Best Way to Email Recruiter [Guide to Getting a Response]
The average recruiter gets hundreds of emails and even more applicants coming through their ATS every week. Like most people, they're busy. In today's competitive job market, standing out in a recruiter's crowded inbox isn't just important—I'd argue it's essential.
There may be many reasons that you're emailing a recruiter. Perhaps it's to see if they can take a quick look at your resume when you haven't heard back on your application. It could be to follow-up on previous communication that seems to have gone dark.
And for many of us we either stress about it like our messages have to crack some complex code or we send something that makes us look pretty lame. Sorry, but it's true. I can't count the number of emails I've gotten that just aren't relevant to me performing my job well.
And while it may be nice to reply to everyone, in many situations that's just not possible. So if you want a response, this is the article for you.
Is It Ok to Email a Recruiter Directly
Absolutely. This is their job. Whether you are checking the status of your application or following up after an interview, it is always appropriate to email the recruiter who handles the recruitment for that role.
Sometimes it is appropriate to email the hiring manager as well when you’ve been given permission or have an established relationship, but it is always appropriate to email the recruiter.
Crafting an Effective Subject Line
The subject line makes the first impression on a recruiter's inbox. Keep it under 50 characters to prevent truncation in email clients. Including the recipient's name and job title significantly increases open rates.
These formats usually get me to open an email (because they're relevant to me doing my job well):
"[Job Title] Application - [Your Name]"
"[Mutual Connection Name] Recommended I Contact You"
"[Your Name] - [Specific Skill] Professional Seeking [Position]"
"Following Up on [Position] Application"
About [Job Title]
Question About [Job Title] Interview/Application
Next Steps [Job Title] Application
Add specific keywords related to the role or required skills to catch the recruiter's attention. Remember to spell-check your subject line - errors here can send your email straight to the trash folder.
Personalizing the Email Greeting
Starting your email with the right greeting sets a professional tone. Take time to find the recruiter's name through LinkedIn or the company website whenever possible. People are more likely to respond when it's addressed to them personally.
When you know the name:
"Dear Mr./Ms. [Last Name]"
"Hello [First Name]"
If you can't find the name:
"Dear Hiring Manager"
"Dear [Company Name] Recruiting Team"
Skip outdated greetings like "Dear Sir/Madam" or "To Whom It May Concern." These feel impersonal and suggest you haven't done your homework.
Introducing Yourself Concisely
Start your email with a quick snapshot of who you are and what you do. Lead with your current job title or professional status, then connect it directly to the position you're interested in. For example:
"I'm a software developer with 5 years of experience in Python and React, currently working at ABC Tech."
Make every word count by highlighting only the qualifications that match the job requirements. If you're switching careers or a recent graduate, focus on relevant projects, internships, or transferable skills that show your potential.
Keep this section to 2-3 sentences maximum - you'll have space to expand on your background later in the email.
If you are sending an email in response to a previous communication, reference that you have communicated with them previously. Remember, people are busy and they may not always remember who you are.
Explaining Your Purpose for Contacting the Recruiter
State your reason for reaching out right after your introduction. If you're applying for a specific job posting, mention the exact role and where you found it. For an open inquiry, explain what interests you about working with the company.
Examples:
"I applied for the Senior Developer position (Job ID #12345) last Tuesday on the 14th. I'm writing to see if you could take a quick look at my resume for this role and provide me with an update."
"I was given your name by (contact) as the primary person who recruits for project managers at ABC Corp. I'm not aware of any openings, but I wanted to send you my resume to store on file for future opportunities."
Remember that in-house recruiters may want to hear more about your fit with their company in addition to the skills necessary for the job, while agency recruiters may focus more on matching your skills to their client's needs. Keep your purpose statement brief - one or two sentences is enough.
Highlighting Relevant Skills and Experience
When sharing your qualifications, focus on what matters most for the role. Pick 2-3 key achievements that connect directly to the job requirements. For example:
"At my current role, I led a team of 5 developers to launch 3 major features that increased user engagement by 40%."
Link your past work to the company's needs. If they're expanding their mobile presence, mention your app development projects. Keep details brief - your resume will fill in the rest. Remember that recruiters, like most people, scan emails quickly, so make every point count by focusing on results and measurable outcomes.
Demonstrating Knowledge of the Company or Industry
This is one that not all recruiters are going to agree on. Here's my take.
If you're emailing a recruiter to check the status of an application or freely sending your resume for future opportunities, this probably doesn't matter much. They're mostly going to be interested in your skill set and how that can benefit the company.
If you're emailing a hiring manager, then this could be more relevant, especially if you're referencing something that is important to that manager and their department.
