How to write a message to a hiring manager (with examples)

How to write a message to a hiring manager (with examples)
Jobstreet content teamupdated on 05 March, 2024
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In today's Malaysian job market, standing out amidst a sea of resumes is crucial. The solution? Direct message to hiring manager through well-crafted email. In a world where digital interfaces often overshadow personal connections, reaching out directly offers a chance to humanise your application. 

Engaging with hiring managers showcases initiative and sincerity, leaving a memorable impression. With the skill of crafting effective emails, you can highlight your personality and qualifications beyond what a resumé can convey alone. Keep reading to learn tips on how to contact a hiring manager. Here's what we'll cover in this guide: 

Why you should message a hiring manager directly when finding a job 

In the digital age, resumes flood in by the hundreds for each position. Standing out can feel like an uphill trek. However, messaging hiring managers can give you a competitive edge. Here's how direct communication can attract a hiring manager's attention:

  • Showing proactivity: By reaching out to HR, you demonstrate initiative. Rather than waiting for a response, you can make it clear that you have a genuine interest in the position.
  • Making personal connections: Sending a direct message to the hiring manager helps you make a personal connection with them. Instead of just another name on a resumé, you become a real person with a face and a voice. This human connection can leave a lasting impression and set you apart from other job seekers.
  • Bypassing resume screening procedures or software: Many companies use automated resume screening software to filter keywords and criteria. This sometimes means that employers overlook well-qualified people because their resumes don't match the algorithm. By contacting the hiring manager, you might bypass this screening. You gain the chance that a real person might view your application.
  • Finding roles beyond advertised jobs: Messaging HR managers can also help you uncover job opportunities that the company doesn't include in external advertisements. Sometimes, companies have upcoming job openings or special projects that they haven't announced yet. Initiating contact with hiring managers might help you discover hidden opportunities that align with your skills and interests. 

Messaging hiring managers can be a powerful strategy in your job search tool kit. It can show proactivity, allow for personal connections, bypass resume screening, and open doors to hidden job opportunities. So, take the initiative and reach out – you never know where it might lead. 

How should I message a hiring manager? 

The approach you take can impact your chances of success. Here's a guide for crafting a standout message to a hiring manager. Personalise your message: 

Emailing a hiring manager 

Crafting an email that resonates with hiring managers needs careful consideration and attention to detail. Here's a breakdown of steps to take when emailing a hiring manager: 

Where to find the hiring manager's direct contact information 

When it comes to finding the hiring manager's contact info, knowing where to search is key. Let's discover effective ways to find their direct contact details.

  • In the job description: Sometimes, the hiring manager provides their contact information in the vacancy posting. Look for any contact names or email addresses in the job description.
  • On the company's website: If the job posting doesn't offer contact information, visit the company's website. Look for the "About Us" or "Contact Us" section. There, you can often find the names and email addresses of key personnel.
  • Through business social media platforms: Various business social media platforms serve as valuable resources for finding direct contact information. Search for the hiring manager's profile and send them a connection request or a direct message. 

Writing a sincere subject line 

Crafting a sincere subject line is essential for grabbing the hiring manager's attention. Effective subject lines are concise and to the point. Examples include: "Interested in [job title] position," "Application for [job title] position," or "Opportunity to contribute to [company name]." 

Write a brief and direct message 

When it comes to writing your message, keeping it brief and direct is key. Let's explore how to compose a concise yet impactful email that gets your point across effectively.

  • Showcase your value propositions: Highlight the key skills, experiences, and achievements that make you a strong choice for the position.
  • Demonstrate your expertise with proven results: Provide examples of how your past experiences contributed to achieving positive results or solving problems.
  • Demonstrate your knowledge of the company: Mention the reasons for your interest in working for the company and how your values align.
  • Keep the message concise and focused: Hiring managers are busy people. They usually appreciate messages that respect their time.
  • Include your name and the job title you're applying for: State the position you're applying for to avoid any confusion. Include your name and contact information as well.
  • Encourage the hiring manager to stay in touch: Express your interest in discussing your qualifications for the position and invite the hiring manager to reach out if they need any additional information.
  • Double-check your message for errors: Before hitting send, proofread your message for grammar or spelling errors. A polished and error-free message reflects your professionalism.
  • Look for a reference: Most hiring managers appreciate having someone referred to them, especially if that person giving the referral is someone whose opinion they respect. 
Woman interviewer in a grey jacket interviewing a candidate

Email templates for contacting a hiring manager 

Having well-structured email templates can streamline your communication and leave a positive impression. Let's explore four essential email templates for contacting a hiring manager in different scenarios: 

Template 1: template email for a job application 

Your initial email gives the hiring manager their first impression of you. It should be concise, professional, and compelling. Showcase your qualifications and interest in the position. Here's a template to guide you: 

Subject: Application for [job title] position at [company name] 

Dear hiring manager, 

I hope this email finds you well. I am writing to express my sincere interest in the [job title] position advertised on [where you found the job posting]. With [X years/months] of experience in [relevant field], I am eager to contribute my skills and expertise to the team at [company name]. 

