10 Steps to Email Hiring Managers for Jobs

Reaching out directly to hiring managers can help you stand out in a crowded job market. With 97.4% of Fortune 500 companies using applicant tracking systems (ATS), a personalized email bypasses automated filters and connects you directly with decision-makers. Here's how to do it:

1. Research Companies and Managers: Use LinkedIn, company websites, and industry news to find the right contact person and learn about their role.
2. Craft a Strong Email: Write a clear subject line, introduce yourself professionally, and explain why you're a great fit in 50-125 words.
3. Attach Proper Documents: Use ATS-friendly formats (PDF or .docx), clear file names, and simple formatting.
4. Follow Up Strategically: Send polite follow-ups 5-7 days after your initial email to show continued interest.

Quick Tip: Tools like resume ATS checkers and cover letter generators can boost your chances of success. Start personalizing your outreach today and open doors to new job opportunities.

How to Contact Hiring Managers Effectively

Step 1: Find Company and Manager Details

Pinpointing the right hiring manager is crucial - personalized emails tend to get better responses.

Research Company and Role

Start by exploring the company's website, especially sections like "About Us" and "Careers." These areas can provide insights into:

• Company values and culture
• Recent accomplishments or projects
• Leadership and team structure
• Current challenges or growth areas

Here’s a quick guide to where you can gather useful information:

Use this research to identify the right hiring manager to contact.

Find Manager Contact Info

Here are some methods to track down the hiring manager's contact details:

• LinkedIn Search:
  Search for the company name along with terms like "Talent Acquisition" or "Recruiter." The "People" tab on the company's LinkedIn page can also help you locate relevant individuals.

"Though finding a hiring manager's contact info can be a bit more laborious than simply sending applications to a generic email or via a contact form, the effort can have a significant payback."
– Beth Braccio Hering, Writer, FlexJobs

• Email Sleuthing:
  If you know the manager's name but not their email, try these steps:
  1. Figure out the company’s email format (e.g., first.last@company.com).
  2. Use email finder tools.
  3. Call the company’s main line if necessary.
  4. Check older job postings for possible contact details.

Steve Dalton, author of The 2-Hour Job Search and Career Director at Duke University's Fuqua School of Business, notes:
"For every 10 hiring managers or employees you message, only about four will reply. This is normal."

• Professional Networking:
  Attend industry events or join professional groups to build connections. These connections can sometimes lead to direct introductions to hiring managers.

Once you have the correct contact information, you’re ready to move on to crafting your email in Step 2.

Step 2: Write Your Email

Once you've identified the hiring manager's details, it's time to craft an email that stands out. Professionals typically spend only 11 seconds scanning an email , so every word must serve a purpose.

Create a Clear Subject Line

Your subject line plays a key role in whether your email gets opened or ignored. Aim for under 50 characters and include key information .

Here are some subject line examples:

Write Your Introduction

Start your email with a proper greeting and address the hiring manager by name. Your opening should include a polite greeting, a short introduction, and a hook that shows you've done your homework.

Key elements to include:

• Mention how you discovered the position.
• Demonstrate knowledge of the company.
• Express genuine interest in the role.

Present Your Qualifications

This is where you explain why you're a great fit for the role. Personalized emails are six times more likely to get a response than generic ones .

"You should highlight what makes you the best fit for the company, not what you're looking for." - Hallie Crawford, Career Coach

Keep your email concise - between 50-125 words tends to yield the best response rates (51% success rate) . Focus on aligning your skills with the job requirements, and use keywords directly from the job posting.

End With Next Steps

Wrap up your email with a clear and professional call to action.

"Professional emails should start with a greeting and end with a sign-off. Use neutral language in your professional email and try to avoid slang or colloquialisms." - Madisyn McKee

Here's how to close effectively:

• Show excitement about the opportunity.
• Suggest a specific next step, like scheduling a call or meeting.
• Provide your contact information.
• Include a polished, professional signature.

Step 3: Add Required Documents

Getting your application noticed starts with proper formatting. This not only helps hiring managers but also ensures automated systems can process your documents seamlessly.

Format Your Files

Choosing the right format is key to making a good impression. Here’s a quick guide to keep your documents professional and easy to read:

"Recruiters and hiring managers can see the name of your application documents, including resumes and cover letters, in various places throughout the hiring process. This means your file name acts as your first impression, potentially influencing whether your application gets noticed or tossed aside."
– Aiyaz Uddin, Founder, TheStaffingCircle

What to Avoid:

• Headers and footers that ATS systems can’t interpret
• Special characters or symbols
• Tables, images, or graphics
• Overly complex formatting

Use Scale.jobs Tools

Make your documents stand out for both ATS and human reviewers by using free tools from Scale.jobs, including:

• ATS Score Checker: Evaluates how well your resume works with automated systems.
• Resume Buzzword Detector: Flags overused terms to help you stand out.
• Cover Letter Generator: Creates tailored cover letters in minutes.