In this case, before reaching out, spend time studying the organization's website or social media and news coverage. Reference specific details in your email, like: "I was impressed by your recent partnership with Microsoft on cloud solutions."
Show you understand their business by connecting your experience to their needs. For example: "My background in agile development would support your rapid product release cycles."
Include a clear statement about why you want to work there: "Your commitment to sustainable technology has always been something I share, and I'd like to contribute to projects like your solar energy initiative."
Keep company references specific but brief - show you've done your homework without writing a company history.
Attaching Necessary Documents
Always include your most current resume as a PDF file to prevent formatting issues across different email clients. If you work in a creative field, add a link to your online portfolio or relevant work samples.
In your email, mention the attachments: "I hope you don't mind, I took the liberty of attaching my resume for convenience, and you can view my portfolio at (insert url)." Double-check that files are properly attached and test any links before sending.
Name your files clearly with your name and document type: "JohnSmith_Resume.pdf". If you receive a bounce-back due to file size, try compressing the documents or using a file-sharing service.
Make Next Steps or Requesting a Call/Meeting Easy
End your email with a clear request for action. This might be as simple as, "Could you please give me an update on my application."
If you are expecting some type of meeting, offer specific times of availability for a phone call or video meeting "I'm available Tuesday or Wednesday between 9 AM and 2 PM EST for a conversation about the role." This makes it easier for someone to schedule with you and less back and forth.
You can give the recruiter options by offering multiple time slots and meeting formats: "We could connect via phone or Zoom, whichever you prefer." However, most are going to have a formal process they follow so they're going to do whatever they're going to do anyhow.
Make it easy for them to respond by asking a direct question: "Would you have 15 minutes this week to discuss my background and the position?"
Remember to be accommodating: "I'm happy to work around your schedule and can make myself available at a time that works best for you."
Closing the Email Professionally
End your message with a clear and polite closing statement. Choose standard professional phrases like "Best regards," "Sincerely," or "Thank you." Add your full name, phone number, and email address below your signature.
Example closing:
Thank you for your time and consideration.
Best regards,
John Smith
(555) 123-4567
john.smith@email.comInclude a brief final statement showing your interest: "I look forward to discussing how I can contribute to [Company Name]." Keep your tone warm but professional, and make sure your contact details are correct and easy to read.
Proofreading and Formatting the Email
Before hitting send, check your email carefully for spelling and grammar errors. Use a grammar-checking tool like Grammarly, but also read it aloud to catch awkward phrasing. Make sure it sounds like you.
Format your message with:
Short paragraphs (2-3 sentences max)
Standard fonts like Arial or Calibri (11-12pt)
Left alignment
Single spacing
Clear breaks between sections
Keep your text clean and simple - skip colored fonts, bold text, or fancy formatting. Double-check links and attachments work properly. A well-formatted email shows professionalism and makes it easier for recruiters to scan quickly.
Following Up Appropriately
I'm often asked about when to follow up. That's tough because depending on the situation, I may offer different advice. But in general, here is what I would say most of the time.
If you're following up about an application, I would wait 3-7 business days before sending an email. Your message should be brief and reference your previous communication:
"I wanted to check on my application for the [Position] role that I submitted on [Date]."
Keep follow-up emails to a maximum of three attempts, spaced about a week apart. After your initial follow-up, send a second message highlighting any new achievements or certifications. For your final attempt, politely ask if the position is still open.
Example timing:
First follow-up: 1 week after application
Second follow-up: 2 weeks after the first message
Final follow-up: 1 week after the second message
Stop after three attempts. There is no point in holding on to something, getting your emotions all worked up, and pestering someone who clearly doesn't want to take the time to respond to you. I would do three max.
Best Practices for Email Etiquette
Keep your tone warm but professional when writing to recruiters. Use clear, straightforward language and avoid slang, emojis, or casual expressions. Write in complete sentences and write like you would speak. Sometimes people write weirdly. If you wouldn't say it to someone face-to-face, why would you write it in a message?
When communicating:
Read emails thoroughly before responding
Reply within 24 hours during business days (faster if you can)
Use proper grammar and punctuation
Keep messages brief and focused
Include clear subject lines in replies
Always proofread your messages and double-check recipient names. There are few things worse or more embarrassing than spelling someone's name wrong.
Common Mistakes to Avoid When Emailing Recruiters
Sending mass emails to multiple recruiters without customization wastes everyone's time. I know there is advice out there that would tell you to blast everyone, but that's bad advice. Here's why:
Not every recruiter recruits for the type of roles you are searching for. Emailing the ones that don't won't help you and won't make a good impression on them
Recruiters are busy, so unless you make the connection for them about why you are writing and what you are asking them specifically to do, don't expect many responses
Each message should address the specific company and role you're targeting.
