Message to Hiring Manager Writing Tips and Examples

Message to the hiring manager. One way to apply for a job is to send an email cover letter, with your attached resume, to a hiring manager. But what should you include in your message? This article covers guides on how to message the hiring manager. 

message to hiring manager

An email cover letter should include the same basic information as a written cover letter. The only differences are in how you format your cover letter and how you include your contact information.

Review the guidelines here for what to include in the email cover letter message you plan to send to the hiring manager. You’ll also find a sample message you can use as inspiration for your own letters and emails.

What to Include in an Email to a Hiring Manager

Here is a guide on what to include in an email to a hiring manager:

1. Subject

The subject line of your message should include your name and the job title. For example, “Michael Jameson – Marketing Director Position.”

2. Greeting

A professional greeting should be included in the message. Use the name of a contact person if you have one. Use “Dear Hiring Manager” instead.

It’s a good idea to learn your contact person’s name as soon as feasible. You can accomplish this by calling the company and asking the receptionist to direct you to their Human Resources department.

Someone in this department should be able to inform you who is in charge of the investigation.

Alternatively, you can look up the name of the hiring manager on the company’s website or on LinkedIn.

3. The Body of the Message

 Your message doesn’t have to belong to catch the reader’s attention and persuade them that you’re the ideal candidate for the position.

The purpose of the letter is to “sell” yourself as an attractive prospect and to secure a job interview, not simply to state that your resume is attached.

Write two or three paragraphs describing your qualifications in relation to the job criteria. The more closely your cover letter reflects these specified qualifications, the better your chances of being chosen for an interview.

4. Closing

Close your message with a professional closing like “Sincerely,” “Best regards,” or “Yours truly.”

5. Signature

 Your signature should contain all of your contact information, including your full name, address, phone number, email address, and, if applicable, your LinkedIn URL.

Make sure your email address seems professional: in the best-case scenario, it will only be your name: “john [email protected].” Never send an email addressed to “KatyCatWoman” or “Roger ShadowMage.”

To keep track of your applications and employer answers, you may wish to open a separate email account dedicated only to your job hunt. 


Sample Email Cover Letter Message

Subject: Editorial Assistant Position – Jane Jones

Dear [Name of Hiring Manager or “Hiring Manager”]:

I am writing to convey my strong desire to work for your publishing company as an editorial assistant.

I believe I am a solid contender for a position at the 123 Publishing Company as a recent graduate with writing, editing, and administrative expertise.

You mention that you’re searching for someone who can write well.

I became a skilled writer with a range of publication experience as an English major at XYZ University, a writing coach, and an editorial intern for both a government magazine and a college marketing office.

My maturity, real-world experience, meticulous attention to detail, and desire to work in the publishing industry will make me an exceptional editorial assistant.

I’d like to start my career with your firm, and I’m convinced that I’d be a valuable addition to the 123 Publishing Company.

I have attached my resume to this email and will call within the next week to see if we might arrange a time to speak together.

Thank you so much for your thoughts and time.


Jane Jones

Email: [email protected]

Cell: (555) 555-5555


How to Send Your Resume With Your Cover Letter

Attach your resume to your email message in the format requested by the employer. If a specific format isn’t required, send the resume as an attached PDF or Word document.

Want to get noticed by recruiters? Go that extra mile and send a compelling message to the hiring manager for a job you want.

How to Email a Resume

‣ Use an effective subject line

‣ Address the hiring manager by name

‣ In the first paragraph, tell the hiring manager who you are and why are you contacting them

‣ In the second paragraph says what value you’d bring to the company

‣ Close the resume email body by saying you’re eager to meet in person

‣ Add a professional signature with your contact details

‣ Attach your resume and a cover letter saved in PDF with professional file names

Before I show you how it works in practice, I want to introduce you to someone.

Meet Jason. He’s a successful Web Developer. He wants to join XYZ Corp. as an IT Manager. And the email he sent to XYZ’s hiring manager will get him there.

message to hiring manager

How Does it Help?

