sample email to send resume to recruitment agency

Example Emails for Sending Resume to A Recruitment Agency

If you have the right emails for sending resumes to a potential recruiter, your dream job might be closer than you think. As the number of people looking for jobs continues to increase daily, how do you ensure your resume falls into the right hands and stands out from the crowd? The answer lies in the art of crafting the perfect email to accompany your application when reaching out to a recruitment agency. Just imagine, what you can achieve with a well-crafted message, you can captivate the attention of hiring managers and increase your chances of securing that dream job.

So, get ready to unlock the secrets of effective email communication that will set you apart in the eyes of recruiters. From subject lines that demand attention to persuasive opening lines that get the recruiters excited, we’ve got you covered.

let’s dive in and change the way you approach recruiters. Say goodbye to generic applications and hello to a new era of job search excellence. Get ready to take the first step towards career triumph.

What to Write When You Send Resume By Email

In the present competitive job market, a well-written email can make all the difference when it comes to capturing an employer’s or recruiter’s attention. While your resume might hold the key to showcasing your skills and experience, the email you send along with it serves as your introduction and first impression. To help you stand out from the crowd, here are six essential elements to include in your email that will grab the employer’s attention and increase your chances of getting your dream job.

How to Get Remote Jobs with Recruitment Agencies

1. A Captivating Subject Line

Do you want to know why a well-crafted subject line can make a difference? I will assume your answer is yes. Your subject line is important because it’s the first thing a hiring manager or recruiter will see, so it needs to be compelling and attention-grabbing. In fact adding multiple personalization fields in your email and email subject line can boost reply rates by up to  142% . 

Instead of a generic subject like “Job Application,” try something more engaging like “Passionate Marketing Professional Eager to Ignite Your Brand’s Success.” By using descriptive language and emphasizing your unique value proposition, you’ll entice the employer to open your email right away. So when you send a resume by email, you need to think bout your subject line

2. A Personalized Greeting

We might want to avoid the generic term “To Whom It May Concern” greeting and take the time to find the recipient’s name. People have been using this style for a long time and it’s really getting old. It will do you some good to research the company before applying and find out the name of the hiring manager or recruiter.

Addressing the hiring manager directly shows that you’ve done your research and demonstrates your genuine interest in the company. Start with a warm and professional salutation such as “Dear Mr Johnson” or “Hello Ms Smith,” and use the appropriate title to add a personal touch. Furthermore, research shows that emails with personalized subject lines get  50%  higher open rates.

3. An Engaging Introduction

The opening paragraph of your email should immediately capture the reader’s attention. Start by expressing your enthusiasm for the company and the specific position you’re applying for. Consider mentioning a recent achievement or development related to the company that caught your attention.

For example, “I was thrilled to read about your recent award for Best Employer of the Year in the local business journal. It further confirmed my belief that your company is the perfect place for me to grow and contribute.”

This particular paragraph can be the thing that sets you apart from all other applicants.

4 . A Clear and Concise Body

The main body of the email is the time for you to showcase your skills, achievement and what makes you an ideal candidate. So it’s really important that you get it right. In the main body of your email, provide a brief overview of your qualifications, highlighting the key skills and experiences that make you an ideal candidate.

Keep the content focused and to the point, ensuring that it complements rather than replicates your resume. Use bullet points or numbered lists to make it easy for the employer to scan and grasp your main points quickly.

5. Demonstrated Knowledge and Research

The number of people that are job hunting or searching for jobs continues to increase and get competitive every day. There are people with better qualifications than you. However, you can still set yourself apart from these people by adding some little extras to your application that get the recruiter interested. Employers are not only looking for talents, they are also looking for people with commitment and passion.

To truly grab the employer’s attention, you can showcase your knowledge of the company and industry. Research the organization thoroughly and mention specific projects, initiatives, or achievements that align with your own interests and experiences. This demonstrates that you’ve invested time and effort in understanding their goals and how you can contribute to their success.

6. A Strong Call to Action

Ending your email the right way is as important as the subject line and the opening paragraph so it needs to be with a clear and compelling call to action. Express your eagerness to discuss the opportunity further and mention your availability for an interview or a follow-up conversation. Provide your contact information, including your phone number and professional social media profiles, to make it easy for the employer to reach you. Close with a polite and confident statement, such as “Thank you for considering my application. I look forward to the opportunity to discuss how my skills and expertise can benefit your team.”

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Best Practices For Sending Your Resume to a Recruitment Agency

If you are ready to take your career to new heights and get job offers that you have always dreamed about, we have some tips that can help you achieve just that or at least get you started.

1. Tailor Your Resume to Align with The Recruiter’s Goals

Recruitment agencies receive countless resumes, so it’s essential to make yours stand apart. Start by customizing your resume for each application. Research the company and job description thoroughly, and then rewrite your document to align with their requirements. Highlight relevant skills and experiences that make you a perfect fit. A personalized resume shows your dedication and attention to detail, making it more likely to catch the recruiter’s eye.

2. Focus on Your Unique Value Proposition

Your resume is a personal branding tool. It’s not just a list of qualifications, it’s your chance to showcase what sets you apart. This is where you need to identify your unique strengths and accomplishments and use them to create a compelling narrative. Emphasize the value you bring to the table and how your skills can benefit potential employers. By highlighting your unique value proposition, you’ll leave a lasting impression on the recruitment agency and the hiring managers.

3. Prioritize Readability

Recruiters skim through millions of resumes, often spending only a few seconds on each. To make sure your resume catches their attention, ensure your resume is easy to read and visually appealing. Use clear headings, bullet points, and a clean layout. Organize information in a logical manner, emphasizing the most relevant details. A well-structured resume makes it easier for recruiters to navigate and find the information they seek.

4. Use A Captivating Subject Line

Recruiters are browsing through countless emails, their eyes yearning for something intriguing. Grab their attention with a subject line that stands out! Instead of a dull “Resume for Consideration,” try something like “Passionate Marketer Seeks to Ignite Brands!” It instantly conveys your enthusiasm and expertise.

5. Quantify Your Achievements

When it comes to showcasing your accomplishments, don’t just state them, better still quantify them. Numbers and metrics provide tangible evidence of your success. It can be increasing sales by a certain percentage, managing a team of a specific size, saving a significant amount of money etc. These quantifiable results speak volumes about your capabilities and make a strong impression on recruiters.

6. Showcase Your Continuous Learning

Most employers often value candidates who are committed to self-improvement and professional development. Showcasing your ongoing education and learning initiatives can be a game-changer. Include any certifications, training programs, workshops, or relevant courses you’ve completed. Demonstrating your thirst for knowledge not only highlights your dedication but also shows that you’re up-to-date with industry trends and willing to adapt.

7. Proofread

Don’t let a simple typo or grammar mistake sabotage your chances of landing an interview. Always proofread your resume multiple times to ensure it’s error-free. Spelling, punctuation, and grammar errors can create a negative impression, suggesting a lack of attention to detail or carelessness. Consider using online tools or asking a friend to review your resume as well. A polished and mistake-free document reflects your professionalism and commitment to excellence.

Job Application Email: Examples, Samples, and Templates

4 Resume Email Sample for Sending Resume To a Recruitment Agency

You can utilize the following examples as adaptable templates across various scenarios, enabling you to establish a favourable initial impression with the recruiter and gain a competitive edge.

1. Resume Email Sample 1

2. resume email sample 2: referral email sample.

Having a well-placed contact can provide advantages in getting hired, but it’s essential, to be honest from the start. Transparency builds trust and ensures an accurate assessment of your qualifications. Contacts can open doors, but your skills and honesty ultimately determine success in securing a job offer. Here is a sample of a referral email

3. Resume Email Sample 3: Writing To Find Out More Information About The Job

Some recruiters often send emails that lack specific details, necessitating further inquiry to proceed. Despite the need for additional information, it is crucial to demonstrate your dedication to pursuing the position by promptly submitting your resume at this initial stage.

4. Resume Email Sample 4: Thank you for considering my resume email sample

A lot make the mistake of ending communications with recruiters if they experience a rejection or lack of response. Yes, it might be disappointing that you didn’t get the job because of your skills might not be enough or for some other reason. However, you should not end all communication with them. You should opt to send a thank you email to express gratitude and establish a connection. There might still be a role open to you in the future.

Here’s a classic “thank you for considering my resume” email sample.

In conclusion, sending your resume via email to a recruitment agency can significantly enhance your job search. Follow best practices by using a clear subject line, personalizing your email, and showcasing your qualifications. Attach a tailored resume and cover letter as PDF files, and proofread for errors. Don’t forget to follow up politely if you don’t hear back. Mastering email etiquette increases your chances of success. Send that email confidently, knowing you’ve made a strong impression and maximized your opportunities.

About The Author

Opeyemi Olagoke

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How to Email a Recruiter: Examples, Tips, Templates

By Biron Clark

Published: October 26, 2023

Applying for Jobs

Biron Clark

Writer & Career Coach

If you’re sending an email to a recruiter , there are some things to know if you want them to respond (and some mistakes to avoid). So after working for almost 5 years as a recruiter, I’m going to share how to email a recruiter with email samples, examples of what not to do, and more.

What we’ll cover:

• How to cold email a recruiter
• How to email a recruiter for a job posting you saw online
• How to email your resume to a recruiter (and why you shouldn’t do this in a first email)
• How to respond to a recruiter email after they contacted you
• How to end an email to a recruiter for best results

… All with proven email templates so you can hit “send” worry-free.

Let’s get started…

How to Write a Cold Email to a Recruiter

How to reach out to a recruiter to start a conversation: Your best option for making the first contact is a cold email or cold LinkedIn message. You want to keep your message brief and direct and show that you have a specific reason for messaging this particular recruiter. This will boost your chances of getting a response.

You don’t want to seem like you’re cold emailing 50 different recruiters, because if that’s the case, then none of them will want to put a lot of time or effort into helping you. Most recruiters in staffing agencies get paid when you accept a job , and if 50 other recruiters are submitting your resume for jobs, their odds aren’t very good. So they’ll focus on helping someone else.

So to start, say something like, “Hello NAME. I saw you recruit in the XYZ industry here in Chicago.” That way, they know it’s not just a cut & paste email.

Next, tell them a bit about yourself , your background, and what type of move you’re looking to make now.

For example, you might go on to say, “I’m a Sales Team Leader over at ABC Company, but I may be looking for a change in the next couple of months, so I thought to reach out to see if it made sense to work together.”

Next, here’s how to end your email to the recruiter:

Conclude by asking them for a time to talk, and telling them you can provide them with more info on the call. This will boost your chances of getting their attention and getting them on the phone! Whereas if you just send your resume or CV out to a recruiter without them asking for it, it’s very likely to get ignored or placed into a big pile that they never have time to look at. So here’s a full sample email now, including the pieces above AND how to end your email to a recruiter:

Hello NAME, I saw you recruit in the XYZ industry here in Chicago. I’m a Sales Team Leader over at ABC Company, but I may be looking for a change in the next couple of months, so I thought to reach out to see if it made sense to work together. Do you have a few minutes to talk this week? I’m happy to send a copy of my resume after that if it seems like a good fit to work together. Best regards, Your Name

How to Email Your Resume or CV to a Recruiter

When you email your resume to a recruiter, it’s best if you’ve had a prior conversation (even if it’s just one back-and-forth email) to discuss why you thought to contact them, what you’re looking for in your job search, etc.

