Crafting the right email to a hiring manager can make all the difference. It’s your first impression, and you want it to look good and sound like you.
Referring to a template provides a clear structure, letting you focus on what really matters—showcasing your unique skills without sweating the small stuff.
Get the subject line right. This is your first filter. Make it clear and searchable for the hiring manager. Something like, "Application for [Job Title] - [Your Name]" works perfectly. No need to get clever here; clarity wins.
Show you’ve done your homework. Go beyond a generic "I love your company." Mention a specific project, a recent press feature, or a value you admire. This proves your interest is genuine and you’re not just blasting out applications.
Mirror their language. Pay attention to the words used in the job description and on their website. Weaving some of that language into your email shows you understand their culture and how they communicate.
Keep it scannable. Hiring managers are busy. Use short paragraphs and plenty of white space. A clean, easy-to-read email is more likely to get a full read-through than a dense block of text.
Have a clear call to action. Don't leave them guessing what's next. End your email by confidently stating your availability for a chat and expressing your enthusiasm for the next steps.
<template>
Subject: Invitation to Interview for the [Job Title] Position
Hi [Candidate Name],
Thank you for your interest in the [Job Title] position at [Company Name]. Our team has reviewed your application and we would like to invite you to an interview to discuss your experience and the role in more detail.
The interview will be with [Interviewer Name(s) and Title(s)] and will last approximately [Duration] minutes. It will be held via [Video Conference Platform, e.g., Google Meet].
Please let us know which of the following times works for you:
[Date and Time Option 1]
[Date and Time Option 2]
[Date and Time Option 3]
If none of these options are suitable, please let us know what works for you. Once we settle on a time, a calendar invitation with the meeting link will follow.
We look forward to speaking with you.
Best,
[Your Name]
[Your Position]
[Company Name]
</template>
<template>
Subject: Job Offer for the [Job Title] Position at [Company Name]
Hi [Candidate Name],
On behalf of the team at [Company Name], I am excited to offer you the position of [Job Title]. We were very impressed during the interview process and believe your skills will be a great addition to our team.
This is a full-time position with a proposed start date of [Start Date]. The starting salary for this role is [Salary] per year, paid [e.g., bi-weekly, monthly]. You can find a detailed overview of our benefits package attached to this email.
To accept this offer, please review and sign the attached offer letter and return it by [Offer Acceptance Deadline]. This offer is contingent upon [e.g., a successful background check].
We are all looking forward to the possibility of you joining our team. Please don't hesitate to reach out if you have any questions.
Best,
[Your Name]
[Your Position]
[Company Name]
</template>
<template>
Subject: Update on Your Application for the [Job Title] Position
Hi [Candidate Name],
Thank you for your interest in the [Job Title] position and for taking the time to speak with our team. We genuinely appreciate you sharing your experience with us.
After careful consideration, we have decided to move forward with other candidates at this time. This was a competitive search, and the decision was not an easy one.
We encourage you to keep an eye on our careers page for future openings. We wish you all the best in your job search.
Best,
[Your Name]
[Your Position]
[Company Name]
</template>
<template>
Subject: Following Up on the [Job Title] Application
Hi [Hiring Manager Name],
I'm writing to follow up on my application for the [Job Title] position. I enjoyed our conversation on [Date of Interview] and wanted to reiterate my interest in the role and the team at [Company Name].
Our discussion about [Specific Topic from Interview] confirmed my enthusiasm for this opportunity, and I am confident my skills in [Relevant Skill] would be a great fit for your team.
I am very excited about the possibility of joining your team. Please let me know if there is any additional information I can provide.
Best,
[Your Name]
</template>
<template>
Subject: Thank You - Interview for [Job Title]
Hi [Hiring Manager Name],
Thank you for taking the time to speak with me today about the [Job Title] position. I enjoyed our conversation and learning more about the team at [Company Name].
Our discussion about [Specific Topic from Interview] was particularly insightful, and it reinforced my interest in this opportunity. I am confident that my experience in [Relevant Skill] aligns well with the goals you outlined for the role.
I am excited about the prospect of contributing to your team. Please let me know if there is anything else you need from my end.
Best,
[Your Name]
[Your Phone Number]
[Your Email Address]
[Link to Your Portfolio or LinkedIn]
</template>
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Effective communication is central to the hiring process, and these templates offer a clear path forward. They ensure your messages are professional and consistent at every stage.
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