In my previous role at [previous company], I was successful in [mentioning a specific achievement or project that demonstrates your qualifications for the position]. I am confident that my background in [mention relevant skills or qualifications] aligns well with the requirements of the [job title] role at [company name]. 

Please find my resumé attached for your review. I would welcome the opportunity to discuss how my experiences and insights could benefit [company name]. Thank you for considering my application. I look forward to the possibility of contributing to your team. 

Warm regards, 

[your full name] 

[your contact information] 

Template 2: template email for a cold outreach with no job opening 

You may want to contact a hiring manager even when there's no specific job opening. This shows initiative and can create opportunities that may not have been otherwise available. Here's a template for initiating a cold outreach: 

Subject: Exploring opportunities for collaboration 

Dear hiring manager, 

I hope this email finds you well. As someone passionate about [your field or industry] and impressed by the impactful work done at [company name], I am reaching out to explore potential opportunities for collaboration and contribution to your team. 

In my role as [your position] at [your current/previous company], I have honed skills in [mention your key skills or areas of expertise] that I believe could complement the innovative projects of [company name]. I have an interest in [mention a specific aspect of the company or recent achievement]. I am eager to explore how my background could contribute to your team's success. 

Are you available for a brief discussion in the coming weeks? I would like to explore potential areas of collaboration. I appreciate the opportunity to connect and discuss this further. 

Thank you for considering my inquiry. I look forward to hearing from you. 

Best wishes, 

[your full name]  

[your contact information] 

Template 3: template for a thank-you email to a hiring manager 

After an interview or interaction with a hiring manager, it's good practice to express gratitude and maintain a positive rapport. A thank-you email reinforces your interest in the position and leaves a lasting impression. Here's a template for sending a thank-you email: 

Subject: Thank you for the opportunity to interview 

Dear [hiring manager's name], 

I wanted to express my gratitude for the opportunity to interview for the [job title] position at [company name]. Our discussion offered valuable insights into the exciting projects and culture at [company name]. I am even more enthusiastic about the possibility of contributing to your team. 

I am genuinely impressed by [mentioning a specific aspect of the company or the interview experience]. I am eager to leverage my skills in [mention your key skills or areas of expertise] to support [company name] in achieving its objectives. 

Thank you once again for your time and consideration throughout the interview process. I look forward to the possibility of discussing how I can contribute to [company name]'s success. 

Warm regards, 

[your full name]  

[your contact information] 

Template 4: template for a thank-you email following a rejection 

Maintaining your professionalism and expressing gratitude can leave a positive impression, even in the face of rejection. A thank-you email following a rejection demonstrates maturity. It keeps the lines of communication open for potential future opportunities. Here's a template for sending a thank-you email after a rejection: 

Subject: Appreciation for considering my application 

Dear [hiring manager's name], 

I hope this email finds you well. I wanted to express my gratitude for your consideration of my application for the [job title] position at [company name]. While I am disappointed to learn that you have filled the position, I appreciate the opportunity to interview and learn more about the remarkable work of [company name]. 

I remain enthusiastic about exploring future opportunities with [company name]. I am eager to continue following the inspiring work of your team. 

Thank you once again for your time and consideration. 

Warm regards, 

[your full name] [your contact information] 

Feel free to personalise these templates to suit your circumstances and communication style.  

Candidates with two laptops and a tablet are together to follow up on job applications

Example emails for contacting hiring managers 

In a job searching journey in Malaysia, email communication with hiring managers can be a game-changer. An effective email can capture attention, showcase your professionalism, and pave the way for meaningful connections in your job search. In an email, make sure not to cross the range of 100-150 words because then it will be no different than a cover letter or letter of intent, and a direct email should be as brief as it can. Here, we present a series of example emails for different scenarios when reaching out to hiring managers: 

Example 1: job application email 

Subject: Application for a marketing coordinator position at LightWorks Inc. 

Dear Ms. Shkha, 

I hope this message finds you well. I am writing to express my keen interest in the marketing coordinator position you recently advertised. I have three years of experience in digital marketing. I am excited about the prospect of contributing to the innovative projects and dynamic team at LightWorks Inc. 

In my previous role at Sparkle Marketing Agency, I spearheaded initiatives, such as launching successful social media campaigns, that significantly increased brand engagement and sales. I am confident that my skills in digital marketing, content creation, and project management make me a strong choice for this role. 

I have attached my resumé for your review. I am enthusiastic about the opportunity to discuss how my background and expertise can benefit LightWorks Inc. Thank you for considering my application. I look forward to the possibility of contributing to your team. 

Warm regards, 

Roslan Faizee 
[email protected] 

Example 2: cold outreach email 

Subject: Exploring collaboration opportunities with LightWorks Inc. 

