How To Write An Email To A Hiring Manager: Land Your Dream Job
Getting your foot in the door often starts with a well-crafted email. Reaching out to a hiring manager, whether it’s to apply for a job, follow up on an application, or simply network, requires finesse. This article will provide a comprehensive guide on how to write an email to a hiring manager that not only gets noticed but also leaves a lasting positive impression. We’ll cover everything from crafting a compelling subject line to understanding the nuances of follow-up emails.
The Foundation: Understanding the Purpose of Your Email
Before you even begin typing, take a moment to consider why you’re writing. Is it to apply for a specific position? To inquire about a job opening? To express your interest in the company and introduce yourself? Clearly defining your objective is the first, most crucial step. This clarity will guide your tone, content, and overall approach. Your email’s purpose dictates its structure and what information you need to include.
Crafting a Killer Subject Line: Make Them Open Your Email
The subject line is your first and perhaps most important opportunity to grab the hiring manager’s attention. It needs to be concise, clear, and compelling. Avoid generic phrases like “Job Application” or “Following Up.” Instead, use specific keywords related to the job title or your unique selling proposition.
Here are some examples of strong subject lines:
- [Your Name] - Application for Marketing Manager Position (If applying for a specific role)
- Inquiring About [Job Title] Opportunities at [Company Name] (If inquiring about potential openings)
- [Your Name] - Experienced Project Manager Seeking Opportunities (If networking or seeking a broader role)
- Following Up: [Job Title] Application - [Your Name] (For follow-up emails)
Remember to keep it brief and relevant. The subject line should immediately signal the email’s purpose.
The Opening Salvo: The Perfect Email Greeting and Introduction
Your opening sets the tone. Start with a professional greeting. “Dear Mr./Ms. [Last Name]” is generally preferred, especially if you know the hiring manager’s name. If you don’t know the name, try “Dear Hiring Manager” or “Dear [Department] Team.”
In your introduction, briefly state your purpose. Avoid lengthy introductions. Get straight to the point. If applying for a job, mention the position you’re applying for and how you found the listing. If networking, briefly state your background and the reason for your outreach.
Showcasing Your Value: Highlighting Your Skills and Experience
This is where you sell yourself. Focus on the skills and experience that are most relevant to the job or the hiring manager’s needs. Don’t just list your responsibilities; demonstrate how you’ve achieved results. Use quantifiable achievements whenever possible. For example, instead of saying “Managed social media campaigns,” say “Increased social media engagement by 30% in six months.”
Structure your content logically. You can use bullet points to highlight key skills or achievements. Keep it concise and easy to read. Tailor your content to the specific job description or the hiring manager’s interests. This demonstrates that you’ve done your research and are genuinely interested.
The Call to Action: What Do You Want Them To Do?
Every email should have a clear call to action. What do you want the hiring manager to do after reading your email? Do you want them to review your resume? Schedule an interview? Respond to your inquiry? Make it explicit.
Examples of effective calls to action:
- “I have attached my resume for your review and welcome the opportunity to discuss my qualifications further.”
- “I would be grateful for the opportunity to connect with you to learn more about potential opportunities within [Company Name].”
- “Please let me know if you have any questions or require further information.”
Closing Remarks: Maintaining Professionalism and Politeness
Your closing should be equally professional. Use a formal closing like “Sincerely,” “Best regards,” or “Respectfully.” Include your full name, and consider adding your phone number and LinkedIn profile URL in your signature. Proofread everything meticulously before sending. Typos and grammatical errors can undermine your credibility.
Follow-Up Strategies: When and How to Follow Up Effectively
Following up is crucial, but timing is everything. Wait a reasonable amount of time (usually a week or two) after submitting your application or sending your initial email before following up.
When following up, reference your previous email and reiterate your interest in the position. Briefly summarize your key qualifications and re-state your call to action. Keep your follow-up email concise and polite. Avoid being overly persistent or demanding.
Addressing Common Mistakes: Avoid These Pitfalls
Several common mistakes can derail your email. Here are some things to avoid:
- Generic Emails: Sending the same email to multiple hiring managers demonstrates a lack of effort and attention to detail.
- Typos and Grammatical Errors: Proofread everything! Errors reflect poorly on your professionalism.
- Overly Long Emails: Hiring managers are busy. Keep your email concise and to the point.
- Unprofessional Language: Maintain a professional tone throughout your email. Avoid slang, informal language, and emojis.
- Ignoring Instructions: If the job posting specifies how to apply, follow those instructions precisely.
Mastering the Art of Networking Emails: Reaching Out Beyond Job Boards
Networking is a powerful tool. Emailing hiring managers to introduce yourself, even when there isn’t a specific job opening, can be beneficial. Research the company and the hiring manager. Personalize your email by referencing something specific about their work or the company. Focus on building a relationship, not just getting a job immediately. Offer value by sharing relevant insights or offering your assistance.
Adapting Your Email for Different Situations: Cover Letters and Beyond
The principles outlined above apply to various types of emails. However, the content will change based on the specific situation. For instance, a cover letter is essentially a longer, more detailed version of your email application. It should expand on your qualifications and explain why you’re a good fit for the company.
FAQs About Emailing Hiring Managers
Here are some frequently asked questions:
What’s the best time to send an email to a hiring manager?
The optimal time varies, but generally, sending emails during business hours (e.g., mid-morning or early afternoon) on weekdays is best. This increases the likelihood of immediate review.
How long should I wait before following up on a job application?
A week to two weeks is a good timeframe for a follow-up. If you don’t hear back after that, it’s acceptable to follow up once more.
Should I attach my resume as a PDF or a Word document?
Always attach your resume as a PDF. This ensures that the formatting remains consistent across different devices and operating systems.
How many times should I follow up on a job application?
After the initial follow-up, a second one is acceptable if you still haven’t heard back. After that, it is best to assume the hiring manager is no longer considering your application.
Can I include links to my portfolio or online profiles in my email?
Yes, definitely! Include links to your portfolio, LinkedIn profile, and any other relevant online resources. This allows the hiring manager to quickly assess your skills and experience.
Conclusion: Crafting the Perfect Email is Within Your Reach
Writing an effective email to a hiring manager is a crucial skill in today’s job market. By understanding the purpose of your email, crafting a compelling subject line, highlighting your value, and including a clear call to action, you can significantly increase your chances of landing an interview or building valuable professional connections. Remember to tailor your email to each situation, proofread carefully, and follow up appropriately. By following these guidelines, you’ll be well on your way to creating emails that get noticed and help you achieve your career goals.