example Email to a Recruiter

Subject: Application for Marketing Analyst Position – Your Name

Hi [Recruiter’s Name],

I’m excited to apply for the Marketing Analyst position at [Company Name] as listed on your careers page. Attached, you’ll find my resume and cover letter detailing my experiences and how they align with the requirements of the role. Additionally, I’ve included my marketing portfolio showcasing my previous successful campaigns.

Looking forward to the opportunity to discuss how I can contribute to [Company Name].

Warm regards, Your Name [Your Contact Information]

Remember to attach your documents after writing the email but before hitting send, so you don’t forget. Double-check attachments to ensure they open correctly, demonstrating attention to detail and consideration for the recruiter’s time.

Sample Emails to Recruiters: Different Scenarios

Email 1: Initial Contact – Position Inquiry

Subject: Enthusiastic Marketing Professional Interested in the Marketing Manager Role

Dear [Recruiter’s Name],

I came across the Marketing Manager position listed on [where you found the job posting], and I am very interested in learning more about this opportunity with [Company Name]. With my extensive experience in strategic marketing and proven track record of increasing ROI, I believe I could contribute effectively to your team’s success. Could we set up a time to discuss this role and how my background aligns with [Company Name]’s goals?

Thank you for considering my application. I am looking forward to the possibility of working together.

Warm regards, [Your Name]

Email 2: Following Up After Application

Subject: Follow-Up on Application for Software Developer Position

I hope you’re having a good day! I wanted to politely follow up on my application for the Software Developer position I submitted on [date]. I am very excited about the chance to help [Company Name] innovate and grow, especially with my extensive background in full-stack development and agile methodologies. Please let me know if there’s any further information I can provide.

Looking forward to your response.

Kind regards, [Your Name]

Email 3: Seeking Career Advice

Subject: Seeking Your Expertise on Career Advancement in Finance

Hello [Recruiter’s Name],

I trust this message finds you well. As I am eager to advance my career in the finance sector, I would greatly appreciate the opportunity to discuss your insights and advice on the current market trends and skills most valued by employers. Your expertise is highly respected, and any guidance you could offer would be invaluable to my professional development. Would you be open to a conversation over coffee or a phone call?

Thank you for your time and consideration.

Best wishes, [Your Name]

Email 4: Networking Email

Subject: Human Resources Specialist Exploring New Opportunities

Hey [Recruiter’s Name],

I recently came across your profile on LinkedIn and noted your impressive experience in recruiting for the tech industry. I’m a Human Resources Specialist looking to transition into tech, and I’m reaching out to expand my network with professionals like you. I’m curious about any insights you can share or potential opportunities at [Company Name] that could fit my skill set in HR management and recruitment.

Thank you for connecting with me, and I hope to hear from you soon.

Sincerely, [Your Name]

Email 5: Addressing a Referral

Subject: Referred by [Referrer’s Name] for the Content Creator Role

Greetings [Recruiter’s Name],

I hope your week is going well. [Referrer’s Name], who recommended I contact you, spoke highly of your role in shaping the creative team at [Company Name]. With a passion for content creation and a portfolio that supports my ability to engage and grow audiences, I am very eager to apply for the Content Creator position. [Referrer’s Name] suggested that my background might be a good fit for your current needs. May I send over my portfolio for your review?

Appreciate your time and looking forward to any feedback you might have.

Best, [Your Name]

Following Up

When you reach out to recruiters, managing timely follow-up emails is key to keeping your application top of mind.

Deciding When to Send a Follow-Up

You’ve sent your initial email to the recruiter, and now you’re wondering when to send that follow-up message. Typically, wait for about a week before following up. Ensure you check the job listing, as it might specify a follow-up timeframe. If you’ve had an interview, ask the interviewer for a timeline regarding their decision-making process and plan your follow-up accordingly.

Here’s an example of how you could time your follow-up:

• Monday, Day 1: Send your initial email.
• Monday, Day 8: If you haven’t heard back, send your first follow-up email.
• Thursday, Day 11: Consider a second follow-up if the position is highly competitive, but only if you have something new to add to your candidacy.

Related: Interview Follow-up Email Examples (1-2-3 weeks)

Keeping Follow-Up Emails Concise

Your follow-up email should be short and to the point. Use three to four sentences to remind the recruiter of your initial conversation, express your continued interest, and mention any relevant updates to your application. It’s important to be polite and professional, while still conveying your enthusiasm for the position.

Sample Follow-up Email to a Recruiter

Subject: Follow-Up on [Position Name] Application

Dear [Recruiter’s Name],

I’m writing to express my continued interest in the [Position Name] and to confirm that my application is under consideration. I’ve recently completed [a relevant certification/course] and am excited about the potential to bring this new knowledge to the team.

Thank you for your time, and I look forward to any updates you may have.

Best regards, [Your Name]

Email Format and Layout Tips

Ensuring readability.

To keep your email reader-friendly, use short paragraphs of no more than three sentences. You’ll want a clear, simple font like Arial or Calibri at a size that’s easy to read, typically 10 or 12 point. For headers and titles, a size just slightly larger will suffice. Leave ample white space around text blocks to help guide the eye and avoid walls of text.

Hi [Recruiter’s Name],

I recently came across your posting for [Job Title] on [Website or Company page]. I am very interested in this role and believe that my background in [Your Profession/Field] makes me a great fit.

[Paragraph break]

In my current role at [Your Company], I have succeeded in [Brief example of your achievement]. I’m excited about the opportunity to bring my skills to [Company you’re applying to].

Thank you for considering my application. I’ve attached my resume for your review and would welcome the chance to discuss how my experience aligns with [Company’s] goals.

[Your Name]

Using Bullet Points for Clarity

When you’re listing qualifications, skills, or reasons why you’re a fit for the job, bullet points can be your best friend. They help break down information into digestible chunks and draw attention to key points.

• Over three years of experience in digital marketing
• Proficient in SEO best practices and Google Analytics
• Successful track record in social media ad campaign management

Maintaining Professional Font and Color Choices

Your email’s visual impression is as important as its content. Stick to standard fonts and black text to maintain professionalism. If you must use color, do so sparingly, such as for your name or section headers, and choose a subdued color like navy blue or dark grey.

Email Body Text: Standard black text in Arial or Calibri

Name/Headers: Black, or navy blue or dark grey to add a subtle splash of color while keeping the overall look professional

Frequently Asked Questions

What should i include in my initial email when contacting a recruiter about job opportunities.

In your initial email, provide a brief introduction, mention how you found the job or the recruiter, and succinctly explain why you’re interested in the position. Attach your resume and include a statement that encourages the recruiter to connect with you.

How can I craft a compelling subject line for an email to a recruiter?

Your subject line should be straightforward and relevant. Use phrases like “Application for [Job Title] – [Your Name]” or “Interest in [Job Title] Opportunity.” This ensures your intention is clear and your email is easy to find later.

What are the key components of a professional email to a recruiter after applying for a job?

After applying for a job, email the recruiter with a thank you note mentioning the position and showing enthusiasm for the opportunity. Briefly reiterate how your skills align with the job requirements, and provide any additional documentation upon request.

What’s the best way to approach a recruiter on LinkedIn via email?

Engage a recruiter on LinkedIn by first reviewing their profile to tailor your message. Then, send a message expressing your interest in a role, note common connections if applicable, and mention specific details about your qualifications that fit the job you’re eyeing.

How can I effectively showcase my skills and experience in an email to a recruiter as a fresher?