Dear Mr. Abdul, 

I hope this email finds you well. I am passionate about marketing and impressed by the impactful work done at LightWorks Inc. I am reaching out to explore potential opportunities for collaboration and contribution to your team. 

In my role as a marketing specialist at BlueOcean Marketing, I have honed skills in digital marketing, SEO optimization, and content strategy. I believe my experience complements the innovative projects at LightWorks Inc. I find the company's commitment to sustainability and innovation inspiring. I am eager to explore how my background could contribute to your team's success. 

Are you available for a brief discussion in the coming weeks? I would like to explore potential areas of collaboration. I would appreciate the opportunity to connect and discuss this further. 

Thank you for considering my inquiry. I look forward to hearing from you. 

Best regards, 

Ismail Aly 
[email protected] 

Example 3: thank-you email after an interview 

Subject: Appreciation for the interview opportunity 

Dear Mr. Ahmad, 

I want to express my gratitude for the opportunity to interview for the marketing manager position at LightWorks Inc. Our conversation provided valuable insights into the projects and culture at your company. I am even more enthusiastic about the possibility of contributing to your team. 

I am impressed by the company's commitment to sustainability and innovation. I am eager to offer my skills in digital marketing and brand management to help LightWorks Inc. achieve its objectives. 

Thank you once again for your time and consideration throughout the interview process. I look forward to the possibility of discussing how I can contribute to your team's success. 

Warm regards, 

Zara Nor 
[email protected] 

Example 4: thank-you email after rejection 

Subject: Appreciation for considering my application 

Dear Ms. Nadia, 

I hope this message finds you well. I wanted to extend my gratitude for your consideration of my application for the marketing assistant position at LightWorks Inc. While I am disappointed to learn that you have filled the position, I appreciate the opportunity to interview and learn more about the remarkable work of LightWorks Inc. 

I remain enthusiastic about the possibility of exploring future opportunities with LightWorks Inc. I am eager to continue following the inspiring work of your team. 

Thank you once again for your time and consideration. 

Warm regards, 

Rayan 
[email protected] 

Feel free to adapt these examples to suit your circumstances. You can personalise them to reflect your voice and style. These examples serve as valuable guides for effective email communication with hiring managers throughout your job search. 

Conclusion 

Man writing a follow up email on his laptop

In a job search, resilience and strategy are vital. Networking and maintaining a positive outlook are key as you navigate applications and interviews. Personalised engagement, like strategic follow-ups with hiring managers, shows ongoing interest and can keep you top-of-mind. Customising your approach to each interaction demonstrates alignment with the company's needs and sets you apart. Embrace challenges as growth opportunities, staying focused, motivated, and trusting in your ability to achieve your goals. 

FAQs 

When you begin to contact hiring managers, it's natural to have questions about how to approach the job search process. Below are answers to some frequently asked questions: 

  1. What should I write in a message to a hiring manager? 
    ⁠Your messages to hiring managers should be professional and concise. Tailor your emails to each job opportunity and company. Introduce yourself, express your interest in the position, highlight your qualifications and experiences, and invite further discussion. 
  2. How do you greet a hiring manager? 
    ⁠Start your email with a polite and professional greeting, such as "Dear [hiring manager's name]" or "Hello [hiring manager's name]." Use the person's last name unless you have a prior relationship that allows a more informal greeting.
  3. What do you say to a manager when asking for a job? 
    ⁠When reaching out to a hiring manager, express your interest in the company and the job opportunity. Mention your qualifications and experiences relative to the role. Inquire about potential opportunities for collaboration or discussion.
  4. Why is it important to email a hiring manager directly? 
    ⁠Emailing a hiring manager demonstrates initiative, professionalism, and interest in the company and position. It allows you to establish a personal connection. You can showcase your qualifications beyond what's in your resumé.
  5. How can I find the contact details of a hiring manager? 
    ⁠You can often find contact details in the job description, on the company's website, or through professional networking platforms. Also, try reaching out to current employees or recruiters for assistance. 
  6. What should be the ideal length of an email to a hiring manager? 
    ⁠Aim for a concise and focused email. Communicate your key qualifications and interest in the role. Emails to hiring managers are usually no longer than a few paragraphs of clear and relevant information.
  7. Is it necessary to mention specific achievements in the email? 
    ⁠Mentioning achievements relevant to the job you're applying for can strengthen your email and demonstrate your qualifications. Ensure that your achievements have a direct relationship with the job description. 
  8. How long should I wait before sending a follow-up email? 
    ⁠Good practice advises waiting one to two weeks after sending your initial email before sending a follow-up. This allows sufficient time for the hiring manager to review your application. It also keeps your interest in the position fresh in the manager's mind.
  9. Can I use a casual tone in my email to appear more friendly? 
    ⁠It's essential to be professional in your communication with hiring managers. But, a friendly and approachable tone can help convey warmth and enthusiasm. Ensure that your tone remains respectful and appropriate for a professional setting. 

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