How to Write an Email to a Hiring Manager (With Example)

By Indeed Editorial Team

Updated November 24, 2022

Published September 29, 2021

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

As you apply for jobs, you may need to email a hiring manager. Whether you need to send your resume directly, follow up after an interview, request more information about a position or send portfolio materials, it's important to know how to write a professional email that strikes a good impression. In this article, we discuss how to write an email to a hiring manager in 10 steps, share some tips for making the most out of your email and provide you with a template and an example to help guide you in writing your own.

How to write an email to a hiring manager in 10 steps

Follow these helpful steps when learning how to write an email to a hiring manager:

1. Review the job posting

It might seem obvious, but you need to review the posting to ensure you prepare everything the hiring manager requests. For example, you may take note of essential skills or keywords they're looking for and include them in your email. Some postings may also provide the hiring manager's contact information so you can reach them directly. But perhaps they want to be reached by phone, not email—which is why it's important to review this information beforehand.

2. Research the hiring manager

If the posting provides information about the hiring manager, consider researching them. For example, you may look for their profile on a professional networking website or review their biography on the company website to learn more about their experience and interests. It can help you find ways to connect with them. If the job post doesn't include a name, research the company further to learn more about its staff, values and mission. Focusing on how you align with the company's mission or values may impress the hiring manager and help you build rapport.

3. Write a subject line

Prepare a subject line for your email that's professional, conveys your reason for writing and attracts attention. For example, you may use it as an opportunity to highlight your skills while explaining the purpose of your email, such as "Qualified copywriter seeking an editorial position." Ensure you use sentence case, only capitalizing the first word in the subject line, to present your email professionally.

Related: How to Write the Subject Line in an Email for a Job Application

4. Address your email

Begin your email by addressing the hiring manager appropriately. If you know the hiring manager's name, you may address your correspondence using "Dear" followed by their first name or professional title with their surname, such as Mr. Rose. If you're unsure of the name, you may use a greeting like "To whom it may concern" or "Dear hiring manager at Wavewood."

Related: How to Start an Email (With Examples)

5. Introduce yourself

Open your email by stating your first name and surname. Briefly explain the reason you're emailing them, such as your interest in learning more about the company with regard to your application for a specific job. Consider sharing how you found their contact information or how you learned about the job, too.

Related: How to Write an Effective Email Introduction

6. Write the body of your message

In the body of your email, discuss your interest in the role and your relevant qualifications. Highlight your most impressive experience or credentials, such as any certifications or awards and achievements. Emphasize your interest in working for their company and provide specific ways that you believe you could add value to the team.

7. Add a call to action

End your message with a call to action to motivate the hiring manager. For example, you may invite the hiring manager to learn more about you by reviewing the resume or portfolio you attached. Similarly, you may encourage them to contact you with questions or provide your availability to discuss the position further.

Related: What Is a Call to Action? (Meaning, Tips and Examples)

8. Add a sign-off

Conclude your email by thanking the hiring manager for reviewing your message, and add a sign-off phrase. Keep it simple with "Sincerely" or "Best regards," followed by a comma, then your first name, surname, and contact information on the following line. You may also include a link to your online portfolio or professional networking website profile, or your current job title and company.

Related: How to End an Email

9. Proofread

Read your email before you send it to look for any grammatical errors or readability issues. Ensure all information you included is correct, and verify you attached every file you mentioned in the email. Consider asking a friend or family member to review it so they can look for any errors you might have missed. Sending a well-written, error-free email makes a lasting impression and is likely to make the hiring manager see you as a promising candidate.

Related: How to Become a Better Writer in 14 Effective Steps

10. Consider sending a follow-up email

Many hiring managers or organizations send a confirmation email to alert you that they received your initial email. This message may provide insight into when you could expect a response. If it's been a few weeks or past the date they provided, though, consider sending a polite follow-up email to ask if they need anything else from you or if they have any updates regarding the position.

Related: How to Write a Professional Email

Tips for emailing a hiring manager

Consider these tips as you prepare your email:

Use a professional email address

A professional email address looks clean and tidy and makes you more easily identifiable to the hiring manager. Classic formats, such as using your full name (rebeccapotter@email.com or kevinnguyen@email.com), are simple and effective. Also, make sure you use a neutral address and not the one from your current job's email address, for example, as such an email may appear unprofessional.

Be mindful of timing

Choose the appropriate time to send your email, helping ensure the hiring manager sees it as quickly as possible. Try to send your email in the morning, for example—ideally between 7 a.m. and 10 a.m. on a weekday. This is typically when people check their emails and have time to review your application.

Limit the length of your message

Write a concise message that highlights the most important information. Hiring managers often have many responsibilities, and a shorter message shows your respect for their time. Similarly, use simple and easy-to-read language so your message is clear.

Related: 20 Best Practices for Professional Email Etiquette

Send a test email

Consider sending a test email to yourself or a friend first. This helps ensure you formatted the email correctly and there aren't any issues with the attachments. Address any issues, and consider sending further test emails until everything is satisfactory.

Use professional language

Ensure your email is polite and professional at all times. Use formal language, and speak kindly to the hiring manager. To ensure professionalism, avoid using:

  • Acronyms used when texting or instant messaging

  • All lowercase or uppercase

  • Incorrect grammar or spelling

  • Informal greetings

  • Overly familiar language

  • Jokes

  • Emojis

  • Slang

Email to hiring manager template

Use this template as a guide for structuring your email to a hiring manager:

Dear [hiring manager's name],

My name is [first name and surname], and I'm writing to you to express my interest in the [job title] position available with [company name]. I heard about the position from [person who referred you or where you found the job posting], and I'm excited about the possibility of joining your organization.

I am an experienced [current job title], and I'm confident I have the skills and knowledge to succeed in this position. In fact, I believe my experience with [responsibilities] and my [specific achievements] make me uniquely qualified for this job.

I've attached my resume for you to review, and I've also included [documents requested by the job posting, such as a cover letter, portfolio items or application test]. If you have any questions or if there is anything else I may provide, please contact me.

Thank you for your time today, and I look forward to discussing this further. I'm available at your convenience for a meeting.

Best,

[Your name]
[Your current job title and company]
[Your portfolio, personal website, or professional profile link]
[Your phone number]
[Your email address]

Email to hiring manager example

Review this sample email to a hiring manager to help you write your own:

Dear Ms. Baxter,

My name is Felicity Parker, and I'm emailing you today to express my interest in the librarian position available at Maple Leaf Public Library. I saw the position posted on your website, and I'm excited to learn more about the opportunity.

I'm currently pursuing my degree in early childhood education, and I also work as a part-time sales associate for a local bookstore. I believe my combined experience makes me an excellent candidate for this position. Similarly, I have strong organizational skills with excellent attention to detail.

I've attached my resume for you to review. If you have any questions or need anything else from me, please don't hesitate to contact me. Also, I'm available to discuss my qualifications further at your convenience.

Thank you for reading my email. Again, I'm sincerely excited about the opportunity to become a librarian at Maple Leaf Public Library.

Best regards,

Felicity Parker
University of Hamilton student
Sales Associate at Books and More
905-555-1234
felicityparker@email.com

Please note that none of the organizations, institutions or companies mentioned in this article are affiliated with Indeed.

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