Applying for a job can be an exciting yet nerve-wracking process, especially when the job posting leaves you with unanswered questions. Reaching out to the hiring manager is a great way to gain clarity, demonstrate your interest, and even make a memorable first impression. But how do you go about contacting a hiring manager professionally? Here’s a guide to ensure your outreach is both polite and effective.
Research before reaching out
Before contacting the hiring manager, make sure you’ve thoroughly read the job description and reviewed the company’s website. This helps ensure you’re not asking for information that’s readily available. Familiarize yourself with the company’s mission, values, and recent news to show you’ve done your homework.
Additionally, confirm that the person you’re reaching out to is indeed the hiring manager. LinkedIn or the company’s “About Us” page can be helpful resources to verify their role.
Find their contact information
Once you’ve identified the hiring manager, look for their professional contact information. LinkedIn is a great platform for this. If their email isn’t listed publicly, you can send a connection request on LinkedIn with a personalized message explaining why you’d like to connect. Alternatively, you can contact the HR department to request the hiring manager’s details.
More like this: How to find out who the hiring manager is
Craft a polite and concise message
When reaching out, keep your message professional, polite, and to the point. Your goal is to convey your genuine interest in the role and get clarity on your questions without overwhelming them with too much detail.
Here’s an example email template:
Subject Line: Inquiry About [Job Title] Role
Dear [Hiring Manager’s Name],
I hope this message finds you well. My name is [Your Name], and I recently came across the [Job Title] position at [Company Name]. I’m very excited about the opportunity to contribute to [specific aspect of the role or company’s mission].
I wanted to reach out to ask a couple of questions about the role to ensure I fully understand how I might be a good fit. [Insert your specific question(s) here—for example, “Could you share more about the day-to-day responsibilities?” or “What skills would make someone particularly successful in this position?”].
Thank you for your time and consideration. I truly appreciate any insights you can provide, and I look forward to the possibility of contributing to [Company Name].
Best regards,
[Your Name]
[Your Contact Information]
Be mindful of timing
Respect the hiring manager’s time by keeping your message brief and avoiding sending emails late at night or on weekends. Typically, early mornings or mid-week are good times to send a professional email.
Proofread before sending
Nothing undermines professionalism like typos or grammatical errors. Double-check your message for clarity and tone before hitting “send.” Tools like Grammarly can help polish your writing.
Follow up if necessary
If you don’t receive a response within a week, it’s okay to send a polite follow-up email. Hiring managers are often busy, so a gentle reminder can keep your inquiry on their radar.
Here’s a follow-up example:
Dear [Hiring Manager’s Name],
I hope this message finds you well. I’m following up on the email I sent on [date] regarding the [Job Title] position. I understand you’re busy, but I wanted to kindly check if you’ve had a chance to review my inquiry.
Thank you again for your time and consideration. I’d be happy to provide any additional information if needed.
Best regards,
[Your Name]
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