How to Email A Recruiter

How to Write an email to a Recruiter

Job hunting is usually more challenging than all the years you spent in previous roles or in college. The worst is sending an email to the recruiters. We can all agree that you almost go into a mini heart attack if you find a single grammar error after hitting the send button. Sending a poorly written email to a recruiter could ruin your chances of scoring your dream job.

Don’t worry because we got you! In this article, we will take a look at how to email a recruiter. You already know that connecting with recruiters is one of the best decisions you could ever make in your career life. Apart from getting shortlisted for an interview, you will also find out other career opportunities you had no idea existed. That is why we want to ensure you, as a job seeker don’t find emailing a recruiter so intimidating. Say goodbye to missing out on opportunities in your search because of fumbling with words.

That’s not all we have for you. We have also included some tips, and email do’s and don’ts, etc. The best part is we have prepared clickable email templates (they open in your email client) that you can customize to your liking when sending emails to the recruiter. So, what are you waiting for? Let’s take a look!

Email Structure

Planning and purpose 

Reasons to email a recruiter

Only the top 2% of candidates make it to the interview. However, applying for jobs is an easy task once you have mastered the art of attaching resumes and meeting other requirements like rewriting everything on your cv to an online form. So, the question remains, how do you stand out from all those brilliant applicants? A well-written email to contact the recruiter might just be the answer. So, why write to the recruiter?

  • Its proactive- recruiters love go-getters! Just how much do you want that job? Recruiters need to make sure you really want that job and that you are not just dishing out CVs and waiting for anyone to call you for an interview.
  • It shows your communication skills- communication is everything, especially in a company. Writing an email to the recruiter demonstrates your writing and communication skills. It’s not everyone who can pen down a grammatically correct email and communicate clearly.
  • It makes you stand out- being shortlisted is great, but it’s not the end game. How do you stand out from the 2%? Remember, every shortlisted candidate has the qualifications they were looking for. A well-crafted letter to the recruiter may be what will set you apart from the pack.


Know what you want

Recruiters are busy people. You can imagine the amount of paperwork they need to go through. Ensure you know what you want before contacting them. It should also be a good enough reason to want them to return your email. The request should benefit you but also makes the recruiter’s job easier. For instance, don’t write;

“Have some time for a sit-down?”

Of course, they don’t because they are busy. You can write instead;

“I am writing to inquire about your company culture.”

Keep it short and concise.

As mentioned, the recruiters are very busy. The average time taken to review each candidate’s application is usually 5-30 seconds and even less time to review emails. Keep it short but interesting enough to keep the recruiter reading until the end. A short email ensures you are respecting the recruiter’s time.

Be respectful

Remember, the recruiter does not owe you any favors. If anything, your fate is in their hands. The opinion they form of you make or break your opportunities with the job or hiring manager. Use a respectful tone and acknowledge that they are busy. Give the ultimatum to the recruiter no matter your request. For instance, don’t write;

“I am an applicant for the AB position. Can you forward my application to the hiring manager?”


“I would like to meet to discuss my job application for the [job title] position at the BCD co. I am available on Monday and Wednesday at 2 pm.”

The above examples sound like the writer demands the recruiter to fit their schedule, or the recruiter owes them a favor. You can write;

“I would like to discuss your company’s culture and hiring process. Please let me know when you are available so we can meet.”


The subject line will get you to the door, as we have always said. It will determine whether your email is opened or saved for later. Remember, in this case, that later is never. Ensure you write a short but captivating.

Do your research on the recruiter, the hiring process, and the company to tailor the subject line to the two. For instance, if the company you are applying to updates friendly bios for the employees, you can take a conversational tone for the subject line. The goal is to add some personality without going overboard. Don’t sound like a robot but stick to professionalism.

For instance, you can write;

“Any marketing jobs at ABC?”

Ensure to keep your subject line short. Subject lines are restricted to 24 words, but that’s even too long. Also, avoid vague subject lines like “jobs at ABC.” What about them?


The salutation should be friendly but not too casual. The usual formal approach of “dear sir/madam” is too impersonal for such an email, making it less effective.

Ensure you research extensively before writing the email. Most people have an online presence nowadays, meaning you can find the LinkedIn profile or website of the recruiter or hiring manager. Learn their name and background to be able to approach them personally. For instance, you can write,

“Hi Jane”

However, it’s too casual to write;

“Well, hello, Jane. How are you?”


The body of an email to a recruiter should be short and concise. You want to let the recruiter know you had a solid reason to contact them, as mentioned earlier, the recruiter almost has no time to read the emails. A minute read, or less shows you respect their time. For instance, you can start with;

“Hello Jane. I saw your recruiting post on my LinkedIn feed for [position]”

With such a start, the recruiter already knows what they are dealing with and that it’s not just a cold email to 50 companies. Follow up with an introduction.

Let the recruiter know who you are, what your background is in, and what you want. You want them to think that you’re the perfect candidate for the position. Keep it straight to the point and avoid including too much information. Ensure the recruiter knows what you want in one or two sentences.


