3 Ways to Email the Hiring Manager of Your Dream Job

April 20, 2023

If you’re looking to stand out from hundreds of other candidates when applying for a job, don’t stop once you submit your resume and cover letter. 

Be proactive instead.

Reach out to the hiring manager to let them know that you’ve applied. 

This way, the hiring manager will recognize your name and can flag it to the recruiters who are usually responsible for the initial screening of the resumes. 

Reaching out to the Hiring Manager can also give you the opportunity to:

  • Develop a relationship with the Hiring Manager so that they will get to know you better than the other jobseekers. 
  • Ask the right questions so that the Hiring Manager can see how keen you are. If done skillfully, the meeting will lead to the later interview stages and bypass the standard HR process. 

The job application process can be long, so reaching out to the hiring manager in advance may be a good idea. When it comes to getting in touch with the Hiring Manager, here are the top 3 approaches that we recommend.

How to Email Hiring Managers

You can email the hiring manager being transparent about the position, or you can send them a direct message on LinkedIn. In our opinion, this approach is a little too direct. Asking for a referral to the hiring manager from a mutual connection is a much better option if you have the ability to do so.

Before you do this, make sure to use a professional email address when sending your initial message. This helps when it comes to making a good impression, as it’s often the first thing a hiring manager will see.

Be sure to learn the hiring manager’s name from LinkedIn or elsewhere, as most hiring managers will appreciate this personalisation. As well as this, there are a whole host of things you can do to try and connect to a hiring manager.

1. Ask for a Referral

This is the best approach based on personal experience.

Hiring Managers value referrals that come from a trusted peer in their network because it helps them determine which applicants have more credibility. 

Referrals also show that you are resourceful and well connected. Although you may be hesitant to ask for a referral, keep in mind that some companies reward their employees with a referral bonus if their candidate gets hired. 

To get a referral, try approaching the following people:

  • Team members (people who already know the role, team, and culture) 
  • Other managers (people within the same company who can vouch for you)
  • Peers in the Hiring Manager’s network (friends or colleagues)

You should take these steps:

  1. Ask for a coffee chat to demonstrate your interest and learn about the role
  2. Take the opportunity to tell them about yourself and why you’re a great fit
  3. Ask what they would need in order to refer you for the role or company

Tip: Make it easy for them to give you a referral by sharing your resume, cover letter, and referral letters in advance.

Here’s an Email Outreach Template you could use:

Hello Sandy,

Hope you have been doing well since we last connected.

I saw that your team at Singapore Airlines is hiring a Social Media Coordinator, and I would love to set up a 15 min chat to learn more about the role and see if you’d be open to giving me a referral.

Please let me know if next week after 3pm works for you or when would be a better time.

Thank you.

Sending an email to hiring manager

2. Connect on LinkedIn

Since the Hiring Manager’s contact information is not usually listed on the job posting, you can use LinkedIn to find other people who could possibly be on the team. 

For example, if you’re applying for a “Social Media Coordinator” job at Singapore Airlines, you can try searching that up to see if there are any people with similar job titles that are currently working at that company.

Tip: Try to look for 1st degree connections (people you’re already connected with) or 2nd degree connections (people who are connected with someone in your current network).

Here’s an Email Outreach Template you could use:

Hello,

I saw that your team at Singapore Airlines is hiring a Social Media Coordinator, and I would love to set up a coffee chat with you to learn more about the role, team, and company culture.

Would you be open to a 20 minute coffee chat next week? If not, may I send you some questions through chat or email?

Thank you.

3. Email the Hiring Manager Directly

Some people aren’t that active on LinkedIn, so the best way to reach them would be through their work email.

You can use tools like hunter.io to find professional emails for free. If you know the hiring manager’s name and the company name, it’s possible to find their professional email using tools like this.

However, instead of sending a simple cold email, show them how you can add value.

Tip #1: Share Thoughtful Suggestions 

This example shows the candidate’s interest in the company and the relevant social media experience that they can offer.

Although this type of email takes more time and effort to prepare, it results in outstanding response rates.

Here’s a simple example:

Email Subject: Improving Instagram Engagement

Hello Raymond,

I’ve been a fan of XYZ Co.’s Instagram page for a while now. The beautiful pictures always create such a sense of wanderlust in me.

Raymond, I’ve noticed that your team uses hash tags to broaden the reach of their posts.

Have you tried using Singapore specific colloquial hashtags?

I’m currently managing the social media account for IKEA in Singapore. I’ve found that using Singapore specific hash tags get less direct engagement (due to the smaller base) but results in more overall views from users in Singapore. This results in us getting a far higher percentage of our viewership from our target market (Singapore) which is the KPI we look for.

Let me know if you’d like to give that a try at XYZ Co. I’d be happy to toss a few ideas out to you.

In parallel, I also heard that XYZ Co. is hiring a social media executive. Is the role still open? I’d love to hear more about it.

In the meantime, best of luck Instagram hunting!

Best regards,
Rachel

Tip #2: Keep it Short & Simple

If you want another approach that is equally effective, ask for a coffee chat. With one of our clients, we experimented with 2 different email templates and found that Template A got 0 responses while Template B resulted in 7 out of 8 responses.

Template A

We spent hours crafting this email.

Template B

Dear Hiring Manager,

My name is Sarah, formerly an Investment Associate at XXXXX in London. I’m interested in the XXXX position open at your firm. Could we have a quick call to discuss 3 questions I have?

If you’re not available for a phone call, I can send over my questions via email.

When you directly message a hiring manager, being straightforward is often appreciated. So, include the basic information and questions you need to get across whilst being polite.

Conclusion

Now, you are aware of our top 3 approaches to get in touch with a Hiring Manager:

  1. Asking someone in the Hiring Manager’s network or company for a referral 
  2. Connecting with the Hiring Manager on LinkedIn
  3. Emailing the Hiring Manager directly 

Ultimately, your goal is to meet the Hiring Manager prior to the interview because you want to develop a relationship with them that will set you apart from other jobseekers. This connection is also an opportunity to demonstrate how keen you are, which can help you bypass the standard HR process to land your dream job!

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Harry Suresh
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