Sending a direct message to a hiring manager can set a candidate apart from a large applicant pool. This proactive step demonstrates initiative and a genuine interest in a role that a standard application might not convey. It is a chance to make a personal connection and bring your resume to the top of the pile.
Before You Write: Finding the Right Person
Before writing, you must identify the correct person to contact. This research ensures your message reaches someone with the influence to consider your application. Sending a resume to a specific person, rather than a general inbox, increases the likelihood of it being noticed.
A primary tool for this is LinkedIn, which allows you to search for employees at your target company. Look for job titles like “Marketing Director” or the head of the department you want to join. The company’s website is another resource; check pages like “About Us,” “Our Team,” or “Leadership,” which often list key personnel and sometimes their email addresses.
Once you have a name, you may need to find an email address. Many companies use a standard format, like firstname.lastname@company.com. You can deduce the format by finding another employee’s email. If this is unsuccessful, a polite call to the company’s main line to ask the receptionist for the hiring manager’s contact information can be an effective approach.
Crafting Your Subject Line
Your subject line determines whether your message is opened or ignored. It must be clear, concise, and professional to capture the hiring manager’s attention. Including the job title you are applying for and your name helps the recipient immediately identify the email’s relevance.
Place the most important information at the beginning of the subject line, as details at the end can get cut off on mobile devices. Including keywords from the job description or a reference number can help your message bypass inbox filters and get sorted correctly.
If a current employee referred you, mention their name in the subject line to make your email stand out. An example is “Referred by [Employee Name]: Application for [Job Title].” For a follow-up, use a direct subject line like “Following up on Application for [Job Title] – [Your Name].” A cold outreach message might use “Inquiry Regarding Marketing Team Opportunities.”
Structuring the Body of Your Message
The body of your message must be structured to be effective and respectful of the hiring manager’s time. Present your value quickly and clearly. Keep the content concise and focused to demonstrate professionalism and strong communication skills.
Begin with a polite, professional greeting, addressing the hiring manager by name. The opening sentence should immediately state your purpose. For instance, “My name is [Your Name], and I am writing to express my interest in the [Job Title] position I applied for on [Platform].” This helps the recruiter quickly understand the context.
Next, articulate your value in a brief paragraph. Connect your most relevant skills and experiences to the role’s requirements. Instead of restating your resume, highlight one or two accomplishments that prove you are a strong candidate. For example, mention, “In my previous role, I accomplished [Specific Achievement], which aligns with the goals in your job description.”
Conclude with a clear and courteous call to action that suggests the next step. A simple closing like, “I have attached my resume for your convenience and welcome the opportunity to discuss my qualifications further,” works well. Thank the hiring manager for their time and include a professional sign-off with your full name and a link to your LinkedIn profile or portfolio.
Putting It All Together: Examples for Different Scenarios
Message After Submitting an Application
After formally applying online, a direct message can reinforce your interest. The message should be brief, confirming your application and reiterating your excitement about the opportunity. This allows you to make a personal connection beyond the automated application system.
Subject: Following up on Application for Social Media Manager Role
Dear [Hiring Manager Name],
I am writing to confirm my application for the Social Media Manager position at [Company Name], which I submitted through your company portal. My experience in developing content strategies that increased audience engagement by 40% at my previous company aligns with the creative responsibilities of this role.
I am very enthusiastic about the prospect of contributing to your team’s innovative marketing efforts. My resume is attached for your convenience. Thank you for your time and consideration, and I look forward to hearing from you soon.
Best regards,
[Your Name]
Cold Outreach About a Potential Opening
If you are interested in a company that does not have a specific role posted, a cold outreach message can open doors. This requires you to be proactive and show genuine interest in the company’s work. The goal is to introduce yourself, showcase your skills, and inquire about future opportunities.
Subject: Inquiry Regarding Potential Opportunities on the Engineering Team
Dear [Hiring Manager Name],
My name is [Your Name], and I have been following the impressive work of [Company Name] in the renewable energy sector for some time. I am a mechanical engineer with five years of experience in project management and system design, and I am particularly drawn to your company’s commitment to sustainable innovation. I believe my background in [specific skill or project] could bring value to your team.
While I understand you may not have an open role at the moment, I wanted to introduce myself and express my interest in any future engineering positions. I have attached my resume for your review and would welcome the chance to speak with you about how my skills might benefit your company.
Thank you for your time.
Sincerely,
[Your Name]
Following Up After an Interview
A follow-up message after an interview is a professional courtesy that serves as a strategic tool. It allows you to thank the interviewer, reiterate your interest, and mention a specific point from your conversation to show you were engaged. This keeps you on the hiring manager’s radar during their decision-making process.
Subject: Thank You – Interview for [Job Title]
Dear [Interviewer Name],
Thank you again for taking the time to speak with me today about the [Job Title] position at [Company Name]. I truly enjoyed our conversation and learning more about the team’s goals for the upcoming year. I was particularly excited to discuss [mention a specific project or topic], and it further solidified my interest in this opportunity.
I am confident that my experience in [mention a relevant skill] would allow me to contribute to your team’s success. I look forward to hearing about the next steps in the hiring process.
Best regards,
[Your Name]
Informational Interview Request
Requesting an informational interview is a way to network and gather insights about a company or role without directly asking for a job. This approach is about seeking advice and learning from someone’s experience. The message should be respectful of their time, state your purpose, and make it easy for them to agree to a brief chat.
Subject: Informational Interview Request – [Your Name]
Dear [Contact’s Name],
My name is [Your Name], and I am a [Your Title or Student Status] with a strong interest in [Their Industry or Field]. I came across your profile on LinkedIn and was very impressed by your career journey and your work at [Their Company Name]. I am exploring career paths in this field and would be grateful for the opportunity to learn from your experience.
Would you be open to a brief 15-minute call in the coming weeks to share some of your insights? I am confident your perspective would be valuable as I navigate my own career development.
Thank you for your consideration.
Sincerely,
[Your Name]
Common Mistakes to Avoid
Small errors can have a disproportionate impact on your candidacy. One of the most frequent issues is sending a generic, copy-and-pasted message. Recruiters can spot these easily, and it suggests a lack of genuine interest, so always personalize your message by mentioning the specific role and company.
Typos and grammatical errors are another common pitfall, as they can make you appear unprofessional and suggest poor attention to detail. Proofread your message carefully before sending it, and consider having someone else look it over. An email with errors is likely to be dismissed.
Keep your message concise. Hiring managers are busy, and a long email is likely to be skimmed or ignored. Get straight to the point and highlight your most relevant qualifications. Finally, avoid a demanding or entitled tone; your message should always be polite, professional, and respectful.