As a fresher, highlight your educational background, any internships or projects relevant to the job, and skills you’ve developed that transfer to the workplace. Be enthusiastic and show a willingness to learn and contribute to the team.

What should I mention when emailing a recruitment agency on behalf of my company?

When contacting a recruitment agency for your company, outline your company’s background, the roles you need to fill, and the qualifications required. Be clear about your expectations and the type of partnership you’re looking for with the agency.

• Effective Interview Confirmation Email (Examples)
• Interview Follow-up Email Examples (1-2-3 weeks)
• Job Interview Request Email Responses (Detailed Examples)
• How To Write a Professional Email
• 10 Smart Examples of An Interview Thank You Email
• How Long Does It Take to Hear Back From an Interview?

• AI Email Writer
• Thought Hub

Updated on December 14, 2023

How to write an email to recruiter

There's a certain nuance to engaging with recruiters in the corporate world. While there's no rule of thumb perfect for every situation, knowing how to write emails to recruiters can benefit your career. When it comes to career advancement or simply looking for a new job, it can be a time-consuming process for anyone to endure. In this article, we’re going to offer all the insights you need on how to write an email to a recruiter. These will include multiple examples and a look at why AImReply is the only tool you’ll need.

Employ the full range of AI advantages with AImReply and express your thoughts faultlessly in every email.

It’s understandable to overthink writing an email to a recruiter, as this could be your one chance to get your foot in the door. However, more often than not, this overthinking can hurt you more than it might help. You shouldn’t be afraid to customize your email, but there are many templates that are proven to be effective with recruiters.

Of course, these are mere examples you should customize to your flair, but they offer the guidance you need to move forward. More importantly, working with a template can ensure you stand out from others who are working from scratch.

Samples for How to Write an Email to a Recruiter

If you aren’t sure where to start, sample emails can offer a good starting point to work with. This also helps reduce the amount of time you spend crafting one email after another. Keep in mind that a little tact should be used, regardless of which sample you resonate with the most.

What makes this process so tricky is that there are many factors that play into how your email is perceived. The best you can do is word it in a way that catches the attention of the recruiter. Thankfully, there’s plenty of resource material at your disposal.

One of the most common types of recruiter emails, most business professionals are accustomed to sending unsolicited emails to recruiters. While some do it more than others, these emails may not always receive a response.

For an unsolicited email to catch a recruiter's attention, several considerations should take place. The body of your text is important, but the subject line is what will make them click on the email.

Subject Line: Seeking interview for [name of position] at [company name]

Dear [recipient’s name], My name is [your name], and I’m reaching out as I have recently discovered that [company name] is currently hiring for [position name]. I have over [x] years of experience, and I feel I’d add the value your organization is looking for. If we could consider setting up an interview, that'd be greatly appreciated. You can find my resume attached, and please contact me if you have any questions. I look forward to discussing this position in more detail to see where I could really benefit (company name) on all fronts. Have a great day. All the best, [your name]

This example offers a great middle ground that isn’t too wordy but gives you the chance to express your interest. You could slim it down a little more if you only care about getting to the point, but you can’t go wrong with this structure.

In some cases, a recruiter suggests a position, but there’s another job title at the company that you’re more interested in. There’s nothing wrong with expressing your interests, but how you go about doing so can dictate the tides of the conversation.

Remember that the recruiter only knows what they have in front of them. Through conversation, there’s a good chance you could highlight a few angles they may not have considered. It’s just another way to increase your chances of landing the role you want.

Dear [recipient’s name], I greatly appreciate your consideration for the position of [name of job title]. Although I can see how I would be a good fit, I have to say that I’m rather interested in a different position. Based on my professional background and personal interest, I was wondering if we could discuss the position of [name of job title]. I understand that this may be out of the scope of what you’re looking for, but I feel my credentials suit the needs of the job quite well. If any opportunities for this position arise, please let me know at your earliest convenience. Outside of that, I’m available to meet in person to discuss this in more detail if you have time in the near future. Best regards, [your name]

Taking this approach on how to write an email to a recruiter is a safe way to potentially land the role you truly want. Sometimes, a company wants to hire you, but not for the position you initially wanted.

It doesn’t hurt to negotiate in the beginning or work your way up to the position down the road. Remember that this template is to be used as a response. You’re looking to show interest in working for the company, just in a different position that’s more suitable for you.

Just because you can’t take on a particular position at this point in time doesn’t mean you should burn bridges with professional connections. You never know when you’ll need that opportunity.

Having little time if you're busy with other commitments is okay, but how you decline recruitment emails should be handled with care. The email template below ensures that you get the point across without damaging the potential business relationship with the recruiter.

Dear [recipient's name], Thank you so much for the offer on the position of [job title], as it perfectly aligns with my line of work. Unfortunately, I don’t have the capacity to take on this opportunity at this time. In the same vein, I may be available for this position down the road, and I’d like to keep in touch just in case you still need help. Can we circle back on this opportunity on [date that you’ll be available] and see if you feel like I’d be a good fit for [job title]? I’m happy to discuss options for the near future. Have a great day! All the best, [your name]

Keeping your professional connections open is always wise, especially if it's an opportunity you might be able to take down the road. It can feel unsettling to pass on a new position or client, but you also have to know what your limits are.

Applying and emailing thank you notes for hiring managers can be a tasking process. From what to write and how to write it, most people find the entire ordeal to be pretty stressful. This is where tools like AImReply are seen as a life saver to the modern professional.

Let AImReply Handle the Work

It might not sound plausible at first, but the reality is that AImReply knows exactly how to write an email to a manager. Of course, it needs a little context from your end, but in just a few moments, AImReply can handle replies and craft new emails with ease. It only takes a few steps before it can get to work landing interviews and helping you build professional relationships.

Here are a few of the key benefits that AImReply brings to the table:

• It creates effective, professional, personalized, unique emails in seconds
• It saves you up to three hours on a daily basis
• Enjoy universal access to AImReply thanks to the convenient Google Chrome extension, or mobile and web versions
• Emails are well structured and contain no mistakes, thanks to precision and personalization features
• There is support for 16 languages, aiding a global audience of business professionals

There’s no need to worry about personal security either, as our users enjoy absolute data protection. Your personal information and the sensitive nature of your email will never be compromised due to the strict data protection protocols which ensure that all the information is anonymized before being processed.

The bottom line

Emailing doesn’t have to be as grueling and stressful as it once was. Although it’s important to learn how to write an email to hiring managers, it never hurts to get some assistance.

Working with AImReply can not only save you time but it can help increase your chances in the hiring process. Our service delivers various benefits catered to all kinds of professionals, as emailing can be nerve-wracking for anyone.

• Web version
• Google Chrome Extension
• Mobile version

March 25, 2024

Having to call in a sick day can be nerve-wracking as we want to convey the situation as clearly as possible. To avoid causing any hassle for colleagues when you’re sick, you’ll want to know how to write a sick day email for work.

March 18, 2024

If you want to get paid on time, you’ll want to learn how to write an invoice email for any professional situation. Although you’re owed payment for your work, being courteous and professional in your writing is important.

March 15, 2024

In the world of business, you have to be able to sell yourself. This is where it can be helpful to know how to write an introductory email for business purposes. As with any form of professional communication via email, there’s always a bit of tact when it comes to the writing.

5 Clever Ways to Email a Recruiter and Get Their Attention

November 21, 2022

by Derek Doeing

In this post

How to send an email to a recruiter, email format for job application, email examples for job application, response to recruiter email templates, when to email a recruiter.