Consider a job posting with a vacancy for two people, but a database saturated with applications. Your message to the recruiting manager may encourage them to look at your profile first.

If the organization/employer says not to contact them outside of official applications, don’t message them. Otherwise, there’s no harm in sending the hiring manager a message that briefly expresses your interest in the position.

Let’s have a look at Jason’s email resume example:

Sample Email for Job Application With Resume

(1) Subject line: Prolific Senior Web Developer Seeks IT Manager Position with XYZ

(2) Dear [Hiring Manager’s Name],

(3) I have attached my resume and a cover letter for the IT Manager position at XYZ.

(4) As the winner of the 2015 Webby Award for Best Navigation and Structure, with a proven record of increasing user experience scores by over 40% on 25+ websites and online apps.

My goal is to leverage 10 years of experience to help XYZ succeed with optimizing the UX on your three key online platforms.

(5) I am looking forward to meeting you in person to share my insights and ideas on making XYZ’s web development quicker and more effective.


(6) Jason McMillan

Senior Web Developer

[email protected]


(7) Attachments:




How Do You DM a Hiring Manager?

You might be hesitant to message the hiring manager directly at first. This could be due to a desire to rigorously adhere to the application process‘s standards or a desire to be respectful and avoid appearing tenacious.

Don’t overthink things. Contacting a hiring manager has two major advantages:

‣ Direct communication with a hiring manager might be advantageous and expedite your job hunt.

‣ One-on-one contact with the hiring manager can help you quickly network and develop a useful professional relationship.

Here are a few reasons to consider writing an email to the hiring manager:

1. Shows Proactivity

Contacting the hiring manager after completing the job application process demonstrates a proactive and eager attitude. This may leave a favorable and long-lasting image of you.

Employers value candidates that are proactive in their approach. This project aims to get you in front of recruiting managers.

2. Develops Rapport

By personally emailing the hiring manager, you can combine personal and professional understanding that may last beyond the application process.

Networking is a terrific approach to building valuable relationships that will be beneficial in the future. If you are unable to attend this time, the hiring manager may contact you when a suitable position becomes available in the future.

3. Expedites Screening

You should be familiar with the Applicant Tracking System (ATS) or resume screening software, which uses a unique filtering process to narrow down resumes based on job-related keywords.

While this technique saves time, it just considers your resume and limits your efforts to a single document.

In order to avoid a resume-centric screening procedure, write a tailored email to the hiring manager outlining your interest and qualities in a few sentences.

4. Discover Vacancies

Due to an unfilled posted position or a hiring manager using other search methods such as referrals, some firms have job openings that aren’t publicly advertised.

You could learn about better job postings that fit your qualifications by directly emailing a recruiting manager.

Furthermore, contacting them personally may cause them to consider you for a position with a smaller application pool, increasing your chances of getting an interview with the company.

Message to Hiring Manager Sample: Email

Dear Mr. Maisel

I hope this message finds you well. I recently applied for the Receptionist role with B. Altman.

I am ecstatic about the prospect of being considered for this position since I believe my interpersonal and people abilities would make me an excellent fit. Please let me know if there is anything else I can do.

I’m interested in learning more about the opportunity. In the meantime, I’d want to stay in touch with you. Would you be able to add me to your B. Altman community network?


Miriam Weissman

Hiration’s Pro Tip: A big no-no to Dear Hiring Manager. Try your best to research and find out the name of the person to be addressed. It shows your efforts.

message to hiring manager

Tips on Messaging Hiring Manager on LinkedIn

It’s simple to contact a hiring manager using LinkedIn. Here are some things to consider when writing your message:

‣ Notify the recruiting manager of your application and restate your interest in the position.

‣ To link your candidacy with the post, mention a couple of your major qualifications.

‣ To prevent boring the recruiter, keep your message as detailed and concise as possible.

‣ Proofread your message because no message is better than one that has been poorly written.                                   

Message to Hiring Manager Sample: LinkedIn

Hi Gemma,

I hope you don’t mind if I contact you. I’m writing to let you know that I’m applying for the role of junior graphic designer at Damsel Retro, and I wanted to say hello.