If you cold email your resume to a recruiter, they’re less likely to put time and effort into reading it closely. Whereas, if you email them with a brief note beforehand, as described in the previous section, they’ll be waiting eagerly for your resume and they’ll read it more closely!

Word vs. PDF Resume Format for Your Resume

You may be wondering: Do recruiters prefer job seekers send a resume in Word or PDF format? They almost always prefer Word format, and you may have been asked specifically for this format in the past, especially when talking to recruiters from a staffing firm or recruitment agency.

The reason recruiters prefer Word format is: It’s easier to edit/change. If there’s a change they recommend, they can quickly call you or email you, get your permission to change it, and adjust it themselves.

And, recruiters often put a “stamp” at the top of your resume before submitting it to the various “clients” (aka employers they recruit for). That way, the hiring manager knows who referred you, so they know who to pay the commission to if you’re hired! (Most agency recruiters work on “contingency” basis and are paid a fee – usually around 15-20% of your starting yearly salary – when you’re hired. Don’t worry, this does NOT come out of your pay. Ever. This is simply an additional fee that the company pays the recruiter for finding you for them! In fact, this is the only way most companies pay recruiters from staffing agencies).

How to Respond to a Recruiter Email if They Contact You First

If a recruiter contacts you, then it’s best to carefully read their email first, and respond with the information they’ve asked for. If they tell you that they have an opportunity that may fit your skillset and they’d like to look at your resume, then you can respond with your resume right away. However, if you’re not comfortable doing this yet, you can ask for more information about the opportunity.

If they ask whether you’re interested in speaking and you do want to talk, then reply and say, “yes,” but also provide some times that you’re available to talk, and the best number to reach you. This avoids back-and-forth and will impress the recruiter. Every employer loves someone with great communication skills, so this is a good way to show it from the very first message!

Sample email template 1 (If they ask for your resume and you’re interested in working with them):

Hi Bobby, Thanks for contacting me! The opportunity sounds great. I’ve attached a copy of my resume. Let me know the best time to talk and we’ll connect to discuss this further. The best number to reach me is: 555-555-5555 Best regards, Your Name

Sample email template 2 (If they ask for your resume but you want to know more before sending it):

Hi Jill, Thanks for getting in touch! The opportunity sounds interesting. Can we connect on the phone for a few minutes to discuss it in more detail? I usually don’t send my resume out without knowing a bit more about the opportunity first. I’m happy to send you my resume right after we talk if it seems like a good potential fit (or if you have other opportunities that may fit my background). The best number to reach me: 555-555-5555 Best regards, Your Name

Sample email template 3 (If they want to talk on the phone):

Hi Sandra, Thanks for getting in touch! The position you mentioned sounds interesting. I’d love to talk and hear more about it. I could talk this week from Wed – Fri, 10 AM – 4 PM Eastern Time. My phone number: 555-555-5555 Please let me know when you plan on calling so I can make sure I’m ready and available to answer. Best regards, Your Name

How to End Your Email to a Recruiter

The best way to end your email to a recruiter is to sign off with, “Best regards” or “Thank you,” and then your name. You can see this in the email examples above. One more note: Before ending your email, make sure you addressed everything the recruiter asked for. If they requested your resume, you should either attach it or explain why it’s not attached (for example, if you prefer to talk first before sending it).

If you’re writing a cold email to a recruiter and not responding to them, then you should make sure you’ve clearly and directly asked for what you want before ending your email. For example, you could say, “Please let me know if it sounds like a good fit to work together, and we can set up a time to talk this week.”

That’s called a “Call to Action” – a direct request for them to reply with specific information. When cold emailing, always end your email with a “Call to Action”. This improves your odds of hearing back. This is a tactic that professional marketers have used for years, and you can use it in your job search, too!

Responding Directly to a Job Application: Email Sample

If you’re emailing in direct response to a job posted online, then use the template below (and I recommend you DO attach your resume directly, unlike the advice above for other scenarios).

Dear NAME, I’m writing in response to the Senior Support Technician job posting. With X years in customer support in the technology industry, I’m confident I’d be a great fit in this role and could help <Company Name> do <main thing they appear to want, based on the job description>. Here’s a link to my LinkedIn profile so you can learn more about me: linkedin.com/in/yourURL I’ve also attached my resume to this email. I’m looking forward to hearing your thoughts after you’ve had a chance to look. Best regards, Your Name

This sample email for a job application can be used whether it’s going to recruiters, hiring managers, or a general company email. Use this when you see a posting online and want to reply directly to the posting to submit your resume for the job.

Always make sure you add some customization to the email

Never cut & paste a generic email that you’re sending to every company. That’s not going to impress the hiring manager or get you a job offer. You’ll be much better off if you mention their specific job title, company name, or both. And talk about why you thought to apply for the job and why it’s worth their time to talk to you! (e.g. how you’d help THEM). You’ll also notice that the job applicant email above contains your LinkedIn profile.

If you don’t have any information on your LinkedIn profile yet, I’d highly suggest filling it out! Hiring managers often look you up even if you don’t provide it. This article explains all of the top reasons to use LinkedIn. Choose a clear subject line, too, like “Senior Support Technician – Application”. This will boost the chances that your email gets opened.

When Should You Email a Recruiter?

There are a variety of situations where it’s appropriate to email a recruiter, and we looked at many of them above with sample emails you can send. To recap, here’s a list of scenarios where you should email a recruiter:

• You saw them post about a job that interests you
• You saw that they recruit in your industry/city and you’d like to talk about possible opportunities
• They contacted you about an opportunity and it sounds interesting
• You’ve already spoken with them and you’re waiting for feedback about a job
• You sent them your resume and you’re waiting to hear if they have any opportunities that fit your skillset
• You spoke to the recruiter in the past, it didn’t work out at the time, but you’d like to reconnect to see what opportunities they’re working on

These are far from the only situations where you should send an email to a recruiter, though. So if in doubt, send that email! There’s no harm in trying, and it’s far worse to sit at home worrying and second-guessing yourself.

As for the best time of day to email a recruiter, it’s not worth stressing over. Morning or lunchtime might be best, in my experience, but many recruiters check their email throughout the evening, too. And if not, they’ll see your email first thing in the morning.

So the best time of day to email a recruiter is whenever you’re ready to send your message.

Recruiters can help job seekers get more opportunities, interviews, and job offers . As a recruiter, I’ve even helped people find their dream job when they had no connections or interviews before working with me! But you need to get a recruiter’s attention first and be direct and professional in your message. That’s the best way to get recruiters to spend their time helping you find a new job. Use the advice and templates above and you’ll get more responses and more help when sending emails and cold messages to recruiters. 

As a final word of advice, make sure you have a professional-sounding email address, too. And if you’re giving out your phone number in your emails or on your resume, go listen to your voicemail recording to check if it sounds professional. You may have recorded it many years ago and forgotten about it, so it’s worth checking.

More job search resources:

• The best questions to ask recruiters
• Recruiters can’t help everyone! Who should use a recruiter in their job search?

About the Author

Read more articles by Biron Clark

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Nov 7, 2022

How to email a resume with 8 samples and templates

At some point during your career you’ll need to send your resume by email. Here's how you do it.

Lawrie Jones

Table of contents

Are you searching for a job? Thinking of applying?

Either way, at some point, you’ll need to send your resume by email.

When sending an email with a resume attached, you’ll need to ensure your message is targeted at the right person, provides all the information you need and hits the right tone of voice. 

How to email a resume

You might be wondering, what should I write in an email when sending a resume? That's what we show you in this guide on how to email a resume.

After going over the basic principles and essential things to note about emailing a resume, you can see 8 examples of resume emails.

What to write in an email when sending a resume

For each job, US employers can expect to receive around 250 resumes . Naturally, they’re looking for reasons to discard them. Informal emails, spelling mistakes, and grammar slip-ups will see your email filed under “Junk”.

Great resume emails are simple, straightforward and easy to understand. They’re not overly funny or attempt to be friendly. But they are professional and provide a little glimpse into your personality. 

The purpose of your email is simply to give the recruiter enough information so that they are encouraged to open your resume. This isn’t a cover letter, so you don’t need to go into vast levels of detail about who you are and why you’re applying, but a short “elevator pitch” is appropriate. 

10 things to include in every resume email 

Here’s a checklist of 10 things you should write in an email when sending a resume:

• Short introduction of yourself
• Statement about the position you are applying for (to avoid any misunderstanding!)
• Brief “elevator pitch” about why you should be considered for the position
• Previous experience with similar roles or relevant results of similar jobs
• Relevant personal information (more on this in the email format section)
• Contact details (including preference)
• Helpful information (such as if you’re going on holiday in the next few days, for example)
• Offer to answer any questions that the recruiter might have (about interview dates, for example)
• Request for information on the next steps
• And remember to attach your cover letter and resume!

Should you send a resume by email?

The answer is 100% yes. Sure, in many cases, you can submit your resume through an online form, so why should you send your resume by email?

Firstly, it creates a personal connection between you and the recruiter. You’ve taken the initiative to email them, and that’s more effective than the anonymity of a web form. 

Secondly, you’re not constrained by character counts. That means you can go into as much detail as you wish (as we explain below, don’t overload the recruiter with too much information). 

Thirdly, establishing a dialogue through email enables you to send follow-up emails if you need to – and in many cases, you will need to. Even the best-planned recruitment processes can be hit by delays , so be prepared to send a follow-up (and use our guide to help!).

Use a professional email address for your resume

Like it or not, your email address is an integral part of your first impression and silly email addresses can harm your chances of getting a job, say the experts. It takes seconds to set up a new online email account, so why put your job search success at risk? 

Some people use their work email accounts to send out resume emails. While it’s not a no-no, it’s risky. Someone may inadvertently see the message, or 

Sending resume email format

Hiring managers and executives are busy people, so you want to keep your email short and sweet. By stripping your messages back to the basics, they’re quicker and easier to write – which means you can spend more time searching for jobs!

When sending a resume email, use a professional format like this:

• Resume email subject line
• Email body (following our top 10 tips for effective resume emails)

Let’s look at the critical aspects of every resume email in more detail.

1. Subject line for resume email

Your resume email is a critical part of the process. Some online guides suggest you try to be friendly or funny, but don’t. Instead, please stick to the basics, keep things simple and make it easy for anyone to understand what your email is about. 

Here are some principles for effective resume email subject lines:

• Label your email “Job application” or “Application for”
• Include the job title in the subject line
• Add a reference number

Here’s how this can work in practice:

• Job application – Marketing Director – REF000111
• Application for Marketing Director – REF000111
• Resume attached – Marketing Director position – REF000111

Of course, you can experiment and develop your own resume email subject lines. In some industries, the creative sector, you may be bolder. 

2. Email body for sending resume

The email body is where you go into details about who you are, what job you’re applying for, and why. We’ve detailed the critical parts in include in your email body above, but as a brief recap, every resume email should include the following:

• Introduction to you
• Details of the job you’re applying for (including a reference number)
• A short explanation of why you’re applying
• Any other information 

It sounds like a lot, but you can cover it in a few short sentences. See our resume email examples below to see how we’ve achieved this. 

3. How to end a resume email

The end of your resume email is your opportunity to offer to answer any questions and ask about the next stage in the process. 

