Reaching out directly to the hiring manager after applying for a job can be an effective way to get your application noticed and stand out from the crowd. However, it’s important to craft your message carefully to make a good impression. Here are some quick tips on what you should include in a note to the hiring manager when job searching:
Keep it brief
The manager likely has many applications to review, so keep your message concise. 3-4 paragraphs or around 150 words is ideal. You want to quickly introduce yourself, express interest in the role, highlight one or two key qualifications, and include your resume. Don’t ramble on or make it too lengthy.
Use a professional tone
Avoid using overly casual language like you would with a friend. Adopt a polite, formal tone that still shows some personality. You want to come across as friendly yet serious about the role. Opening with “Dear Mr/Ms [Name]” sets the right tone.
Mention the role specifically
Indicate the exact position you applied for and where you found it. This shows you are targeting your applications and not just blindly sending out generic letters. Referencing the role also enables the manager to easily find your application.
Highlight relevant skills
Briefly call out 1-2 of your most applicable hard and soft skills for the position. For example, if it’s a marketing role you could mention your expertise in SEO and ability to manage multiple campaigns. Focus on skills listed in the job description.
Express enthusiasm
Say why you are interested in the company and role. Share what excites you about the opportunity and why you would thrive in the position. Enthusiasm for the job and employer is key.
Detailed Message Structure
While the exact contents will vary for each application, here is a detailed breakdown of how to structure your message:
Greeting
Always address the manager formally such as “Dear Mr/Ms [Surname]”. Avoid generic greetings like “To whom it may concern” or just launching right into your pitch. Personalize it with their name.
Introduction paragraph
Briefly introduce yourself, specifying your full name and the position you applied for. Mention where you found the job posting and when you applied. Thank them for their time reviewing applications.
Example opening sentence: “Dear Ms. Jones, I’m writing to express my strong interest in the SEO Writer role that I applied for on October 1st via your company website.”
Body paragraph(s)
Explain why you are an excellent fit for the role in 1-2 body paragraphs. Provide details on your background, education, and prior experience that aligns with the position’s requirements. Focus on your most relevant qualifications and skills.
Mention any mutual connections you share, such as having gone to the same school or working at the same companies. Namedrop mutual connections to establish rapport quickly.
Keep it succinct – around 150 total words for the body is ideal. Don’t ramble on or repeat your whole resume.
Enthusiasm paragraph
Conclude the message by reiterating your interest in the company and role. Say what excites you about the position and employer brand. Share why the opportunity appeals to you and matches your career goals.
Finish by looking forward to hearing back about the potential next steps in the hiring process. Express appreciation for their consideration.
Example closing sentence: “I’m very enthusiastic about the SEO expertise and culture at your firm. I hope to have the opportunity to bring my skills in content strategy to your team. Thank you again for your time, and I look forward to your response.”
Signature
Wrap up by formally signing off with your full name, phone number, and email address.
Example: “Sincerely,
[Your Name]
[Your Phone Number]
[Your Email Address]”
Formatting Tips
Follow these formatting best practices when writing your message:
Subject Line
Always include a clear subject line at the top, such as “John Smith – Application for SEO Writer Role” or “Jane Doe – Social Media Manager Application”.
Send individually
Avoid mass spamming hiring managers by copying and pasting the same message. Tailor each one to the specific role at that particular company. Show you did your research on the employer.
Use a professional email
Send from an email address that looks professional, ideally using your name. Emails like coolguy99@ or cutiepie@ come across unprofessional. Set up a simple firstname.lastname@ address.
Proofread carefully
Double check for any spelling or grammar errors which suggest carelessness. Ask someone else to review it too before hitting send.
Send as text, not attachment
Paste your message directly in the email body instead of sending it as an attachment which may not get opened.
Content Framework
Here is a simple framework you can follow to structure the content:
| Section | Details |
|---|---|
| Greeting | Dear Mr/Ms [Name], |
| Intro | Who you are, role applied for, where found it, date applied |
| Body | 2 relevant qualifications/experiences for role |
| Enthusiasm | Interest in company/role, goals alignment |
| Signature | Your name, contact info |
Keeping your message organized in this simple framework ensures you cover each key element concisely.
