Reaching out to a recruiter can feel a little intimidating, but a well-written email can open doors you didn’t even know existed. Whether you’re responding to a recruiter’s message, following up after an interview, or cold-emailing a company you’d love to work for, knowing how to phrase things the right way can make all the difference.
So, what’s the best way to email a recruiter? Should you send a message on email or LinkedIn? When’s the right time to follow up? This guide has answers to these questions and more. We’ve broken down 10 email templates for every situation you might face with a recruiter, from that first introduction to negotiating an offer.
These aren’t generic, one-size-fits-all emails. They're strategic, conversational, and designed to help you get noticed (in the very best way). Plus, we’ll sprinkle in tips on when to email vs sending a LinkedIn message—and what to do if you’ve been ghosted.
How to email a recruiter: 10 templates for different situations
These email templates are tailored to real-life scenarios, helping you write clear, professional, and engaging messages that actually get responses.
Template #1: Cold email (reaching out without a specific job in mind)
Introducing yourself to a recruiter—even without a specific job in mind—can put you on their radar for future opportunities. Many roles aren’t publicly posted, so a well-crafted cold email can help you stand out and potentially uncover hidden job openings.
Subject: Big Fan of [Company Name]—Let’s Connect!
Dear [Recruiter's Name],
I hope you’re doing well. My name is [Your Name], and I’m a [Your Profession] with [X years] of experience in [your industry]. I’m reaching out because I admire the work [Company Name] is doing in [specific field, or you can talk about its culture, project, and values] and would love to explore potential opportunities with your team. With my background in [your skill/experience], I believe I could add value, especially in [specific area of expertise].
If you’re open to a quick chat, I’d love to learn more about what you look for in candidates and how my experience might align with your needs. Let me know if there’s a good time to connect.
Looking forward to hearing from you!
Best regards,
[Your Name]
[Your LinkedIn profile]
[Your contact information]
Template #2: Reaching out when you’re interested in a company (but no open positions)
Even if a company doesn’t have an open role that fits your background, expressing interest can help you build a relationship with the recruiter. Companies sometimes create positions for strong candidates, and staying on their radar increases your chances of being considered when an opportunity arises.
Subject: Interested in [Company Name]—Any Future Openings?
Hello [Recruiter's Name],
I hope you're doing well! I’m [Your Name], a [Your Profession] with a background in [your industry]. I’ve been following [Company Name] for some time and am really impressed by [specific project, company mission, or value]. Even though I don’t see any open positions that match my skill set right now, I’d love to stay in touch in case anything comes up that aligns with my expertise in [specific skills].
If you're open to it, I’d love to connect and hear more about what qualities you look for in potential candidates. Let me know if you’d be available for a quick chat!
Best regards,
[Your Name]
[Your LinkedIn profile]
[Your contact information]
Template #3: Expressing interest in a job posting
When you find a job posting that excites you, reaching out to the recruiter with a well-crafted email can set you apart. This message should highlight your enthusiasm, briefly touch on your relevant experience, and make it easy for them to move forward with your application.
Subject: Excited to Apply: [Job Title] at [Company Name]
Hello [Recruiter's Name],
I hope you're doing well! My name is [Your Name], and I’m a [Your Profession] with [X years] of experience in [industry/specialization]. I recently came across the [Job Title] opening on [Job Board/Company Website], and I’m excited about the opportunity to bring my skills in [key skill] and [key skill] to your team.
I’ve attached my resume for your review and would love the chance to discuss how I strongly believe my experience aligns with the role. Let me know if there’s a convenient time for us to connect!
Looking forward to hearing your thoughts.
Best regards,
[Your Name]
[Your LinkedIn profile]
[Your contact information]
Template #4: Responding to a recruiter’s outreach
When a recruiter reaches out, responding promptly and professionally can keep the conversation moving forward. Whether you’re interested in the opportunity or just want to learn more, this email keeps things warm and engaging.
