Submitting an application into a sea of digital resumes can feel like sending a message in a bottle. Taking the extra step to directly email the hiring manager is a proactive move that separates you from other applicants. When executed with professionalism, a brief, well-crafted email demonstrates genuine interest and initiative. It confirms you are serious about the opportunity and have invested more than just a click to apply.
Finding the Hiring Manager’s Email
Your search for the hiring manager’s contact information should begin with the job posting itself. Occasionally, companies will include the name or email of the hiring manager or a primary HR contact for questions. If it’s not listed, the next step is to investigate the company’s official website. An “About Us” or “Our Team” page might list department heads, giving you a name to target.
Once you have a name, you can turn to professional networking platforms. Search LinkedIn for the hiring manager or the lead for the specific department (e.g., “Marketing Director at [Company Name]”). This can confirm their identity and role within the organization. While you can send a message on the platform, an email is often more direct and professional.
With a name in hand, you can often deduce the email address. Many companies use a standard format for their email addresses, such as firstname.lastname@company.com or firstinitial.lastname@company.com. You can try a few common variations.
When to Send Your Email
Timing is a factor in how your follow-up email is perceived. Sending an email too quickly can appear desperate, while waiting too long can mean the hiring manager has already moved on. The ideal window to send your message is between 24 and 48 hours after you have submitted your formal application. This timeframe strikes a balance, ensuring your application is still fresh and shows eagerness without being overly aggressive.
It is also wise to send your email during standard business hours, such as mid-morning or early afternoon. An email sent late at night or on a weekend might get buried in an inbox by the next business day. Sending it during their workday respects their time and increases the likelihood of it being seen and read promptly.
Crafting the Perfect Subject Line
The subject line is the first impression your email makes and can determine whether it gets opened or ignored. It must be concise, professional, and immediately informative so the hiring manager understands its purpose at a glance.
For clarity, include your name and the specific job title you applied for. Effective examples include: “Following up on Senior Marketing Manager Application” or “Application for Project Coordinator: [Your Name]”. These formats are direct and provide all the necessary context for the recipient.
Avoid vague or unprofessional subject lines. A subject like “Job Application” or “Question” is too generic and likely to be overlooked. Similarly, gimmicky titles such as “Your Next Great Hire Is Here” or “Action Required” can come across as arrogant and should be avoided.
Writing the Email Body
The body of your email should be brief, professional, and structured for easy reading. Aim for three short paragraphs that quickly convey your message and respect the hiring manager’s time. The entire email should be digestible in less than a minute.
Start the first paragraph by clearly stating your reason for writing. Mention the exact job title you applied for and where you saw the advertisement. For example, you could write, “I am writing to follow up on my application for the Product Manager position I submitted yesterday via your company’s career portal.”
The second paragraph is your opportunity to make a memorable connection. Do not simply repeat your resume; instead, highlight one or two specific qualifications or experiences that align directly with the requirements listed in the job description. Briefly explain how your skills in a particular area can bring value to the company. This shows you’ve thought critically about the role.
Finally, close the email with a polite and confident sign-off. Thank the hiring manager for their time and consideration. Reiterate your enthusiasm for the position and the company. A simple closing like, “I look forward to the possibility of discussing my qualifications further,” is effective. End with a professional closing such as “Sincerely” or “Best regards,” followed by your full name.
Email Template and Example
Using a template helps organize your thoughts and present them in a logical flow. This structure provides a framework that you can adapt for any role while maintaining a polished tone.
Template:
Subject: Following up on [Job Title] Application
Dear [Mr./Ms./Mx. Last Name],
I am writing to express my continued interest in the [Job Title] position I applied for on [Date of Application]. I was excited to see the opening on [Platform where you saw the ad, e.g., LinkedIn, company website] and promptly submitted my application.
My experience in [Mention 1-2 skills or experiences from the job description] aligns well with the responsibilities of this role, and I am confident I could contribute to [Mention a specific company goal or project].
Thank you for your time and consideration. I have attached my application materials for your convenience and look forward to hearing from you soon.
Best regards,
[Your Name]
Example:
Subject: Following up on Senior Analyst Application
Dear Ms. Rodriguez,
I am writing to express my continued interest in the Senior Analyst position I applied for on July 14th. I was excited to see the opening on your company’s website and promptly submitted my application.
My five years of experience in data modeling and financial forecasting align well with the core responsibilities outlined in the job description. I am confident my skills could help your team achieve its goals for the upcoming quarter.
Thank you for your time and consideration. I have attached my application materials for your convenience and look forward to hearing from you soon.
Best regards,
John Smith
Mistakes to Avoid
- Failing to be specific by not mentioning the job title or company name. A follow-up email that reads like a copy-and-pasted template is easily spotted and dismissed, suggesting you are mass-emailing employers.
- Attaching your resume again. The hiring manager already has your documents from your initial application, and attaching them again is redundant. If they need another copy, they will ask for it.
- Making demands or sounding entitled. Your email’s tone should remain polite and professional, avoiding any language that implies you are owed a response. Phrases like “I expect to hear from you soon” can be perceived as arrogant.
- Writing an overly long email. Your follow-up message should be concise and to the point, as long, rambling paragraphs will likely be skimmed or ignored entirely. Keep your message focused on reiterating your interest.
- Using an unprofessional email address. An address like “partyguy2000@email.com” undermines your credibility and suggests a lack of professional judgment. Always use a simple, mature email address, such as a variation of your first and last name.