Email Templates
The following are email template examples tailored for different types of roles:
Sales
Dear Ms. Peterson,
I’m writing to express my strong interest in the Sales Associate role I applied for on September 29th via your company website. I was excited to find the position as I have long admired Company XYZ’s reputation for driving results while also prioritizing employee development and satisfaction.
With 5 years experience consistently exceeding all sales targets in my previous roles at RetailCorp and Shopify, I am confident I have the right skills and tenacity to succeed in this position. My track record of leveraging CRM systems to build robust pipelines and my personable approach to establishing lasting client relationships would enable me to ramp up quickly and deliver value in this role.
I’m genuinely enthusiastic about the prospect of contributing my expertise in sales operations and account management to your team. This role seems like an ideal next step to grow my career in a collaborative, thriving environment. Thank you again for your time reviewing my application, and I welcome the opportunity to further discuss my qualifications. I look forward to your response.
Sincerely,
John Smith
111-222-3333
[email protected]
Marketing
Dear Mr. Lee,
I recently applied for the Digital Marketing Manager position posted on your website and am very interested in the role. As an experienced marketing professional with over 7 years experience driving ROI through innovative campaigns at TechStart and MediaCorp, I felt compelled to reach out personally to express my enthusiasm.
In particular, my successful track record in email marketing strategy and my data-driven approach to optimizing conversions would enable me to execute modern campaigns that deliver real business impact. I also excel at collaborating cross-functionally and operating as a key leader within marketing organizations.
I’ve long admired Company ABC’s marketing success and am aligned with the goal of engaging customers through compelling brand storytelling. This seems like an amazing opportunity to bring my breadth of digital marketing expertise to a rapidly growing firm. Thank you for your time – I have attached my resume and welcome the chance to speak further about the role. Looking forward to hearing from you.
Best,
Jane Doe
333-444-5555
[email protected]
Customer Support
Dear Ms. Lee,
I’m very excited to have recently applied to the Customer Support Specialist role via your company site. Customer support has been my passion for over 5 years now in roles at HelpDeskInc and SupportStartups. I thrive on helping customers have the best experience possible.
In particular, my proven ability to resolve complex issues and de-escalate frustrated customers would enable me to excel in this position. I also consistently meet robust service level agreements and look for ways to optimize operations. My focus on empathy and active listening helps build lasting customer loyalty.
I love how Company XYZ prioritizes its customers while also fostering a tight-knit, collaborative culture. This seems like an ideal environment to take my support skills to the next level. Thank you for reviewing my application – I’m eager to discuss the role and qualifications further. Please let me know if I can provide any other information. I look forward to hearing from you!
Regards,
Jane Doe
333-444-5555
[email protected]
Engineering
Dear Mr. Johnson,
I was excited to come across the Software Engineer position on your careers page and quickly applied. As an engineer with 3+ years experience in full-stack development and proven ability to build scalable web applications from concept to launch, I felt compelled to reach out directly.
Specifically, my background with Ruby on Rails and expertise in agile development with rapid prototyping would enable me to positively contribute on engineering projects. I excel in both independent problem solving as well as collaborating closely cross-functionally.
Company ABC’s commitment to quality code and delivering innovative products in an engaging work environment is very compelling. I would thrive being part of your world-class engineering team. Thank you for your time reviewing applications – please find my resume attached. I’m happy to discuss my qualifications in more detail anytime. Looking forward to your response!
Sincerely,
John Smith
111-222-3333
[email protected]
Key Takeaways
Here are some key takeaways for crafting an effective message to a hiring manager when job searching:
Keep it Brief
– Stick to 3-4 concise paragraphs or 150 words. Don’t make it overly long.
Be Professional
– Adopt a formal tone using “Mr/Ms” and avoid casual language.
Personalize It
– Mention the specific role and company instead of a generic message.
Highlight Relevant Skills
– Call out 1-2 of your most applicable hard and soft skills.
Express Enthusiasm
– Convey passion for the opportunity and alignment with company mission.
Following this approach can help your message stand out and potentially give you a leg up on the competition when applying for a job. With a well crafted note that makes the right impression, you may just catch the hiring manager’s eye and get an interview.