Subject: Excited to Learn More About [Job Title] at [Company Name]
Hello [Recruiter's Name],
Thank you for reaching out! I appreciate you thinking of me for the [Job Title] position at [Company Name]. The role sounds interesting, and I’m very interested in hearing more about how I can contribute to your team.
I’ve attached my resume for your review and would love to set up a time to chat. Let me know when you’re available. Looking forward to our conversation!
Looking forward to connecting!
Best regards,
[Your Name]
[Your LinkedIn profile]
[Your contact information]
Template #5: Sending a thank-you email to recruiter after an interview
A well-crafted email thanking a recruiter does more than just express gratitude—it reinforces your enthusiasm for the role and keeps you top of mind as the hiring team makes decisions. It’s a small but impactful gesture that can set you apart from other candidates.
Subject: Thank You for this Great Conversation
Hello [Recruiter's Name],
I really appreciate the opportunity to speak with you about the [Job Title] role at [Company Name]. Our conversation about [specific topic discussed] was insightful, and it only reinforced my excitement about the possibility of joining your team.
I’m especially drawn to [mention something specific about the role, team, or company that excites you], and I’d love the opportunity to contribute. Please don’t hesitate to reach out if you need any additional information from me.
Thanks again for your time—I look forward to hearing about the next steps!
Best regards,
[Your Name]
[Your LinkedIn profile]
[Your contact information]
For extra guidance, read this next: How to Write a Thank-you Email After an Interview (with Samples!)
Template #6: Following up after being ignored
Hiring processes can take time, and recruiters often juggle multiple candidates at once. If you haven’t heard back after your initial follow-up email to the recruiter, it’s OK to send another check-in.
Subject: Checking In: [Job Title] Role at [Company Name]
Hello [Recruiter's Name],
I hope you’re doing well. I wanted to follow up on my last message regarding the [Job Title] role at [Company Name]. I understand things can get busy, but I remain very interested in the opportunity and would appreciate any updates when you have a moment.
Thanks again for your time, and I look forward to hearing from you.
Best regards,
[Your Name]
[Your LinkedIn profile]
[Your contact information]
Template #7: Declining an interview
Sometimes you might decide that a particular opportunity isn’t the right fit for you after all. In that case, it's important to politely decline an interview invitation, while leaving the door open for future opportunities.
Subject: Regretfully Declining Interview Invitation for [Job Title]
Hello [Recruiter's Name],
Thank you so much for considering me for the [Job Title] position. However, after careful consideration, I’ve decided to pursue other opportunities at this time. I truly appreciate the chance to connect and I wish you the best in finding the right candidate for this role.
Thanks again for your time, and I hope our paths cross again in the future.
Best regards,
[Your Name]
[Your LinkedIn profile]
[Your contact information]
For extra guidance, read this next: How to Decline a Job Interview (with Tips and Templates)
Template #8: Declining a job offer
Declining a job offer is a delicate process. You want to be respectful of the recruiter’s time and the opportunity, while still sticking to the facts and being clear about your decision.
Subject: Thank You for the Offer – [Job Title] at [Company Name]
Hello [Recruiter's Name],
Thank you for offering me the [Job Title] position at [Company Name]. After careful consideration, I’ve decided to decline the offer, as I’ve chosen to pursue a different opportunity that aligns better with my career goals at this time.
I truly appreciate the opportunity and your time throughout the process. I admire [something specific about the company], and I’d love to stay in touch. I hope we can connect again for future opportunities at [Company Name].
Best regards,
[Your Name]
[Your LinkedIn profile]
[Your contact information]
For extra guidance, read this next: How to Politely Decline a Job Offer (with Example Emails)
Template #9: Requesting an informational interview
Requesting an informational interview is a great way to expand your network and learn more about an industry or company you’re interested in. It’s an opportunity to ask questions, gain insights, and build relationships. Keep it polite and direct when reaching out.