As well as a closing statement, you should provide the essential information the recruiter might need. Always end your resume email with the following:

• Phone number
• Relevant social media links, like LinkedIn and Twitter
• Attach your cover letter and resume

4. Best resume email closings and sign-offs

Resume emails aren’t about being cool but clear, polite, and professional. Go with a classic email sign-off such as “look forward to hearing from you” or “kind regards”, and avoid exciting endings and exclamation marks (“Thanks!!!”).

8 resume email samples

We’ve unpacked the basics of a great resume email. Now it’s our chance to show you how to put everything into practice with 8 resume email samples.

We’ve tried to provide sample resume emails that cover several common situations. These templates include the essential hints and tips we’ve developed. 

Templates are great ways to learn how to format messages, but be sure to adapt and update these resume emails before sending them.

1. Sample email to send resume for job

This is a standard sample email for sending a resume for a job. This is a classic template that suits all circumstances, services, and sectors.

It’s not the most exciting, but it’s quick and easy to adapt, meaning you can send more applications faster. More applications mean more chances to secure a new job.

2. Sample email to send resume to recruiter

Recruiters can include those working in job agencies, internal recruiters and HR partners.

The flow of information is the same as the standard template above, but we add more detail about essentials that recruiters will need, including start dates, notice periods, and leave.

3. Simple sample email to send resume for job

If you have already had an interview with the company and you were asked to send a resume, keep it brief and simple. Sending a resume before an interview provides some vital background information and context for the company, so it’s worth doing if you can. 

4. Sample follow-up email after sending resume

As we’ve explained, you’ll likely have to send many resumes before securing a response or an interview.

If you’re excited about a position or want to understand the next steps in the process, here’s a sample follow-up email after sending a resume that you can use.

5. Sample email cover letter with attached resume

Some recruiters and some companies will request a cover letter alongside a resume. When this is the case, you can assume the recruiter will read your cover letter, which means your email can be much shorter and more precise.

There’s no need to go into much detail about why you’re passionate about the position. See what we mean in this sample email cover letter with the attached resume.

6. Thank you for considering my resume email sample

Some job seekers stop contact when they receive a no. Others will send a thank you email for considering a resume, which can establish a relationship. Here’s a classic “thank you for considering my resume” email sample.

7. Asking someone to review your resume email sample

Writing a resume isn’t easy, and after spending days poring over the details, it’s often a good idea to get someone else to check it before you send it. So here’s a sample email asking for someone to review your resume.

8. Sample how to respond to a resume received email

If you’re a manager or recruiter, you’ll probably have to send hundreds of emails responding to resumes. Here’s a standard professional sample response that you can cut and paste.

Best email template for sending resume

You’ve read our 8 sample resume samples, but we’ve saved the ultimate email for last. Here’s the best email template for sending a resume by email. 

Final words on sending your resume via email

If you’re searching for a job, you’ll spend lots of time sending out your resume. By breaking things down into chunks, it’s easier to apply them in practice.

When you come to write your resume emails, remember to follow our top tips, be professional and provide some insight into your personality.

You’ll likely experience rejection when sending out your resume, but don’t be disheartened. Your perfect job could be an email away!

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How to Email a Recruiter With 15 Samples From Recruiters

Audi Escalona

Last updated November 29, 2023

You’ve spent hours perfecting your resume. 

You’ve scrolled through endless job boards, customizing your cover letter for each application. 

And then it happens — a recruiter reaches out to you, or you find a job that seems like the perfect fit — your dream job. It’s exciting but also nerve-wracking. Your next step? 

The inevitable email to the recruiter. Then comes the big question. 

How do you go about writing an email to the recruiter that stands out and makes a positive, lasting impression? 

Sure thing is, if you have the right profile for the job description, the email can easily get you through the door, and you can quickly find yourself in the interview chair with the hiring managers. 

Likewise, getting the email wrong or one misstep could mean the difference between moving on in the hiring process and getting your email relegated to the spam folder.

That’s what we are here to help you avoid. In this article, we’ll help you understand the art and science of emailing a recruiter and landing a job opportunity. We’ll also share 15 samples of email to recruiters to get you up and running easily. 

So, let’s get started. 

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What is a recruitment email, and why does it matter?

A recruitment email is an email message directed at a hiring manager, recruiter, or HR professional expressing interest in a job position or seeking more information about potential job openings. 

Unlike the traditional job application, which is often a formal process involving cover letters and résumés, a recruitment email is both a proactive step taken by job-seekers (as a direct line to the decision makers) or a response to job listings.

How to write recruitment emails: What to say and how to structure your email for success

Recruitment emails help you create a good first impression and a lasting one if your email particularly stands out. But nailing them requires a careful writing process and a solid email format to present it professionally to the recruiter. 

So, let’s start by discussing how you should address the recruiter and what you should include in the email, and then talk about the format you should follow to bring it home. 

How to address a recruiter in an email and what to say to a recruiter

Recruiters deal with a lot of candidates, and their main job is to get rid of most of them and only move forward with one or a couple of them for the interview process. Because of this, most job seekers stress over writing emails that stand out and sell them very well in the job search. 

What should I say? 

How should I phrase my sentences? 

How do I come out as professional and confident about my skills for the position in question? 

And lots of other similar questions. This is the biggest challenge most job seekers face when writing an email to a recruiter. But we’ve got you covered. Here are a couple of tips that can help you nail this to perfection. 

Stick to the formal format

Unless the recruiter has already established a casual tone, you should stick to stick to a formal email format . That means complete sentences, proper punctuation, grammar checking, and no slang. You must apply professional email etiquette. We’ll discuss this further below.

Treat every recruiter with respect

The recruiter reading your email likely gets a lot of job interest. There is a good chance they read dozens, if not hundreds, of similar job application emails every day. Treat them with the respect they deserve. That means maintaining a professional tone of voice throughout the email.

Use an appropriate greeting and sign-off

This is also part of keeping things formal and treating them with respect. Stick to tried-and-true options like “Dear [recruiter’s name]” or “Hello [recruiter’s name]”. Similarly, your sign-off should be appropriately formal: “Sincerely,” “Best regards,” or “Yours truly” work well.

Make it easy for them

Recruiters are busy people. Don’t wait for them to request or make them go through hoops.  Provide all the necessary documents and information upfront. Attach your CV, link to your portfolio, or include any work examples as applicable. Clearly label attachments and include concise explanations for quick reference.

Sell yourself and shine (explain why you’re an ideal candidate)

This is your opportunity to shine and get the job interview. Summarize why you’re the best fit for the position in question. Highlight your skills, experiences, and accomplishments that align with the role. Vague statements like “I’m a hard worker” won’t cut it; instead, use specific examples that demonstrate your capabilities.

Describe how you’ll add value

You’re a good fit for the position. Cool, what else are you bringing to the table? Companies aren’t just looking for employees to fill roles; they’re looking for people who will add value. So, explain how your unique set of skills, experiences, and perspectives will contribute to the team, department, or organization as a whole.

Request information and clarification on the next steps

Finally, don’t leave things hanging. Politely request information on the next steps in the hiring process, whether that’s a formal interview, a follow-up email, or another form of assessment. This not only shows your eagerness but also helps you plan your follow-up correspondences .

Recruitment email format

Now that you know how to address a recruiter to get a response to your recruitment emails, how do you ensure your email floats to the top and captures the recruiter's attention? The answer lies in the format.

Recruitment emails, pretty much like most professional email communications, follow the formal email format. Here is the format: 

Subject line

Self-introduction

Email content

Endnotes and next steps

Email ending

Thanking the recruiter for their time and consideration

Formal and professional email sign-off

Signature (with your contact details)

Now, let’s discuss how to write each part and structure your email:

1. Recruitment email subject line

Recruiters receive tons of emails from candidates. They’re there to check those emails and comb through the candidates. So, you don’t need to sweat over the subject line. The more you can keep it simple and true to the purpose of your email, the better it can be. 

Here are some examples of great subject lines that you can use for your recruitment emails:

“[your name] - Application for [job title/role]” 

“Interest for [specific job role/department]”

“Can you update me on the progress of my application?”

2. Recruitment email body

Here is how to write the body of your recruitment email. 

Salutation : Address the recruiter correctly. Like we said before, keep it formal. “Hello + name” or Dear + name” will quickly get you through the door. 

Introducing yourself : Succinctly state your identity and purpose. A simple phrase such as “My name is [your name], a [your profession/current role], and I’m reaching out regarding…” will do just fine. 

Email content:

Articulate your interest and fit for the role. Clearly express why the job or company appeals to you. What about the role aligns with your professional aspirations?

Mention key achievements or experiences relevant to the position. Don’t just regurgitate your CV. Instead, pick out a few achievements or experiences that align closely with the job requirements and highlight them.

Explain how your unique set of skills, experiences, and perspectives will contribute to the team, department, or organization as a whole.

Add personal touches, like referencing mutual connections or past interactions. It reinforces your genuine interest and might jog the recruiter’s memory.

Attach your CV, link to your portfolio, or include any work examples as applicable. Clearly label attachments and include concise explanations for quick reference.

Endnote and next steps: Wrap up your email by politely expressing your hopes for a reply or feedback. For instance, “I’d be grateful for the opportunity to discuss this role further...” or “I look forward to hearing from you.”

3. Recruitment email ending

End the recruitment email by thanking the recruiter for taking the time to read the email and consider your application. Next, add a professional or formal email sign-off that helps you end the email in an approachable manner. 

Then, add your professional signature with all the potential information and ways to reach out to you in case they need to. Here is an example:

“I truly appreciate you taking the time to review my application and consider my candidacy. Looking forward to hearing from you

Best regards

Best regards,

Digital Marketing Specialist

(123) 456-7890

[email protected]

[LinkedIn Profile Link]

[www.johndoeportfolio.com]”

15 samples of emails to recruiters to get you started

You can make the process of writing a recruitment email much smoother by using an email template or sample. Here are 15 diverse scenarios with sample emails to guide you:

1. Initial introduction and job inquiry

This is often your cold email — a first attempt to initiate a conversation with a recruiter or a hiring manager. We recommend that you make it both brief and compelling, giving them a reason to want to learn more about you. Here is a sample email for this:

Subject line: John Smith - Application for content writer position

Dear [recruiter’s name],

My name is John Smith, and I recently came across the Content Writer position at [company name]. With over 5 years of experience in content creation and a passion for storytelling, I’m enthusiastic about the potential opportunity to contribute to your team. Attached is my resume for your consideration. 

Looking forward to the possibility of discussing this role further.

Warm regards,

[contact information]

2. Following up after a job fair or networking event

Post-event follow-ups are essential to reiterate your interest and remind the recruiter of your interaction. So, start by referencing the event and any memorable part of the conversation you had. Then, tell them about your experience and how valuable you can be for their organization.

Here is a recruitment email sample for this:

Subject line: Pleasure meeting at [job fair/event name]

It was great speaking with you at the [job fair/event name] last [date]. I appreciated learning more about [company name] and the roles you’re currently hiring for. 

As discussed, I am keenly interested in the [specific job role], and I believe my background in [relevant experience] aligns well with the requirements.

Thank you for your time, and I hope to continue our conversation.