If you’re like me, your anxiety spikes when hitting send on an email.

Combining this with the constant worry accompanying a job hunt makes for a dangerous combination. There's almost nothing more frightening than sending the wrong draft to a recruiter and ruining your chances at your dream role.

Employers and third-party recruitment agencies use staffing software with email integration capabilities to screen resumes, track candidate progress, and set interview slots. When everything is tracked and optimized, the process becomes easier.

If you've been wondering how to clench the opportunity you want, start out with writing email to the recruiter. This will not only break the ice but also increase your odds at your dream company. 

1. Keep it concise

Recruiters are often stretched between many duties and typically have little time to review each applicant – even with  resume parsing  or  recruitment marketing tools. It's usually difficult for them to edge out time for a "quick chat", so the more information you can provide in the least amount of time is ideal.

Quick and concise messages show that you respect the recruiter's time, and you're more likely to receive a response rather than put it in the "answer later" folder, never to be seen again.

2. Write with purpose

There's almost nothing more annoying than vague requests that only benefit you. Avoid the typical requests like, "Do you know anything about this role?" or "What available openings do you have?". These questions waste the recruiter's time and can be answered on the company's career page or job listings.

Explore  the job description  properly before emailing the hiring manager or recruiter. Learning about the company culture , making connections, or asking for feedback on your application materials are all valid reasons to reach out to a recruiter.

3. Catch more flies with honey

Remember that you're the one interested in a job opportunity. A recruiter's opinion of you as a candidate and person can mean all the difference in a job offer. Be kind, authentic, and firm in your approach so that the recruiter believes in your words. Cutting and pasting online templates for job roles or cover letters can only get you so far. Staying respectful with your tone and requests shows that you're likely a pleasant and experienced person to work with.

4. Make it easy to respond

You should wait to write your email expecting to receive a job offer. Start with an introduction and a small request. Start with simple "yes or no" questions that a recruiter can answer as quickly and efficiently as possible rather than questions that elicit a lengthy response. You can dive into more profound questions, and requests as the conversation develop.

5. Have an out

At some point during the email process, you realize the job isn't the right fit. Don't come across as too desperate or that you're dedicating all of your job hunt efforts to one company. By making it seem like you have other options (even if you don't), you're setting yourself up for a stronger position to negotiate from down the road.

Some candidates play it smart in the never-ending hiring chase by writing consistent cold emails to recruiters. While this doesn't always guarantee success, some recruiters do consider it while shortlisting applicants. 

To craft a perfect email for a recruiter, here are a few creative practices to get you the opportunity you're looking for.  

1.  Transparent   email   subject line:  Expressing "the why" of your email in your subject line is necessary to substantiate your identity among thousands of others. 

2.  Proper salutation:  While addressing every recruiter, you can make use of informal greetings, like "Dear," along with "Mr." or "Mrs." to promote a sense of familiarity.  

3.  Contact Source: An email looks genuine only if a candidates mention the source from where they extracted the contact information of a recruiter.

4.  Educational qualifications:  Describing your educational journey clarifies your objective to grow, learn and thrive professionally.

5.  Work experience:  Summarizing years of experience in a way that doesn't sound like jargon is advisable. Recruiters can always read your resumes, so elongating your emails sets a poor impression.

6. Call to action: Formulate an enticing call to action in the final leg of your email. Either you can ask for a response from the recruiter or for a future appointment. Remember, both parties have an equal share when it comes to benefits. 

7. Sign-off: Signing off in a positive stride puts you in the good books. You can also extend your application by providing project links or LinkedIn profile URLs. This helps the recruiter explore the ropes of your work and share it with the hiring manager.

To get a positive recruiter response, you need to learn  how to write a professional email  that doesn't sound artificial or cheesy.

of recruiters respond to emails with 75-100 words !

Source: Drip

When many applicants contend for new opportunities, the probability of getting selected reduces considerably. Recruiters are often on the lookout to choose crowd differentiators who are talented and unique. And they leave no stone unturned to ensure that. These email samples check all the boxes of situations you might encounter in your job hunt. Use them as inspiration in the future, but remember to customize your emails based on the nature of the job role.

Job interest email example

Follow-up email example

Referral email example

If you receive a voluntary email from a recruiter regarding a job offer, plan out your next steps wisely. You want to avoid getting overexcited and exclaiming in your replies. But at the same time, you don't want to sound uninterested or bossy. Accommodate your skill sets in the email, so your recruiter is impressed and inspired.

Sample response email to a recruiter

Dear [Mr. or Mrs.] [Recruiter name],

Subject: Acceptance of interview for [job role] at [company name]

Thank you for reaching out to me regarding my interest in the [job role] position in [department name] at [company name]. I accept this opportunity as it aligns very well with my current expertise and future career goals. My passion and expertise towards [industry-type] as a [designation] would definitely be of tremendous value to [prospective company's] growth.

I have attached a copy of my resume for your perusal. Please let me know of your availability to discuss this further.

[Your name]

Requesting for a different position email

Unfortunately, sometimes recruiters from your dream company contact you for a different position you still need to sign up for. No matter the context, you must be kind and polite while typing a response.

Example of email to HR for a different position

Subject:  Reconsideration of the role of [offered job title] in [company name]

Thank you so much for reaching out to me regarding the [offered job title] position in [department name] in your esteemed organization. However, I wish to jot down a quick note on this concern.

As my current roles and responsibilities at [current company] align more with the [current industry type], I request you consider my application for the position of [desired job title] instead. Please show me a second opportunity as a potential recruit for [desired job title] with [company name].

A copy of my resume is attached herewith. Please drop me a line in case of other requirements from my end.

There is no specific incentive behind not emailing a recruiter for a job interest. However, certain situations flag this practice as some recruiters set essential protocols during recruitment. Some instances where it is okay to coordinate with a recruiter via email are as follows.

• You checked out a job listing on LinkedIn or a job seeker profile, and it suits your needs.
• A friend or colleague recommended a staffing agent or recruiter.
• You came across local sourcing opportunities within your industry or city.
• They contacted you first, and now you need to follow up.
• You're waiting around on interview feedback.
• You shared your resume and are corresponding to track your progress.
• You connected with the recruiter in the past, but it didn't go through at that moment.

They'll "get back to you"

Building an initial bridge with potential recruiters can land you in your dream role much faster. Apart from a stellar resume, recruiters also look out for good spunk and talent in a potential recruit. Sending just the right sort of email checks all their boxes and makes their jobs easier. 

Hire hunting goes way beyond posting job vacancies. Learn how you can write a satisfactory job description  that cuts through the noise of the talent market.

Fish the best out of the pool!

Streamline and scale your hiring workflows from start to finish with staffing software with email integration.

Derek is a former G2 content associate. He can usually be found discussing pop music, politics, or digital marketing on the internet. (he/him/his)

Recommended Articles

Productivity

What Does a Recruiter Do? (+ How to Become a Good One)

On the receiving end of every job application you’ve sent to a company is a person (allegedly).

Recruiter Resume and Cover Letter Tips (+Examples)

Do you think you’re a good judge of character? The position of a recruiter may be the perfect...

How Long Should a Cover Letter Be? (+Formatting Tips)

So you’re applying for a job, huh?

by Alexa Drake

Never miss a post.

Subscribe to keep your fingers on the tech pulse.

By submitting this form, you are agreeing to receive marketing communications from G2.

