What to Say When Reaching Out to a Hiring Manager

Contacting a hiring manager directly can feel like a hurdle in the job search. Many candidates hesitate, worried about appearing pushy, but a well-crafted message demonstrates initiative and genuine interest that a standard application cannot convey. This proactive step can move your resume from a digital pile to the top of a manager’s mind, setting a positive and professional tone before any formal interview.

Do Your Homework First

Before writing, research is necessary to ensure your message is targeted. The first task is to identify the correct person. Use LinkedIn’s search function to look for job titles like “Hiring Manager,” “Recruiting Manager,” or the department head for the role. If LinkedIn is inconclusive, check the company’s “About Us” or “Team” page on their website.

Once you’ve identified the hiring manager, review their professional background on LinkedIn to understand their career trajectory. Look for recent activity, such as articles they’ve shared, projects they’ve highlighted, or professional groups they are in. Your research should also include the company itself. Look for recent press releases, product launches, or news mentions that show you have a current interest in their work.

Write an Unforgettable Subject Line

Your subject line determines whether your email gets opened. It must be clear, concise, and professional to stand out from the high volume of messages managers receive. Your goal is to provide immediate context so the recipient understands the email’s purpose at a glance. Avoid vague phrases like “Hello” or “Question,” which are easily overlooked.

A formulaic approach helps craft an effective subject line. If you have already applied, a direct reference is best: “Following up on [Job Title] Application”. If you have a mutual connection, lead with that: “Referred by [Referrer’s Name] for [Job Title]”. For cold outreach, a clear subject line like “Question regarding the [Job Title] position” works well. Each format provides the necessary information for a manager to prioritize your message.

Key Elements of Your Message

The body of your message must effectively communicate your value. The opening sentence must be direct, stating the reason for your outreach. For instance, begin with, “I am writing to follow up on my application for the [Job Title] position I submitted last week,” which provides immediate context.

Following the opening, create a connection between your qualifications and the role’s needs. This is not the place to rehash your resume. Instead, select one or two accomplishments that align with requirements in the job description. For example, “My five years of experience managing cross-functional teams directly aligns with the responsibilities you’ve outlined.”

To show genuine interest beyond the job, briefly mention something specific from your research. A sentence like, “I was impressed by [Company Name]’s recent initiative in sustainable manufacturing,” demonstrates a deeper engagement. Conclude with a simple, professional call to action, such as, “I look forward to the opportunity to discuss my qualifications with your team.”

Sample Outreach Templates

A. Reaching Out After Submitting an Application

Subject: Following up on Application for Social Media Manager

Dear [Hiring Manager’s Name],

I am writing to follow up on my application for the Social Media Manager position at [Company Name], which I submitted on [Date]. My decade of experience in growing online communities and developing data-driven content strategies for tech startups aligns closely with the requirements detailed in the job description.

I was particularly excited to see your company’s recent feature in Forbes for its innovative approach to user engagement, a field I am passionate about. I am confident that my skills can contribute to building on this success.

I have attached my resume for your convenience and look forward to hearing from your team about the next steps in the hiring process.

Best regards,

[Your Name]

Annotation: This template works by stating the context, connecting a skill to the role, and including a company mention to show interest.

B. Cold Outreach About a Specific Role

Subject: Inquiry Regarding the Senior Financial Analyst Position

Dear [Hiring Manager’s Name],

I am a Senior Financial Analyst with over eight years of experience in the fintech sector. I saw the opening for a Senior Financial Analyst on your team and was compelled to reach out directly. In my current role at [Your Current Company], I led a project that streamlined our forecasting process, resulting in a 15% reduction in reporting errors.

I have followed [Company Name]’s growth and was impressed by your recent Q3 earnings report. My expertise in financial modeling and strategic planning would be a strong asset in supporting this growth.

Would you be open to a brief conversation next week to discuss how my background could benefit your team?

Sincerely,

[Your Name]

Annotation: This cold outreach template is effective because it leads with a quantifiable achievement before connecting that experience to the company’s goals.

C. General Networking or Informational Interview Request

Subject: Question from a Fellow [Your Industry] Professional

Dear [Hiring Manager’s Name],

I am a [Your Job Title] in the [Your City] area. I came across your profile on LinkedIn and was impressed by your extensive work in [Their Area of Expertise], particularly your recent presentation on [Specific Topic].

I am currently exploring career growth opportunities within the [Your Industry] space and would be grateful for the chance to learn more about your experience at [Company Name] and any insights you might have for a professional in this field.

I know you are busy but would appreciate 15 minutes for an informational chat in the coming weeks if your schedule permits.

Thank you,

[Your Name]

Annotation: This template succeeds by being respectful, leading with a specific compliment, and making a clear, low-pressure request for an informational chat.

Common Outreach Mistakes to Avoid

Common errors can undermine an otherwise polished message. Avoid these mistakes:

  • Sending a generic, copy-and-pasted email. Hiring managers can spot a template that has not been personalized, and it often gives the impression of a lack of genuine interest. Always take the time to tailor your message to the specific person and company.
  • Writing an excessively long message. A succinct email is more likely to be read in its entirety by a busy manager. Keep your message focused on a snapshot of your qualifications, not your entire work history.
  • Having typos and grammatical errors. These mistakes can reflect poorly on your attention to detail, so proofread carefully. The tone is also important; avoid language that sounds demanding, as your outreach should be a polite inquiry.
  • Attaching your resume without being asked. Unless you are following up on an application, avoid attaching your resume to a cold outreach email. This can feel presumptuous, so focus on building a connection first.