How To Write An Email To A Recruiter [Six Email Templates]

This complete guide about how to write an email to a recruiter includes sample email templates for various scenarios:

A very important part of our professional careers is getting hired for the positions that we desire. To do that, the initial step is to contact recruiters by writing emails that will elicit the response that we are looking for.

The format in which we write such emails is crucial as it decides whether the recruiter will revert back or not. In this tutorial, we have included examples/templates of email to recruiters in different situations. Following these templates can get you hired and give your career a trajectory that you want.

How to Write an Email to a Recruiter

Why Should You Email A Recruiter

The obvious answer is that you write emails just because you want the position, however, a better explanation is required at this point. The reason why you should write to a recruiter is that you want to represent yourself as bringing value to the company that you wish to work for.

By writing an email to a recruiter in a professional, concise, and coherent manner you are winning the argument that you should be hired for the position in question i.e. giving ‘’proof’’ that you’re a good fit for the position.

Get Hired

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Example Email Templates

You can use the following examples as templates in a variety of situations to create a positive first impression with the recruiter and win an advantage over the competition.

#1) Responding To A Recruiter If They Emailed You First

Subject Line: (name of the offered position)+ at +(name of the company that is offering the position)

Dear (recruiter’s name),

Thank you for the opportunity for offering me the position as it is a perfect fit for me. I have ( mention the number of years) of experience in this field. (list something of value that you’ve done).

During this time I have worked for (name the companies that you worked for) and I have demonstrated that I am fully capable of fulfilling the expectations of (name the company that is hiring) if they hire me.

Please review my resume attached with this mail. Let me know a suitable time to meet and discuss further. I believe that I am an excellent candidate for this position. (I’ve attached some ideas that might be of assistance to (name of company).

Thank you for the opportunity.

Yours sincerely,

(Your sign-off)

In this case, you have conveyed that the responsibilities of the position are understood and have provided some evidence( as ideas) as well to gain the trust of the recruiter and increase the chances of recruitment.

#2) Writing An Unsolicited Email To A Recruiter

Subject Line:(name of your current position)+ seeking + (name of the position that you’re interested in)+ at +(name of the company that is offering the position).

Dear (recruiter’s name),

My name is (your name) and from (website or media where you found their name) I understand that you actively recruit (name of position) for (name of the recruiter’s company).

I’ve been working as a (name of position) with (name of your current employer) for (length of employment) and in that time I’ve (list something of value that you’ve done).

If you have any opportunities available for (name the position) then I would greatly appreciate to meet and talk further about how we may work together.

Please take your time to review my attached resume. I believe that I would be an excellent candidate for the available position, and I’m waiting for the opportunity to meet you in person and discuss how my skills and experience can benefit (name of the company that is offering the position).

Thank you for the opportunity.

Yours sincerely,

(Your sign-off)

There are times when you have to be bold enough to take the initiative and this is an example of that. If you can make this into a habit then your career will accelerate as you write with clarity and remember the basic points to follow.

#3) Writing A Referral Email To A Recruiter

Subject Line:(name of your current position)+ seeking + (name of the position that you’re interested in)+ at +(name of the company that is offering the position).

Dear (recruiter’s name),

My name is (your name) and this mail is regarding the (name of the position) with (name of the company that is offering the position). I had a conversation with (name of referral contact) and he/she directed me to contact you directly.

As a (name your current position) for the last (list the length of time in your current position), I have (list something of value that you’ve done) and shown that I am fully capable of fulfilling (name of current company) expectations.

Currently, I am working as (name your current position) for the last (list the length of time in your current position) with (name of your current company). I’m experienced in working with (list something of value that you’ve done and is relevant to the position you are applying). If given a chance, I am confident to meet (name of current company) expectations.

Please take your time to review my attached resume. I believe that I would be an excellent candidate for the position you hire, and I would wait for the opportunity to meet you and discuss what I have to offer (name of the company that is offering the position).