9 Tips for Writing an Email to Recruiter + Templates & Examples

• August 28, 2023

Ah, the thrill of spotting your dream job!

There it is, gleaming on your screen, and now, the real challenge begins: sliding into a recruiter’s inbox. 

Think of it as crafting the perfect online dating profile – but for your career. Too eager?

You might scare them off. Too aloof? Left-swiped into oblivion.

Writing that initial email to a recruiter can feel like trying to impress on a first date.

You want to appear cool and collected, yet bursting with professional charm .

Stumbling over your digital words? Worry not!

We’re here to guide you, ensuring your “email dance moves” are pitch-perfect.

By the end of this guide, not only will you have the confidence of a dance floor star, but you’ll also know just how to tango in that recruiter’s inbox.

Why is it Essential to Perfect Your Email to a Recruiter?

You might find yourself wondering how to email a recruiter about a job or how to send an email to a recruiter that stands out. Here’s the scoop: perfecting your email to recruiter is crucial. Think of it as your digital handshake .

A well-crafted email can open doors to new job opportunities , making that sample email to recruiter for job opportunities your golden ticket. It’s not just about how to write an email to a recruiter; it’s about crafting a message that’s clear, compelling, and memorable.

A misstep could cost you a potential interview or opportunity. So, when you’re writing that email to recruiter for job or just sending a simple recruiter introduction email, ensure it’s tailored , respectful , and free of errors . After all, first impressions count, even in the digital world.

Basic Structure of an Email to a Recruiter: Key Elements

Diving into the world of job applications? Here’s a cheat sheet on the basic structure of an email to a recruiter. Think of it as your blueprint when you’re crafting that all-important email to recruiter for a job or when you’re seeking advice.

Your email should have a few essential elements to make it stand out and resonate :

The Subject Line: Your First Impression

Your subject line serves as the front door to your email. It should immediately tell the recruiter what to expect . A compelling subject line , like “Application for [Job Title]: [Your Name],” immediately indicates the email’s purpose.

Given the flood of emails recruiters receive daily, a clear and concise subject line is pivotal. Remember, it’s the first thing they see, and it determines if they’ll open your email or move it to the trash.

Opening: Personalized Greetings Matter

Starting with a tailored greeting sets the tone for the entire email . Instead of a generic “Dear Hiring Manager,” if you know the recruiter’s name, use it: “Hello, Mr. Johnson.” This small touch signals respect and shows you’ve taken the effort to find out who’s behind the recruitment process.

Introduction: Make an Impactful Pitch

This is your elevator pitch. Begin with who you are and why you’re reaching out. Did someone refer you? Mention it here. Briefly touch upon your current role, major achievements, or what excites you about the prospective role. Your introduction should set the stage, grabbing the recruiter’s interest.

Main Content: Showcase Your Value

Dive into the specifics here. Why are you the right fit for the job? Link your skills and experiences to what the company is seeking. This is your chance to demonstrate how you’ll be an asset, so be concise but persuasive .

Discuss specific roles, how your background matches the company’s needs, and articulate genuine interest in the organization’s mission and values.

Closing Line: Extend Appreciation

Before wrapping up, always thank the recruiter for their time and consideration . This small gesture emphasizes your professionalism and gratitude. A line like, “Thank you for considering my application,” followed by your eagerness to explore the role further, is both courteous and proactive.

Conclusion: Wrap it Up with Hope

Recap your main points and express anticipation for the next steps . This might look like: “I believe my experience in [specific skill/role] aligns perfectly with what [Company Name] is looking for. I’m looking forward to the possibility of discussing how I can contribute.”

Signature: Seal it with Details

End with a comprehensive signature. More than just your name, this section provides the recruiter with various ways to reach out. Incorporate your phone number, LinkedIn profile, and any other relevant contact platforms. Your signature is a clear indicator of your professional brand and accessibility .

Tip #1: Clarity is Key

In the competitive job market, being concise and clear sets you apart . It’s essential that your intent and message are easily discernible.

Whether you’re emailing a recruiter for an interview or inquiring, your message has a clear structure about job opportunities, ensuring that , with each paragraph leading logically to the next. A well-organized email prevents any misunderstandings and showcases your communication skills.

Tip #2: Research Before Writing

Before you craft your email, take time to research the company , its values, and its recent achievements. Understand the job role you’re applying for in-depth.

This research will help you tailor your email to the company’s needs and culture , demonstrating that you’re genuinely interested. A personalized email is more likely to catch the recruiter’s attention than a generic one.

Tip #3: Subject Line Importance

The subject line is the first thing a recruiter will see. Make it count. Instead of a vague “Job Application,” specify the role, such as “Application for Marketing Manager Role: [Your Name].” This specificity ensures your email isn’t overlooked and immediately communicates its purpose.

Tip #4: Follow-Up Emails

Sometimes, emails can get lost in the shuffle or overlooked. If you haven’t received a reply after a reasonable period, send a gentle follow-up . This demonstrates your genuine interest in the position.

However, be patient and avoid appearing pushy – waiting a week or two before following up is typically a good rule of thumb.

Tip #5: Respecting Professional Boundaries

Always maintain a balance between being personable and formal . Avoid discussing unrelated personal matters or using overly casual language. Even if the company culture seems informal, err on the side of professionalism in your initial communications. First impressions last!

Tip #6: Use Templates Wisely

While templates can be a great starting point , they should be just that—a starting point. Ensure you customize any template to suit the specific role, company, and recruiter you’re reaching out to.

Personal touches , such as referencing a recent company achievement or a specific requirement from the job listing, can make your email stand out.

Tip #7: LinkedIn Outreach

LinkedIn is a modern tool that bridges job seekers and recruiters. When sending an outreach on LinkedIn, make sure your message is concise, specific to the role, and highlights how your skills align with the company’s needs.

And always, always make sure your LinkedIn profile is polished and up-to-date before reaching out.

Tip #8: Crafting the Perfect Content

Your email’s body should provide a snapshot of who you are , what you bring to the table, and why you’re interested in the company. Highlight key achievements relevant to the role , using quantifiable metrics when possible.

For instance, if applying for a sales role, mentioning that you “increased sales by 20% in the previous quarter ” can be compelling.

Tip #9: Responding to Recruiter Emails

Timely and professional responses are crucial. If a recruiter reaches out to you, reply within 24 hours. Whether the email is to schedule an interview or inform you that they chose another candidate, always respond graciously . Thank them for their time and express hope for future opportunities, if relevant.

Mistakes to Avoid When Emailing a Recruiter

When you send that email to a recruiter, you’re not just reaching out for job opportunities; you’re showcasing your professionalism , attention to detail, and communication skills.

With stakes this high, it’s crucial to get it right. We’ve all been there, eager to hit the ‘send’ button, only to realize later there was a mistake. Let’s help you sidestep common pitfalls:

• Using a Generic Approach : Every company and role is unique. Sending a one-size-fits-all email isn't going to cut it. Personalize your email for each job application.
• Overlooking the Subject Line : Remember, the subject line is the first thing the recruiter sees. Make it specific and relevant, not just a bland "Job Application."
• Forgetting to Attach Important Documents : If you mention your resume or any other attachments, ensure they're actually attached. An oversight here can be embarrassing.
• Neglecting to Follow Up : If you don't hear back within a reasonable timeframe, it's okay to send a follow-up email . Just avoid coming off as too pushy.
• Using Casual Language : Stick to professional language, even if the company seems to have a laid-back culture. You can always adjust your tone once you've built a relationship with the recruiter.
• Ignoring Grammar and Spelling : Typos and grammatical errors can quickly tarnish the image you're trying to project. Double or even triple-check your email before sending.

