How to Write Effective Emails to Recruiters and Hiring Managers

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What are the top tips to remember when writing an email to a recruiter or hiring manager?

We asked business leaders and recruiters for their best advice. Here’s what they had to say about what works and what doesn’t.

1. Get to the Point

One of the worst things you can do in an email to a recruiter is to beat around the bush. Getting to the point quickly is the best tip I have. I want to know why you’re emailing me. What are you looking for? Which position are you interested in? What would you like me to do for you? What can you do for us? Don’t get me wrong — I actually probably already know why a candidate is emailing me to begin with — but I want them to be bold, show initiative, and get straight to the point.   believe candidates who do that have a greater drive to succeed, and it’s easy to imagine them as high-potential employees. They definitely make a much more impactful impression.

Linda Scorzo, CEO, Hiring Indicators

2. Don’t Repeat What’s on Your Resume

The company has undoubtedly read your resume thoroughly, and you’ve certainly discussed it at length during any prior conversations. For a follow-up email, that’s your moment to show not why you could do the job, but why you should do the job. Flex your passion, ooze enthusiasm, and give the company more from you than what they can read on paper.

John Berry, CEO & Managing Partner, Berry Law

3. Be Honest

This is a tricky question. I believe that there is no one perfect way to write an email. But the most important thing is to be yourself and be honest. Show your personality and creativity in your email. Use correct grammar, punctuation, and spelling. It will show that you are a detail-oriented person. Remember that your email is not just an introduction — it’s an opportunity to make a good first impression.

Matthew Ramirez, CEO, Paraphrase Tool

4. Keep It Under 250 Words to Catch Their Attention

As a recruiter, I get hundreds of emails every week, and it can be overwhelming. That’s why I always recommend candidates keep it short and sweet. Too many applicants think this means cutting out valuable information about themselves, but this is the wrong way to look at it. It’s about brevity. The average paragraph contains 50 percent superfluous text — hedging words, flowery introductions, and unnecessary details are a few culprits. Set a limit of 250 characters and challenge yourself to keep all the pertinent facts in. You’ll find that there is almost no sentence that can’t be reworked. The ideal email should convey its meaning with little more than a  scan.

Rob Reeves, CEO & President, Redfish Technology

5. Write a Skim-Friendly Email

Seventy percent of emails are read on mobile phones, and most recipients just skim through instead of reading them whole, especially in the first go. So make your emails to recruiters and hiring managers skim-friendly. Write short sentences so that the reader can quickly understand the idea you want to convey.

Saikat Ghosh, Associate Director of HR & Business, Technource

6. Ensure a Catchy Message Wrapped in Very Strong Intent

Make it short, sweet, and to the point. Most recruiters lead a very hectic professional lifestyle, leaving minimal time left in the day to decode unclear emails received. It’s important to ensure the message is a catchy little package wrapped in very strong intent — and don’t forget to include an action item request at the end.

Kristina Ramos, Reverse Recruiter, Find My Profession

7. Keep It Brief and Purposeful

Nothing is more frustrating than ambiguous requests that only serve your interests. Don’t ask questions like, “Do you know anything about this role?” or “What current openings do you have?” These inquiries are time-consuming for the recruiter and the answers are already available on the organization’s career page or job advertisements. Before sending the hiring manager or recruiter an email, read the job description thoroughly. Reaching out to a recruiter is a good idea if you want to learn more about the workplace culture, make contacts, or get feedback on your application. Even with resume processing or recruitment marketing tools, recruiters are often overworked and have limited time to analyze each application. The more information you can give them in the shortest amount of time is better, because it’s usually challenging for them to find time for a “quick chat.”

Himanshu Sharma, CEO & Founder, Academy of Digital Marketing

8. Show Enthusiasm

I believe recruiters prefer to work with individuals who are enthusiastic about the job and the organization. Make sure your email is enthusiastic, and explain why you’re interested in the position and what you can bring to the table. This will help you stand out from the crowd of less eager contenders.

Gerrid Smith, Communications Manager, Property Tax Loan Pros

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