Watch out for these frequent missteps:
Using personal email addresses from your college days like "partyboy123@email.com"
Writing lengthy paragraphs that exceed 3-4 sentences
Including qualifications unrelated to the position
Forgetting to attach mentioned documents
Missing typos or grammar errors
Simple errors can cost you opportunities. Take time to:
Create a professional email address with your name
Keep messages focused and concise
Match your skills to job requirements
Check all attachments work properly
Review your writing carefully before sending
Tips for Standing Out in a Recruiter's Inbox
Make your email memorable by adding a personal touch that shows genuine interest. Reference specific company projects or achievements you admire, and explain how your skills could contribute to them.
Here are some ideas:
Include a mini case study of a relevant project success
Share an idea for solving a company challenge
Mention industry insights from your experience
Add a link to your GitHub or portfolio link showing similar work
Keep your unique elements brief and job-focused. For example, "Here's a 30-second video showing the mobile app I built that increased user engagement by 45%." Remember that standing out means being professional and relevant, not flashy or attention-seeking.
Adapting Your Approach for Different Types of Recruiters
In-house recruiters look for candidates who match their company's culture and long-term needs. When writing to them, highlight your understanding of their organization's values and how you'd fit their team.
Agency recruiters work with multiple clients and prioritize matching specific skills to job requirements. Focus your message on technical qualifications and immediate availability (if you have it) when contacting them.
Examples: For in-house: "Your company's emphasis on work-life balance and mentorship programs aligns with my career goals." For agency: "I have 5+ years of SQL experience and can start a new role within two weeks."
Check the recruiter's LinkedIn profile before writing. This helps you understand their focus and tailor your message accordingly. Many of them post content that may also give you clues into their style of recruiting and what they value.
Email to Recruiter Examples and Template
Putting it all together, here are some examples of what your email might look like. Notice the brevity and directness of each one. Also, pay attention to how each example assumes that they want to talk to me. Always start writing with the intent that you have something to offer and they want to hear it.
Example Email 1
Subject: Senior Software Developer Application - Cole Sperry
Recruiting team,
I'm a software developer with 5 years of experience in full-stack development, currently working at ABC Technologies. I applied for the Senior Software Developer position (Job ID #12345) through your careers portal last Tuesday, June 23, and I'm writing to see if someone can take a look at my resume and possibly provide me an update.
I’ve been interested in working for your organization for several years and I’m currently in final interviews with two other organizations; however, if there is a chance of us meeting for an interview before I have to decide on these other organizations, I would very much like to do so.
I noticed from your job description that increasing user engagement seems to be an important initiative this opening will be responsible for. In my current role, I led a team of 5 developers to launch three major features that increased user engagement by 40%. I specialize in Python and React development, which I also noticed are key requirements for this position.
I've attached my updated resume in PDF format for your convenience. I would appreciate any updates you could provide regarding my application status.
In case you would like to schedule an interview, I'm available for a discussion on Tuesday or Wednesday between 9 AM and 2 PM EST if you would like to learn more about my background.
Thank you for your time and consideration.
Best regards,
Cole Sperry
(555) 123-4567
cole.sperry@email.com
Example Email 2
Subject: Marketing Manager Position - Cole Sperry
Dear Ms. Johnson,
I'm a marketing professional with 6 years of experience in digital marketing and team leadership, currently at XYZ Marketing. I'm writing to express my interest in the Marketing Manager position (Job ID #78901) that was posted on your company website yesterday.
I did follow instructions and apply on your careers page, but I haven’t heard back, so I wanted to send a quick email. I applied on 5/11/25.
Of course, I think my background aligns well with the requirements, particularly in data-driven campaign management. In my current role, I've increased client conversion rates by 35% through strategic A/B testing and customer journey optimization. I also manage a team of five marketing specialists, which I know was important to your company as well.
I've attached my resume in PDF format for your review. I would greatly appreciate the opportunity to discuss how my skills and experience could benefit your team if you also think my background aligns with your needs.
I'm available for an interview Monday through Thursday between 10 AM and 4 PM EST, either virtually or in person.
Thank you for your time and consideration.
Best regards,
Cole Sperry
(555) 123-4567
cole.sperry@email.com
Best Way to Email Recruiter Recommended Reading
Thank You Email After an Interview [Examples and Template]
Cole Sperry has been a recruiter and resume writer since 2015, working with tens of thousands of job seekers, and hundreds of employers. Today Cole runs a boutique advisory firm consulting with dozens of recruiting firms and is the Managing Editor at OptimCareers.com.
