A direct message to a hiring manager is a valuable tool in a proactive job search. While many candidates submit applications through automated systems, a personalized note helps you stand out. This communication demonstrates initiative and allows you to build a connection beyond your resume. A well-written message can capture a manager’s attention and move your application to the top of the pile, showing you are an engaged applicant.
Finding the Right Person to Message
Before writing, you must identify the correct recipient. Targeted outreach is more effective than sending a message to a generic HR inbox. Start by reading the job description, as some companies list the hiring manager’s name or title directly in the posting. This is the most straightforward way to find your contact.
If a name isn’t provided, use professional networking platforms like LinkedIn. Search for the company and view its employees, looking for titles like “Manager” or “Director” in the relevant department. For example, if applying for a marketing position, search for the “Marketing Director” at that company.
The company’s official website is another resource. The “About Us,” “Team,” or “Leadership” pages often feature staff biographies and titles, helping you identify the department head. If you find a name but not an email, you can often deduce the address, as many companies use a consistent format like firstname.lastname@company.com.
Essential Elements of Your Message
Each message you send to a hiring manager should be constructed with care. Every component, from the subject line to your sign-off, plays a role in making a professional impression. Your message needs to be clear, concise, and compelling to be effective.
A Compelling Subject Line
The subject line determines if your email is opened. It should be brief, professional, and specific. Include your full name and the exact job title you are interested in. For example: “Application for Senior Marketing Analyst – John Doe” or “Inquiry from [Your Name] re: [Job Title]”.
A Personalized Salutation
Address the hiring manager by name. A generic greeting like “To Whom It May Concern” suggests you haven’t done your research. Finding the correct name demonstrates initiative and interest. A simple “Dear Ms. Carter” or “Hello Mr. Smith” establishes a direct and respectful connection.
A Strong Opening Statement
Your opening should be direct and state your purpose for writing immediately. Hiring managers are busy, so a message that gets straight to the point is appreciated. Begin by mentioning the specific job title you are interested in and where you saw it advertised. For instance, “I am writing to express my interest in the Project Manager position I saw advertised on LinkedIn.” This helps the manager immediately understand the context of your message.
The Value Proposition Pitch
In the body of your message, explain why you are a strong candidate for the role. This is not the place to copy and paste your resume. Instead, write a concise statement connecting your skills and experiences directly to the needs in the job description. Emphasize how you can add value to the company. For example: “With over five years of experience managing SaaS product launches and a track record of increasing user engagement by 35%, I am confident I can help your team achieve its project goals.”
A Clear Call to Action
End your message with a clear and polite request for the next step. This guides the hiring manager and shows your eagerness to move forward. You could ask to schedule a brief conversation or inquire about your application’s status. For example: “I have attached my resume for your review and would welcome the opportunity to discuss my qualifications. Are you available for a brief call next week?”
A Professional Sign-off
Conclude with a professional closing like “Sincerely” or “Best regards,” followed by your full name and contact information. Include your phone number and a link to your LinkedIn profile to make it easy for the hiring manager to contact you.
Adapting Your Message to the Situation
The content and tone of your message should change depending on the context of your outreach. A single template will not work for every scenario, as your goal shifts depending on whether you are making an initial inquiry, following up, or expressing thanks. Tailoring your communication is an important part of the process.
When messaging a hiring manager before applying, your goal is to gather information and make an introduction. Your message should be inquisitive and show you have researched the company. You might ask specific questions about the role or the team’s projects to show genuine interest. The tone should be one of professional curiosity, positioning you as a thoughtful candidate.
If you have already applied, a follow-up message reiterates your interest. Wait one to two weeks before sending this message. In your note, reference the date you applied and the position. Briefly restate your enthusiasm for the role and highlight a qualification that makes you a great fit, bringing your name back to their attention.
After an interview, a thank-you message is a professional courtesy that reinforces a positive impression. Send this message within 24 hours. Personalize it by referencing specific topics you discussed to show you were engaged. For example, mention your excitement about a project or reiterate how your skills align with a challenge the manager mentioned.
Critical Mistakes to Avoid
While a well-crafted message can open doors, a poorly executed one can close them just as quickly. Avoiding common mistakes is just as important as including the right elements, as these errors can make you appear unprofessional.
Poor grammar and spelling are significant errors. These mistakes suggest a lack of attention to detail, which is a red flag for any employer. Always proofread your message carefully before sending it, and consider reading it aloud or having someone else review it to catch mistakes.
Avoid an overly casual tone or using slang, as it can come across as unprofessional. Maintain a respectful and formal style throughout your communication.
Be mindful of the length and frequency of your communication. A message that is too long will likely be ignored, so keep it concise and focused. Following up too frequently can be perceived as demanding; a single, polite follow-up after a week or two is sufficient if you have not heard back.