What Should I Write in a Message to a Hiring Manager?

When you're applying for a job, reaching out to the hiring manager can make a positive impression and help you stand out from the competition. However, knowing what to write in a message to a hiring manager is crucial. It’s your opportunity to introduce yourself, express interest in the position, and demonstrate your professionalism. Here’s a comprehensive guide on how to craft an effective message that could increase your chances of landing the job.

Why Sending a Message to the Hiring Manager Is Important

A direct message to the hiring manager can:

Personalize your job application, making you more memorable.
Show initiative and enthusiasm for the role.
Provide an opportunity to highlight specific qualifications and experiences relevant to the job.
Allow you to ask any clarifying questions regarding the role or company.

Now, let's break down how to structure your message and what you should include to make it impactful.

1. Use a Clear and Professional Subject Line

Your subject line should clearly indicate the purpose of your message. A vague or generic subject line may get overlooked, so make it relevant to the position you're applying for. Be concise and direct.

Examples:

Application for [Job Title]: [Your Name]
Interest in [Job Title] – [Your Name]
Inquiry About [Position Name] – [Your Name]

2. Address the Hiring Manager Directly

If possible, address the hiring manager by name. This adds a personal touch and shows that you’ve done your research. If you don’t know the name, it’s worth checking the company’s website, LinkedIn, or job listing for the hiring manager’s name. If all else fails, "Dear Hiring Manager" is an acceptable alternative.

Example:

“Dear [Hiring Manager’s Name],”
“Hello [Hiring Manager’s Name],”

3. Introduce Yourself and State the Purpose of Your Message

In the opening line of your message, introduce yourself and explain why you’re reaching out. Mention the position you’re applying for and where you found the job listing. Keep this part brief, as you’ll get into more detail in the following sections.

Example:

“My name is [Your Name], and I’m writing to express my interest in the [Job Title] position advertised on [Job Board/Company Website].”

4. Express Enthusiasm for the Role and Company

Hiring managers want to see genuine interest in their company and the position. Take a moment to briefly explain why you’re excited about this opportunity and how the company's mission, values, or goals align with your career aspirations.

Example:

“I’m particularly excited about this opportunity because [Company Name] is known for its commitment to [specific industry innovation/company culture]. I admire your focus on [specific value or initiative] and believe my skills and passion for [related field] make me a great fit for your team.”

5. Highlight Relevant Skills and Experience

Use this section to briefly highlight your qualifications, skills, and experiences that make you a strong candidate for the position. Focus on what makes you unique and why you are the right fit for this role. Be concise but impactful.

Example:

“In my previous role as [Your Job Title] at [Your Previous Company], I developed expertise in [specific skills or experiences]. I successfully [specific achievement or responsibility relevant to the role] and am confident that my experience will enable me to contribute meaningfully to your team.”

6. Mention Any Attached Documents (e.g., Resume, Portfolio)

Let the hiring manager know that you’ve attached your resume or any other necessary documents. This is a good opportunity to point out that your resume contains more details about your qualifications.

Example:

“I’ve attached my resume for your review, which provides further details about my professional background and achievements. I would appreciate the opportunity to discuss how my experience can contribute to [Company Name].”

7. Invite Further Discussion and Provide Contact Information

End your message by inviting further discussion. Offer to answer any questions or provide more information. This shows that you’re open and eager to communicate further. Always include your contact details, even if you’ve already attached your resume.

Example:

“I would love to discuss this opportunity further and am available at your convenience. Please feel free to contact me at [Your Email Address] or [Your Phone Number]. Thank you for your time and consideration.”

8. Close with a Professional Sign-Off

Use a polite and professional closing statement. Sign off with your full name and include any necessary contact information.

Examples:

“Best regards,”
“Sincerely,”
“Kind regards,”

Example of a Full Sign-Off:

“Sincerely,
[Your Full Name]
[Your LinkedIn Profile or Portfolio Link]
[Your Email Address]
[Your Phone Number]”

Full Sample Message to a Hiring Manager

Subject: Application for Marketing Manager Position – Sarah Johnson

Dear Mr. Brown,
My name is Sarah Johnson, and I’m writing to express my interest in the Marketing Manager position advertised on your company’s website. I am excited about this opportunity because of [Company Name]'s innovative approach to digital marketing and its reputation for developing successful brand strategies.

With over five years of experience in digital marketing, I have developed expertise in SEO, social media strategy, and content development. At my previous role with [Previous Company], I led a team that successfully increased organic traffic by 40% and improved lead conversion rates through targeted campaigns. I am confident that my experience and passion for marketing will enable me to contribute effectively to your team.

I have attached my resume for your review and would appreciate the opportunity to further discuss how my skills align with the needs of your team. Please feel free to contact me at [Your Email] or [Your Phone Number].

Best regards,
Sarah Johnson
[LinkedIn Profile]
[Your Email]
[Your Phone Number]

2. Expressing Interest in a Role

Subject: Interest in [Job Title] – [Your Name]

Dear [Hiring Manager’s Name],
I hope this message finds you well. I am writing to express my interest in the [Job Title] role at [Company Name]. After learning more about your organization’s values and goals, I believe my background in [Your Relevant Experience] would make me a strong addition to your team.

I have attached my resume for your consideration and would love the opportunity to further discuss how I can contribute to [Company Name]. Thank you for your time and consideration.