3. Reaching out to a recruiter via a referral or mutual contact

A referral can be a golden ticket. When you’re introduced or referred by a mutual connection, it’s imperative to mention the referral source right at the beginning to catch the recruiter’s attention. Next, you can sell yourself to the recruiter . Here is an email example for this:

Subject line: Introduction via [mutual contact’s name]

I hope this email finds you well. [mutual contact’s name], a colleague of mine at [previous company/university], suggested I reach out to you regarding opportunities at [company name]. With my extensive background in [specific skill or role], I’m eager to explore how I could potentially fit within your team.

Thank you for considering my inquiry. I'm hopeful for a chance to discuss further.

Kind regards,

4. Inquiry for an internship position

The right way to write an email for an internship inquiry is to demonstrate your eagerness to learn, grow, and contribute. Also, emphasize what you can offer them: a fresh perspective, academic knowledge, or particular soft skills that can be beneficial. 

The goal is to present yourself as a valuable addition, someone who will absorb, contribute, and grow during the internship tenure. Here is an email sample for this:

Subject line: Internship inquiry - Enthusiastic [your major] student

I am a [your major] student at [your university], and I am extremely interested in securing an internship role at [company name]. While I may not have extensive professional experience, I bring a fresh perspective, a thirst for knowledge, and a strong academic foundation in [specific subjects or skills]. 

Thank you for considering my application. I am eager to contribute and learn from the esteemed professionals at your company.

5. Thank you email post-interview

This email is a small gesture that can have a significant impact. It not only showcases your manners but also re-emphasizes your interest in the role. Better yet, it provides another touchpoint for keeping your candidacy top-of-mind for the recruiter.

As you write this, reiterate some of the main points discussed during the interview. Show your enthusiasm and suitability for the role. The email should be gracious and positive. Here is a sample recruitment email for this:

Subject line: Thank you for the interview - [job role]

I wanted to express my gratitude for the opportunity to interview for the [job role] at [company name] earlier today. It was insightful to learn more about [specific aspects of the discussion], and I am even more excited about the possibility of joining your team.

Thank you once again for your time and consideration. I look forward to any next steps in the process.

Emily Johnson

6. Expressing continued interest after an interview

Sending this email to a recruiter after an interview is a strategic move that helps reiterate your enthusiasm for the position. Highlight your interest and remind the recruiter of your relevant skills. It can set you apart from other candidates who might not take this additional step, showing your keenness. 

Here is a sample email you can learn from.

Subject line: About the [job role]

Our conversation further solidified my desire to be part of [company name]. I genuinely believe that my experience in [specific skill or role] aligns well with the needs of your team. I'm excited about the potential to contribute and collaborate.

Thank you once again for considering my candidacy.

Kai  Johnson

7. Asking for feedback post-rejection

Seeking feedback after a rejection can provide insights that might be invaluable for your future applications. Admittedly, this can be a sensitive topic. But you should approach it with humility and a genuine desire to learn and grow. Here is an email sample to help you win this:

Subject line: Feedback request on my interview for [job role]

Thank you for considering me for the [job role]. While I understand the decision, I’m keen to improve and would greatly appreciate any feedback regarding my interview or application. There is no doubt that your insight will assist my professional development.

Thank you for your time, and I hope for a potential opportunity to collaborate in the future.

Jonathan Sterling

8. Inquiry about future job openings

When you’re interested in a company but there aren’t current openings that fit your profile, reaching out proactively can be a good idea. A well-written email here can help put you on the company’s radar for future openings. Here is an email sample you can emulate:

Subject line: Inquiry about potential future roles at [company name]

I’ve always been inspired by the work of [company name]. While I understand there might not be a current opening matching my skill set, I’d love to be considered for future roles in [specific department or job type]. My experience in [specific skills or roles] could be a valuable asset.

Thank you for your consideration, and I hope to connect when an opportunity arises.

Jake Tappings

9. Following up after sending a resume but no response

Even the most talented applicants don't always have their emails answered right away. Getting no response is not necessarily a statement of your skills. If you’ve sent your resume for a job opening but haven’t heard back, a gentle reminder email can remind the recruiter of your application.

In your email, you should be respectful and patient, understanding that recruiters deal with numerous applications. Here is a sample email you can use here:

Subject line: Follow-up on [job role] application

I submitted my application for the [job role] position on [specific date] and wanted to kindly ask about the status. I remain enthusiastic about the opportunity to join [company name] and bring my expertise in [specific skills].

Thank you for your time, and I look forward to your feedback.

Best wishes,

Frank Castle

10. Emailing after receiving a job offer

Receiving a job offer is an exhilarating moment. It does no wrong to send an email to express your gratitude and show your enthusiasm for the opportunity. Your email here should express gratitude, enthusiasm, and, if necessary, any queries you might have before accepting.

Here is a good email sample for this:

Subject line: Re: Job offer for [role] at [company name]

Thank you for extending the offer for the [job role] position. I’m thrilled about the prospect of joining [company name]. Before I confirm, I’d like to discuss [specific aspects like salary, benefits, start date]. Could we schedule a call?

Thank you once again for this opportunity. I’m eager to bring my skills to the team.

William Roberts

11. Negotiating the job offer

Negotiating a job offer is a critical part of the recruitment process. It’s about ensuring that both you and the employer find terms that are mutually beneficial. This email should be clear about what you want, provide a rationale for your requests (like market research or your unique qualifications), and always maintain a tone of gratitude and willingness to collaborate.

Here is an email sample for this: 

Subject line: Discussion about the offer for [role]

Thank you for the offer for the [job role]. I am truly honored and excited about the possibility of joining [company name]. Having evaluated the terms, I would like to discuss [specific aspect, e.g., salary package, benefits, etc.], given my experience and the market standards for such roles. I believe this will better reflect the value I bring to the team.

I’m eager to find a mutual ground and finalize my association with [Company Name].

Joshua Cooper

12. Asking for more time to consider a job offer

You may need more time to evaluate a job offer. Maybe you’re comparing it with another offer, considering relocating or mulling over other personal factors. Whatever it is, be respectful and transparent about needing more time. Here is a sample email to help you do this:

Subject line: Need more time to consider the offer

I’m deeply appreciative of the offer for the [role]. I want to ensure that I make the most informed decision for both my career and [company name]. Therefore, I kindly request an extension until [specific date] to finalize my decision.

Thank you for understanding, and I look forward to getting back to you soon.

Josep Richards

13. Accepting a job offer

When you decide to accept a job offer, your email should express gratitude and enthusiasm for the role. It’s a chance to show the employer they made the right choice and set a positive tone for your upcoming tenure. Here is an example of an email for this:

Subject line: Thrilled to be part of [company name]

I am thrilled to accept the offer for the [job role] position at [company name]. Thank you for this incredible opportunity. I am eager to contribute to the team and start this exciting journey on [agreed start date or 'the agreed-upon date'].

Thank you once again, and I look forward to being a part of [company name].

Christopher Pratt

14. Declining a job offer

Declining a job offer needs to be handled with care and professionalism. The email should express gratitude for the offer and provide a brief, general reason for declining without going into excessive detail. Here is an email sample to help you do it:

Subject line: Response to the offer for [job role]

Thank you immensely for extending the offer for the [job role]. After much contemplation, I have decided to pursue another opportunity that aligns closely with my current career goals. I’m honored to have been considered by [company name], and I hope our paths might cross again in the future.

Jack Thompson

15. Check-in email after accepting an offer and before starting the role

Sending a check-in email between the time you accept a job offer and your actual start date is a proactive gesture to ensure you’re prepared on your first day. Here is an email sample you can use here:

Subject line: Eagerly awaiting my start

As I approach my starting date on [specific date], I wanted to check in and see if there are any forms, details, or tasks I should complete before my first day. I'm keen to ensure a smooth transition and hit the ground running at [company name].

Thank you, and I'm looking forward to joining the team.

Jermaine Collins

Key takeaways

Whether you're initiating contact, following up, or negotiating, always use a professional tone in your job hunt. Address the recruiter correctly, maintain a respectful demeanor, and ensure your email is free from typos or grammatical errors.

Tailoring your email to the specific recruiter or company can make your message stand out. Whether it's referencing a mutual contact, mentioning something unique about the company, or recalling a past interaction, personalization can leave a lasting impact.

Passion often distinguishes candidates. Make sure to convey genuine interest in the position and the company, showing the recruiter that you've done your homework.

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10 Recruiting Email Templates for a Great Candidate Experience

Using recruiting email templates makes it easy to keep in contact with candidates — especially those you’re interested in — during every stage of the recruiting process. 

But there’s an art to using recruiting email templates.

“I try to be direct and concise, while personalizing the message to the candidate’s profile. There is nothing worse than a recruiter cold blasting out job descriptions that have no relevance to the candidate’s background,” David Chie, chief executive officer of Palo Alto Staffing , told Built In.

Use the following 10 recruiting email templates to keep candidates informed and engaged throughout the recruiting process .

How to Write a Recruiting Email

Recruiters have seen an almost 45 percent increase in their workloads, making time-saving techniques key to improving the efficiency of the recruitment process.

Email templates help ensure you’re providing all the information candidates need to be successful and comfortable during the process. For example, many candidates and employers prefer video interviews and your templates can include needed information to make this happen.

In addition to double checking your message details, adhere to these rules, regardless of the type of recruiting email you’re sending.

Access 20 email templates to use throughout the entire recruiting process — from sourcing to extending an offer.

Maintain Your Employer Brand

While your tone should change depending on the candidate’s level of seniority, the voice you use should align with your employer brand . If you’re corresponding with an executive, your language should be more formal than how you would communicate with a recent college graduate. 

Ultimately, your message should be consistent but tailored to your specific candidate persona . If you pride yourself on having an exciting startup culture , use a conversational voice and tone when communicating with candidates. A formal voice will sound stuffy compared to your relaxed office dynamic.

No one likes reading a long email, especially when it comes from a stranger trying to sell something. Regardless of the stage in the process, keep your recruiting email templates short. Provide only the most essential information to avoid confusing or disengaging the candidate.

However, that doesn’t mean your emails should be devoid of personality. If you’re excited about a potential candidate, let them know to hold their attention. Additionally, if email conversations veer “off-template,” use your best judgment regarding the length of your replies. A candidate’s illness or unforeseen personal matter could merit more detailed responses.

Use Plain Language

As you tinker with a template to ensure it suits your needs, be purposeful about the words you choose to include in the email. Make sure the language is simple, easy to understand and doesn’t unintentionally intimidate people into thinking your application process will be overly complicated. This best practice applies at all phases of recruitment, whether you’re crafting job description details for first contact or offering information about the technical aspects of the interviewing process for job openings in fields like software engineering or data science.

Personalize When Possible

Your goal should be to create a stellar candidate experience for every applicant. That means you can’t throw candidates into a cookie cutter process and expect them to feel valued and appreciated. Tailor your recruiting email templates to the individual, adding personal details and touches when possible. 

Utilize your applicant tracking system and other recruitment tools to record personal information — from reference letters , cover letters and your personal research — and notes from previous conversations you’ve had with candidates. This lets them know that you’ve done your research and are invested in them as a prospective employee.

Read More 26 Recruitment Videos That Attract Qualified Candidates

The longer you wait to send an important follow-up email or application status update, the more time you’re allowing for another employer to swoop in and hire your candidate. Be prompt with your email correspondence and stick to any timelines you set for yourself.

