As a job seeker in the modern age, engaging with recruiters is an essential part of the process. With the rise of online job boards and applicant tracking systems, cold messaging recruiters directly has become more important than ever. However, figuring out what to say in those initial messages can be challenging.
In this comprehensive guide, we will cover everything you need to know about messaging recruiters effectively. We will look at how to craft your initial outreach, what details to include, how to follow up appropriately, and mistakes to avoid. By the end, you will have a clear understanding of how to get a recruiter’s attention and maximize your chances of getting an interview.
Craft an Effective Subject Line
Your subject line is the very first thing a recruiter sees when you message them. This makes it crucially important to make it compelling and targeted. Generic subject lines like “Job Opportunity” or “Seeking Employment” will likely get ignored or missed in a sea of messages. Instead, include key details like the position title or company name to catch the recruiter’s attention right away. Here are some examples of effective subject lines:
- Applied to [Position] at [Company] – Seeking Interview
- Interest in [Position] Role You Posted on [Website]
- Experienced [Skillset] Professional for [Open Position]
Keep the subject concise but make sure it communicates enough context to entice the recruiter to open your message. Avoid spammy phrases or over-the-top claims. Your subject line should ideally be under 50 characters to ensure maximum visibility.
Highlight Relevant Skills and Experience
With an eye-catching subject line secured, you need to craft the body of your message. This is where you can expand on your background and interest in the role. Focus on highlighting specific skills, achievements, and experiences that directly pertain to the open position. Communicate how you are a strong match rather than just stating generic strengths. Here are some details to consider including:
- Years of experience in X industry
- Proficiency with required technical skills or tools
- Notable accomplishments and contributions
- Awards, certifications, licenses
- Degree/educational background if required
Back up any claims with numbers, stats, or examples whenever possible. This shows the recruiter you have concrete evidence to support your candidacy. Avoid overly general statements that could apply to any applicant. The more tailored your message is, the better.
Express Genuine Interest and Fit
In addition to qualifications, convey why you are genuinely interested in and excited about the opportunity. Explain why the role seems like an excellent match for your skills, passions, and career goals. Recruiters want to know you are truly invested in the position, not just blindly applying out of desperation. Here are some ways to communicate fit:
- Note specific aspects of the role that appeal to you
- Highlight relevant portions of your background that align with the role’s responsibilities
- Mention why you want to work for the company in particular (research them!)
- Share why the role would enable you to develop and grow professionally
This level of personalization and passion will make you stand out from other generic applicants. It shows the recruiter you did your homework and have compelling reasons for actively pursuing the opportunity.
Be Clear and Concise
With limited time and numerous messages to read, recruiters appreciate brevity. Be selective about the most salient details to include and avoid overly wordy or redundant paragraphs. Get to the point quickly and keep your messaging focused. Follow these conciseness tips:
- Keep the initial email under 5-6 sentences
- Use bullet points to break up large blocks of text
- Cut out unnecessary filler words (just, very, really, etc.)
- Highlight most relevant skills/experiences up front
- Save less critical info for follow up messages
A focused, scannable message shows respect for the recruiter’s busy schedule. But avoid being overly terse at the expense of crucial details.
Mind Your Manners
While you want to sell yourself, maintain an overall polite and professional tone. Overly assertive, presumptuous, or casual language can hurt your chances. Follow these etiquette tips:
- Use a proper salutation (Dear [Name], Hi [Name])
- Say please and thank you
- Avoid demanding an interview or quick response
- Don’t make assumptions about the process or role
- Use exclamation points sparingly
Proper manners go a long way in creating a positive impression with recruiters. It also sets you apart from the many applicants who take an overly aggressive or familiar tone in outreach.
Attach an Updated Resume
The most important thing to include with your outreach message is an updated resume tailored for the position. This provides the recruiter key background details at a glance without having to dig for it. Be sure your resume is polished and error-free before attaching it. Also double check that it is formatted properly after uploading so the recruiter can easily view it.
In your message body, you can mention highlights from your resume that stand out for the role. But the attachment provides the comprehensive overview the recruiter needs to evaluate your candidacy. Having an attached resume also shows extra effort on your part to make the recruiter’s job easier.
Close with Next Steps
End your initial outreach email by indicating your interest in further discussing the role and fit. Here are some polite ways to do this:
- “I would appreciate the opportunity to speak with you by phone regarding the position”
- “Please let me know if you would like any additional details on my background and experience”
- “I welcome the chance to schedule a call to learn more about the role and how my skills would be a match”
Closing by requesting next steps makes it easy for the recruiter to respond appropriately. Avoid demanding an interview outright or assuming they will contact you. Let them evaluate your experience and determine fit before pursuing an interview.
Follow Up Politely
If you do not hear back after your initial message, follow up politely. Wait at least 5-7 days before doing so to allow the recruiter time to respond. When following up, keep your message brief and focused. Here are some tips:
- Thank them again for their time and consideration
- Note you are following up regarding the [Position] role
- Reiterate your interest and qualifications briefly
- Ask if they need any additional information from you
Avoid nagging the recruiter repeatedly if they do not respond. Move on if you do not hear back after 2-3 follow up attempts. Continuing to message them excessively can come across as pushy and damage your candidacy.
Watch Your Tone
In all communications with a recruiter, carefully consider your tone. You want to come across as confident but not arrogant. Enthusiastic but not overbearing. Here are some tone tips:
- Avoid using ALL CAPS, underscoring, or bolding excessively
- Do not make assumptions or speak definitively about getting an interview
- Steer clear of urgent language like “must” or “need”
- Don’t overhype your skills or suggest you are the perfect candidate
- Use exclamation points and emoji sparingly
You want to effectively sell yourself and showcase your capabilities. But take care not to go overboard in touting your background or dictating next steps. Let your resume and skills speak for themselves.
