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

Beads of sweat appear on your brow. You might be sending the message before you press the apply button for a role. Maybe it is a speculative approach and you do not know that a role even exists.

Showing initiative in a job search is an admirable trait, so a suitable message to a hiring manager at the start of the hiring process is more common than you might think. It may even be advisable in certain situations. 

In this blog, we take you through the following:

• Six examples of different hiring manager messages
• Reasons to write to a hiring manager
• How to structure a hiring manager message
• Things to avoid when writing to a potential boss

A great initial message might get them to check you out on social media before a potential interview. Hopefully, they will read your resume and cover letter for that little bit longer when they recognize your name at the top.

6 Example messages and emails

Let’s jump right in with six messages that could be sent in very different circumstances. In every case, a message to a hiring manager before the interview process is entirely appropriate.

Here is an example when you have applied for a role:

Here is an example for pre-application inquiry:

Here is a speculative application example:

Here is an example when you have met in person:

Below, you will find an example of when you have an internal reference:

Knowing what to include in a cover letter—and what to leave out—is the key to writing what could be the most important letter of your life.

Why do you need to write to a hiring manager?

A message to the hiring manager is very much an accepted part of the hiring process. So much so that they will likely notice which candidates didn’t write to them.

Plus, the accessibility of hiring managers on social media means that relationships are easier to initiate with a message. They want to make a great hire, so most will welcome a degree of (brief) initial contact. The simple act of recognizing your name in a short list of candidates will mean that your search is off to a solid start. That is certainly a way to bypass the whims of the ATS.

How to structure an effective hiring manager message

Any message to a hiring manager should take no longer than 10 seconds to read. It is not a cover letter, and it has not been requested, so keep your messaging tight and relevant.

Those few lines need to pack in a few essential ingredients:

1. Lead with your value
2. Include your job title and last employer
3. Keep the message as brief as possible
4. Put your LinkedIn profile in the signature.

Now we’ll detail why these items are so important.

1. Lead with your value

You can’t just cold message a hiring manager and tell them that you want to work for them. You need to give them a reason to check out your LinkedIn profile; your career story can then do the heavy lifting. 

Your value has to jump out at them from the very first sentence. No polite openings or introductory remarks. This is what you can do, and you would love to tell them more. Give them a couple of reasons to hire you if you can be brief enough.

2. Include your job title and last employer

There are a few practical boxes which need to be ticked in a hiring manager message. You should include your most recent job title and the name of your previous employer.

Hopefully the job title will show that your next move is a natural next step. If you aren’t an obvious fit for the role, sell your value by expressing your interest and playing up transferable skills.

3. Keep the message as brief as possible

The basic goal of an initial message to a hiring manager is to show initiative and gain some name recognition.  At best they will click through to your LinkedIn profile, but at worst they will remember you if you are not on the short list (and maybe ask why).

The message should be brief enough to spark curiosity. You won’t have the space to share a convincing sales pitch, let alone have the certainty that the hiring manager will want to read one when they open the message. Let them consider your merits in their own time.

4. Put your LinkedIn profile in the signature 

While you likely won’t be sending the hiring manager a link to your resume or cover letter, including your LinkedIn profile (personalize it) after your signature is eminently sensible.

Things to avoid when messaging a hiring manager

Sending a message to a potential boss when you really want to work for them is fraught with temptation and risk. You need to control yourself or you can scupper your chances of getting the job. Here are some things to avoid:

Don’t ask too many questions

As the vast majority of hiring manager messages will be before the application (you shouldn’t really message them during the hiring process itself), avoid asking questions that may be answered at a later stage. This will waste their time and you will seem impatient.

Don’t send a blank LinkedIn connection request

This is sound blanket advice for anyone on the platform. Every LinkedIn connection request gives you the opportunity to drop a note to the potential connection. Something along the lines of: “Dear Heather, I am requesting a connection on LinkedIn as I would like to explore the opportunity of joining your team at [company]. Best regards, Cath Lathwaite” would be suitable.

Don’t ask for any of their time

It is up to the hiring manager whether they wish to spend the time investigating your candidature. Sending a cold email infringes on their time enough—don’t demand more of it.

Asking for 20 minutes of their time might not seem like a lot but doing that before you know of their level of interest is somewhat arrogant. Ease into their consciousness gently.

Don’t assume they will be interested

While insane levels of confidence might work for certain types of sales transactions, testing the water for a potential fit with a new employer is not the time for “I know I’m the person for you” levels of certainty. Don’t assume that they will be interested. This time, at least.

Don’t message them if the job description forbids it

Certain hiring managers don’t want to be bothered by speculative messages outside of the recruitment process. They will tell the HR team to stipulate no communication outside of the recruitment process in the job description. If you are told not to contact anyone at the company directly, doing so is a sure-fire way to find yourself on the reject pile.

Key takeaways

Effective communication at every stage of the job search process is key to making the most of your career potential. That is, if you are engaged with an employer in the first place. They will appreciate the initiative, no matter the outcome.

An initial message for a hiring manager can unlock that possibility, but it can equally slam the door if you get it wrong. Realize that hiring managers want to hear from great candidates so create a brief, relevant and compelling call-to-action in two paragraphs. Your message should not ask too many questions or demand any of their time and never write a follow up if they don’t reply.

Have a glance at our cover letter examples and our free cover letter templates for more inspiration, so you can make your own cover letter!