Best regards,
[Your Name]
[Your Contact Information]

3. Following Up After Submitting an Application

Subject: Following Up on [Job Title] Application – [Your Name]

Dear [Hiring Manager’s Name],
I hope you’re doing well. I recently submitted an application for the [Job Title] position at [Company Name] and wanted to follow up on its status. I’m excited about the opportunity to bring my skills in [Your Key Skill] to your team and am eager to learn more about the next steps in the hiring process.

Please feel free to contact me if additional information is needed. Thank you again for your time and consideration.

Best regards,
[Your Name]
[Your Contact Information]

4. Networking Message Before Applying for a Role

Subject: Inquiry About [Job Title] – [Your Name]

Dear [Hiring Manager’s Name],
I hope this message finds you well. I recently came across the opening for a [Job Title] position at [Company Name] and am very interested in applying. Before submitting my application, I would love to ask a few questions about the role and the team.

Would you be available for a brief conversation or email exchange? I believe my background in [Your Field] would be a great fit for [Company Name], and I’m excited about the possibility of joining your team.

Thank you,
[Your Name]
[Your Contact Information]

5. Message for a Referral Application

Subject: Referral Application for [Job Title] – [Your Name]

Dear [Hiring Manager’s Name],
I hope you’re doing well. I’m writing to express my interest in the [Job Title] position at [Company Name]. [Referral’s Name] referred me to this opportunity and spoke highly of your organization. I am confident that my experience in [Your Field/Skill] would enable me to contribute effectively to your team.

I have attached my resume for your review, and I would appreciate the opportunity to discuss how my background aligns with the needs of [Company Name].

Best regards,
[Your Name]
[Your Contact Information]

6. Message After a Job Fair Introduction

Subject: Following Up from [Event Name] – [Your Name]

Dear [Hiring Manager’s Name],
I hope this message finds you well. It was a pleasure meeting you at the [Event Name] on [Date], and I wanted to follow up on our conversation regarding the [Job Title] position at [Company Name]. I’m very excited about the possibility of joining your team and contributing to [specific project or initiative discussed at the event].

Please find my resume attached for your review, and I would love the opportunity to further discuss how my skills align with your team’s needs.

Thank you,
[Your Name]
[Your Contact Information]

7. Message to Request an Informational Interview

Subject: Request for Informational Interview – [Your Name]

Dear [Hiring Manager’s Name],
I hope you’re doing well. My name is [Your Name], and I’m very interested in learning more about [Company Name] and the [Job Title] role. I would love the opportunity to schedule an informational interview with you to discuss the company culture, key responsibilities of the role, and what you’re looking for in an ideal candidate.

I am excited about the possibility of contributing to your team and am eager to learn how I can position myself for this opportunity. Thank you for your time and consideration.

Best regards,
[Your Name]
[Your Contact Information]

8. Message After an Interview

Subject: Thank You for the Interview – [Your Name]

Dear [Hiring Manager’s Name],
I wanted to take a moment to thank you for the opportunity to interview for the [Job Title] position at [Company Name]. I enjoyed learning more about your team’s initiatives and am excited about the possibility of joining your company.

I’m confident that my skills in [Your Skill] will allow me to make a positive impact at [Company Name], and I look forward to hearing about the next steps in the hiring process.

Best regards,
[Your Name]
[Your Contact Information]

9. Message to Introduce Yourself for an Unlisted Job

Subject: Interest in Opportunities at [Company Name] – [Your Name]

Dear [Hiring Manager’s Name],
I hope you’re doing well. My name is [Your Name], and I wanted to reach out to express my interest in potential opportunities at [Company Name]. I’ve long admired your work in [Industry/Field], and I believe my experience in [Your Experience] would be an excellent match for your team.

Though I didn’t see any current openings that match my background, I would love to connect and discuss how my skills could be of value to [Company Name]. Please find my resume attached for your consideration.

Thank you,
[Your Name]
[Your Contact Information]

10. Message to Apply for an Internal Promotion

Subject: Application for [Job Title] Promotion – [Your Name]

Dear [Hiring Manager’s Name],
I hope you’re doing well. I’m writing to formally express my interest in the open [Job Title] position within [Department Name]. Having worked at [Company Name] for [Duration], I believe my experience with [Specific Projects/Skills] has prepared me for this next step in my career.

I am excited about the opportunity to continue contributing to the success of [Company Name] in this new role. I have attached my updated resume for your review and would appreciate the chance to further discuss my qualifications.

Best regards,
[Your Name]
[Your Contact Information]

Key Tips for Writing an Effective Message

Keep it Concise: Hiring managers are busy, so keep your message short and to the point. Aim for a length of 150-200 words.
Personalize Your Message: Tailor each message to the specific company and role. Avoid using a generic template for every application.
Proofread Carefully: Double-check your grammar, spelling, and punctuation before sending your message. Typos and errors can make a negative impression.
Be Professional: Even though this is a message and not a formal letter, maintain a professional tone throughout your communication.
Follow Up: If you don’t hear back within a week or two, it’s okay to follow up politely. Reiterate your interest and ask for any updates regarding the position.

Conclusion

Crafting a thoughtful message to a hiring manager can significantly improve your chances of standing out in the job application process. Whether you're expressing interest in a role, following up after an interview, or requesting an informational meeting, a well-written message reflects professionalism, enthusiasm, and initiative. Each sample provided in this guide can be adapted to suit your unique situation, helping you make a strong first impression.

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