I’ve also included some ideas in the attachments that might be of assistance to (name of company).

Thank you for the opportunity.

Yours sincerely.

(Your sign-off)

A well-placed contact will give you the advantage when it comes to getting hired. By acknowledging that you have set the mind of the recruiter at ease, being honest right from the start is always the right decision.

#4) Writing For A Different Position Than What The Recruiter Referred

Subject Line: (name of your current position)+ seeking + (name of the position that you’re interested in)+ at +(name of the company that is offering the position).

Dear (recruiter’s name),

Thank you for writing to me. I appreciate the interest that you have in me as a potential recruit for the (name the position that the recruiter referenced).

However, what I am actually interested in is the position of (name the position) and I believe that I would be an excellent fit for this position as I have (list the amount of experience that you have) with (name the companies that you’ve worked for). In that time I have (list something of value that you’ve done).

If you have any opportunities available for the position (name the position that you’re interested in) then I would greatly appreciate it if you could write back to me as soon as it is practical.

Kindly review my resume in the attachment enclosed. I wish for an opportunity to meet you and discuss what I have to offer (name of the company that is offering the position). I’ve also included some ideas in the attachments that might be of assistance to (name of company).

Thank you for the opportunity.

Yours sincerely,

(Your sign-off)

Sometimes a recruiter will contact you with a position that you may not be interested in. In that case, don’t be afraid to ask if any other suitable position is available for you. You might be surprised by the results if you do this.

#5) Writing To Find Out More Information About The Job

Subject Line: Request for more information for the position of (name the position).

Dear (recruiter’s name),

Firstly, I would like to thank you for considering me for the position (name the position). I would really appreciate for an opportunity to meet you and discuss further about this position. Would it be possible to meet at (name the place, date and time of the meeting)? Or please suggest as per your convenience.

As a (name your current position) for the last (list the length of time in your current position), I have (list something of value that you’ve done) and shown that I am fully capable of fulfilling (name of current company) expectations.

I have attached a copy of my resume. Please take your time to review it. I appreciate the fact that you have made the effort to contact me and I’m looking forward to meeting you for a discussion on this position and exhibit how my skills and experience can benefit your company.

Thank you for the opportunity.

Yours sincerely,

(Your sign-off)

Some recruiters write emails that lack hard details and this requires you to elicit more information before you can move forward. It is important to show that you are committed to seeking the position by sending in your resume at this early stage despite the fact that you’re also looking for more information.

#6) Rejecting The Job But Establishing A Working Relationship

Subject Line: Thank you for the opportunity.

Dear (recruiter’s name),

Thank you for writing to me and offering this position (name of the position). However, I’m currently not in a position to pursue the opportunity that you have presented to me.

But I may be able to seek this position after (name a month in the future or a time period like 6 months from now when you’ll be available), if this position is available at that time period.

I appreciate the effort that you have made in contacting me and I’m looking forward to having the opportunity to become a successful applicant for the position of (name the position that you wish to apply for and the time and date that you’ll be available). Please let me know if a similar opportunity is available at that time.

I have attached my resume with this mail for future reference. Please review.

Once again, thank you for the opportunity.

Yours sincerely,

(Your sign-off)

Not everything is smooth when it comes to being hired. Often you’ll be offered positions that you don’t want but it is important to make the most of this situation by building a constructive relationship with the recruiter. By being positive and polite you might at a later date be given an opportunity for a position by the same recruiter.

Some Points To Remember

Here Are Some Points to Remember.

  • Be professional, concise, and clear. Recruiters read hundreds of emails every day, so they won’t appreciate a verbose email.
  • Use the correct document format. A recruiter will be not impressed if you use a document format that they didn’t ask for.
  • The default document format is Microsoft Word unless you’re told otherwise.
  • Sending documents is acceptable on PDF but it isn’t suitable for resumes.
  • Write an email to the recruiter as soon as it is practical after you’ve researched the company
  • Mention the person who referred you to the recruiter in the email.
  • Demonstrate the value that you will bring to the company if you’re hired by them.
  • Be polite. You’ll always catch more with honey than vinegar.
  • Make sure your resume is customized exactly for the position that you’re seeking for.
  • Have a clear idea of what you want to achieve before you start writing an email to a recruiter.