By steering clear of these common mistakes, you’ll be in a prime position to make a stellar first impression. Keep it professional, genuine, and error-free. Good luck!

Email to Recruiter in Different Scenarios + Templates

Navigating the world of job hunting is no simple feat. Yet, by fine-tuning your communication based on your scenario, you can leave a memorable mark on recruiters . Here’s a more detailed take on every situation:

Initial Outreach for Job Opportunities

In this proactive approach, it’s essential not just to introduce yourself but to make a compelling case for why you’re a great fit. The email template for this should not only showcase your qualifications but also highlight your genuine interest in the company’s values and goals.

Personal touches, like mentioning a recent company achievement, can make your outreach stand out.

Here’s an email template:

Subject: Exploring [Job Role] Opportunities at [Company Name]

Hello [Recruiter’s Name],

I recently came across [Company Name] and was genuinely impressed by [a specific achievement or project].

As a [Your Current Role], I am eager to explore potential opportunities to bring my expertise in [specific skill or experience] to your team. Attached is my resume for your review.

I’d appreciate the opportunity to discuss how I might contribute to your ongoing and future projects.

Best regards, [Your Name]

Follow-up After an Interview

After the nerve-wracking interview, it’s about leaving a lasting positive impression . Your follow-up email should not only convey gratitude but also remind the recruiter of your unique strengths or a memorable point from the interview.

It’s an opportunity to reinforce your suitability and passion for the role .

Subject: Gratitude for the Interview for [Position Name]

Thank you for taking the time to meet with me about the [Position Name]. I genuinely enjoyed our conversation and am even more excited about the possibility of joining the team.

The insights you shared about [specific project or aspect discussed during the interview] resonated with me.

I look forward to potentially contributing to such initiatives.

Warmly, [Your Name]

Responding to a Job Offer

This is a critical juncture. Whether you’re on the brink of accepting, considering negotiating terms, or have decided to decline, clear and courteous communication is key.

Templates for this scenario should be structured to express appreciation , detail your decision, and either set the stage for next steps or part on good terms.

Subject: Response to Job Offer for [Position Name]

I am deeply honored to receive the offer for the [Position Name] role. After careful consideration, [I am excited to accept the offer / I’d like to discuss a few aspects of the offer before finalizing my decision / I’ve decided to pursue another opportunity].

[If negotiating: I was hoping to discuss the [specific component, e.g., salary, benefits, etc.].]

Thank you for considering me, and I hope [to start this journey together soon / to potentially cross paths in the future].

Best, [Your Name]

Inquiry About Application Status

The waiting game is tough. If you’re keen to know where you stand but don’t want to come off as impatient, your email needs a delicate touch.

The template for this should start with acknowledging the recruiter’s busy schedule, expressing continued interest, and politely inquiring about any updates.

Subject: Checking In: Application Status for [Position Name]

I hope this email finds you well. I understand how busy the recruitment process can be. I’m writing to kindly inquire about the status of my application for the [Position Name].

I remain very enthusiastic about the opportunity to contribute to [Company Name].

Best wishes, [Your Name]

Reaching Out on LinkedIn

LinkedIn is a more casual platform, but professionalism still reigns supreme . When crafting a template for LinkedIn outreach, brevity is your friend. Start with a friendly introduction, briefly mention any common connections or interests, and state your purpose clearly.

Given that recruiters receive numerous LinkedIn messages, being concise and clear can elevate your message.

Subject: Hello from a [Your Current Role/Industry] Enthusiast!

I’ve been following [Company Name] on LinkedIn and am consistently impressed by [specific post or company achievement].

As a [Your Current Role], I’m keen to learn more about opportunities at [Company Name] and thought it best to reach out directly.

Would it be possible to set up a short conversation?

Thank you in advance, [Your Name]

Frequently Asked Questions on Writing an Email to Recruiter

Navigating the intricacies of emailing recruiters can be daunting. But fear not – you’re definitely not the only one trying to craft the perfect email. To shine some light on this, let’s dive deep into three questions that frequently pop up about reaching out to recruiters.

What's the ideal length for an email to a recruiter?

When it comes to the length of an email, remember the famous adage: brevity is the soul of wit . Especially when you’re making that first impression, it’s pivotal to keep your email succinct . Aim for a length of three to five sentences in the email’s body.

There’s a method to this. Firstly, recruiters are swamped daily. A crisp, short email means your entire message will likely be read . Secondly, a concise format forces you to be direct and clear, eliminating fluff.

And lastly, demonstrating that you can communicate effectively in a few words underscores your professionalism and respect for the recruiter’s time .

Can I include links to my portfolio or LinkedIn profile in the email?

Yes, and it’s actually a stellar idea to do so. But here’s the kicker – these links should amplify the value of your email. If you’re sending a link, ensure it’s relevant to the job.

For instance, if you’re applying for a design role, a portfolio link is almost essential. But don’t just drop a link. Offer a brief description that teases what the recruiter can expect. This not only piques their interest but also provides context.

And this should go without saying, but always make sure the links are functional . Nothing is more frustrating or leaves a more negative impression than a broken link.

How soon should I follow up if I don't receive a response?

Timing is everything here. After you’ve sent your initial email, give it a week . Understand that recruiters are juggling a myriad of tasks and multiple candidates. When you do decide it’s time for a nudge, ensure it’s done with utmost politeness . Remind them briefly of your initial email, expressing your continued interest.

However, be aware of the fine line between persistence and annoyance . If after a couple of follow-ups (spaced ideally a week apart) you’re met with silence, it might be time to redirect your efforts. It’s tough, but remember, every interaction is a learning experience , pushing you closer to your goal.

Key Takeaways on Writing an Email to Recruiter

Crafting the ideal email to a recruiter is an art, one that requires thoughtfulness, clarity, and a dash of personal touch .

As we’ve explored, there’s a distinct structure to follow when reaching out, ensuring your email doesn’t get lost in the recruiter’s inbox maze. Prioritizing clarity, conducting thorough research, and crafting compelling subject lines are essential.

Mistakes? We’ve all made them, but being wary of common pitfalls can increase your chances of a positive reception. Emailing in various scenarios requires adapting your message; however, using our provided templates can streamline the process .

The journey of connecting with recruiters comes with its own set of questions. Whether it’s about email length, including relevant links, or knowing the right time to follow up, each query has a purpose .

Remember, your email to a recruiter is not just a digital letter; it’s a representation of who you are . Approach it with confidence, armed with the insights we’ve shared, and you’ll be on the right track to making a lasting impression. Happy emailing!

To achieve the best results with email outreach, we recommend using a professional email automation software

13 best cold email platforms rated and compared

Edgar Abong

Table of contents.

Expert level sales and marketing guides and unbiased software reviews. 

• Privacy Policy
• Terms of Service

Copyright © 2024 influno. All rights reserved.

Last Updated on August 28, 2023 by Edgar Abong

RecruitBae – Candidate Assessment Platform

How to Write an Email to a Recruiter?(SAMPLE)

Table of Contents

How to Write an Email to a Recruiter?

