How to Write a Message to a Hiring Manager

Reaching out to a hiring manager can seem like a puzzle, but it's a vital step in landing your dream job. You want to make sure your message is both professional and memorable. Whether you're following up on an application or making a first-time introduction, this guide will give you practical tips and examples to craft a message that stands out.

Why Messaging a Hiring Manager Matters

First things first: why take the time to message a hiring manager? Well, consider it your chance to make a strong impression beyond your resume. A well-crafted message can highlight your enthusiasm for the role, your understanding of the company, and the unique value you bring. It's your opportunity to introduce yourself in a way that a simple job application doesn't allow.

Think of it as a mini cover letter. While your resume lists your qualifications, your message can convey your personality and passion. This is particularly important if the role you're applying for requires excellent communication skills. A well-written message is your first opportunity to demonstrate this.

Do Your Homework First

Before you type a single word, make sure you've done your research. This step is non-negotiable. Knowing who you're reaching out to and what the company stands for will set the tone for your message.

• Find the right contact: Look for the hiring manager's name on the company website, LinkedIn, or even in the job listing. If their name isn't available, try to find someone in the HR department or a team lead for the role you're interested in.
• Understand the company's values: Dive into the company‚Äôs website, especially the "About Us" section. Understanding their mission and values will help you tailor your message.
• Research recent news: Knowing about recent achievements or projects can give you a great conversation starter and show your genuine interest in the company.

With this information, you can write a message that feels personal and informed. This isn't about flattery. It's about demonstrating that you care enough to do your homework.

Crafting the Perfect Subject Line

The subject line is your first impression, and you want it to be compelling enough that the hiring manager opens your email. But how do you strike the right balance between professional and eye-catching?

• Be concise: Keep it short and to the point. Aim for something like "Application for Marketing Manager. Jane Doe" or "Follow-Up on Software Developer Application."
• Include your name: Adding your name can make it easier for the hiring manager to remember you.
• Use specific language: Mention the job title or reference a mutual connection if you have one. For example, "Referred by John Smith for Marketing Role."

Here's a simple rule of thumb: if your subject line piques curiosity while remaining relevant, you're on the right track.

The Opening: Start Strong

Now that your email is opened, the next few lines are crucial. Your opening should be engaging and set the tone for the rest of your message.

• Greet the hiring manager: A simple "Dear [Manager's Name]" works well. If you don't know their name, "Dear Hiring Team" is acceptable.
• Introduce yourself: Briefly state who you are and why you're writing. For example, "I am Jane Doe, a marketing professional with five years of experience, reaching out to express my interest in the Marketing Manager position."
• Mention how you found the role: This shows you're engaged with their recruitment efforts. "I came across the job posting on your website and was immediately drawn to your team's innovative approach to digital marketing."

Your goal here is to make them want to read on, so keep it friendly but professional.

Body of the Message: Show Your Value

The main section of your message is where you can highlight your skills and experience. This is your chance to show why you're a perfect fit for the role.

• Align your experience with the job: Use specific examples that relate to the job description. "In my previous role at XYZ Corp, I led a team that increased sales by 20% through targeted campaigns."
• Highlight your skills: Focus on skills that are both relevant to the job and unique to you. "My expertise in data analysis and creative content creation has consistently led to successful marketing strategies."
• Show enthusiasm: Let them know why you're excited about the role and the company. "I am passionate about your commitment to sustainability and eager to contribute to your mission."

Remember, this section isn’t just about you. It's about what you can bring to the company. Use concrete examples and be genuine in your enthusiasm.

Closing: Seal the Deal

As you wrap up your message, you want to leave a lasting impression. The closing is your final opportunity to reinforce your interest and prompt further action.

• Reaffirm your interest: A simple statement like, "I am very excited about the possibility of contributing to your team," reinforces your enthusiasm.
• Encourage next steps: Politely suggest a follow-up. "I would welcome the opportunity to discuss how my skills can benefit your team. Please let me know if there's a convenient time for us to connect."
• Express gratitude: Thank the hiring manager for their time and consideration. "Thank you for taking the time to review my application."