I admire the organization and believe my qualifications are a good match for the position.

During my internships with Blarg Trees and Green Screen, I gained a lot of practical expertise with Photoshop, InDesign, and Illustrator. If you wish to look at my work, I’ve included a link to my portfolio.

I appreciate your time and interest in learning more about the role.

Best wishes,

Smith Jones

Length of the Message to Hiring Manager

A direct message’s length is important. It should be limited to three paragraphs with two to three lines per paragraph.

Sending a message via LinkedIn is simpler because you know the hiring manager’s name is linked to their profile and you have a confirmed character count to determine the length of your message (299 characters for a request to connect and 2,000 characters for direct messaging).

In an email, stay within the range of 100-150 words to avoid sounding like a cover letter or letter of intent, and a direct message should be as succinct as possible.

Message to Hiring Manager: Points to Avoid

Knowing what points to avoid is just as important as knowing what points to follow. The missteps when reaching out to the hiring manager are:

1. Being too inquisitive: Bombarding the hiring manager with too many requests or questions may result in no response. Think about what exactly you need to know, then ask directly.

2. Repeat your resume: Resist the urge to tell the hiring manager about every great thing you have done in your career. State two to three achievements that relate to the role.

3. Start with your name: You’ve got limited space to get to the point. Introduce your skills or background in the opening paragraph. You can sign your name at the end of your message.

What to Say to Hiring Manager After Applying?

After applying, knowing when to follow up and what to say to the hiring manager is essential. A decent rule of thumb is to wait a week or two before sending a follow-up communication to the hiring manager.

Before following up, double-check two things:

‣ When the application window closes, the employer may indicate it in the job posting.

‣ It’s possible that the job description states that applicants should not contact for status updates.

You can send the follow-up if you’re certain about these two accounts. Here’s an example of what to say after applying for a job:

Hello Ms. Dexter,

I’m writing to follow up on my application for the Associate Marketer position with ABC Ltd., which I submitted on March 14th, and to express my want to speak with the hiring team about this opportunity.

As stated in the job description, you are looking for a proactive self-starter with excellent communication skills, and I believe this follow-up demonstrates both.

I also have four years of marketing experience and am very enthusiastic about the job being done at ABC Ltd. It would be an honor for me to support the marketing team in their endeavors.

Thank you for taking the time to look over my resume. I recognize the time and work required. I look forward to hearing from you.

Best wishes,

Your Name

How Do I Email a Hiring Manager Before Applying?

Let’s discuss the three times when you should send a message to the hiring manager before applying:

1. You Have Met Before: When it comes to hiring managers you have met before, the rules tend to be a little different.

If someone has given you their business card, or even casually mentioned that you should drop them a message, that is a good indication and you must reach out.

2. You Have Applied Before: In the event where you see another interesting opening at the same company you have applied before, do not hesitate to reach out before you apply.

Most the hiring managers will at least revisit your previous application.

3. You Have An Internal Reference: When your friend recommends you for an opening in their company, it is perfectly ethical for you to ask your friend to connect you to the hiring manager.

Key Takeaways

A message to the hiring manager is an extra step you can take to let them know you are keen to join them.

Some points to keep in mind:

‣ Your message should clearly express your interest in the job and the status of your application.

‣ Before contacting the hiring manager directly, make sure to review the company’s policies.

‣ Include two to three of your core abilities that are applicable to the job.

‣ Make sure to proofread your message completely before sending it.

Hydration offers a personalized 360-degree career service platform with 24/7 chat help for all of your professional needs, including writing a shortlist-worthy resume and cover letter, improving your LinkedIn profile, preparing for interviews, and more!


The Cover Letters that Make Hiring Managers Smile

Important points to include in your cover letter:

1. Tell Them Why, Specifically, You’re Interested in the Company

Decision-makers don’t want to feel like you’re sending out the same terrible cover letter to everyone. They want to be treated as individuals.