If a candidate has to follow up with you regarding information you said you would send, you’ve waited too long. A good rule of thumb is to respond in no more than 24 hours , but know that the average response rate for email is typically two hours.

When using recruiting email templates, the chances of a typo popping up are high — more than half of people admit they’ve made embarrassing errors in emails . That reflects badly on your company, and it appears to the candidate that you don’t care enough to send grammatically correct emails. Ensure that no placeholder text makes its way into an email.

Additionally, double check that all personal details you added are both accurate and relevant to the candidate before you press send. No one wants to feel like they’re being confused with or compared to someone else, especially a job seeker who is doing their best to stand out.

Optimize for Mobile Viewing

It’s more common for users to open their emails on a mobile device rather than a desktop computer. Capitalize on this trend by optimizing your emails to be read on a mobile screen so that you get the most out of your email recruiting efforts.

Set your font sizes to be large enough that a recipient can easily read them on a smaller screen. Don’t clutter your messages with images or clickable buttons that can make emails load slow and look crowded on mobile devices. Make the subject line appealing, but keep it short and front load the email copy so that you catch the reader’s attention when they glimpse the preview text even before opening the message.

Have a Clear Call to Action

The purpose of sending these emails is to get someone whose career goals you believe align with the job opening to take action. You want that person to fill out an application, submit their resume, schedule an interview and eventually maybe even accept a job offer. Don’t be vague about what you need from them to be able to move into the next stage of the process. 

Are you just looking for a reply to gauge the person’s interest? Do you need them to send contact information for their references? Whether you’re establishing initial contact or corresponding with an applicant who you’ve already got moving through the recruiting pipeline, be sure your email clearly communicates a call to action that lays out what steps they should take.

10 Recruiting Email Templates for Your Hiring Process

While it’s easy to fall into the trap of copy-paste-send when using a template, these recruiting email templates call for some personalization which could potentially bolster your relationship with potential candidates early on in the recruitment process.

First-Touch Sourcing Candidate Email

When you’re reaching out to prospects for the first time, be clear and engaging in your approach. If they’re a really strong candidate, they’ll be sifting through several messages in their inbox. Your main objective when sending an outreach email is to stand out and cut to the chase. 

Why It Matters: A strong, compelling outreach email template is essential to bolstering your applicant pool and continuously building your talent pipeline . 

When to Send: Send an outreach email to a passive candidate you’d like to have as an actual applicant, but only after you’ve researched them thoroughly. Review their social media and professional profiles, as well as their digital portfolio or website. 

This is vital to vetting their preliminary qualifications — it’s a waste of your time and theirs to ask for an application from an individual you won’t even offer a phone screen interview to. Additionally, take note of personal details that you can include in your email. Personalization is key to compelling the individual to apply.

What to Include in a First-Touch Email:

• How you found the candidate: Add a personal detail you noticed to develop a solid relationship with the candidate.
• The role you’d like them to apply for: Let them know what the job opening is within the first two sentences.
• Why they would be a good fit: Make the individual want to apply and sell them on their own candidacy.

What they should do next: If you want to schedule a formal phone interview, provide dates and times they can select from.

First-Touch Source Recruiting Email Template

Copy and paste the following recruiting email template into a blank email. Customize the copy within the given fields and anywhere else you see fit.

Email Subject Line: Job Opportunity — [Job Title] Position at [Your Company]

Hi [First Name] ,

I came across your profile on [Where/How You Found Them] and wanted to reach out regarding a unique opportunity. 

I work for [Company Name] , and we’re looking to hire a [Job Title] . I think your experience in [Field/Skill] is a great fit for this role. 

If you’re interested in learning more, I’d love to connect. Would you be available for a quick phone call on [Date/Time] ?

I hope you and your loved ones are safe and healthy, and I look forward to hearing from you soon.

[Your Name]

[Your Email Signature]

Are You Still Interested in the Position? Email for a Past Candidate

Why It Matters: Leveraging your talent community and reaching out to past candidates cuts down on the time you spend sourcing, helping to reduce your cost-per-hire . It can also minimize your time-to-hire and mitigate the staggering cost-of-vacancy .

When to Send: Reach out to past stand-out candidates that didn’t receive or accept an offer. Compare their qualifications against the candidate persona to ensure they’d be a good fit before you ask them to reapply. 

What to Include in ‘Are You Still Interested?’ Email:

• The role they previously applied for: Remind them how you know one another and that you took note of them as a great candidate.
• Why didn’t they get the previous job: Before they reapply to your company, they need to know what went wrong the last time.
• Why they’re a better fit for this role: Knowing what is different about his role and why they are an ideal candidate will entice them to apply.
• The job description: Attach a document or link to the job description so they can review the role.
• What happens next: Outline any next steps, such as a formal call or coffee meetup, and include relevant date and time information. 

You already have a relationship with the candidate, so personalize this recruiting email as much as possible. This will show that you value them as an individual, not just a resume in a pile.

Template: Are You Still Interested in the Job? Email for a Past Candidate

Email Subject Line: New Job Opportunity at [Your Company] — [Job Title]

I hope this email finds you well. I know you applied to our [Previous Role] back in [Month or Year] , and while [we went in a different direction then, or we paused our search because of the Covid-19 pandemic] , we kept you top of mind.

A [Job Title] position just opened up at [Your Company] and given your [Detail About the Candidate] , I think you’d be a great fit. 

I’d love to reconnect, discuss the role and hear about what you’ve been up to since we last spoke. Would you be available for a quick phone call on [Date/Time]?

Further Reading How To Sell Candidates While Assessing Their Fit

Employee Referral Email

A successful referral program can greatly reduce your time-to-fill and improve your quality-of-hire — two important recruitment metrics . Nurture and incentivize your employees for their recommendations, and communicate with referred candidates diligently and frequently. 

Why It Matters: Leveraging employees’ networks for recruitment can expand a company’s talent pool . Plus, your best employees likely know really great people that could be your next top performers. 

When to Send: During the sourcing stage of your recruitment life cycle , reach out to any referred individuals after you conduct a preliminary review of their qualifications online.

What to Include in a Referral Email:

• Name of the contact: Mention who is the reference and include their name in the subject line to immediately engage the reader.
• How you know the contact: Establish a connection to the contact so the candidate knows you are genuine and trustworthy.
• What you know about the candidate: Explain why they were referred, what the reference had to say and what makes the individual qualified.

Treat referral emails similarly to first-touch sourcing emails: Keep your message short and include only the most essential information. However, because you have a mutual connection, make the email more personal.

Referral Email Template

Email Subject Line: [Open Role] Opportunity — Referred to You by [Contact’s Name]

[Contact’s Name] gave me your email address — we [How you know the contact] . They speak very highly of you and your [Experience/Expertise] .

I work for [Company’s Name] , and we’re in the market for a [Job Title] . [Contact’s Name] recommended you for the job and I think you’d be a great fit.

I’d love to learn more about you and tell you about the role. Are you free for a quick phone call [Date/Time] ?

I hope you and your loved ones are safe and healthy and look forward to connecting.

Application Follow-Up Email

Send an application follow-up email to a candidate to confirm receipt of their application and inform them of the next steps. 

Why It Matters: An excellent candidate experience requires regularly updating candidates about the status of their application. Start a prospective employee’s interview experience off right by letting them know you received their application and you’ll keep them informed as the process develops.

When to Send: Send a confirmation email to a candidate immediately or shortly after receiving their application.

What to Include in a Follow-Up Email:

• Confirm you received their application.  
• Thank them for their interest: Show you appreciate their time and consideration of your company.
• What happens next: Inform them of the review process and that you’ll keep them updated. Optional: include a date they can expect to hear back from you by.
• What they can do while they wait: Direct them toward your social profiles, website or blog to keep them engaged while they wait for an update.

Your applicant tracking system (ATS) can help automate this process or you can manually send follow-up emails to individual applicants. Whether it’s automated or not, a confirmation email assures candidates their application was properly submitted and received.

Template: Application Follow-up Email

Email Subject Line: [Company Name] — We Received Your Application

Thank you for your interest in [Company Name] . We have received your application for the open [Job Title] position and will review your materials thoroughly.

Someone from our team will be in touch to update you on the status of your application within [Time Frame] .

In the meantime, please visit [Link to Relevant Web Page] to learn more about our company.

[Company Name] Recruiting Team

[Company Logo]

Interview Invitation Email 

There are several stages of the interview process, and candidates should be well aware of their status during each. Use the following templates to ensure quality, consistent communication with prospects.

Why It Matters: Apart from planning the details of the interview, the interview invitation email is an important step in making a first impression and keeping the candidate excited about the opportunity.

When to Send: Send an interview invitation email to candidates you’re extremely interested in or those you simply need and want to know more about. Ideally, you can give the candidate at least a few days' notice, depending on whether the interview will be conducted over the phone or in person. For top talent in highly sought-after roles, though, speak with them as soon as possible.

What to Include in an Invitation Interview Email:

• The role  the interview is for: Job seekers occasionally apply to multiple open positions at a company. Let the candidate know which role the interview is for.
• Why you’re interested in them: Let the candidate know you’re excited about them and interested in learning more.
• The interview format: Mention whether it will be a phone, video or in-person interview.
• Who the interviewer is: Tell the candidate who they will be speaking with and their role in the interviewing process and/or at the company.
• The interview timeframe: State approximately how long the interview will take. This will help them plan their schedule accordingly.

When the interview will take place: State the date and time, with time zone details of interview, or offer a range of dates the candidate can select from.

Interview Invitation Email Template

Email Subject Line: [Company Name] Interview Availability

Thank you for applying to the [Job Title] position at [Company Name] . 

After reviewing your application, we are excited to move forward with the interview process.

We would like to schedule a [Interview Format] with [Interviewer] , [Interviewer Job Title] at [Company Name] . The interview will last approximately [Length of Interview] .

Are you available on [Day, Date] at [Time, Time Zone] ?  

Please reply directly to this email and let me know if you are available at that time.

Interview Confirmation Emails

After you schedule the interview, send a confirmation email to the candidate to restate the set time, location and details, such as how to use your video platform for the interview.

Why It Matters: A confirmation email ensures the correct date and time was scheduled. This is especially important for currently employed candidates who have work responsibilities that may interfere with their interview. Additionally, this can be a particularly anxious time for people in the middle of a job search, so an interview confirmation email is a great way to reassure and comfort candidates. 

Because of the growing popularity of video interviews, it’s important to include details on which video platform will be used in the interview, so the candidate can download the application and practice using it before the interview.

When to Send: Send a confirmation email to the candidate once you’ve confirmed the date and time internally, as well as reserved any necessary materials such as a conference space or phone line. Refrain from confirming with the candidate until you’re aligned internally to avoid any confusing back and forth. 

What to Include in an Interview Confirmation Email:

• Interview details: Restate the date and time of the interview. Keep it clear and simple. 
• Meeting Information: Include a link to the video conferencing meeting, or the conference phone number and access code, or the office address.
• Interview agenda: If there are specific items you’d like to cover and the candidate should prepare for it, such as an exercise or assessment, let them know ahead of time.
• Talking points: As a recruiter, you can provide the candidate with tips on what to discuss so the interview is productive and informative.
• Dress code: Let the candidate know if you have a casual office or a formal one where most people wear suits.