Finally, close with a professional sign-off, like "Sincerely" or "Best regards," followed by your name.

Review and Edit Before Sending

Before hitting send, take the time to review your message. This step is crucial to making sure you're putting your best foot forward.

• Check for typos and grammatical errors: Nothing undermines professionalism like a typo. Read through your message carefully or ask a friend to review it.
• Ensure clarity and conciseness: Make sure your message is easy to read and to the point. Avoid jargon unless it's industry-specific and necessary.
• Use AI tools: Tools like Spell can be incredibly helpful here. We can assist in refining your message, checking for errors, and suggesting improvements.

This is your chance to catch any minor mistakes that could distract from your message’s content.

Sample Message to a Hiring Manager

To bring all these elements together, here's a sample message that incorporates the tips we've discussed so far:

Subject: Application for Marketing Manager. Jane Doe

Dear [Manager's Name],

I am Jane Doe, a marketing professional with over five years of experience in digital marketing strategies. I recently came across the Marketing Manager position on your careers page, and I am excited about the opportunity to contribute my skills to your innovative team.

At my previous position with XYZ Corp, I led a team that successfully increased sales by 20% through targeted online campaigns. I am particularly drawn to your company’s commitment to sustainability and believe my expertise in data analysis and content creation can support your goals.

I would welcome the opportunity to discuss how my skills can benefit your team. Please let me know if there's a convenient time for us to connect. Thank you for considering my application.

Best regards,  
Jane Doe  
[jane.doe@example.com]  
[LinkedIn Profile]

This sample provides a clear structure, highlights relevant experience, and ends with a call to action, encouraging the hiring manager to reach out.

The Follow-Up: When and How to Do It

So you've sent your message. Now what? A follow-up can sometimes be necessary, especially if you haven’t heard back after a week or so. But how do you follow up without coming across as pushy?

• Wait a reasonable amount of time: Generally, a week is a good period to wait before following up.
• Be polite and concise: A follow-up should be brief and courteous. "I'm following up on my application for the Marketing Manager role. I am very enthusiastic about the opportunity to join your team and contribute to your continued success."
• Reiterate your interest: This is another chance to emphasize why you're a great fit for the role. "I believe my background in digital marketing aligns well with your needs, and I am eager to bring my skills to your team."

A well-timed and well-written follow-up can keep you on the hiring manager’s radar and demonstrate your continued interest in the position.

Making Use of AI to Enhance Your Message

Writing the perfect message can feel overwhelming, but AI tools like Spell can make the process smoother. We can help you draft your message, refine your wording, and even suggest different phrasings to better express your ideas.

With our AI document editor, you can:

• Generate drafts quickly: Describe what you want to say, and let us help create a draft in seconds.
• Edit with ease: Use natural language prompts to make changes, without the hassle of switching between tools.
• Collaborate in real time: Share your document with friends or mentors for instant feedback and updates.

Spell is like having a personal writing assistant to help you polish your message to perfection.

Common Mistakes to Avoid

Even with the best intentions, it's easy to make mistakes when messaging a hiring manager. Here are some pitfalls to watch out for:

• Being too informal: While you want to be personable, remember to keep the tone professional.
• Mass messaging: Avoid sending the same generic message to multiple companies. Tailoring your message to each specific role is crucial.
• Overselling yourself: Be confident but not boastful. Let your experience and skills speak for themselves.
• Ignoring feedback: If you receive a response, take any feedback seriously and use it to improve future messages.

Steering clear of these common issues will help your message come across as thoughtful and professional.

Final Thoughts

Crafting a message to a hiring manager doesn't have to be daunting. With a bit of research, the right structure, and a personal touch, you can write a message that stands out. And if you're looking to make the process even easier, consider using Spell to help draft and polish your message. We're here to help you create high-quality documents quickly and efficiently.