Sending a message to a hiring manager can be risky. Appearing overly aggressive or violating a company no-contact-during-hiring protocol could severely damage your chances of getting that job. Still, there are legitimate reasons to contact a hiring manager directly and we’ll discuss them in this blog. You also need to know the right way to send that message. Although your message will be brief, there’s a matter of professionalism and protocol to consider.

So, here’s the information you need before you send a message to a hiring manager. Do it right, and it might also make you stand out as an enthusiastic job candidate.

Why Send a Message to a Hiring Manager?

What reasons might you have for sending a direct message to a hiring manager? Typically, you’ll want to contact the hiring manager after you’ve applied. That’s the easiest way to know your message will be well-received. But this isn’t necessarily a hard-and-fast rule.

If your goal is to uniquely express your interest in a position before you’ve applied, showing your enthusiasm for the job can demonstrate initiative. Showing initiative is a positive characteristic that hiring managers like. You’ll be remembered.

After an application is submitted, additional reasons for sending messages become clear:

  • Following up on a previous application or interview.
  • Asking questions that you’ve prepared.
  • Networking with professionals in your field.
  • Clarifying your application status.

Four Methods for Sending Messages

The method you choose to send the message will dictate how much information to include.

There are four primary methods for sending:

Email: This is the most common and popular way to communicate. It allows for a detailed (but not over-long) message. You can attach other documents if necessary. However, you will need to know the hiring manager's email address, which isn't always available if you've applied through a digital portal.

LinkedIn Message: If you are a member of this popular business communications platform, you may reach out directly based on your subscription level. Messages on LinkedIn are typically more concise than in email.

Job Application Platforms: If you found a job description on a platform that allows direct messaging, you can use this system to connect.

Phone Call: Unless you plan to make a cold call, phone messaging is typically used for a follow-up after an application or interview. This is an instance where your preparation proves to be a valuable investment. Speaking in real-time can be anxiety-producing, and some people tend to stumble. But with practice, you’ll sound fine.

Preparing to Compose Your Message

Prepare what you’re going to say before you send anything to a hiring manager. A spontaneous, unconsidered message could hurt your chances for a job. You need relevant knowledge at your fingertips. Also, you want to be ready to respond intelligently when they reply.

Here’s what you need to know.

Company Information

Understanding the company’s culture, industry, and recent news takes research but comes in handy when contacting the hiring manager.

You want to use the right communication style—casual or formal—so that your message matches the receiver’s expectations. If you don’t sound like you’ll fit in, you probably won’t.

The Hiring Manager’s Name and Title

It’s good form to address the hiring manager by name and to reference their title if appropriate. This shows that you know who they are and respect their position. Openings like 'Dear Hiring Manager' are overly generic and can suggest you haven't done your research.

You should make your message a personal connection rather than merely a professional one. That’s an advantage of direct contact.

Remember, they’re not your personal friend, but they will potentially be colleagues. You’re both professionals. Appropriate behavior includes good and friendly human relations. Plus, it improves your chances of getting along. That helps.

Job Details

It’s crucial to fully understand the job description and how it fits the company’s goals. Be up-to-date on the job’s requirements and how your skills and experience align with them.

Your Value Proposition

Be clear on what you can offer and why you are a good fit for the position. Practice explaining this to others so you are calm and confident in writing or speaking with the hiring manager.

Prepare Your Questions

Think of your questions for the manager and how best to ask them. Take your time and write them down. You may not ask every question in your initial message, but there may be a chance after a reply. Be ready.

Creating a written list of questions in advance is much better than thinking of them off the top of your head. Remember, you want to come across as intelligent and quick-witted. Preparation is the key.

How to Structure Your Message

Any message you send must be clear, concise, and logical. As always, professionalism matters.

Subject Line

The subject line is the first thing the hiring manager will see, so it’s important to make it clear, concise, and relevant to the contents of your email. A good subject line should include your name and the position you’re applying for, which helps the hiring manager understand the context of your email straight away.


Start your message by introducing yourself and providing your full name and a brief statement about who you are, such as your current job title or your field of expertise. Mention the position you are interested in, referencing the job title so the hiring manager knows exactly which position you're referring to.

Skills and Experience

Next, briefly explain how your skills and experiences align with the job opening. Highlight key aspects of your background that make you a strong candidate for the role and focus on achievements and experiences that directly relate to the job description. Remember, this isn't your cover letter, so don't go into too much detail.

