Effective Hiring Manager Email Sample: How to Attract Top Candidates

Are you tired of sending out countless resumes without getting any response from potential employers? It’s time to take control of your job search and grab the attention of hiring managers. And what better way to do that than with a killer email that showcases your skills and experience?

Crafting the perfect email to a hiring manager can be a daunting task, but fear not! We have compiled some examples of effective hiring manager emails that you can use as a template. These examples can be edited as needed to fit your own personal style and qualifications.

In today’s job market, a well-written email can be the difference between getting noticed and being overlooked. So take a few minutes to read through our hiring manager email samples and get inspired to land that dream job. Let’s get started!

The Best Structure for a Hiring Manager Email Sample

Hiring managers often receive countless emails from job seekers on a daily basis. With the volume of emails they receive, it’s important to present your message in a clear, concise, and professional manner. One of the ways to ensure your email stands out is by having a well-structured message. Here are the key elements to include in your hiring manager email sample:

Subject Line

The subject line is the first thing that the hiring manager will see. Therefore, it should clearly state the purpose of your email and capture their attention. A strong subject line should be specific and relevant to the job you are applying for. For example, “Application for the Marketing Manager Position” is much stronger than simply “Job Application”.


It’s essential to address the hiring manager appropriately. If you know the name of the hiring manager, address them by name. If not, use a professional salutation like “Dear Hiring Manager”. Avoid using generic greetings like “To Whom it May Concern” as they can come off as impersonal.


The first paragraph should introduce yourself and state the purpose of your email. Keep it brief and to the point. For example, “My name is Jane Doe, and I am excited to apply for the Marketing Manager position at XYZ Company. I believe that my skills and experience make me a great fit for this role.”


The body of your email should highlight your qualifications and relevant experience. It’s important to tailor your email to the specific job you are applying for. Use bullet points and short paragraphs to make it easy to read. A good approach is to highlight your top three qualifications that match the job description. For example, “My experience in digital marketing, knowledge of SEO, and ability to lead a team make me an ideal candidate for the Marketing Manager position at XYZ Company.”


In the closing paragraph, thank the hiring manager for their time and consideration. Be sure to express your enthusiasm for the role and the company. You may also want to include a call-to-action, such as expressing your desire to schedule an interview. End with a professional closing like “Sincerely” or “Best regards”.

In conclusion, having a well-structured hiring manager email sample can make you stand out from the crowd and increase your chances of getting hired. By following these key elements, you can ensure that your email is professional, clear, and concise.

Hiring Manager Email Samples

Recommendation for Promotion

I hope this email finds you well. I am writing to recommend John Doe for promotion to the position of Assistant Manager in our department. John has been a valuable member of our team for the past three years, and I believe he has the qualities and skills necessary to succeed in this role.

Throughout his time here, John has consistently demonstrated exceptional leadership, problem-solving, and communication skills. He has consistently gone above and beyond his duties and has earned the trust and respect of his colleagues. I am confident that John will bring the same level of dedication and commitment to his new role as Assistant Manager, and will be an asset to the company.

Thank you for your consideration. Please do not hesitate to contact me if you have any questions or require any further information.

Best regards,
Jane Doe

Recommendation for New Hire

Dear Hiring Manager,
I am writing to recommend Sarah Johnson for the position of Marketing Coordinator in your department. Sarah has been a colleague of mine for the past two years and I can confidently say that she has the experience and skills required to perform excellently in this role.

In her current position, Sarah has played a significant role in improving our company’s marketing strategies and has consistently met or exceeded her project goals. She is an excellent communicator, highly organized, and a creative problem solver. Sarah has the ability to work independently or in a team environment and is always willing to lend a hand to ensure projects are completed on time and within budget.

Thank you for considering Sarah for this position. I am confident she will be a valuable addition to your team. Please let me know if you have any questions or require any additional information.

Best regards,
John Smith

Recommendation for Job Transfer

Dear [Hiring Manager Name],
I hope this email finds you in good health and well spirits. I am writing to recommend James Fields for a job transfer to your department. James has been working with us for five years as a senior software developer and has made remarkable progress in his field.

James is a hard-working individual with excellent analytical skills and a passion for technology. He is capable of handling complex coding problems with ease and has been successful in delivering valuable solutions to many of our clients. His dedication to his work and his ability to manage multiple clients make him a valuable asset to the organization. I believe he has the required skills and qualifications to contribute to your team as well.

Please let me know if there is any other information I can provide or any questions you might have. Thanks for your time.

Best regards,
[Your Name]

Rejection of Job Application

Dear [Applicant Name],
Thank you for taking the time to apply for the position of Marketing Manager in our company. We appreciate your interest in our organization, and your application was received with great enthusiasm.

Unfortunately, we have decided to move ahead with other candidates at this time. We received numerous applications from highly qualified individuals, and the competition was fierce. Although your skills and qualifications are impressive, we regret to inform you that your application was not successful.

We appreciate the time and effort you put into your application. Please feel free to keep an eye on our job listings, as we have several other opportunities that may be a better fit for your skills and aspirations in the future.

Best Regards,
[Hiring Manager Name]

Interview Scheduling

Dear [Applicant Name],
We recently received your application for the [Position] position in our company, and we are pleased to inform you that your application has been selected for further review.