The email conclusion should be very simple and impressive. It reminds the recruiter who you are as you need to write your name. Keep it sincere and simple. Also, remember to thank them for their time. For instance, you can write;

I look forward to hearing from you.

Best regards,


Do’s and Don’ts For Writing an Email to a Recruiter

Email do’s

  • Create an offer instead of asking
  • Allow the recruiter to call the shots.
  • Remain cordial and professional
  • Proofread your work

email don’ts

  • Don’t be a sore loser
  • Don’t be indecisive
  • Don’t pester the recruiter

What should you do or not do when emailing a recruiter? Take a look!

Email do’s

Create an offer instead of asking 

The first thing to remember when emailing a recruiter is that no one will respond to your request because you said it nicely. Let the recruiter know what they can get out of it. What are you bringing to the table? Make it easier for the recruiter to fill the role faster and go home a happier person. Offer special knowledge of the product and show them you know what the company is all about.

Allow the recruiter to call the shots

It can, without a doubt, be difficult to say still and wait to be contacted, which leads most applicants to make poor decisions because of anxiety. However, don’t step on the recruiter’s feet. It will cost your career.

Remain cordial and professional

Even if you don’t get the job or whatever you were requesting, remember to remain professional. Don’t bad mouth the recruiter or hiring manager; they could still help you in the future. Remember, most jobs never make it to the advertisement.

Proofread your work

Grammatical and punctuation errors can cost you the chance you have been waiting for all your life. Crosscheck your email and edit it before sending it. Ensure all proper nouns are capitalized, and the commas and full stops are right. You can use a grammar checker for an easier time.

Email don’ts

Don’t be a sore loser.

You are not guaranteed the recruiter will respond because you were referred or met at a career fair. Don’t be offended if you don’t receive a response even after several follow-ups. Even more important, don’t speak ill of the recruiter.

Don’t be indecisive

You may have so much love for a certain company, but you don’t need to apply for every open position just because you have some qualifications. If the recruiter sees your application every time, it will definitely be a red flag.

Don’t pester the recruiter

You may not always get a response after sending an email. What you do after that is what’s important. It’s okay to do a follow-up or two. However, know when to stop.


Emailing a recruiter is simpler than you thought. You only need to keep it short and concise and stick to the formal structure of an email. Remember, at the end of the day, it’s a professional relationship. However, a conversational tone will do better than writing like a robot.

Still, having trouble drafting an email to a recruiter regarding your dream job? You are in luck because we have drafted templates to suit any situation. You can edit these templates to your liking, so you don’t need to stress yourself out. Take a look!

Email Examples

How to write an initial email to a recruiter

The first email to a recruiter is important because it establishes a relationship between you two. It determines whether you get the job or secure an interview. It may even open doors for more jobs in the future. Take a look at this example how to write an initial email to a recruiter.

Subject: Any marketing jobs at XYZ company?

Hi Jane,

I have been keenly following XYZ growth and the success of its new products. It’s amazing how they have captured the hearts of young ladies with their stylish dresses and shoes. Do you have any plans to expand your marketing department?

I have over ten years’ experience in sales and marketing, and I am currently working as a social media marketer at ABC co. I have attached my resume for your reference. I would like to be a part of the ever-growing company. I would like to chat more about this in person. When would you be available? Please let me know.


[Your Name]

Click To Open This Template In Your Email Client

How to write a follow-up email to a recruiter

A follow-up email is important if your first email went unnoticed. Don’t be afraid to follow up, but ensure you give the recruiter enough time to respond to your request. Here is a sample

Subject: Field photographer role at ABC media house

Hello Jane,

I recently applied for the position of field photographer at ABC media house, which was posted on your online career site. I am a great fit for the job because I have over five years’ experience working in media and over ten years of freelancing. I have attached my resume for reference.

I have seen the great work the company is doing in covering great stories and would love to be part of such a team. I would love to discuss more details about my experience will serve to benefit ABC Media House. Please let me know when you are available.


[Your Name]

Click To Open This Template In Your Email Client

How to connect with a recruiter on linkedIn

Making a connection with a recruiter is crucial for your career. You may not only get interviews and job opportunities applied for. You will also be informed of jobs not advertised. The trick is to let the recruiter know you are a worthy connection. For instance, if you are a recent graduate without skills and experience, let them known the years you have spent studying. Most recruiters use LinkedIn profiles for hunting for worthy candidates. Take a look at the sample.

Subject: Searching for new career opportunities

Dear Jane,

My name is [Your Name] and I am looking for new career opportunities. I have spent a few years working for ABC corporation as an assistant accountant. I am currently looking into new opportunities to grow my skill set and seek new challenges.

Here is my LinkedIn profile (include your LinkedIn profile link) so you can see my experience and qualifications. I would like to talk more on when it is convenient for you. I look forward to hearing from you.

Best regards,

[Your Name]

Click To Open This Template In Your Email Client