Polite Expression of Enthusiasm

Express your enthusiasm for the opportunity in a polite and genuine manner to show that you're not only interested in the job but passionate about the company and its goals as well. Enthusiasm, when expressed appropriately, can be a deciding factor for hiring managers, especially if you can show you've gone above and beyond with your research.

Closing and Call to Action

Close your message by thanking the hiring manager for considering your application and including a call to action to encourage them to get in touch with you, whether through a meeting, phone call, or even a follow-up email.


Before sending your message, make sure to proofread it carefully and check for any spelling or grammatical errors. Sending an e-mail with mistakes can show a lack of attention to detail and may give the wrong impression even if the rest of your application is perfect.

An Example Message by Email

Taking all these tips into account, let’s see a sample email that you can use as a model.

Example Email to a Hiring Manager

Subject: Regarding the Project Manager Position – John Doe

Dear Ms. Smith,

I hope this message finds you well. My name is John Doe, and I recently applied for the Project Manager position at XYZ Corporation, as advertised on your company website. With over five years of experience in project management and a proven track record of successful project delivery within the tech sector, I am very enthusiastic about the opportunity to contribute to your team.

After reviewing the job description, I am particularly excited about XYZ Corporation’s approach to innovative project management techniques. My background in implementing agile methodologies and leading cross-functional teams would be an excellent match for your needs.

Can we schedule a time to discuss how my background, skills, and enthusiasm align with the goals of XYZ Corporation? I am available at your convenience and look forward to further discussing how I can contribute to your team.

Thank you very much for considering my application. I look forward to discussing this exciting opportunity with you.

Warm regards,

John Doe

[email protected]

(555) 123-4567

Key Takeaways

By following these guidelines, you can effectively communicate with a hiring manager and enhance your chances of landing the job.

  • Be Professional: Keep your message brief, clear, and respectful.
  • Timing Matters: Contact the hiring manager after applying, but showing interest before can also be effective.
  • Personalize: Address the hiring manager by name and align your skills with the job requirements.
  • Follow Protocol: Respect any company no-contact policies.
  • Clear Subject Line: Include your name and the job title.
  • Prepare: Research the company and understand the job details.
  • Proofread: Ensure your message is error-free.

Looking Forward

Sending individual messages to specific hiring managers is a one-at-a-time process. However, applying for several jobs becomes a lot of repetitive and time-consuming work, so it could be helpful to automate the process and speed up your job search.


When is the best time to contact a hiring manager?

Typically, the best time to contact a hiring manager is after you’ve submitted your application. This approach ensures that your message is relevant and timely, increasing the likelihood that it will be well-received. However, reaching out before applying to express your interest and enthusiasm can also be effective if done thoughtfully.

How do I handle follow-up messages after no response?

If you don’t receive a response, wait at least a week before sending a polite follow-up message. In your follow-up, reiterate your interest in the position, mention your previous message, and politely inquire if there are any updates regarding your application status. Keep it brief and professional.

How long should my message to a hiring manager be?

Your message should be concise and to the point, ideally no more than a few short paragraphs. Focus on introducing yourself, briefly explaining how your skills and experiences align with the job requirements, expressing your enthusiasm, and including a call to action.

Is it appropriate to contact a hiring manager before applying for a job?

Yes, it can be appropriate to contact a hiring manager before applying if done thoughtfully. Expressing genuine interest in the position and asking relevant questions can demonstrate initiative and enthusiasm, helping you stand out as a proactive candidate.

How formal should my message be?

Your message should be professional and respectful. The level of formality can depend on the company’s culture, which you should research beforehand. Generally, err on the side of being more formal to ensure professionalism.

What if I find out the company has a no-contact policy during the hiring process?

If the company has a no-contact policy, it’s best to respect it. Violating this policy can negatively impact your chances. Focus on submitting a strong application and following any official communication channels provided by the company.

How can I find the hiring manager’s contact information?

You can often find the hiring manager’s contact information through the company’s website, LinkedIn, or professional networking events. If you’re unsure, calling the company’s main office to politely inquire or using LinkedIn’s search feature can be effective methods.

Should I attach my resume or cover letter to the message?

If you’re sending an email, it can be a good idea to attach your resume and cover letter, but not if you've submitted them already. You may decide to attach some supporting documents or a portfolio of work, however, especially if you didn't have the chance to in an online portal or were asked to do so during the interview process.