Home » How To Email a Recruiter? 5 Best Examples, Tips & Templates

How To Email a Recruiter? 5 Best Examples, Tips & Templates

Sending emails to your family, friends, or pen friends is so easy, as you can whip out your phone or open your laptop and type something interesting. The same cannot be said when emailing a recruiter. It comes with a different level of pressure that makes even the best writers fumble.

Why’s this so?

Well, it is not unconnected to the fact you’re looking to get a job out of that email. The stakes are higher here, and you’re aware any mistakes can be harmful. Sometimes this realization puts more pressure on your shoulders and forces even more errors out of you. The other times you do not even know how to send these types of emails.
Not to worry, as this article seeks to put all these issues to bed by showing you how to send an email to recruiters and best practices to follow, including samples.

Emails are easy to compose (if you know what to do), free, and can bring significant results quickly. This means of communication has been there for a long time and is a great way to reach out to a recruiter. It is non-intrusive and personal at the same time.

What Does Emailing a Recruiter Entail?

What Does Emailing a Recruiter Entail

Writing an email to a recruiter is different from what you’ll send to your friend. An email to a recruiter is formal or semi-formal, depending on the job and its requirement.

It would be best to understand that while you will get away with saying a lot when writing informal emails to friends, you need to go straight to the point when sending to a potential employer. These are busy people with a lot on their schedule; you won’t want to waste their time and risk them leaving your email without finishing it. This is why you need to cut out every unnecessary piece of information in the email.

People understand what is at stake when sending a recruiter an email, and in a bid not to make any mistake, they heap unnecessary pressure on themselves, which then leads to more errors and them fluffing their chances. See, a merry go round. To avoid all these issues that come with writing emails to recruiters, tone down on the pressure you put on yourself. Understand that the recruiters are humans just like you. Compose that email in a relaxed manner. I know this is easier said than done but trying is an excellent way to start.

Types of Emails You Can Send to Recruiters

Types of Emails You Can Send to Recruiters

There are different types of emails you can send to recruiters at different stages of your interactions with them. Your intentions and what you expect from the recruiter will determine the type of email you send out. Let’s see some of the most popular email types and some templates.

#1. Cold Emailing a Recruiter

No, I don’t mean sending cold stickers or images to the recruiter; I’m talking of something less harmful here. Sending an email to somebody that doesn’t know you, you’ve never contacted before, and is not expecting your email is known as cold emailing.

There are several scenarios where you may have to cold email a recruiter. You can send a cold email to a recruiter when you want to start a conversation, build your network, or let the recruiter know about your availability.

When cold emailing, remember the recruiter does not know. Here’s how to write this type of email:

  • Make it easier for them by stating the reason for sending the email earlier enough, including your name.
  • Your subject line should also carry information on why you’re sending the email, so recruiters know it is not spam.
  • Keep it short and to the point while mentioning why you’re a good fit for the position.
  • End the email by asking for a small favor, something that makes it hard for them to say no.

Subject line: Experienced Finance Manager Seeking for Role in STK company

Dear John,
Stam’s recent award as the hedge fund of the year has gained massive plaudits, and rightly so. I’m a finance manager at BWA company, but I may be looking for a change in the coming months, and I cannot think of anywhere else to do this other than a company that has shown outstanding excellence.

Do you have a couple of minutes this week to talk and see if working together would be beneficial?
My resume is attached to this email. Please take your time to review the resume, and I’ll be happy to provide more information where needed.

Best regards
Jane Doe

#2. Responding When a Recruiter Emails You First

Sometimes a recruiter may find your information online on LinkedIn or may have been referred and send you an email first. You would need to respond in these instances. This is different from cold emailing as you’re not sending the first message to somebody that does not know you.

Here’s how to write this email:

  • Thank the recruiter for reaching out.
  • Show they weren’t wrong sending you that email by providing some more qualities you have
  • Add your resume.
  • End by thanking them again.

Subject line: Thank you for this opportunity

Dear John,
Thank you for offering me this role, as it is something I’ve been passionate about for some years now. I have seven years of experience as a Project Manager and recently completed a certification in Project Safety.

My industry knowledge has helped me direct over five project launches for KSM company in the past two years.
Please review my resume, and I’ll be happy to provide more information concerning this opportunity in Global Company.
Best regards
Jane Doe

Bonus Read: The Best Resume Examples That Will Get You Hired in 2022

#3. Email for an Advertised Position

Often, job postings are advertised online or in the papers, and interested parties are asked to apply by sending an email to the recruiter. In this situation, the recruiter is expecting your email, and more often than not, this email serves as your application for the role. How you write the email will determine if you’ll receive a favorable reply or not.

Here’s how to write this email:

  • Write a subject line indicating the job position.
  • Quickly show why you’re sending the email.
  • Include reasons why you’re the right fit for the job, including notable contributions or experience in the industry.
  • Include your resume.
  • End by indicating your willingness to answer more questions.

Subject line: Seeking for a role of Software Developer in TYM Company

Dear John,
I’m writing this email in response to the software developer position advertised. I have five years of experience as a software developer for tech companies.

In the past two years, I have helped Techcor create customer-friendly AIs that have improved customer retention by 60%. I will love to bring this experience on board to help TYM company grow.

Please take your time to review my resume attached to this email, and reach out if you have any questions.
Thank you
Jane Doe

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#4. Email to Keep the Conversation Going

This is typically after exchanging a couple of emails between yourself and the recruiter and has already gotten the job or a rejection email but still wants to keep the conversation going. This can be an excellent way to improve your network or show appreciation.

Here’s how to write this email:

  • Write a subject line showing appreciation.
  • Thank the recruiter for their time and effort spent in interviewing and or sending you emails.
  • Mention something you’ve learned from them.
  • Mention you’d love to connect.
  • End by thanking them again.

Subject line: Thank you for your time

Dear John,
Thank you for the time and effort you’ve put into interviewing and replying to my emails promptly. I’ve learned a lot from you, especially the need for patience in career stages.

I’d love to have more conversations like this if you don’t mind. Do you have a couple of minutes to chat sometime in the coming weeks?

Once again, thank you for your time. Do let me know if there’s anything I can do to repay the favor.

Best regards
Jane Doe

#5. Follow Up Email After Sending in an Application

The whole process of recruiting for a position can quickly become overwhelming for the recruiter, which may make them forget or miss your application entirely—sending a follow-up email to remind the recruiter and add reasons why you’re an excellent fit for the role.

Here’s how to write this email:

  • Mention the reason for sending the email in your subject line.
  • Open by stating it is a follow-up email, the position you applied for, and which medium you used in applying.
  • Mention why you’re perfect for the role.
  • End by seeking available time to talk more about this position.

Subject line: Follow up on the application for the role of Digital Marketer

Dear John,
This is a follow-up for the digital marketer position at Stem company that I applied for online. This position lets me utilize my five years of experience as a digital marketer helping brands grow online.

I’ve been able to turn Brativ into a powerful brand that customers love within two years of working there. I have loved my time at Brativ. However, I’m looking for an opportunity to make more significant impacts, and I feel Stem company is the best place to do this.

Here’s my LinkedIn profile so you can learn more about me. I’d love to schedule a time to discuss this role. Do you have a couple of minutes to chat within the week? Do let me know.

Thank you
Jane Doe


Sending emails to recruiters shouldn’t be as frightening as it is. Emails are an excellent way to pass sell yourself without the added stress of interviews if you know what to do. This article has shown how you can utilize different types of emails as you reach out to employers.

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