Looking for a job can be a daunting task, and sometimes it can feel like you’re just sending out applications into the abyss. That’s why it’s important to make sure that your application is not only tailored to the job you’re applying for but also stands out from the rest. One area that you have control over is your email to the hiring manager. An effective email can make the difference between getting an interview or being passed over. That’s why I’ve put together some email to hiring manager samples that you can use and edit as needed to improve your chances of getting noticed. So, whether you’re reaching out for an introduction, following up on an application, or just trying to get your foot in the door, these email samples are here to help you bring your A-game.
The Optimal Structure for an Email to a Hiring Manager
Composing an email to a hiring manager is a critical part of the job application process. The way you construct your email can significantly influence the potential employer’s perception of you. Therefore, it is fundamental to be intentional about your email’s structure, tone, and content. In this article, we will explore the optimal structure for an email to a hiring manager.
The first thing to keep in mind is that your email should be concise and straightforward. Your potential employer is likely receiving hundreds of emails from candidates, so you need to stand out while respecting their time. Therefore, your email should have a clear and concise subject line that directly explains the intent of your email. For example, “Application for Marketing Manager Position.”
The opening paragraph of your email should capture the hiring manager’s attention with a punchy, personalized greeting. It is essential to avoid generic greetings like “Dear Sir/Madam” or “To Whom It May Concern.” Instead, try addressing the hiring manager by their name or using their professional title.
Next, in the body of your email, you should introduce yourself and explain your interest in the position you are applying for. You can mention where you found the job posting and why you are a good fit for the role. However, be careful not to leave out too much information as your resume and cover letter should cover most of your qualifications and experience.
The last part of your email should include a call to action (CTA). A CTA is a statement that urges the hiring manager to respond to your email or take an action. For instance, you could say something like, “I would love to schedule a call to discuss further how my skills align with this position,” or “Please let me know if you require any further information from me.” Remember to express gratitude for their time, and always include your contact information and a formal closing.
In conclusion, the optimal structure for an email to a hiring manager should follow a clear, concise subject line, a personalized opening, a straightforward introduction, and a call to action. The goal is to entice the hiring manager to read your application and schedule an interview with you. By following this structure, you can maximize your chances of grabbing the hiring manager’s attention and ultimately securing the job you want.
Email to Hiring Manager Samples
Recommendation for a Colleague
Dear Hiring Manager,
I am writing to recommend my colleague, Jane Doe, for the position of marketing manager in your company. Jane has been working as a marketing specialist for our company for the past three years and has proven to be an excellent asset to our team.
With her skills in market research, branding, and social media management, Jane has managed to significantly increase our company’s online presence and generate new leads. Her ability to think creatively and strategically has led to successful campaigns and increased revenue.
I am confident that Jane would bring the same level of professionalism, dedication, and strategic thinking to your team. Please do not hesitate to contact me if you require further information or references on Jane’s work.
Best regards,
John Smith
Introduction of a Referral
Dear Hiring Manager,
I am writing to refer my friend, Jason Lee, for the open position of web developer in your company. Jason and I have been friends for several years, and I can attest to his skills, work ethic, and enthusiasm for web development.
He is well-versed in several programming languages, including HTML, CSS, and JavaScript, and has experience developing and maintaining websites across different industries. Jason also possesses excellent communication skills, which enable him to work collaboratively with others and deliver quality results.
I believe Jason would make a valuable addition to your team and would excel in the position of web developer. Please let me know if you require further information or if you wish to schedule an interview with him.
Best regards,
Jane Doe
Request for an Informational Interview
Dear Hiring Manager,
I am writing to request an informational interview with you to discuss the possibility of a career transition into the field of finance. I have been following your company’s success in the financial industry and would be interested in learning more about the roles and responsibilities of finance professionals in your organization.
As a recent graduate with a degree in accounting, I possess strong analytical and problem-solving skills, and a passion for numbers. I am also detail-oriented and possess excellent organizational skills, which I believe would be valuable in the finance field. I am confident that an informational interview with you would provide me with valuable insights into the industry and your organization.
Please let me know if you are available for an interview at your earliest convenience. Thank you for your time and consideration.
Best regards,
Samantha Lee
Thank You Letter for an Interview
Dear Hiring Manager,
Thank you for taking the time to interview me for the position of content writer in your company. I appreciate the opportunity to discuss my qualifications and experience with you and to learn more about the responsibilities of the position.
I believe my writing skills, creativity, and attention to detail would be valuable to your team, and I am excited about the prospect of working in a company that values innovation and collaboration. I am confident that I could make significant contributions to your company’s content marketing efforts.
Please do not hesitate to contact me if you have any further questions or if you require additional information. Thank you again for your time and consideration.
Best regards,
David Johnson
Follow-Up Letter after an Interview
Dear Hiring Manager,
Thank you for considering my application for the position of project manager in your company. I appreciate the time and effort you took in conducting the interview and sharing valuable insights into your organization and the role.
I am writing to reiterate my interest in the position and to express my enthusiasm about the prospect of working with your team. I am confident that my skills in project management, leadership, and problem-solving would enable me to succeed in the position, and I am eager to contribute my expertise to your organization.