We would like to schedule an interview with you to discuss your qualifications and experience further. Our team is excited to meet you and discuss your interest in joining our organization. To schedule the interview, please reply to this email with your availability for next week, and a member of our recruitment team will get back to you with confirmation.

Thank you for your time and interest in our organization, and we look forward to meeting you soon.

Best regards,
[Hiring Manager Name]

Thank You for Application

Dear [Applicant Name],
Thank you for your application for the [position] position in our company. We appreciate your interest in our organization and the time you took to apply for the job.

We received a large number of applications from talented applicants and have identified several who we believe have the most potential to fit this position. We will carefully assess all resumes and inform you if you are selected for the next step shortly.

Thank you again for your interest in our company, and we wish you success in all your future endeavors.

Best regards,
[Hiring Manager Name]

Offer of Employment

Dear [Applicant Name],
I am delighted to extend to you an offer of employment in the position of [position] at our company. You were chosen from a highly competitive pool of applicants, and we believe you will be an excellent addition to our team.

We are confident that your skills, abilities, and experience will contribute significantly to our organization’s success. We will provide you with all the necessary resources and training to help you excel in your new role.

We will be sending over the detailed offer letter and employment package via email in the coming days. Kindly review the documents and let us know if you have any questions or concerns. In the meantime, please feel free to reach out to us for anything else you may require. Congratulations, and welcome aboard!

Best regards,
[Hiring Manager Name]

Tips for Writing a Hiring Manager Email Sample

When it comes to hiring managers, it’s crucial to make a positive and professional impression in your email. Here are some tips to keep in mind when crafting your email:

Subject line matters

The first thing a hiring manager will see is the subject line. Make sure it’s clear and concise, and that it accurately reflects the purpose of your email. Avoid using vague or overly formal language, and instead focus on being specific and to the point.

Keep it brief

When it comes to emails, less is often more. Keep your message brief and to the point, focusing on key information such as your qualifications and why you’re interested in the role. Avoid filler language and unnecessary pleasantries, as these can make your message seem disingenuous or insincere.

Personalize your message

A personalized message can go a long way in impressing a hiring manager. Take the time to research the company and the role you’re applying for, and mention specific details that show you’re invested in the opportunity. Also, addressing the hiring manager by name can help make your message feel more personalized and tailored.

Proofread carefully

When it comes to professional emails, grammar and spelling mistakes can be a major turn-off. Proofread your message carefully before hitting send, and consider using a tool like Grammarly to help catch any errors. A well-written, error-free email can help show the hiring manager that you’re detail-oriented and take your professional communications seriously.

Follow up appropriately

After sending your initial email, it’s important to follow up appropriately. Typically, it’s best to wait at least a few days before reaching out again. When you do follow up, try to keep your message brief and to the point, and avoid being pushy or overly aggressive. A gentle reminder can be enough to keep you top of mind with the hiring manager without coming across as too eager or demanding.

Remember, your email to a hiring manager can be the first impression you make on a potential employer, so it’s important to take the time to craft a thoughtful, professional message. By keeping these tips in mind, you can improve your chances of catching the hiring manager’s attention and landing your dream job.

FAQs related to Hiring Manager Email Sample

What is a hiring manager email?

A hiring manager email is a formal email addressed to a potential candidate to request their presence for an interview or an offer letter. It is the process of communicating with a candidate effectively to bring them on board.

What should be included in a hiring manager email?

A hiring manager email should include a greeting, a reason for contacting the candidate, a brief about the organization, job opening, job description, request for resume submission, and contact information for follow-up.

What are the benefits of sending a hiring manager email?

Sending a hiring manager email helps to establish contact with the candidate, provide information and answer questions effectively, build the company’s brand, and improve the chances of recruiting the best candidate.

How to make a hiring manager email more effective?

To make a hiring manager email more effective, it should be concise, personalized, include relevant information, provide clear instructions, initiate a call to action, and follow up with the candidate to build relationships.

What are some best practices for writing a hiring manager email?

Some best practices for writing a hiring manager email include choosing the appropriate tone, keeping it professional, proofreading for errors, personalizing the message, addressing the candidate by name, and providing clear information.

Should a hiring manager email be sent from a personal or company email address?

A hiring manager email should be sent from a company email address to maintain professionalism and establish the company’s brand. It also ensures that the candidate can reach out to the company if necessary.

What is the ideal length of a hiring manager email?

The ideal length of a hiring manager email is between 150 to 300 words. Keeping it brief and to the point saves time for both the candidate and the hiring manager.

Is it necessary to include a call to action in a hiring manager email?

Yes, it is necessary to include a call to action in a hiring manager email. A call to action helps to initiate the next step of the recruitment process, such as scheduling an interview or submitting a resume.

How to follow up after sending a hiring manager email?

Following up after sending a hiring manager email can be done by sending a reminder email, making a phone call, or scheduling the interview. Following up shows interest and professionalism and helps to move the recruitment process forward.

Thanks for stopping by!

I hope this hiring manager email sample will be useful for your next job application. Remember that every email should be personalized and professional. Don’t hesitate to add a personal touch to make it stand out. Thanks again for reading and make sure to check back for more tips and tricks in the future!