A calendar event: Send the candidate an event invitation that they can add to their calendar.

Interview Confirmation Email Template

Email Subject Line: [Company Name] : [Interview Format] Interview Confirmation

We have confirmed your [Interview Format] interview with [Interviewer] on [Day, Date] at [Start Time - End Time, Time Zone] .

To give you a sense of what to expect, here is a brief agenda for the interview:

[Interview Agenda]

During the interview you should plan to discuss your experience in [Talking Points] .

We’re looking forward to meeting you soon! You can find these interview details within the calendar event invitation. If you have any questions in the meantime, don’t hesitate to reach out.

For Phone/Video Interviews:

Here is the [Phone number / Video platform that will be used and meeting link] . To enter the meeting room, use this code: [Access code] .

For In-Person Interviews:

Our office address is [Address] . When you arrive, check in at the front desk. The security guard will give you a temporary elevator pass. Our office dress code is [Dress Code] , but please wear whatever you’re most comfortable in.

Interview Reminder Emails 

Interview reminder email templates are easy to create and automate, and they can have a big impact on the candidate’s application process .

Why It Matters: Reminding a candidate of their upcoming interview is one of the small details that makes the difference between a good candidate experience and a great one.

When to Send: Send the candidate a reminder email the day before or morning of their interview. Adhere to business hours when you send the reminder — otherwise it might not be seen. 

What to Include: No need to reinvent the wheel here — include all the same information as you did in the confirmation email. Reformat the message to call out the most important information.

Interview Reminder Email Template

Email Subject Line: Reminder: [Company Name] [Interview Format] Interview [Date/Time]

This is to remind you of your upcoming interview for the [Job Title] role at [Company Name] .

When: Your interview will take place on [Day, date] at [Start Time - End Time]

Where: [Phone Number/ Meeting Link / Address ]

Who: You will be speaking with [Interviewer, Job Title]

[Include Agenda]

Be prepared to discuss:

[Talking Points]

When you arrive:

Check in at the front desk. The security guard will give you a temporary elevator pass. 

Office dress code:

Our office is [Dress Code] , but please wear what you are most comfortable in.

We look forward to seeing you! 

Interview Follow-up Emails

When a really great candidate comes along, don’t wait to follow up with them after their interview.

Why It Matters: The best candidates are probably interviewing at multiple companies. Show them your interest and encourage them to stay engaged with your team by following up after a great interview. 

When to Send: While a prompt thank-you email is the mark of a considerate and thoughtful candidate, don’t wait to follow up after an interview if it’s someone you’re highly interested in and excited about. Send a follow-up email shortly after their interview or the following day.

• What impressed you: Refer back to the interview and include a specific detail that struck out to you.
• Why they are a good fit: Connect what impressed you to how it will serve the candidate well in the role. This is key to selling the role while you continue to assess candidates.
• What they can expect from you: Let them know you’ll be in touch soon and provide a specific time frame if possible.

The ultimate goal of a follow-up email is keep the candidate engaged with your company and interested in the job opportunity.

Interview Follow-up Email Template

Email Subject Line: [Company Name] Interview Follow-Up

Thank you for taking the time [Today/Yesterday] to speak with our team about the [Job Title] role.

[Interviewer] was very impressed by your [Experience/Expertise] . We believe you will be a good fit for the role and a strong addition to our growing [Department Team] at [Company Name] .

We will be completing interviews this week, and you can expect to hear from someone within [Time Frame].

Thank you again for your time. It was a pleasure to get to know you better! 

Read Next How To Write Job Requirements

Job Offer Email 

When you’re ready to extend an offer to a top candidate, it has to be perfect. Make sure nothing is missing by having a job offer email template at the ready.

Why It Matters: As a tech recruiter , you know that great candidates don’t last long as job seekers. Your job offer not only needs to be fair and compelling, it should also serve as the final selling point to seal the deal. 

When to Send: In today’s candidate-driven market, send an offer letter as soon as you’ve identified the right person for the job. If you’ve made a verbal offer over the phone, send the formal offer letter over email shortly after. 

What to Include in the Job Offer Email

• Your excitement: Tell the candidate you’re eager to have them as part of the team.
• Job details: Restate the job title, the department and working hours.
• Compensation: State the salary you’re prepared to pay the candidate.
• Benefits: Mention healthcare, insurance, financial and vacation benefits provided with the job. 
• Employee perks: Let them know about some of the exciting perks employees are offered.
• Offer expiration date: Let the candidate know the date when you’d like to hear back from them at the latest.

Your offer letter should neatly summarize all the important details about the job, including compensation and benefits.

Template: Job Offer Email 

Email Subject Line: [Company Name] : Enclosed Is Your [Job Title] Offer Letter

It is my pleasure to offer you the position of [Job Title] at [Company Name] ! 

Our team was extremely impressed by you during the interview process, and we are excited to have you join the company. We believe your skills and experience will make an excellent addition to the [Department] team.

Please review the following offer details carefully. 

The position is a [Full-time/Part-Time/Temporary] role as [Job Title] at [Company Name] . In this position, you will report to [Direct Manager] in [Department] .

As a [Full-Time/Part-Time/Temporary] employee, the position requires [Hours/Week] . Your working hours will be [Start Time — End Time] with a [30-Minute/Hour] break for lunch. 

Your first day will be [Month, Day, Year] .

Compensation

[Company Name] will compensate you [Dollars] per [Hour/Week/Year/Etc.] for the stated position.

With the position and as an employee of [Company Name] , you will receive the following benefits:

Medical Insurance; Stock Options; 401K Matching; 15 Days of PTO; Dental and Vision Insurance [Add or Remove Benefits]

In addition to these benefits, [Company Name] is also proud to offer its employees [List of Perks] .

Attached is your full offer letter. Please sign it to indicate your agreement and acceptance of this offer, and email it back to me by [Date] .

We look forward to welcoming you to the [Company Name] team. If you have any questions regarding the attached offer, please contact me directly at [Phone Number] .

Rejection Email 

Why It Matters: No news is not good news when it comes to job interviews. Letting candidates know they’re no longer being considered for your open role is respectful of their time and improves their candidate experience.

When to Send: If you sent an interview follow-up email, adhere to the timeline you set for yourself and send a candidate rejection email by the previously stated deadline. 

What to Include in a Rejection Email:

• Thank them for their application: Reiterate that you appreciate their time, consideration and interest in your company.
• Your decision: Clearly state that you will no longer be considering them for the job opening.
• Constructive feedback: Job seekers are four times more likely to apply to an open position in the future if offered feedback during the initial application process. Briefly explain why you’re going in a different direction.
• You’ll keep the door open: Let them know you’ll keep their resume on file and reach out if a more suitable opportunity becomes available.
• Encourage them to stay connected and reapply: Urge them to subscribe to your career page and join your talent community to stay informed on new opportunities.
• Another thank you: Show that you truly appreciate the candidate and the time they dedicated to this process.

Make your decision clear, but let the candidate down gently. Since this is a very important stage in the recruitment process, you can opt for a more formal tone, even if it’s out of character for your brand.

Template: Rejection Email

Email Subject Line: Your Application for [Job Title] at [Company Name] 

Thank you for applying to our [Job Title] role and for speaking to our team about your experience. We appreciate your interest in [Your Company] . 

We were fortunate to have a strong group of applicants, and we regret to inform you that we have decided to pursue a more experienced candidate for this role. [Constructive Feedback] .

We will keep your resume on file and reach out if we think you’d be a good fit for other roles as they become available.

We hope you will continue to stay connected with us on [Link to Social Profiles] and keep an eye on our career page [Link to Career Page] for future opportunities that may be a better fit.

We truly appreciate your time and consideration of [Company Name] .

All the Best,

The [Company Name] Team

Great Companies Need Great People. That's Where We Come In.

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Click here to directly go to the complete emailing sample.

Are you wondering how to email a resume to recruiter?

Emailing a resume is not as easy as it seems nor is it rocket science!

There are various steps you need to follow while sending a resume via email to make a compelling and long-lasting impact on the recruiter’s mind.

Since emails are the new age of letters, emailing a resume is like posting a letter. But these letters are rather digital unlike the traditional letters written on paper.

Let us delve deep into how to email a resume for applying to various jobs while also getting a better understanding of the following FAQs:

• Why should you email a resume to a recruiter?
• How do you write an email to a recruiter?
• How do you write an email to send a resume?

Why Email a Resume to Recruiters?

These days one can easily apply to most jobs on a job portal by either filling out a form or uploading one's resume.

So should I email a recruiter my resume?

Sending a resume email might seem moot at first when you've already applied through a portal.

And the question arises- 'Is sending a resume email that important? Why should you go through the extra process of emailing the resume?'

The answer is one word: Personalization!

Emailing the resume to a recruiter gives you a chance to make it more personalized.

Amidst the millions of people who are applying to jobs in the same standard way, a crisp email with your resume and cover letter attached has the potential to give you that edge.

All recruiters are looking to find the perfect candidate. When you write an email to send a resume to a recruiter, you have the chance to make a great first impression.

If you know the right way to email a resume, you can probably go to the top of the recruiters' list of candidates.

The way you present your resume matters a lot when you're applying to jobs. A genuine effort from your side is always appreciated.

Also Read: What is the best way for emailing a resume to recruiter?

Sample Email For Job Application with Resume

Now for the hands-on part, you can find a sample email for sending your resume to a recruiter.

We encourage you to go ahead and use this sample email to send a resume and cover letter to the recruiter and hiring managers of your target jobs.

Go through the below-given example of an ideal email:

Also Read: How to draft a networking email?

How to Find the Recruiter's Email?

The first step before sending a resume email is to ensure that you have the correct email address of the recruiter.

This email address must be of the hiring manager.

CEOs, Product Managers, or even the concerned department heads are not directly involved in recruitment.

If you don't have the correct email address, you can look up the company's page on Google, LinkedIn, their website, or related public platforms to find the email ID.

Another option is to directly call the company's office and ask for the email id of the recruiter.

Most often, they will help you with the correct details.

This is what most hiring managers’ email ID looks like:

hiringmanagername@company[dot]com

firstname.lastname@company[dot]com

You may close your email with: "Please forward my mail to the concerned department."

Also, your email id must look professional.

Ensure that the email id you use to send the resume does not contain any slang like cool/hot. This will make you look insincere in the recruiter's eyes. So don't compromise your chances of landing an interview.

Imagine a recruiter receives two resumes - one sent from johnhalford@gmail[dot]com and the other from gymfreakjim@gmail[dot]com.

Which one do you think has a greater chance of getting shortlisted?

Even if Gym Freak Jim is better qualified for the job, do you think the recruiter will even open his email?

Also, if you can, avoid emailing your resume using Yahoo/Hotmail IDs. They are outdated, and using them makes you appear obsolete. Use either your domain or Gmail for emailing a resume.

A perfect example of your professional email id could be firstnamelastname@example[dot]com

How to Email Your Resume to Recruiters?

Let's see how to craft a stellar email to a recruiter to get yourself an interview:

Draft a Strong Subject Line for Resume Email

The second step to submitting a resume online is to have a powerful resume email subject line.

Recruiters receive a lot of applications that they have to go through daily. To make your resume email stand out, you must include a subject line that catches their attention.

Your subject line for the resume email should make the recruiter want to read the rest of the email.

