4 Templates for Emails to Hiring Managers

• The email address you use should include your name and surname. Preferably not the “[email protected]” profile you created in the eighth grade. 
• The subject line is important and should clearly state the intent of your email. For example, if you are applying for a job, you should include your name, the job you are applying for, and the job reference number (if available).
• Keep your tone formal, to the point, and avoid lengthy paragraphs. Don’t use emojis or emoticons.
• Include all the relevant documentation as appropriately-named attachments. This could be your cover letter, resume or CV, or character reference letter. Save them as PDFs unless otherwise stated.

Template email for a job application 

Your application email gives you the opportunity to address the hiring manager in a way that your resume cannot. The content of your email should include the reason you’re writing, what interests you about the position, and why you’re a great match for the role.

Subject: Your Name – Position – Reference Number

Dear Hiring Manager [or their name if you know it]:

I wish to apply for the position of _______ as advertised on (website). I am confident that my education, analytical skills, and prior experience make me a suitable fit for the role. The prospect of working in a position like this that aligns with my career goals is an exciting one.

I am currently working for _______ in the position of ________. In the past five years, I have led teams in projects similar to those of your organization with successful outcomes. I have also increased subscription rates by over 30% through my marketing initiatives. 

My cover letter and resume are attached for your perusal. Please do not hesitate to contact me should you need further information regarding my qualifications.

Thank you for your consideration and I look forward to hearing from you.

Sincerely, 

Your Name

Email Address

Telephone Number

LinkedIn Profile

Template email for a cold outreach with no job opening

This type of email is used to introduce yourself to a company for networking purposes. There are no advertised vacancies, but you’d like to appear on their radar if something comes up. It shows initiative and a willingness to put yourself out there – admirable traits in a candidate.

Subject: Your Name – Interested in Opportunities at (company name)

Dear Hiring Manager (or their name if you know it)

My name is _______, and I recently came across an article on LinkedIn outlining the advances your company has made in (add detail). I have followed and admired the evolution of (company name) for many years, and I’m finally in a position to offer my services to you.

I recently graduated with (qualification) from (educational institution). During my college years, I interned at _______, furthering my practical experience in this field. Having received commendations from my professors on my innovations and original ideas, I believe I would be an asset to your company.

I would love to schedule a meeting at your convenience to discuss the possibility of employment at (company name). My cover letter, resume, and letters of commendation are attached for your perusal. Please do not hesitate to contact me should you need further information regarding my qualifications.

Thank you for your consideration and I look forward to hearing from you.

Sincerely, 

Your Name

Email Address

Telephone Number

LinkedIn Profile

Template for a thank-you email to a hiring manager 

Following up an interview with a thank-you email shows that you are very  interested in the job and that you have good etiquette. If you made a good impression in the interview, this email would further enhance that image.

Subject: Thank you for the interview 

Dear (interviewer’s name as mentioned in the interview)

Thank you for taking the time to meet with me today to discuss the position of _______. I was inspired by our conversation about the role, and have since thought of more initiatives that could be introduced while staying within (company’s name) excellent guidelines.

I believe that my (name your qualifications) and years of experience in the field make me ideal for the role. My innovations and dynamism would fit your company’s culture well while allowing me to attain my career goals.

Please do not hesitate to contact me for a follow-up interview. Thank you for your consideration and I look forward to hearing from you.

Sincerely, 

Your Name

Email Address

Telephone Number

LinkedIn Profile

Template for a thank-you email following a rejection

It’s not the most pleasant task but think of it as an opportunity to show your graciousness in adverse circumstances and keep the door open for future employment. You may even get some feedback on how you can improve your interview skills.

Subject: Thank you 

Dear (interviewer’s name as mentioned in the interview)

Thank you for meeting with me to discuss the position of _______. The tour of your facility made me all the more eager for an opportunity to work there, and I appreciate the time you took to show me around.

I was disappointed to learn that the role has been offered to another candidate, but I am grateful to have learned more about the inner workings of (company name), an organization I admire. I will be watching with keen interest as (company name) grows.

Please do not hesitate to contact me should future opportunities arise, as I believe I would be a great fit for your company.

Sincerely, 

Your Name

Email Address

Telephone Number

LinkedIn Profile

Writing an email to a hiring manager: final thoughts 

When sending an email to a hiring manager, it’s important to keep your email brief but informative. Try not to duplicate the wording of your resume, and don’t use casual language or slang. In addressing your email, be aware of assuming gender, so keep your salutation neutral. While it’s not the place to go into detail about your positive character traits, don’t be afraid to mention what makes you unique. 

You can also follow our guidelines to create the perfect cover letter (link to cover letter template article) and prepare for the job interview.