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Sign Up NowLooking to leave a strong first impression with a hiring manager? Sending a personalized direct message that mentions your skills, abilities, and job experience can help you do that.
By reaching out with an opening email, you can stand apart from other applicants and put your resume and cover letter directly in front of the person reviewing candidates.
Composing that first email can feel difficult when you are unsure what to write. The purpose of this article is to guide you in choosing the right words for contacting a hiring manager.
In this article, we will cover:
If you would like more guidance on making a positive first impression, including presenting yourself clearly in email messages, consider speaking with a career counselor. Direct conversations with a counselor can help build confidence and improve your interview performance.
When you send an initial email or message to a hiring manager, you increase the chance of standing out in their memory.
Think about it: hiring managers often review dozens of resumes and cover letters when searching for the right candidate. Sending a direct message shows effort that goes beyond submitting a standard application.
Reaching out also shows that you have the motivation and commitment to succeed in the role.
Email and Direct Message Templates
Email to Hiring Managers: Sales Opening
Subject line: Re: Sales Role at Titan Industrial Solutions
Dear Elaine,
I hope you are doing well. I recently applied for the sales manager role in the Northeast region through the Titan Industrial Solutions website, and I wanted to take a moment to introduce myself directly by email.
I am very interested in this position, and over the past few years I have performed strongly as a sales associate, earning several awards. For the last three years, even during difficult market conditions, I consistently delivered top monthly sales results and set new performance records.
I would appreciate it if you could review my resume and cover letter to learn more about my background, skills, and abilities. I would welcome the opportunity to schedule an interview for the role.
Sincerely,
Mark Holloway
It stays focused and shows confidence while supporting claims with real details from past work. First messages should give hiring managers a brief look at what a candidate can offer, and this example shares enough information to spark interest without overwhelming the reader.
Email to Hiring Manager: Technology Role
Subject line: Systems Analyst Application process at
Vertex Digital Systems
Dear Laura Bennett,
I hope you are doing well. I wanted to contact you personally because I am excited about the systems analyst role at
Vertex Digital Systems. While I completed the application on your website, I wanted to introduce myself directly through email as well.
I have spent over ten years working in the technology field, with a long-time interest in coding and building software systems. My experience includes creating and maintaining company networks and intranet platforms. I believe I am well suited for this opening because I can support several IT functions, including cyber security tasks.
My resume and cover letter are attached for your review and further details about my skills. After you have had a chance to look them over, I would be glad to speak with you in an interview. Please feel free to reach out if you need any additional information.
Sincerely,
Brian Keller
The writer efficiently presents his range of abilities in a limited space. Within three short paragraphs, he outlines both his interest in the company and the depth of his technical experience.
Email to Hiring Manager: Referral Message
Subject line: Nathan Cole suggested I get in touch
Dear Monica,
My former colleague Nathan Cole recommended that I contact you regarding the open accounting position at your company. He shared that he worked with your team in the past and believed my background would match your current needs well.
I am a chartered professional accountant with twenty years of experience in the field. One quality that helps set me apart is my ability to quickly learn new systems while working.
I look forward to connecting with you, and please let me know if you need anything else from me. I have attached my resume, cover letter, and a list of personal achievements from my two decades in the profession.
Sincerely,
Oliver Grant
What Stands Out in this Referral Email?"?
The writer connects with the hiring manager by mentioning a shared contact. Many hiring managers value referrals, especially when the recommendation comes from someone they already trust and respect.
Direct LinkedIn Outreach to a Hiring Manager
Hello Emily,
I hope you don’t mind me contacting you here on LinkedIn, but I’ve applied for the graphic designer role at Pulse Media Group and wanted to briefly introduce myself.
I have five years of experience in graphic design using tools such as Adobe Photoshop and Illustrator; however, my main interest today is focused on building UX-friendly landing pages and websites.
Attached are my portfolio, cover letter, and resume. I would appreciate your time reviewing a few of my projects and clicking through the links I included to see custom webpages I built. Please message me here or email Alex Carter @email.com to schedule an interview if possible.
Best regards,
Alex Carter
One strength of this message is that it highlights the sender’s experience along with what truly interests him. He offers his portfolio, which demonstrates his ability with UX website projects. If UX skills were listed in the job posting, this message clearly shows alignment with that need. In addition to attaching files, LinkedIn also allows candidates to showcase details directly on their profile.
If you’ve already submitted an application and have not received an update after a few weeks, it may be appropriate to send a follow-up email to check on your status. Try to wait at least two weeks before reaching out about your application.
Before doing so, review the job listing again to make sure it does not advise applicants against contacting the hiring manager directly.
Also confirm whether there is a listed closing date for applications. Most postings include a start and end date, so avoid following up before the application period officially ends.
Subject line: Re: Intern position at Summit Wealth Services
Dear Patricia Monroe,
I hope you are doing well. I applied for the intern position at Summit Wealth Services on July 30 and wanted to follow up regarding the current status of the application and interview process while also restating my strong interest in the role.
As noted in your job posting, you are seeking a recent graduate who is motivated, ready to learn, and willing to build new skills on the job. I recently completed my degree and am seeking a summer internship to gain hands-on experience. Over the past four years I have strengthened my public speaking, presentation leadership, and sales communication skills.
These strengths make me a strong match for the summer financial associate internship. I have attached my resume, cover letter, and several professional references for your review.
Thank you for taking the time to consider my application.
Best wishes,
Michael Turner
This email clearly references the original application submitted on July 30. Beyond the follow-up, it highlights key strengths that could encourage the hiring manager to consider him for the internship. The formal writing style suits communication with traditional organizations such as financial firms.
An effective subject line helps your email stand out from the many messages in a hiring manager’s inbox. To create a clear subject line, focus on a few simple ideas:
If you want to see good subject line examples, review the email samples above. Each is concise and tells the reader exactly what the email is about before opening it.
Sending a first message to a hiring manager should be clear, respectful, and focused on why you are a good match for the role. The tips below will help you write a brief, personalized note that makes a strong first impression.
Your first step is finding the hiring manager’s name and contact information. Avoid generic greetings such as “dear hiring manager,” as these appear impersonal and unprepared. Addressing someone by name helps personalize your message.
Once you identify the hiring manager, you can often find contact details through the company website, social channels, or by checking their LinkedIn profile.
Write your message briefly and keep the content focused. Highlight your abilities and explain why you believe you match the role. Avoid including unrelated topics, and remember that your main aim is to request an interview.
Make sure your name appears in the message body or your email signature along with the position you applied for. HR advisors often manage multiple openings at once, so noting the job title helps them recall your application.
A call to action tells the reader what you would like them to do. For first contact emails, this usually means asking to arrange a time for an interview.
5. Review for Grammar and Spelling
Before sending, carefully reread your message to catch grammar or spelling errors. Even a small mistake can create a negative impression on a hiring manager.
Using grammar-checking software can help ensure your message is error-free.
Key Points to Remember
For more advice on making strong introductions to hiring managers, consider consulting a career counselor. They can provide detailed guidance to help you present yourself confidently and achieve your career goals.
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