As a result, you must state unequivocally that you are approaching this group for certain reasons. And, hopefully, not for the same, very exact reasons as everyone else. (A letter of intent might also be extremely useful in this situation.)


“Having grown up with the Cincinnati Zoo (literally) in my backyard, I understand firsthand how you’ve earned your reputation as one of the most family-friendly venues in the State of Ohio,” try a high-personality lead in like this:

2. Outline What You Can Walk Through the Doors and Deliver

This isn’t a generic declaration like, “Hey, I’m terrific.” I swear!”

You must examine the job description and any other information you’ve obtained about the position to determine the job’s primary requirements and priorities.

Then demonstrate to the reviewer that you can meet these criteria and priorities.


Consider including a section in the letter that begins, “Here’s what I can deliver specifically in this capacity.”

Then go over your abilities in a handful of the most important job requirements (they’re usually listed first on the job description or highlighted multiple times).

3. Tell a Story, One That’s Not on Your Resume

This isn’t a generic declaration like, “Hey, I’m terrific.” I swear!”

You must examine the job description and any other information you’ve obtained about the position to determine the job’s primary requirements and priorities, then demonstrate to the reviewer that you can meet these criteria and priorities.


Consider including a section in the letter that begins, “Here’s what I can deliver specifically in this capacity.”

Then go over your abilities in a handful of the most important job requirements (they’re usually listed first on the job description or highlighted multiple times).

4. Address the Letter to an Actual Person Within the Company

Not one employee at your future new company is named “To Whom it May Concern,” so knock that off. You’ve got to find a real person to whom you can direct this thing.

This seems so hard or overwhelming, but it’s often easier than you may think. Just mosey over to LinkedIn and do a People search using the company’s name as your search term.

Scroll through the people working at that company until you find someone who appears to be the hiring manager.

If you can’t find a logical manager, try locating an internal recruiter, the head of staffing or, in smaller companies, the head of HR. Address your masterpiece to that person. Your effort will be noted and appreciated.

And a last, critical factor when it comes to delivering a great cover letter:

Be you. Honest, genuine writing always goes much, much further than sticking to every dumb rule you’ve ever read in stale, outdated career guides and college textbooks.

Rules can be bent. In fact, if you truly want that amazing job with the brilliant coworkers and cool boss? They should be.

message to hiring manager

How to Write an Email to the Hiring Manager

Once you’ve written that stellar resume, you’ll want to make sure it ends up in the right person‘s inbox and that your email piques the hiring manager’s interest enough to review your application.

Sometimes you’ll have to submit your resume via an online platform, but emailing the hiring manager directly shows initiative.

1. Prepare Yourself Before Writing the Email

‣ Analyze the job posting

Make sure you have read and re-read all the job posting’s requirements and prepared the relevant documents to the hiring manager’s specifications.

‣ Find out the name of the hiring manager

If they haven’t provided the name of the hiring manager in the job posting, try contacting the company to find out who to send your resume to, or search for the HR team online.

‣ Sign up for a professional email address

If you don’t have a professional email account, consider signing up for one with your internet service provider or an online platform like G Suite.

Be sure to select a suitable username, such as [email protected] or [email protected].

2. Write Your Email

‣ Formulate an appropriate subject line

Write an appropriate, concise, eye-catching subject line. Hiring managers get thousands of emails, and you’ll want to make sure yours stands out.

‣ Address the hiring manager by name, if possible

Addressing the hiring manager by name is a great personal touch, and might convey that you’ve done your research.

‣ Keep your email brief

Do not include a full cover letter in the body of your email, unless instructed to do so. Simply give the hiring manager enough to want to keep reading.

‣ Convey your enthusiasm for the job

Without resorting to flattery, convey your enthusiasm for the position and the company. You can do this subtly in the way you express how you plan on adding value.

Do your research and suggest ways you can use your skills to the company’s benefit.

‣ Be polite and concise

Hiring managers don’t have time to read long, flowery emails, so be concise and respectful.

You’ll also want to avoid using slang, emojis, all capitals or all lowercase, incorrect grammar, informal greetings, or sensitive information that should be discussed in person.