Frequently Asked Question

Q #1) Which document format is the best to send resumes to the recruiter?

Answer: Microsoft Word is the most popular choice to send resumes, so if the recruiter doesn’t specify anything else then this should be the preferred option. If a recruiter does specify a document format then double-check that it is indeed the correct format before pressing the send button in order to avoid severe embarrassment.

Q #2) What should a resume include?

Answer: The resume should include all the information that is relevant to the position that you’re aiming for. This should make the case that you’re a valuable employee and you’re someone who is worth talking to.

Provide practical examples of your leadership and initiative. Do not include irrelevant details such as a minimum wage job that you had many years ago, etc.

Q #3) When should you write to a recruiter?

Answer: By taking the initiative and writing to the recruiter, first you are showing the recruiter a level of desire for the position that stands out. This will allow you to present your email and resume before the other potential recruits do so. Recruiters are going to be impressed by potential recruits who make the job easier for them.

Of course, it is always best to write to a recruiter if they’ve posted an advertisement as soon as is practical. This should be done after you’ve researched the company and the position in question. By modifying your resume you’re highlighting the skills and experience that they’re looking for.

Q #4) What should you write to a recruiter?

Answer: An email to a recruiter will contain three parts i.e. the subject line, the email itself, and the resume which will be found in the attachment section. The subject line should gain the attention of the recruiter by being clear and straight to the point.

The email itself should contain information about how you found out about the opportunity and how you obtained their contact information. You should include information about yourself that will be of interest to the recruiter and indeed add value to the company concerned.

Finally, your resume should be in the attachment section and it should be modified to match the position requirement.

Q #5) What should I put in the Subject Line?

Answer: The subject line is your first opportunity to make an impression. Make it stand out by showing your value and the intention of your email. An example of an impressive subject line would be this: Senior English Teacher Seeking Management Position at A.B.C.

Here you’ve demonstrated your value (Senior English Teacher) and you’ve shown your intention as well. (Seeking Management Position at A.B.C.). By doing this you have already gained an advantage over the competition by gaining the attention of the recruiter.

Q #6) Do I need to demonstrate the value that I bring to the company?

Answer: Providing a workable solution to a major problem that the company is challenged by will make you a valued prospect for the recruiter. This way you may gain the attention and respect of the recruiter. A professional and well-written email to the recruiter will always highlight this.

Q #7) Should I customize my resume?

Answer: You might have a resume lying in wait on your computer that is sent off without thinking whenever you apply for a new position. Don’t do this. If you adjust your resume and your emails for the particular position that you’re looking to be hired for, then you’ll greatly increase your chances of success.

There isn’t any point in including detailed information that is unrelated to the position that you’re seeking. In fact, it will probably count against you in the mind of the recruiter. Include everything that is necessary and nothing that is not.

Q #8) What should I do before I write an email to a recruiter?

Answer: Before writing an email to the recruiter, it is necessary to clearly understand the expectations of the recruiter with the posted position. That indeed will help you to identify your skills & experience, and suitability for the position, to be included in the resume.

Conclusion

A well-written email gives a positive impression on the recruiter and sets you apart from the other applicants. It shows your proactive nature that you are truly interested in the position/ working with the organization and reflects good communication skills too.

Understand the position requirement clearly and then showcase your skills and experience with the other companies you have worked with to prove your eligibility for the position.

Refer to the email template example of this tutorial to introduce yourself to the recruiter as a resourceful and motivated professional. Showcase your skills and experience to the recruiter that recruiting you will add a benefit to the company.

Be confident !! All the best!!