Please let me know if you have any further questions or if you require additional information. I look forward to hearing from you soon.
Best regards,
Amanda Davis
Declining a Job Offer
Dear Hiring Manager,
Thank you for offering me the position of sales representative in your company. I appreciate the confidence you have shown in my abilities and the opportunity you have given me to work with your team. After careful consideration, however, I have decided to decline the job offer.
I have decided to pursue a different career path that aligns more closely with my long-term goals and aspirations. I sincerely apologize for any inconvenience this may cause, and I want to assure you that I have the highest respect for your company and the professionalism of your staff.
Again, thank you for considering my application and for the time and effort you took in conducting the interview and selection process. I wish your organization continued success and all the best in your future endeavors.
Best regards,
Michael Kim
Request for Employment Verification
Dear Hiring Manager,
I am writing to request a formal employment verification letter from your company. I am applying for a mortgage loan, and the bank requires documentation verifying my employment and income.
I was employed by your company from January 2019 to July 2021 as a software engineer. My salary was $80,000 per year, and my job title was Senior Software Engineer.
I would be grateful if you could provide me with a formal letter confirming my employment status and income. Please let me know if there are any fees associated with this service or if you require any additional information from me.
Thank you for your time and consideration.
Best regards,
Steven Lee
Tips for Writing an Email to a Hiring Manager
When writing an email to a hiring manager, it’s important to keep several things in mind in order to make a positive impression and increase your chances of getting a response. Here are some tips to help you craft the perfect email:
- Be Professional: Writing to a hiring manager is a formal encounter, so it’s important to maintain a professional tone throughout your email. Use proper grammar and punctuation, avoid slang or abbreviations, and start your email with a formal greeting.
- Get to the Point: Hiring managers receive countless emails every day, so it’s important to make your email concise and to the point. Introduce yourself and state the purpose of your email in the first few sentences, making it clear and easy to understand.
- Highlight Your Skills: In your email, make sure to highlight your most relevant skills and experience. Briefly explain why you are the best candidate for the position and how your skills apply to the role.
- Show Enthusiasm: Conveying enthusiasm and interest for the position can go a long way in making a hiring manager take notice of your email. Express your excitement for the opportunity and explain why you are passionate about the industry or company.
- Close Strong: End your email on a strong note by thanking the hiring manager for their time and consideration. Offer to provide more information if needed and ask for the opportunity to further discuss your candidacy.
By keeping these tips in mind, you can increase your chances of writing an effective email to a hiring manager and getting noticed as a serious candidate.
Email to Hiring Manager FAQs
What should I include in an email to a hiring manager?
In your email, you should introduce yourself, express your interest in the position, highlight any relevant experience or skills, and request a phone or in-person interview.
How long should my email to a hiring manager be?
Your email should be concise and to the point, ideally no more than three to four paragraphs. Keep the hiring manager’s time in mind when crafting your message.
Is it appropriate to mention salary expectations in my email to a hiring manager?
It’s generally not recommended to mention salary expectations in your initial email. Wait until later in the hiring process when the company brings up the topic, or ask for the salary range for the position during the interview.
What’s the best way to address a hiring manager in my email?
Use their professional title (e.g. “Dear Hiring Manager” or “Dear HR Manager”) or address them by name if you have it. Avoid using informal language or overly familiar terms.
Should I attach my resume and cover letter to the email or include them in the body of the message?
It’s generally best to attach your resume and cover letter as separate documents rather than including them in the body of the email. This ensures that the hiring manager can easily download and save your documents for reference.
How soon after submitting my application should I follow up with an email to the hiring manager?
It’s a good idea to wait at least a week after submitting your application before following up. This gives the hiring manager time to review your materials and possibly schedule interviews. Keep in mind that some companies have long hiring processes, so patience is key.
Is it appropriate to ask for feedback if I’m not selected for the position?
Yes, it’s perfectly fine to politely ask for feedback on your application or interview even if you’re not selected for the position. This can help you improve your job search in the future.
What should I do if I don’t hear back from the hiring manager after sending an email?
If you don’t receive a response after following up once or twice, it’s best to move on to other job applications. Sometimes companies receive a high volume of applications and are unable to respond to everyone, and sometimes they simply have a different timeline than you do.
Can I use a template or sample email when reaching out to a hiring manager?
Yes, using a template or sample email as a starting point can be helpful. However, make sure to personalize the message to the specific company and position you’re applying for. Hiring managers can often tell when an email is generic and not tailored to their company.
Wrapping It Up
That’s it! We hope that this article has helped you gain a better understanding of how to write an email to a hiring manager that leaves a positive impression. Outlining your qualifications, expressing your interest in the position and company, following up courteously, and keeping it brief are key factors to include. Always make sure to proofread the email before sending it, ensuring that it is unique, professional, and tailored to the company’s requirements. Thanks for taking the time to read this article. We encourage you to keep up-to-date with our future posts, where we’ll provide insightful content for job seekers just like you. Best of luck with your job search!