Recruiters are like gatekeepers to the world of work. Impress them, and you could secure the job of your dreams (or get one step closer!). Every email to a recruiter must make an impression, marking you out as a candidate they want to communicate with.
How? Let's show you...
This super-detailed article explains the fundamentals of writing a fantastic email to a recruiter. We'll break down the professional recruiter email format and provide 14 superb email samples you can use for (almost) every email situation. If that's not enough, we describe how to respond to a recruiter's email, presenting yourself professionally.
We can't guarantee you'll get the job (or even an interview). Still, our professional emails to a recruiter will give you the best chance.
How to write recruitment emails
When writing to recruiters, every word matters. Recruiters are in high-pressure jobs where they often look for reasons to get rid of applications.
Don't believe us? The average US applicant must apply to over 100 positions before they get one.
Every email to a recruiter must sell you as a candidate. How? Here are some top tips for writing a professional recruitment email:
- Stick to the formal format (which we outline below!)
- Treat every recruiter with respect, and use a professional tone of voice
- Use an appropriate greeting and sign-off
- Make it as easy as possible, and provide everything they need (like a CV, portfolio, or other work examples)
- Explain why you're an ideal candidate
- Describe how you’ll add value to a team, department, or organization
- Push for communication and clarity on the next steps
If you're writing to a recruiter, always remember that professional email etiquette applies.
This might seem like a lot to take in, but don't worry. We demonstrate the best practices for email communication with recruiters in our samples below. But first, let's begin by breaking down the recruiter email format...
Recruitment email format
The recruitment email format follows the standard rules. The email structure has four parts that we'll explore:
- Subject line
- Addressing a recruiter
- Body copy
Let's start with some of the fundamentals of crafting pro messages to recruiters.
You'll want to deliver an attention-grabbing email opening. The best email beginnings are clear, easy to understand, and offer a little insight into your character.
Wondering about email length? Recruiters are busy, so keep all messages clear and concise. Check out our samples below to see how we're packed in massive amounts of information into just a few paragraphs.
Remember to check each email for the proper punctuation and grammar. If you're not a super-speller or great at grammar, use an online program to check before sending (or use Flowrite!).
Here's a step-by-step breakdown of the suitable format for sending an email to a recruiter:
1. Recruitment email subject line
When creating a recruiting email subject line, remember we're trying to be formal, not funny. Stick to the tried and tested approaches that we know work. Keep your subject lines short and to the point, and ensure they're relevant to the email content.
- Application for (job name)
- Are you accepting applications?
- I'm interested in any roles you may have
- Can you update me on the progress of my application?
You can add some adjectives to make them attention-grabbing and help you stand out. (But avoid using misleading or vague subject lines as these could affect your application.)
- Experienced freelance programmer available!
- Do you need more talent for your team?
- I'd love to work for (organization name)
2. How to address a recruiter in an email
Whenever emailing a recruiter, remember you're engaging with a professional. So, use a proper salutation and personalize it using their full name.
It takes seconds to search for a person on LinkedIn, so there's no excuse for not using somebody's name and proper title.
- Hi (person's name)
- Dear (person's name)
- Dear Dr (etc.)
3. Recruitment email body
As we've said before, recruiters are busy people who spend their days sifting through CVs and answering emails. They don't have the time to mess around, so after a brief introduction, get straight to the purpose of the email.
- My name is (your name), and I'm contacting you to see if you have any opportunities for an experienced programmer.
This is a great intro that explains everything they need to know. Then, they can choose to read on or respond.
Next, you'll want to provide a little background. You can add details of your relevant qualifications, skills, and experience.
- I've worked as a programmer at (company name) for 5 years. I have qualifications in (provide details).
Now you'll want to explain why you're contacting them. Whether you're emailing an agency or an individual at an organization, a few compliments can work wonders...
- I've been a huge admirer of your organization, including (provide some examples). I'd love the opportunity to work at such an exciting and advanced business.
It's a great idea to add some proof of who you are. For example, you can attach a CV, link to a portfolio, or share your LinkedIn profile.
- I've attached a copy of my CV so you can learn a little more about me. If you want to see some examples of my work, check out this link.
4. How to end an email to a recruiter
By now, the recruiter should know who you are and what you want. It's worth expressing gratitude at the end of the email.
- Thanks for reading my email and considering my application. While I appreciate you will receive a large number of approaches, I believe I have the skills, experience, and attitude to set me out as an exceptional candidate.
After these closing remarks, be sure to include your contact details. If you're confident, you can also set out some suggested next steps, such as an invitation for further discussion or follow-up.
- If you want to discuss my application, please contact me at (include details). Would you like to arrange a call?
Finish with a proper sign-off (yours faithfully, kind regards, best regards, etc.).
All there is to do now is to sit back, send, and wait for a reply from the recruiter.
14 recruiting email examples
Ever wanted to know how to write effective emails to a recruiter? Here we provide 14 (yes, 14!) recruiting email samples covering almost every situation you can imagine. (If you can't find the example you need, head to the end, where we provide a completely customizable template).