In today’s competitive job market, contacting a recruiter via email can be an effective way to make a solid first impression and stand out from other candidates . Whether you are applying for a specific job or seeking general opportunities, crafting a well-written email is crucial to get noticed by recruiters . Here’s a step-by-step guide on how to write an effective email to a recruiter:

Step 1: Choose a Clear and Concise Subject Line

The subject line is the first thing a recruiter sees, so it’s essential to make it clear and specific. Include your name and the purpose of the email to help the recruiter understand the message. For example, “John Doe – Inquiry About [Position Title]” or “Jane Smith – Job Application for [Company Name].”

Step 2: Address the Recruiter Appropriately

Begin your email with a professional greeting that includes the recruiter’s name. If you don’t know their name, try to find it through the company website or LinkedIn . Addressing them directly shows that you’ve researched and are genuinely interested in connecting.

Step 3: Introduce Yourself

In the opening paragraph, introduce yourself briefly and mention how you came across the opportunity or why you are interested in the company. Keep it concise and focus on the key points that highlight your enthusiasm and qualifications.

Step 4: Highlight Your Relevant Experience and Skills

In the body of the email, elaborate on your relevant experience, skills, and achievements. Tailor this section to align with the specific job requirements or the industry you are interested in. Use bullet points or short paragraphs to make it easy for the recruiter to quickly skim through and grasp your key points.

Step 5: Express Your Interest in the Company

Show genuine interest in the company and its values. Mention specific aspects of the company that appeal to you and explain why you believe you would be an excellent fit for their organization.

Step 6: Keep it Concise and Professional

Recruiters often receive numerous emails daily, so keeping your email concise and to the point is essential. Avoid using jargon or overly complex language. Be professional and respectful throughout the email.

Step 7: Mention Attachments (If Applicable)

If you are attaching your resume, cover letter, or other relevant documents, mention them in the email. For example, you could write, “I have attached my resume and cover letter for your review.”

Step 8: Close with a Polite Call-to-Action

In your closing paragraph, express gratitude for the recruiter’s time and consideration. Politely request the opportunity for a follow-up or an interview to discuss your qualifications further. Be clear about your availability and how they can contact you.

Step 9: Sign Off Professionally

End your email with a professional closing such as “Sincerely,” “Best regards,” or “Thank you,” followed by your full name and contact information.

Step 10: Review and Edit

Review your email for spelling or grammar mistakes before hitting the “Send” button. Ensure the email flows logically and that all the essential information is included.

Step 11: Follow Up if Necessary

If you don’t receive a response after a reasonable period, consider sending a brief follow-up email to express your continued interest in the position or to inquire about the status of your application.

Remember that writing a thoughtful and well-crafted email to a recruiter can significantly impact your chances of being noticed and considered for a job opportunity. Take the time to customize each email to the specific recipient, and demonstrate your enthusiasm, qualifications, and professionalism throughout the communication. Good luck with your job search!

What should I say to a recruiter via email?

Email communication has become a crucial aspect of the modern job-seeking process. When reaching out to a recruiter, a well-crafted email can significantly affect how you are perceived as a potential candidate. It’s essential to convey your interest, qualifications, and professionalism effectively. This article guides what to say in an email to a recruiter to make a positive and lasting impression.

• Subject Line:

Begin with a clear and concise subject line that indicates the purpose of your email. For example, “Job Inquiry: [Position Title]” or “Application for [Company Name] Job Opening.” A precise subject line helps the recruiter identify your message promptly.

• Personalize the Greeting:

Always address the recruiter by name if possible. A simple “Dear [Recruiter’s Name]” or “Hello [Recruiter’s Name]” shows that you’ve done your research and are interested in a personalized connection.

• Introduction:

In the opening paragraph, introduce yourself and mention the source of your connection, such as a job posting, referral, or networking event. Express your enthusiasm for the company and the specific role you are interested in. Briefly mention your current professional status and experience, if relevant.

• Highlight Relevant Skills and Experience:

The body of the email should focus on your qualifications, achievements, and skills that align with the job requirements. Avoid lengthy paragraphs and use bullet points to present your key points. Be specific and explain how your abilities can contribute to the company’s success.

• Express Genuine Interest:

Show the recruiter that you’ve researched the company and understand its values, mission, and recent accomplishments. Mention why you are genuinely interested in working for their organization. This demonstrates that you’re not just sending a generic email to every recruiter, but you’ve chosen this company deliberately.

• Customize Each Email:

Avoid using generic templates for all your job applications. Tailor each email to the specific company and position you are applying for. Recruiters appreciate personalized messages demonstrating your dedication and interest in the opportunity.

• Ask Thoughtful Questions:

Towards the end of your email, consider asking a thoughtful question about the company or the role. This shows that you’ve done your research and are genuinely interested in learning more.

• Request Next Steps:

Politely inquire about the next steps in the application process. Express your willingness to provide any additional information they need and state that you’re looking forward to their response.

• Professional Closing:

End your email with a professional closing, such as “Sincerely,” “Best Regards,” or “Thank you.” Include your full name, contact information, and a link to your LinkedIn profile or attached resume (if applicable).

• Proofread and Edit:

Before hitting the “send” button, proofread your email carefully. Check for spelling or grammar mistakes, and ensure all the details are accurate. A well-written, error-free email reflects positively on your attention to detail and professionalism.

Crafting a compelling email to a recruiter is an essential step in the job application process. A thoughtful and personalized message that showcases your skills, experience, and enthusiasm for the company can significantly increase your chances of grabbing the recruiter’s attention. Remember to be concise, professional, and genuine in your communication, setting a positive tone for further interactions.

Do Companies Share PPA Assessment With Candidate?

What is an example of an email for recruitment?

Subject : Job Inquiry: [Position Title] – [Your Name]

Dear [Recruiter’s Name],

I hope this email finds you well. My name is [Your Name], and I am writing to express my sincere interest in the [Position Title] opportunity at [Company Name]. I recently came across the job posting on [Job Board/Company Website/Referral] and was immediately drawn to [Company Name]’s reputation for innovation and commitment to [specific industry/mission].

Allow me to introduce myself briefly. I am a dedicated [Your Profession/Field] professional with [X years] of experience in [mention relevant experience or expertise]. Throughout my career, I have successfully [say significant achievements or projects related to the job]. I believe my skill set, which includes [mention critical skills relevant to the job], aligns perfectly with the requirements of the [Position Title] role.

What excites me most about [Company Name] is its impactful contributions to [industry/cause], and I am eager to be part of such a dynamic team. The culture of collaboration and innovation at [Company Name] resonates strongly with my values, and I am confident that my passion for [mention a specific aspect of the company’s work] will make me a valuable addition to the team.

I have enjoyed researching more about [Company Name] and am genuinely impressed by [mention recent company achievements or projects]. Your commitment to [specific values or initiatives] aligns perfectly with my professional aspirations.

I would be grateful for the opportunity to discuss how my skills and experiences can contribute to [Company Name]’s continued success. I am open to providing any additional information or documents you may require. Please find my resume attached for your reference.

If possible, I would love to learn more about the next steps in the recruitment process. Please let me know if there is a convenient time for a call or an interview.

Thank you for considering my application. I look forward to possibly joining the [Company Name] team and contributing to its ongoing growth and success.

[Your Name]

[Your Contact Number]

[Your Email Address]

[ LinkedIn Profile URL (optional)]

Related Posts

How is a Psychometric Test Evaluated?

What is Listening Comprehension?

Leave a comment cancel reply.

Your email address will not be published. Required fields are marked *

Save my name, email, and website in this browser for the next time I comment.