‣ Include your name and contact details in your sign-off

Remember to include your name, current position, and contact details in your sign-off, so that the hiring manager can reach you easily.

‣ Send a test email to yourself

Once you have formulated your email, send a test email to yourself to make sure the format, font, and attachments display correctly.

‣ Send your email in the morning

Be sure to send your email on a weekday, preferably between 7 am and 10 am. Hiring managers tend to get wrapped up with other work after 10 am and might miss your email.

‣ Send a follow-up email

You may want to send a follow-up email two or three weeks after you’ve sent your resume. Be courteous, mention the date you sent your resume, and ask if they require anything else.

Template for an email to the Hiring Manager: (text version)

Email subject line: [Insert subject line that matches the job posting or provides details of what you can offer, e.g. Experienced, award-winning physics teacher seeks a senior position at Grove High]

Email body:

Dear [insert hiring manager’s name],

No one at your future new company will be named “To Whom It May Concern,” therefore get rid of that. You must locate an actual person to whom you may address this matter.

This may appear difficult or intimidating, but it is typically simpler than you think. Simply go to LinkedIn and perform a People search with the company’s name as the search term.

Look through the company’s employees until you identify someone who appears to be the hiring manager.

If you can’t locate a logical boss, look for an internal recruiter, the head of staffing, or the head of HR in smaller organizations. To that person, address your masterpiece. Your efforts will be recognized and rewarded.


[Insert your full name]

[Insert link to your LinkedIn profile/another relevant website]

[Insert email address] [Insert your current job title if relevant]

[Insert contact number]

message to hiring manager

Frequently Asked Questions

Here are answers to some frequently asked questions:

1. How do you start a professional email?

Always start a professional or formal email with “Dear,” then the recipient’s name or title, and last name. “Dear Peter,” for example, or “Dear Professor Marx.”

If you don’t know the person’s name, you can address them by their job title, such as “Dear Professor” or “Dear Hiring Manager.

2. What shouldn’t I include in a professional email?

Always be kind and respectful in your professional communications. Avoid using the following phrases:

‣ Emojis.

‣ Slang.

‣ Informal greetings or common phrases

‣ All capital letters or all lowercase letters are acceptable.

‣ Grammar and spelling errors.

‣ LOL is an acronym used in text messages.

‣ Jokes.

‣ Information that needs to be discussed in person.

3. What do you say to the hiring manager on an application?

What you read in the job advertising will affect how you communicate with the hiring manager. Keep it short, sweet, and professional.

Keep in mind that hiring managers receive a lot of emails. You can use our email template to help you write the ideal message.

4. Should you email the hiring manager directly?

Unless otherwise noted, communicating directly with the hiring manager is nearly always a good idea. Take your time while writing your email and have someone else review it before you send it.

5. How do you convince someone to hire you with no experience?

Although most hiring managers value experience, getting a job without it is not impossible. Research the organization and wow the recruiting manager with your enthusiasm, knowledge, and suggestions.

A Functional Resume allows you to emphasize your skills rather than your employment experience.

6. How do you ask about your application status?

You can send the hiring manager a follow-up email two or three weeks after you’ve applied.

7. How do you impress the hiring manager?

You can impress the hiring manager by putting together an excellent résumé and following all of the job posting’s requirements.

In all of your correspondence with the hiring manager, be professional and pleasant, and go above and beyond when completing your job application. A favourable impression is usually made by passion, insight, and a strong work ethic.

8. How do I contact the hiring manager directly?

Check the company’s website, LinkedIn profile, or social media accounts if the hiring manager‘s contact information is not given in the job offer.

If you can’t find the recruiting manager’s contact information online, you can call the company and ask them personally.

9. What should I write in the subject line for a job application?

Make a catchy title that explains what you desire. Make sure to include the position you’re interested in.

10. Is it okay to follow up on a job application?

Yes, but wait two or three weeks for them to consider your application.

Please leave a comment in the comment box below. Feel free to share this article with your friends and loved ones.

CSN Team.

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