Watch for Red Flags in the Job Posting
Before reaching out to a recruiter, carefully read the job posting. Watch for any red flags that indicate the role or company may not be an ideal fit. Here are some things to watch out for:
- Excessive requirements for the level of role
- Job duties that seem inflated or unrealistic
- Bad reviews on sites like Glassdoor
- High turnover rates evident from LinkedIn
- No salary band listed
- Aggressive, demanding language in the posting
If the posting seems poorly written, not fully transparent, or includes unreasonable expectations, proceed with caution. Make sure to do your due diligence before getting in touch with the recruiter.
Avoid Desperate Messaging
It can be tempting to pursue any and all job leads when unemployed or unhappy in your current role. But take care to avoid coming across as desperate in your outreach to recruiters. Here are some red flags that signal desperation:
- Pleading for a response or interview
- Overstating your skills or experience level
- Applying for roles not aligned with your background
- Focusing only on compensation, perks, or Job security
- Oversharing personal circumstances or struggles
Understandably, you may be eager for a new opportunity. But maintain some restraint in how you communicate that to recruiters. Desperate messaging tends to be obvious and off-putting to hiring managers.
Have Realistic Expectations
When reaching out to recruiters, be realistic about the likelihood and timing of a response. Many factors outside your control influence the process. Understand that you may not always get a reply, or the response could take weeks. Here are some healthy expectations to have:
- The recruiter may receive a high volume of inquiries
- They may be prioritizing internal referrals
- The role could get put on hold or withdrawn suddenly
- Another candidate may be further along in the process
- It can take a month or more for next steps
Avoid taking a lack of response personally. Persistence and patience is key when connecting with recruiters. Focus your energy only on factors you can control.
Customize Your Approach
There is no one-size-fits-all approach to contacting recruiters. You will need to customize your outreach based on factors like:
- Type of role (corporate, startup, nonprofit, etc.)
- Seniority level of the position
- Recruiter’s experience level and background
- Industry culture and norms
- Job market conditions affecting hiring urgency
Research the specific recruiter, hiring team, and company you are contacting to adapt appropriately. What works for an entry level HR coordinator role likely differs from a VP of Engineering position.
Focus on Fit Over Flattery
It’s fine to briefly compliment the company or recruiter in your outreach, but don’t overdo it. Flowery praise comes across as disingenuous if not backed up with substantive interest in the role itself. Here are some do’s and don’ts for flattery:
Do:
- Briefly praise a company milestone or achievement
- Compliment an aspect of the company culture you genuinely admire
- Note your interest in the recruiter’s career background if relevant
Don’t:
- Overload your message with effusive praise
- Use generic, over-the-top language like “amazing” or “genius”
- Talk yourself up through excessive flattery
- Lie about being a loyal customer or user
Authentic, merit-based admiration comes across better than empty flattery. Keep the focus on your qualifications rather than buttering up the recruiter.
Proofread Meticulously
Before hitting send, carefully proofread your message to the recruiter. Watch for these common errors that can sabotage your professionalism:
- Typos and grammar mistakes
- Inaccurate company or role details
- Spelling the recruiter’s name incorrectly
- Forgetting key attachments like your resume
- Cutting and pasting the wrong message content
Sloppy mistakes give the impression you lack attention to detail. Always set messages aside for a few hours before giving them one final review. Slow down and check your work.
Stay Organized With Tracking
When reaching out to multiple recruiters, stay organized by tracking your applications and messages. Use a spreadsheet or app to log details like:
- Company names
- Position titles
- Recruiter names and contact info
- Dates applied
- Due dates for follow up
- Application status
Recording these details ensures you follow up at the right times and don’t miss prospective opportunities. It also helps you avoid awkward blunders like mixing up company names.
Continue Networking
Connecting directly with recruiters is just one aspect of an effective job search. Be sure to also leverage your wider network by:
- Letting close contacts know you are looking
- Engaging connections on LinkedIn
- Asking colleagues for referrals where possible
- Attending industry events and conferences when able
- Expanding your social media presence
This further magnifies your search efforts and helps surface unlisted opportunities. Recruiters will take notice if you come referred by someone connected to the company.
Don’t Give Up
Persistence is critical when connecting with recruiters. Lack of response is common and does not necessarily reflect your candidacy. Keep the momentum going in your search through:
- Regularly engaging your network
- Applying to new openings daily/weekly
- Following up with recruiters at appropriate intervals
- Tracking and refining your search process
- Seeking feedback from contacts on your resume/approach
Maintaining a consistent, high-energy search, despite setbacks prevents discouragement. The right opportunity is out there if you are diligent and resilient.
Showcase Transferable Skills
If making a career change to a new field, emphasize transferable skills in your messaging to recruiters. Highlight these parallels:
- Communication abilities
- Collaboration experience
- Problem-solving
- Research/analytical skills
- Time/project management
While your exact background may differ, many versatile soft skills apply across roles and industries. Tie these to the recruiter’s needs for the position.
Ask for Feedback
If you make it to a job interview that you do not get, politely ask the recruiter afterwards for any feedback on your candidacy. This shows you are hungry to improve. Use feedback to refine your messaging and interview skills. Just be courteous in how you ask for their perspective.
Conclusion
Making that initial outreach is a critical hurdle in the job search process. Crafting the perfect message takes time, personalization, and polish. Show the recruiter you respect their busy schedule while highlighting the unique value you offer. With a balance of brevity, professionalism, and persistence in your communications, you can get the recruiter’s attention and achieve job search success.