• Skip to primary navigation
• Skip to main content
• Skip to primary sidebar
• Skip to footer

Executive Career Brand™

Executive Job Search - Personal Branding, Executive Resumes, LinkedIn Profiles, Biographies, etc.

September 25, 2023 By Meg Guiseppi

How To Get Executive Recruiters’ Attention With The Right Email Messages

• Pinterest 0
• LinkedIn 24

Executive recruiters are important sources of executive jobs.

But don’t overlook the most important job search strategy: Networking your way into the goldmine of hidden jobs at the companies or organizations you’re targeting.

Of course, you’ll need to reach out to recruiters and apply for jobs they’re trying to fill that interest you. And you want to stay in touch with them, so they’ll keep you top-of-mind when a good-fit opportunity for you comes their way.

But they’re busy people, sometimes overwhelmed by unsolicited emails from people they don’t know.

They’re in the habit of deleting emails, or hitting “Ignore” on LinkedIn, when they contain various blunders.

And you’ll probably never know why, or if, they’ve overlooked you.

You don’t want to risk them ignoring or getting rid of your email, before they see what a great candidate you are, right?

So how do you make your email messages to them stand out, so they’ll actually fully read them and respond to them?

For one thing, according to Lars Schmidt in a Fast Company article, Recruiters Explain Which Types Of Messages They Actually Reply To :

“Show recruiters you take networking seriously enough to deserve their attention.”

Fast Company asked a handful of recruiters which messages they delete and which ones they’ll respond to. Granted, this is a very small sampling, but their answers are telling, and the advice is good.

Here’s what the article says they found:

Things That May Cause Executive Recruiters To Ignore or Delete Your Email

Questions that five minutes of research can answer..

If you’re not willing to put a little time into finding the answer yourself, they’ll wonder whether you’ll be willing to put in the effort and perform well at the company.

Anything too generic.

If your message is an obvious mass email, they’ll spot it, and be turned off. Personalize and customize the content. Take some time and research the recruiter to find out tidbits about them that you can refer to. This is how you begin to build a relationship.

Anything that makes them look up basic info on you.

Let them know the basics about you, right off the bat – who you are, where you work and what you want to do next.

Anything too long.

Keep it short and sweet, and show that you’re genuinely interested. A great tip noted in the article: Add hyperlinks to provide more information without adding length.

Blanket requests for job-search help.

There are different kinds of recruiters. Learn about them. A corporate recruiter is not focusing on getting you a job or helping you find one. Their job is to fill their client companies’ openings. Asking them to help you find a job is not realistic.

For more on the types of recruiters and what they do, see Job-Hunt.org’s article, How to Find Jobs Working with Recruiters, Staffing Firms, and Head Hunters .

A clear objective, request, or call to action.

Don’t beat around the bush. Let them know in your first email why you’re reaching out to them, and what you hope they’ll do for you.

Don’t bombard them with your various awards and accolades, especially if you email them via LinkedIn, and those things are on your profile. Tell them about your work and what you have to offer, without overselling.

But you can go overboard with modesty. Be sure you don’t come off as needy or desperate.

Messages that are personal, accurate, and specific.

Tell them why you’re a good fit for the specific type of job you’re interested in. What will you do to benefit the company? You should have researched the industry and company to uncover pain points and determine how you will problem-solve.

A measure of polish.

Don’t let any typos or grammatical errors go when you hit “send”. Recruiters complain about this all the time. Have someone proofread for you. Don’t rely solely on Spell Check.

Writing Email Messages for Executive Recruiters

You can certainly use an AI writing tool like ChatGPT to help you write your email messages .

But you shouldn’t rely solely on it to compose a knockout email.

ChatGPT pulls from information already existing online.

It can’t know the details and particulars of your personality and the way you operate and get things done, unless that information exists online.

It can’t provide the specifics of your unique career, or give examples of specific contributions you’ve made to past employers, with metrics. The things that will differentiate you and help you stand out and above others.

So it can’t completely write your email messages for you, because it won’t be able to find such specific information about you online.

You’ll need to plug in the personal information about you that needs to be in a strong email.

Once you do this, you’re fairly close to writing the content yourself.

Then you can plop what you’ve written into the tool and let it help you with layout, grammar, spelling and keywords (when you feed it a job description).

If you let ChatGPT write most of the content for you (based on job descriptions), you’re in danger of sending out email messages that are very similar to others who used the tool.

Recruiters notice when they receive duplicate content and they don’t like it.

Writing Cold Emails to Executive Recruiters

Too many job seekers send either the same automated email to every recruiter, or a generic one that could apply to anyone seeking that particular job.

Remember that the purpose of your email (when sent accompanying your resume) is to be even more specific than your resume.

Don’t rehash what you already put in your resume. This is your opportunity to provide more info about yourself.

The email message is meant to address specific achievements and contributions of yours that will resonate with that particular recipient.

You may be able to re-use some of the content for several of your emails. But make sure the info really applies to that particular job, and the qualifications needed for the job and company.

If the best you can do is send the same generic email to every recruiter and employer hiring authority, assuming they will somehow interpret your good fit from your unfocused mishmash, don’t bother.

A generic email does nothing to differentiate how you’re uniquely qualified for the job.

Being generic in your emails positions you as the same as other candidates. How does that help anyone determine that you’re a standout who needs to be considered?

Tips for the best cold emails

Will Allred, cofounder and COO at Lavender, offered his proven framework for cold emails , based on the analysis of millions of successful emails:

• Confirm the job is still open. “Are you still hiring for . . . ?” initiates a dialogue and primes them for a reply, unlike unengaging intros like “I hope this finds you well” or “My name is . . . and I’m a . . .” Job seekers often feel a need to introduce themselves and meander through an intro. Don’t.
• Give context to show you’ve researched the company. What is going on at the company and within their competitive market? This shows you’re interested and you have authentic reasons why you want to work there.
• Emphasize your strengths . Align your strengths with the company’s needs, based on your research.
• Address a weakness positively. Any role will require things you’re weak at. Call those out but position them as opportunities to grow.
• Mitigate the risk. Show you’re working on the weakness or lean into a strength that shows you’ll overcome it.
• Tentatively close. Confirm they’re actively hiring. i.e. “If the role is still open and you think it’s a good fit, check out my portfolio here.”

More Questions to Avoid in Email Messages to Executive Recruiters

Additionally, the Undercover Recruiter posted a list of 10 questions and requests via LinkedIn that are sure to turn off a recruiter, including the following. Some of these may seem obviously wrong to do, but they happen surprisingly often.

• Can you help me find a job?
• Do you have any job openings that fit my profile?
• Can you review my resume and send me your edits / feedback / suggestions?
• Can you please send me John Doe’s email address / phone number?
• Do you know anyone at Acme Company?
• Can you endorse / recommend me?

Be Mindful of Your Email Address and Subject Line in Emails to Executive Recruiters

Two other critical things you need to be mindful of when emailing executive recruiters (or anyone, really), are your email address and the subject line .

These are the first things people and your spam filter will see.

If you have an off-putting email address, or an inappropriate or non-existent or spammy-sounding subject line, what do you suppose will happen?

The recipient will hit “delete” and/or the email will land in the spam filter, and may not be retrieved or seen.

And you’ll probably never know if that’s why you got no response to your email.

Following Up with Executive Recruiters

Executive recruiter Richard Triggs offers these do’s and don’ts, once you’ve sent an email applying for a particular role:

Do: Be patient and wait five days before following up to see if you are being shortlisted. However make sure you do follow up as each conversation is another opportunity to leave a good impression.