The subject should contain the job role you are applying for. It is awe-inspiring if you can include your highest achievement in the subject line, but don't try to force it.

If you are not applying for any post but only dropping your mail for future prospects, you can mention the field instead of the job profile.

The recruiter may notice it, and you get preference over other candidates!

A perfect example of a powerful resume email subject line could be:

Senior Management Professional Seeking AVP Role at ABC Ltd.

You can make the subject line of your resume email more powerful by including power verbs. Have a look at some of the best power verbs for resumes .

Compose a Professional Body for Resume Email

In step three, we will explore how to write the resume email body section.

When sending your resume to a recruiter, the email body is where you really make the greatest impression and can put your case forward effectively.

Some basic things to keep in mind while writing a resume email body are:

1. Keep the Body of the Resume Email Short and Simple

Keep your resume email body short and crisp to save the recruiter's time. It is always better if you get straight to the point. Be concise and do not use difficult words or technical jargon in your resume mail.

Be sure to specify who you are, why you are contacting the organization, and what value you would add to the organization. It separates you from the rat race and makes you a priority for the recruiter.

Once you edit the email body, you must proofread the entire document before sending it.

2. Avoid Fancy Formatting in the Resume Email Text

If you want your email to be read, it is advisable to remove all the formatting.

Remove any colors, keep the font style basic, and maintain the text’s overall readability.

Do not use HTML or other formatting options as you do not know which email client is being used by the recruiter.

However, you must take care of capitalization, highlighting & subheadings in your resume.

3. Attachments: How to Send Resume In Email

There are three possibilities when it comes to emailing a resume and cover letter:

• You include both the cover letter and resume in the resume email itself
• You include a cover letter in the email and send the resume as an attachment
• You include both your cover letter and resume in the attachment of the email

Whichever option you go for, mention it and do not leave any scope for doubt. Recruiters are almost always in a hurry, and your attachment, resume, or cover letter might likely get missed.

If you are attaching additional documents, consider the format you send them before sending your resume to a recruiter. If nothing is specified, .docx or .pdf formats are usually the way to go.

Also, do not forget to name your resume file accordingly. You should include your first and last names in the file name and not leave a generic name like 'resume.’

A suitable example would be: firstnamelastnameresume.docx, firstnamelastnamecoverletter.docx

Your resume will be downloaded into a folder containing hundreds of other resumes. A resume file name like 'new document' or 'resume' is a recipe for disaster.

End the Resume Email with Your Signature

Instead of simply signing off your resume email with your first name, in the end, you should include your full signature.

This is very effective and makes it easy for the recruiter to contact you.

Many people miss their interview chances simply because their contact information wasn't readily available to the recruiter.

Try to include all relevant details in your signature in your resume email. Example: Email id, LinkedIn profile, Phone number, etc.

Test the Resume Email

Before emailing a resume to the recruiter, a better option would be to email yourself first.

This helps you assess the readability of the mail. You can see for yourself how the email looks and if changes are required to make it look better.

Ensure that the resume is attached to the email along with other documents.

Send a Follow Up Email if Required

It is perfectly acceptable to close the loop by sending another email if you don't get a confirmation that they got your resume.

It's best to wait at least 3-5 days to respond before sending another email to confirm.

After emailing a resume to a recruiter, you need to follow up to ensure that your resume is on track.

Also Read: How to send a follow up email after interview?

Tips for Sending Your Resume Email

Keep the following points in mind while emailing a resume to recruiter:

• Find the email id of the recruiter/hiring manager
• Write a crisp resume email subject line to capture the attention
• Introduce yourself at the beginning of the resume email body
• Follow it up by concisely mentioning the value you bring to the company
• End the resume email body by asking for a suitable interview/meeting time
• Create a professional signature with all your relevant contact details
• Attach all relevant documents, including resume and cover letter
• Test run the email to see if everything is in order

Also Read: Dow you need to send an email cover letter?

Key Takeaways

Every job profile requires a different resume, and so does an email if such is the case wherein you need to communicate through emails.

Always remember the following points while sending your resume via email:

• Always make sure you use an official email address to send your resume and cross-check that the recipient’s email address is correct.
• Write a suitable and relevant subject line for your email.
• Ensure that your email contains greetings/salutations and that the body briefly addresses your professional expertise.
• End your resume with your name and required personal details .
• Make it a habit to cross-check your resume and cover letter attachments before hitting the send button.
• Sending updated resume to recruiter is crucial so make sure to update your resume.

Still, wondering how to send your resume via email?

Go to Hiration's 360-degree career platform which has 24/7 chat support and get professional assistance with all your job & career-related queries.

You can also write to us at [email protected] .

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5 Clever Ways to Email a Recruiter and Get Their Attention

November 21, 2022

by Derek Doeing

In this post

How to send an email to a recruiter, email format for job application, email examples for job application, response to recruiter email templates, when to email a recruiter.

If you’re like me, your anxiety spikes when hitting send on an email.

Combining this with the constant worry accompanying a job hunt makes for a dangerous combination. There's almost nothing more frightening than sending the wrong draft to a recruiter and ruining your chances at your dream role.

Employers and third-party recruitment agencies use staffing software with email integration capabilities to screen resumes, track candidate progress, and set interview slots. When everything is tracked and optimized, the process becomes easier.

If you've been wondering how to clench the opportunity you want, start out with writing email to the recruiter. This will not only break the ice but also increase your odds at your dream company. 

1. Keep it concise

Recruiters are often stretched between many duties and typically have little time to review each applicant – even with  resume parsing  or  recruitment marketing tools. It's usually difficult for them to edge out time for a "quick chat", so the more information you can provide in the least amount of time is ideal.

Quick and concise messages show that you respect the recruiter's time, and you're more likely to receive a response rather than put it in the "answer later" folder, never to be seen again.

2. Write with purpose

There's almost nothing more annoying than vague requests that only benefit you. Avoid the typical requests like, "Do you know anything about this role?" or "What available openings do you have?". These questions waste the recruiter's time and can be answered on the company's career page or job listings.

Explore  the job description  properly before emailing the hiring manager or recruiter. Learning about the company culture , making connections, or asking for feedback on your application materials are all valid reasons to reach out to a recruiter.

3. Catch more flies with honey

Remember that you're the one interested in a job opportunity. A recruiter's opinion of you as a candidate and person can mean all the difference in a job offer. Be kind, authentic, and firm in your approach so that the recruiter believes in your words. Cutting and pasting online templates for job roles or cover letters can only get you so far. Staying respectful with your tone and requests shows that you're likely a pleasant and experienced person to work with.

4. Make it easy to respond

You should wait to write your email expecting to receive a job offer. Start with an introduction and a small request. Start with simple "yes or no" questions that a recruiter can answer as quickly and efficiently as possible rather than questions that elicit a lengthy response. You can dive into more profound questions, and requests as the conversation develop.

5. Have an out

At some point during the email process, you realize the job isn't the right fit. Don't come across as too desperate or that you're dedicating all of your job hunt efforts to one company. By making it seem like you have other options (even if you don't), you're setting yourself up for a stronger position to negotiate from down the road.

Some candidates play it smart in the never-ending hiring chase by writing consistent cold emails to recruiters. While this doesn't always guarantee success, some recruiters do consider it while shortlisting applicants. 

To craft a perfect email for a recruiter, here are a few creative practices to get you the opportunity you're looking for.  

1.  Transparent   email   subject line:  Expressing "the why" of your email in your subject line is necessary to substantiate your identity among thousands of others. 

2.  Proper salutation:  While addressing every recruiter, you can make use of informal greetings, like "Dear," along with "Mr." or "Mrs." to promote a sense of familiarity.  

3.  Contact Source: An email looks genuine only if a candidates mention the source from where they extracted the contact information of a recruiter.

4.  Educational qualifications:  Describing your educational journey clarifies your objective to grow, learn and thrive professionally.

5.  Work experience:  Summarizing years of experience in a way that doesn't sound like jargon is advisable. Recruiters can always read your resumes, so elongating your emails sets a poor impression.

6. Call to action: Formulate an enticing call to action in the final leg of your email. Either you can ask for a response from the recruiter or for a future appointment. Remember, both parties have an equal share when it comes to benefits. 

7. Sign-off: Signing off in a positive stride puts you in the good books. You can also extend your application by providing project links or LinkedIn profile URLs. This helps the recruiter explore the ropes of your work and share it with the hiring manager.

To get a positive recruiter response, you need to learn  how to write a professional email  that doesn't sound artificial or cheesy.

of recruiters respond to emails with 75-100 words !

Source: Drip

When many applicants contend for new opportunities, the probability of getting selected reduces considerably. Recruiters are often on the lookout to choose crowd differentiators who are talented and unique. And they leave no stone unturned to ensure that. These email samples check all the boxes of situations you might encounter in your job hunt. Use them as inspiration in the future, but remember to customize your emails based on the nature of the job role.

Job interest email example

Follow-up email example

Referral email example

If you receive a voluntary email from a recruiter regarding a job offer, plan out your next steps wisely. You want to avoid getting overexcited and exclaiming in your replies. But at the same time, you don't want to sound uninterested or bossy. Accommodate your skill sets in the email, so your recruiter is impressed and inspired.

Sample response email to a recruiter

Dear [Mr. or Mrs.] [Recruiter name],

Subject: Acceptance of interview for [job role] at [company name]

Thank you for reaching out to me regarding my interest in the [job role] position in [department name] at [company name]. I accept this opportunity as it aligns very well with my current expertise and future career goals. My passion and expertise towards [industry-type] as a [designation] would definitely be of tremendous value to [prospective company's] growth.

I have attached a copy of my resume for your perusal. Please let me know of your availability to discuss this further.

[Your name]

Requesting for a different position email

Unfortunately, sometimes recruiters from your dream company contact you for a different position you still need to sign up for. No matter the context, you must be kind and polite while typing a response.

Example of email to HR for a different position

Subject:  Reconsideration of the role of [offered job title] in [company name]

Thank you so much for reaching out to me regarding the [offered job title] position in [department name] in your esteemed organization. However, I wish to jot down a quick note on this concern.

As my current roles and responsibilities at [current company] align more with the [current industry type], I request you consider my application for the position of [desired job title] instead. Please show me a second opportunity as a potential recruit for [desired job title] with [company name].

A copy of my resume is attached herewith. Please drop me a line in case of other requirements from my end.

There is no specific incentive behind not emailing a recruiter for a job interest. However, certain situations flag this practice as some recruiters set essential protocols during recruitment. Some instances where it is okay to coordinate with a recruiter via email are as follows.

• You checked out a job listing on LinkedIn or a job seeker profile, and it suits your needs.
• A friend or colleague recommended a staffing agent or recruiter.
• You came across local sourcing opportunities within your industry or city.
• They contacted you first, and now you need to follow up.
• You're waiting around on interview feedback.
• You shared your resume and are corresponding to track your progress.
• You connected with the recruiter in the past, but it didn't go through at that moment.

They'll "get back to you"

Building an initial bridge with potential recruiters can land you in your dream role much faster. Apart from a stellar resume, recruiters also look out for good spunk and talent in a potential recruit. Sending just the right sort of email checks all their boxes and makes their jobs easier. 

Hire hunting goes way beyond posting job vacancies. Learn how you can write a satisfactory job description  that cuts through the noise of the talent market.

Fish the best out of the pool!