The Resume ATS Checker is especially useful for tech professionals and recent grads, offering specific feedback to improve your chances of passing ATS filters.

Pro Tip: Stick to standard formats for dates and contact details:

• Dates: Use "MM/YYYY" or "Month Year"
• Phone Numbers: Include the area code in a standard format
• Email: Use a professional address without special characters

Step 4: Review and Send

Before hitting "send", take the time to carefully review your email for mistakes and ensure it’s clear and professional.

Check Your Writing

An error-free email reflects professionalism and attention to detail. Here’s how to make sure your message is polished:

• Grammar and Spelling
  Read your email out loud to catch awkward phrasing. Use your email program’s spelling and grammar tools, and double-check tricky words like "their/there/they're" or "its/it's."
• Tone and Clarity
  Emails written at a third-grade reading level often get better responses . Here’s how to improve readability:
  • Cut out unnecessary words and use strong, direct verbs.
  • Break up long sentences into shorter, easier-to-read ones.
  • Keep each paragraph focused on a single idea.
  • Avoid text message slang or overly casual language.

After refining your email on your own, it’s helpful to get feedback from others to catch anything you might have missed.

Get Second Opinions

Ask trusted individuals to review your email before you send it.

Who to Ask:

• A colleague experienced in hiring
• A mentor in your industry
• Someone familiar with your target company’s field
• A professional with strong writing skills
• Former managers or successful peers for industry-specific advice

Tip: If the email is emotionally sensitive, wait a bit before seeking feedback to ensure you’re approaching it with a clear mind .

Step 5: Send Follow-up Emails

Following up after your initial email can help keep your application top of mind and encourage a response. A well-timed, thoughtful follow-up not only shows your enthusiasm but also highlights your proactive approach - an important aspect of direct email outreach.

When to Follow Up

Timing is everything when it comes to follow-ups. Here's a general timeline to guide you:

• Send a thank-you email within 24 hours after any interview.
• If no timeline is provided, wait 5-7 business days before sending your first follow-up.
• If a timeline is given, wait until that period has passed before following up.
• Send a final follow-up two weeks after your initial follow-up if you haven’t heard back.

For the best results, aim to send your follow-ups mid-week during the morning hours. Avoid Mondays and Fridays, as these are typically the busiest days for hiring managers.

Craft Professional Follow-Ups

A strong follow-up email is concise and professional. Here's how to structure it:

Subject Line: "Following up on [Position] application at [Company Name]"

"It's important to keep your correspondence short, as hiring managers and recruiters are likely receiving emails and notes from dozens of other candidates as well, so brevity is key. Your email or note should express two key things: your continued interest in the job and a question about when candidates can expect to hear about next steps."
– Toni Frana, FlexJobs

Example Email:
"I'm following up on the [Position Name] role from [interview date] to check on any updates. I remain very interested in this opportunity."

Key Tips for Effective Follow-ups:

• Keep it to two follow-up messages max.
• Reference specific details from your earlier conversations or interactions.
• Use a polite and patient tone throughout.
• End with a clear call to action, such as asking about the next steps in the hiring process.

As Jan Tezge, Director of Talent Acquisition, points out, respecting the employer's time is crucial. Keep refining your approach to follow-ups while maintaining a professional and respectful tone during your job search.

Conclusion: Start Your Outreach

Quick Steps Review

Reaching out directly can greatly improve your chances of landing an interview. As Donna Shannon, MCD, NCOPE, explains:

"Even if the HR department cuts you, the hiring manager can insist you get an interview – so long as you reach them directly and impress them with your materials"

Here’s a quick checklist to guide you:

• Research thoroughly: Learn about the company and the hiring manager's background.
• Personalize your messages: Mention recent company news or mutual connections.
• Show measurable results: Highlight achievements with clear data.
• Be concise: Keep your messages short and to the point.
• Follow up smartly: Stay professional and strategic in your follow-ups.

You can make this process easier by using tools designed to support your outreach efforts.

Scale.jobs Services

Scale.jobs offers free tools to simplify and improve your job search:

One user shared their experience:

"I moved from India to Canada and recruiting worked very differently from where I was coming. It took me a while to get a hang of how job search works here and applying to jobs was my biggest pain point. It felt pointless and right then, I found scale.jobs that helped me focus on the right things"

Start applying these strategies and tools to elevate your job search and land more interviews.

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