Subject: Request for Informational Interview
Hello [Recruiter's Name],
I hope this message finds you well. My name is [Your Name], and I’m a [Your Current Job or Area of Expertise] currently exploring opportunities in [specific industry or field]. I’ve been following [Company Name] for some time, and I’m really impressed by the work you’re doing, particularly in [specific area/project].
I’d love to learn more about your experiences and get your perspective on the industry. Would you be open to a brief informational interview? I’m especially interested in hearing your insights on [specific topic] and would greatly appreciate any advice you could offer.
Thank you so much for your time, and I look forward to hearing from you!
Best regards,
[Your Name]
[Your LinkedIn profile]
[Your contact information]
For extra guidance, read this next: How to Ask for an Informational Interview (and Get a “Yes”)
Template #10: Asking for feedback after an interview
Asking for feedback after an interview shows your willingness to learn and improve. It’s a great way to get valuable insights into your performance. Keep your request polite and straightforward.
Subject: Could You Share Your Thoughts on My [Job Title] Interview?
Hello [Recruiter's Name],
I hope you’re doing well. I wanted to follow up on our interview for the [Job Title] position and kindly ask if you could provide any feedback. I’m always eager to improve and would really appreciate any specific suggestions you have regarding my performance, as well as any areas where I could enhance my skills for future opportunities.
Thank you once again for the chance to interview with [Company Name]. I truly value your feedback and hope to stay in touch moving forward.
Best regards,
[Your Name]
[Your LinkedIn profile]
[Your contact information]
Best practices for emailing recruiters
When emailing recruiters, you’ll want to stand out while maintaining professionalism. Here are some best practices to help you craft emails that catch a recruiter's attention and increase your chances of getting a response:
Personalize your emails
One of the biggest mistakes job seekers make when emailing recruiters is sending generic, mass emails. “When candidates send me generic mass emails without personalization, it feels disingenuous, and almost like I'm talking to a robot,” says Kevandre Thompson, senior talent acquisition partner at Innomotics. “Address the recruiter by name and tailor the message to the specific position you’re applying for.” Personalizing the email helps them understand that you’re genuinely interested in the role and not just sending out a mass message.
Read this next: What to Say Instead of “To Whom It May Concern” (7 Alternatives)
Keep emails concise and professional
Recruiters receive a flood of emails daily and don’t have time for lengthy or vague messages. One of the most common mistakes job seekers make is sending emails that lack clarity or a specific call to action. To stand out, keep your message concise, focused, and highlight the value you bring to the company.
Craft an attention-grabbing subject line
The subject line is the first thing recruiters see, so make it count. The subject line should let the recruiter know right away what the email is about and why they should open it. Avoid vague subject lines, as they won’t compel the recruiter to click on your email.
Read this next: The Best Thank-you Email Subject Line for After Interviews
Proofread, proofread, proofread
Grammatical errors and typos can be a dealbreaker, making you seem careless. Always take the time to check your message for spelling mistakes, grammatical errors, and unclear wording before hitting send.
Is it better to email a recruiter or send a LinkedIn message?
Both email and LinkedIn can be effective communication tools when reaching out to recruiters, but each has its own strengths depending on the situation. As a talent acquisition partner, Thompson emphasizes that email is a preferred method for many HR professionals because it offers “a clear record of documented outreach and communication.”
But he also shares his love for connecting with job seekers on LinkedIn. “LinkedIn can be effective for quick, more personal outreach,” Thompson says. “Just ensure your note is concise and professional and you are more than likely going to get the situation to go in your favor as far as assistance on a particular job requisition.”
Keep it professional, make it personal
Effective communication with recruiters is essential in today’s competitive job market. These email templates give you a solid starting point with a clear, professional tone you can customize to fit your situation.
But templates are just that—a starting point. Personalizing each message to reflect your personality and the role you're interested in can make a real impact and boost your chances of building a strong, positive connection.
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