Streamline and scale your hiring workflows from start to finish with staffing software with email integration.

Derek is a former G2 content associate. He can usually be found discussing pop music, politics, or digital marketing on the internet. (he/him/his)

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Table of contents, 7 [free] ready-to-send email templates for agency recruiters.

Do you wish to warm up your job prospects and clients effectively and increase the chances of your emails getting replied to?

Slow down, we can help you out!

Right from candidate sourcing to rejection emails , we have drafted some ready-to-use handy email templates for you.

Ready to use these templates? Just hit the ‘copy’ button and it’s all yours!

For Candidates

1. when the perfect candidate applies for a job.

Subject: Your Interest in [Job_Title] Role at [Company_Name]

Hey [Candidate_Name] ,

Thanks for applying at [Company_Name] .

I’ve reviewed your application and feel you would be a great fit for the [Job_Title] role. I would like to schedule an interview with you to take things forward.

Would you be free on [Date/Time] to get on a call? Reply with your phone number, and I’ll get back to you.

Best regards,

[Your_Name]

2. When You Have to Send a Cold Email to a Potential Candidate

Subject: A Work Opportunity You Don’t Want to Miss!

Hi [Candidate_Name] ,

Your experience working at [Current_Company] makes you a great fit for the [Job_Title] role at [New_Company_Name] .

If you’re interested in exploring this opportunity and learning more about the job role, compensation, benefits, and work culture, reply to this email with your phone number and the time you’d like me to call you.

Looking forward to hearing from you!

3. When You Have to Reject an Applicant

Subject: Regarding Your Job Application for [Job_Title] Role

Thank you for taking the time to learn about our company. We really appreciate the efforts you took.

Unfortunately, we will not be going further with your application for the [Job_Title] role because of [Reason] .

We will keep in touch and inform you about new opportunities which might be a good fit for you.

We wish you all the best in your career.

4. When You Have to Update Candidates on Their Progress

Subject: Update from [Agency_Name] on Your Job Application

Hey [Candidate_Name],

Hope you are doing well!

Just wanted to give you an update on your application for [Job_Title] . Your application has been moved to the [Hiring_Stage] stage.

We will be reaching out to you soon.

Best Regards,

Pro Tip : Najam Ahmed, from Cloudways , says, “ It’s best to go with a text-heavy email because it shows that someone took the time to personalize and write it. Your respondents will care more and will take a keen interest in what you’ve written. ”

For Clients

5. when you have to send cold emails to prospective clients.

Subject : Do You Want to Hire Stellar Candidates?

Hi [Prospect_Name] ,

I’m [Your_Name] from [Agency_Name] . We specialize in [Your Recruitment Specialisation For Target Type Of Client] . We’ve worked with companies like [Insert 2-3 Clients Here Relative To The Vertical] to [What You have done for that client].

Would you be interested in getting on a quick call to see if we’d be a good fit for your organization?

Have a great day!

6. When You Have to Follow-Up with Clients

(You don’t need a separate subject line here, as you will be using the same email thread)

Hi [Prospect_Name],

I’m reaching out to you again because I’m certain that my firm will be able to get you the candidates that [Company_Name] needs.

Just reply to this email, and we’ll take things forward.

We’ve worked with [Similar_Company] and placed X Candidates in [Technical/Executive] Roles. This is why I’m confident that we’ll be able to help [Company_Name] too.

Looking forward to working with you!

7. When You Have to Submit Shortlisted Candidates

Subject: Submitting Shortlisted Candidates for [Job_Title]

Hello [Client_Name],

I’ve shortlisted candidates for [Job_Title] . Please refer to the attachments below for the list of candidates. Do let me know about your feedback too.

You can turn these effective emails into templates that you can use at scale with Rightinbox’s email template feature . This will help you save time while adding consistency to your email communication .

Some Bonus Emailing Tips for You

• Always personalize your emails
• Automate the emailing process to send bulk emails in no time
• Write attention-grabbing and compelling subject lines
• Ensure your emails are crisp, clear, and straightforward
• Send timely follow-ups
• Use an appropriate signature
• Have a friendly yet professional tone

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From Employer to a Recruitment Agency or External Recruiter email template

Download this resource!

When to send.

Consider sending this email as soon as you have decided that you can benefit from the help of a recruitment agency or external recruiter.

Why does it matter? 

A recruitment agency or external recruiter will work as an extension of your business. Therefore, it’s important to establish a strong working relationship, so they understand your recruiting needs and convey them to the candidates. 

What to include?

• Employment type (full-time, part-time, contract)
• Specific requirements: experience level, education, knowledge
• Salary offered (bonus, commission, benefits)
• Timelines (interview dates, expected start date)
• Next steps & process (do they need more information, how soon will they contact candidates)

You can also include a job description document for further clarification.

Template Email:

Subject line: Open role at [Company Name]: [Job Title]

Hi [RECRUITER NAME],

It was great chatting with you today. Thank you for your time!

As discussed, we are looking to hire a [JOB TITLE] within our [DEPARTMENT NAME]. In this email, you will find a brief description of our requirements, and I’ve also attached an actual job description of the role. I hope this is enough information to get you started and source candidates for the role.

Ideally, we would like to have a new hire by [START DATE]. Therefore, we would like to have a shortlist of [NUMBER] candidates by [DATE].

Please don’t hesitate to reach out if you have any questions or need additional information. I look forward to working with you!

[SENDER NAME]

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Email to Recruitment Agency Sample

Recruitment agencies are the best way to find a new job, and if you don't have the time or money to go through the lengthy process of searching for a new career, one recruitment agency can help you do that for you. In this article, I will be giving you an email to use when reaching out to a company that might be able to help you find employment.

What is a Recruitment Agency?

A recruitment agency is a company that hires people for jobs. It is important to research before hiring a company because there are many scam companies out there. A good way to start your search is by asking friends and family who they have worked with in the past.

Why do you need an Email to recruitment agency sample template?

When applying for a job, you will have to submit your resume and cover letter. So make sure that you have an email that you can use in conjunction with the cover letter. It is also important to include your phone number on the template because many employers are now screening applicants by phone before they ever meet them face to face.

 If you are looking to submit your resume and cover letter to a particular employer, you will need to personalize the template. 

For example, if you are applying for a job at CNN, you will have to change the title of the email from "Email to Recruitment Agency" to "Email from Candidate". This will help ensure that your message gets through in time for them to review it before any other candidates get in touch.

The Email to Recruitment Agency sample template is provided as an example only and is not be considered as a recommendation on which to base your own resume or cover letter. The formatting of the email shown in this template may need to be modified. If so, you will still need to personalize the resume and cover letter by using our interactive resume builder and applying specific keywords , and writing your own copy.

This is the most common way to submit your resumé. The recruiter will review it quickly and decide whether they want to interview you or not.If you are interested in exploring a Canada work permit application process, please visit the Canada immigration website . 

How can an Email to Recruitment Agency be used?

An email to a recruitment agency can be used to apply for a job or request more information. It is recommended that you use this method when contacting the hiring manager rather than making a phone call. The email is easily accessible on their computer, which should make it easy for them to find and answer. There are many reasons that an employer might send out an email asking for resumes instead of using the phone or fax. Some important examples include:

- They are not comfortable calling about their job opening because they don't feel qualified in the area

- They have an urgent need for someone with your skillset and can't wait, such as a new grad who is entering the workforce- They have an opening and are willing to hire people in a way that doesn't cost them money. 

This is typically done by requesting resumes from a large pool of applicants.In any situation where you receive an email with a request for resumes, it's important that you respond quickly with your best resume and cover letter. 

Don't miss out on this opportunity to get exposure to employers who might not otherwise be able to meet their job requirements.There are many different ways companies use resumes as a means of hiring. Some post them on their own website and others can be contacted directly by the company that they apply to.An important thing to remember when applying for jobs is to prepare excellent, eye-catching resumes that will catch the employer's attention. 

This is accomplished with both personal and professional information such as your name, contact information, education, work experience and any notable achievements that you may have achieved in the past.

What is an email to recruitment agency sample?

 It is a sample of a well put together email that can be sent to an agency on your behalf to help you. You may be required to send one such email when applying for jobs or if you are looking for contract work.Why do we use resumes? A resume is designed to get the attention of employers and potential employers and it serves this purpose very well. It allows people to showcase their skills and credentials in the most effective way possible.Professionals, including doctors, lawyers, engineers, and architects, use resumes to get jobs in their respective fields. It is very important to present yourself well and the resume is a great way to go about it.How can you write a good resume?

Resumes must be professional in nature and should be crafted in such a way that they are interesting and easy to read. You will also have to have certain qualities of character such as integrity, honesty and hard work that would show employers that you are the right choice for the position advertised.It is important to structure your resume in a way that it will highlight your experience and qualifications. 

Visitors should be able to find the information they look for quickly because they will not want to leave your resume. You will also have to format it in such a way that it appears professional, easy to read and enticing enough for employers to take action. 

An email to recruitment agency sample can help you with this if you are worried about how to format your resume.

Some agencies outsourced recruitment to India and other countries such as the Philippines and others in order to save costs. It is important that you do not fall into this trap because it will result in an overpriced but low quality service, which may eventually lead to failure of your job search. You should ensure that the recruiter knows exactly what they are doing when they say they can help you find a job in the country where they are based. It is also important to make sure that you look for the right company based on the position and industry that you are looking for. You should use a job board such as Google to search for jobs because this can help you with finding relevant companies that might be suitable for your experience level, skills and qualifications.

A Free Email to Recruitment Agency Sample

If you are looking to fill a vacancy with your company, and you have a creative idea of how to do so, contact the recruitment agency. This will often be free as a service they provide. You may also want to see whether or not they have any helpful tips for you on how to write an email.

Several tips for email to recruitment agency sample:-

Email to recruitment agency sample tips #1:-The email to recruitment agency sample that you send can have a very important role in your organization. For instance, it might help with the recruiters ability to make an appointment on time.A Free Email To Recruitment Agency Sample. If you are looking to fill a vacancy with your company, and you have a creative idea of how to do so, contact the recruitment agency.  

Email to recruitment agency sample tips #2:- When you are writing the email to recruitment agency sample, you might want to make sure that your words are easy to understand. The best way to do this is by keeping them simple and concise.If you have any questions about email to recruitment agency sample, we would be happy to help. 

Email to recruitment agency sample tips #3:- How can you ensure that your email to recruitment agency sample is going to be read by the right person? You will need to make sure that it is targeted and relevant, so take a minute or two to think about this before you send the email. Only send emails where you know they will be read.If you are looking to fill a vacancy with your company, and you have a creative idea of how to do so, contact the recruitment agency. 

Email To Recruitment Agency Sample #4:- Once you have had a chance to review the recruitment agency email to sample, see if you can come up with any changes. You can make small adjustments to help improve the look and feel of your email to recruitment agency sample.This lets the recruiter know that you are serious about filling the vacancy and that your company is ready for a new venture. They will be able to successfully fill your vacancy as well as achieve their success targets.

How can you use the email for recruitment purposes?

An email like this can be used by job recruiters and employers as a new perspective on opportunity. It can also be emailed to potential candidates in order to market the company and the positions they are seeking. The key is having an email that's targeted to the audience you're trying to reach.

Start engaging with your contacts and clients today. Start using this FREE template!

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