Don’t: Be a stalker and leave multiple messages/emails per day. Don’t be aggressive, needy, or belligerent.

Do: If you get a rejection email, always follow up and ask for feedback. Offer to buy the recruiter a coffee (it’s amazing what a $5 investment will get you) so you can meet and build a relationship.

Don’t: Expect that recruiters will drop everything just to meet with you face-to-face immediately. Accept that a 15-minute Zoom/Teams meeting is the norm nowadays.

More About Executive Recruiters and Job Search

16 Deadly Executive Job Search Mistakes

7 Things Successful Executive Job Seekers Know

Why the Best Executive Recruiters Ignore Your LinkedIn Profile and You

• Odnoklassniki icon Odnoklassniki
• Facebook Messenger
• LiveJournal

Reader Interactions

March 18, 2019 at 10:25 pm

Pay attention to your subject line and right away the search consultant knows what your message is about, and is more likely to open and read it.

March 19, 2019 at 4:03 pm

Good advice! Thank you for commenting.

October 23, 2017 at 9:43 am

Great article. I forwarded it to all my government POCs, with a scheduled date for a one day conference I have established for those who recruit.

October 23, 2017 at 1:05 pm

Many thanks for your kind words, Steve. I hope your conference attendees find my post helpful!

• About Meg Guiseppi
• Contact Meg
• How I Will Help You
• SPECIAL OFFERS !!!
• Terms of Use
• Privacy Policy

Follow Meg here

How to Send an Introduction Email to a Recruiter (Sample Included)

In This Guide:

Why you'd want to send an Introduction email?

How to write introduction email

Introduction email samples.

Emails are the most common form of communication in the business world, and a great way to start a communication about a position that you desire to get.

And a great way to introduce yourself as a candidate for an open position is to write an introduction email.

The problem is, most professionals receive tons of emails on a daily basis, and to capture their interest is a hard task.

We are here to help you, in this article, we are going to explore the following questions:

• Why would you want to send an introduction email?
• How to write an introduction email?

And we are going to leave you off with a template for you to use, as well as an introduction email example to get you started.

The next step after your introduction email would be to send out your application documents, so make sure they are as good as possible. Check out our Resume Builder and Cover letter builder, and create a unique design in no time .

But if you are ready to learn how to write an introduction email, stick around.

Why you'd want to send an Introduction email?

Upload & check your resume.

Drop your resume here or choose a file . PDF & DOCX only. Max 2MB file size.

Contacting someone you don’t know via email might seem awkward, or even scary, but it is a great way to start off a communication.

The most common reasons for you to write an introduction email are:

• Asking about more information about a job position
• Asking for advice
• Trying to sell a product or service

No matter your reason, you need to make sure you can catch the recipient’s attention, and engage their interest.

Now that you understand why you need an introduction email, it is time to learn how to write one.

You can do so in just a few quick steps.

Find a contact that connects you with the recipient

The first step to your introduction email requires some research on your part.

A great way to capture the recipient’s attention is to mention a mutual contact of yours.

It might be someone who works in the same company as them, or someone who they know through college , or any other way.

A great place to look for mutual connections is within the recipient’s LinkedIn profile .

If you find a mutual contact, try asking them if they would be willing to introduce you, or let you mention them in your introduction email.

Use a good subject line

When it comes to writing your introduction email, the first and most important step you need to take is to give it a clear subject line.

That’s what would make the recipient open your email, or ignore it.

You need to make sure your subject line is professional, informative, and brief.

It needs to show the recipient exactly why you are reaching out to them.

Write a proper greeting

After the recipient have opened your email, you need to start off with a proper greeting.

You might think that you can use the same greeting no matter what, but that is not entirely true.

If you are contacting someone in the industry of finance or law, you should stick to the traditional “Dear Ms./Mrs./Mr.”, but that is not the best approach for every industry.

For example, if you are reaching out to someone in the tech or media business, the much more informal “Hello” followed by their name might be perceived better.

To get this right, make sure you know who you are contacting, and consider the industry they work in.

Get to the reason for reaching out fast

As professionals receive tons of emails on a daily basis, you would want to quickly get to the point, before you lose their interest.

You can start your email with pleasantries, but make sure you keep them short.

Share with them how you have their contact, and move on to the reason for contacting them.

Add a call to action

Once you have explained the reason for contacting the recipient, it is time for the most important part of your introduction email body – a call to action.

That’s the place you need to invite them to act on your email.

Keep your request brief, but specific, such as asking to meet to discuss the details about an open position, or organize a job interview.

Make sure your call to action sounds like a polite request, instead of a demand.

Close professionally

Finishing your email professionally is just as significant as anything else, so don’t rush through it.

That’s where it is essential for you to thank the recipient for their time and acknowledge their busy schedule.

Make sure you include your contact information if they want to contact you, and include any portfolio or online professional profile.

Last but not least, use a professional sign-off for your email, like:

• Best regards

Email subject :

[Main topic]

Email body :

Dear Mr/Mrs/Ms [recipient name],

My name is [your first and last name] and I [include a compliment for the recipient and their company]. I am reaching out to you because [write the reasons for reaching out to them]. I hope to [include your call to action].

Thank you for your time!

Sincerely, [your first and last name] [contact information, online professional profile, portfolio]

Email example

Email subject:

IT Techinicial Application

Email body:

Dear Ms Doe,

My name is John Doe, and I greatly admire the work of your software company. The reason I am reaching out to you today is that I saw your email address listed for contacts under the open position for an IT technician posted online. I have attached my resume and cover letter to this email, and I am looking forward to discussing the role further.

Thank you for your consideration and your time!

Sincerely, John Doe [email protected] (555) 555-5555

We are all done, now you know how to write a great introduction email.

Let’s do a quick recap of everything you need to do:

• Find a mutual contact – do your research and find if you have a mutual contact who can introduce you, or if they would let you use their name in your introduction email
• Use a good subject line – that’s what would make the recipient open your email, or ignore it, so make sure it is brief and clear
• Write a proper greeting – pick the best greeting according to the industry the recipient is working in
• Quickly get to the point – don’t write long emails, as the recipient might be busy. Instead, quickly get to the reason you are reaching out to them
• Add a call to action – invite the recipient to take action toward your reason for contacting them
• Close professionally – make sure you thank the recipient for their time, provide your contact information, and use a professional sign-off

Check out our template and example one last time, and write your own introduction email for your next opportunity.

• Resume Guides

How to Shorten Resume

How to let a recruiter down easy when you've got another job offer, a surprising lesson from maisie williams about career change, is it ok to lie on your resume, should i put my linkedin url on my resume, on recruiters' and employers' watch: top skills for your 2024 resume.

• Create Resume
• Terms of Service
• Privacy Policy
• Cookie Preferences
• Resume Examples
• Resume Templates
• AI Resume Builder
• Resume Summary Generator
• Resume Formats
• Resume Checker
• Resume Skills
• How to Write a Resume
• Modern Resume Templates
• Simple Resume Templates
• Cover Letter Builder
• Cover Letter Examples
• Cover Letter Templates
• Cover Letter Formats
• How to Write a Cover Letter
• Cover Letter Guides
• Job Interview Guides
• Job Interview Questions
• Career Resources
• Meet our customers
• Career resources
• English (UK)
• French (FR)
• German (DE)
• Spanish (ES)
• Swedish (SE)

© 2024 . All rights reserved.

Made with love by people who care.