Don't forget to say thanks when you land that new job!
1. Recruiter email to candidate sample
We'll start with an example of an email from a recruiter to a candidate introducing a new opportunity. Given this is what recruiters do every day, having a sample somewhere can save huge amounts of time and effort in creating emails.
We provide an introduction and details of the job opportunity. Then, we list the qualifications needed, ask whether they're interested, and request contact details. Simple!
2. Thank you email to a recruiter sample
Let's say you're a candidate who has received the email above. How would you respond?
This thank you email to a recruiter includes a thank you before getting into the specific details of the interaction. (In this example, we'll assume you're not interested.) Finally, we finish with a professional closing.
3. Reply email to a recruiter sample
This example shows you how to respond to a recruiter's email if you're interested in an opportunity. In this response to a request, we say thank you, outline our availability, and suggest some next steps.
4. Email to recruitment agency sample
Recruitment agencies are used to dealing with hundreds of emails daily, so yours better stand out to stand a chance! The format here should be familiar, with an introduction, an outline of your relevant qualifications, and a request to discuss suitable opportunities.
You must describe the value you can bring, so be confident (and don't forget your contact details).
5. Sample email to send resume to recruiter
Sometimes a recruiter will request a sample of your resume for an opportunity. Again, we led with an intro and a clarify the position we're applying for.
Before you send the resume email, ensure you've attached your resume and end with a polite thank you.
6. Sample email to a recruiter for job opportunities
If you're struggling with how to send an email to a recruiter to inquire about job opportunities, let us help. Like previous examples, we describe your relevant qualifications and experience and provide an insight into you with information about your interests.
This sample sets out what type of opportunities you're looking for (part-time, hybrid, fully remote, etc.). Again, being specific will ensure you only get sent relevant opportunities.
As always, end with a thank you and keep checking you've added those contact details.
7. Sample email to a recruiter for job interest
Let's say you've spotted a job opportunity online, and you're enthusiastic; this is a great email to send a recruiter. We explain who we are and the opportunity we're applying for.
We express interest in a position enthusiastically and complete the sample with our contact information.
8. Cold email to recruiter sample
You'll read lots of examples of how to approach a recruiter. Our advice is don't try to be too smart, just keep it simple and provide the basics.
Start by introducing yourself to the recruiter, explaining who you are and the opportunities you're searching for. Then, request details of any opportunities and provide a professional closing.
Short, simple, and suitable for any recruitment situation.
9. Sample email to recruiter after applying
This follow-up email to a recruiter is ideal if you've already applied for a job but are waiting for an update. We'll assume the person knows who you are, but we include a short introduction, including the job you've applied for.
The follow-up request is a polite reminder of the next steps in the process, with a request for a reply and a thank you.
10. Ask a recruiter how to prepare for an interview email sample
Recruiters want you to do the best you can at an interview. If you're worried or want some advice, ask! It's a good idea to introduce yourself again and remind them of the job opening you're applying for.
Then, provide some details about your request for information and why you need it for your interview preparation.
If you've got a deadline, say so (and always say thank you!).
11. Thank you email to a recruiter after an interview
In this sample, we outline what to say in a thank you email to a recruiter after a phone interview. We explain what happened and offer our gratitude for setting it up.
You can add specific details about the interview and (if you want) request feedback. If you're still searching for a new job, ensure you say so and finish like a pro with a professional email closing.
12. Sample email to a recruiter asking for an update
If you've done an interview but are still waiting for information, here's how to request a status update. Provide details of the job opening, including when you were interviewed.
Request additional information, and conclude with a professional closing.
If you don't hear anything back immediately, don't be disheartened. Recruitment processes can take months, so stick with it!
13. Sample thank you email to recruiter after getting the job
You've received the great news you've got the job; now it's time to set out the next steps.
Start by advising the recruiter of your decision (in this case, yes!). It's a good idea to express some enthusiasm for the new role and request details of the next steps in the process.
Sign off with a stylish and professional closing.
Cheers on the new job; you're worth it!
14. Sample email to recruiter after rejection
It's disappointing not to get a role, but you should always email the recruiter back. Why? Because they're probably working on the next position, and we're 100% sure that's right for you.
You'll need to accept the decision gracefully and wish the successful applicant well (even if you don't really mean it). If you want, ask for feedback and stay positive for the future! The right role is out there; you just need to find it.
Recruiting email template
The samples here focus on helping you find a job and build a rewarding relationship with a recruiter. However, if they're too basic or not doing the business, you can create your own with our customizable template.
This template uses professional and effective language to convey your point. It's consistent in formatting and tone and easy to adjust for different recruitment scenarios.
You can work your way through, including relevant email for each scenario (and delete anything that doesn't work for you).
Final words on recruitment emails
Finding a job is most often hard work. You'll need to build relationships with recruiters, creating and maintaining communication channels throughout every stage of the process.
Remember, recruiters are people, so focus on being professional and include some of your personality.
Every day recruiters are sifting and sorting through hundreds of emails, so hit them with something 100% you for the best chance of success.
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