How To Email The Hiring Manager (And Get A Response!)

Have you applied to dozens of job openings on job boards, only to hear nothing back?

It’s a common problem many of our clients face!

The issue is this:

HR or Hiring Managers receive a massive number of job applications through these job boards.

Too many of these applicants are unqualified candidates who are just “trying their luck.” And often, due to the complexity of the role, HR isn’t able to accurately identify who the highest quality candidates are.

So in this sea of countless job applications and CV submissions, how can you get yours to stand out?

Here’s our quick tip: bypass job portals, and email the Hiring Manager directly!

Why Write to a Hiring Manager Directly?

Hiring managers receive dozens—sometimes hundreds—of applications for each position. If you want to stand out, you need to take an active role.

Here’s why emailing the hiring manager directly is a smart move:

1. It Gets You Noticed: Your application might be in a pile with dozens of others, but a personal email gets straight to the decision-maker. This increases the chance that they’ll actually look at your resume.

2. It Shows Initiative: Employers appreciate proactive candidates. Reaching out demonstrates that you’re genuinely interested in the role and willing to go the extra mile.

3. It Gives You an Edge Over Other Applicants: Many job seekers won’t take the time to send a personal email. By doing so, you set yourself apart from the competition.

4. You Can Build a Relationship: Even if the hiring manager doesn’t have an opening right now, making a good impression can put you on their radar for future opportunities.

Use Job Portals for Research Instead

Don’t apply for openings directly on job portals.

Why?

Everyone applies to these job portals. It’s hard to stand out and get noticed!

Look at this screenshot from a local job portal, for example:

It’ll be IMPOSSIBLE to stand out from 142 other applicants.

So avoid applying directly on job boards, if you can!

Please don’t get us wrong – you should still set up accounts with job portals, log-in to them, and scout around. After all, you’ll need to know which companies are hiring.

But once you identify those open positions and companies, you need to take a different approach. Capturing a Hiring Manager’s attention through job portals is a tall task.

That’s why you should learn…

How to Email Hiring Managers:

1. Get a referral to the Hiring Manager
2. Search for the Hiring Manager on LinkedIn (if you can’t get a referral)
3. Find the Hiring Manager’s email address (using the Skrapp plugin)
4. Email the Hiring Manager to:
   1. Give smart suggestions on their business or
   2. Ask for a small favour

Getting in touch with Hiring Managers directly and cultivating a relationship with them is your best way to get your foot in the door.

Did you notice that you won’t have to go through HR at any point in this process?

Nor do you send your CV and Cover Letter through right off the bat?

That’s the trick.

You’re bypassing all the gatekeepers to go straight to the final decision maker – the Hiring Manager.

And you’re doing it in a small, subtle way that makes it incredibly difficult for the Hiring Manager to say no.

Step 1: Get a Referral

Once you’ve identified the job and company, find out if you have any old friends or former colleagues who work there. Get in touch with them, and ask them to help you get a referral to the Hiring Manager.

Time and time again, we’ve found that this is the best way to get in touch with a new company.

Hiring Managers value referrals from existing employees very highly. It shows that the applicant is resourceful and well connected.

If you can’t get a referral, you’ll have to use a more long winded method to get in touch with the Hiring Manager.

Read on…

Step 2: Find the Hiring Manager on LinkedIn (if no referral available)

If you don’t have any friends who can help, use LinkedIn to find the hiring team at the target company.

For example, if you’re interested in a social media marketing role at Australia Airlines, go to LinkedIn and search for “social media Australia Airlines”

LinkedIn will then show you a list of social media marketing executives who work at the company.

If you can’t figure out who the Hiring Manager is, try approaching a junior or mid level executive in the same team.

Don’t target senior directors as they’re often too busy to reply unsolicited emails.

In this case, the right person to reach out to would be Raymond Chua, the Assistant Manager.

Step 3: How to Find The Hiring Manager’s Email Address

Email not listed on their LinkedIn profile? No problem.

To get the target executive’s email, you can use a Chrome plugin called Skrapp.

Install the Skrapp plugin on Google Chrome.

Then, sign up for an account. You’ll then get 100 free email searches a month.

Once that’s done, go back to LinkedIn.

Visit the Hiring Manager’s LinkedIn profile. With the plugin installed, you’ll be able to see a new button on the profile in Red.

Click that button to get the hiring manager’s email address.

Now that you have the email, let’s get down to how to email Hiring Managers:

Technique 1: Send the Hiring Manager Some Smart Suggestions

Show the Hiring Manager that you know your stuff.

Give them some smart suggestions related to the business and your area of expertise.

Here’s a simple example:

If you were the Hiring Manager, how would you feel upon receiving this email? If it were me, I’d be awfully impressed!

So impressed that I would take a phone interview (at minimum) with Rachel.

That’s why cold emails like these often result in outstanding response rates. They’re too impressive to turn down.

Putting together an email like this takes a lot of effort, but don’t fret – you can often re-use them for similar job applications, with a few minor tweaks.

This method takes significantly more effort, but it’s definitely worth it!

Technique 2: Ask the Hiring Manager for a Small Favour

Now, here’s a different approach, but one that’s equally effective.

When we first thought to do this, our team tried out a more direct cold email strategy.

Together with a client, Sarah, we found the Hiring Manager’s email on LinkedIn, crafted a beautifully worded email – complete with deadlines, bold headers, and a clear CTA (call-to-action) requesting a coffee meeting with the Hiring Manager.

And the result was…

0 RESPONSES from 8 emails to 8 different Hiring Managers.

And mind you, these were positions our client was highly qualified for.

When 1 person doesn’t respond, we can assume they’re busy or are having a bad day. When all 8 don’t respond, we know our strategy was wrong.

So we went back to the drawing board, and a week later, we used a simpler approach with a simple, clear email, and sent it to another 8 executives:

A day later, my jaw dropped when Sarah updated me on the results.

RESPONSE RATE: 87.5%. That’s 7/8 people!

After they responded to our one-liner email, we then sent that same long email detailing Sarah’s accomplishments and background — and all 7 Hiring Managers agreed to grab coffee with our client.

That was a BIG deal.

Grabbing coffee with the hiring manger prior to the interview is the shrewdest career move you can make. Why?

• You’ll develop a relationship with the Hiring Manager. They’ll know you so much better compared to other jobseekers.
• If you ask the right questions, the coffee meeting will almost certainly lead to a call to the final interview round, bypassing the HR department and all those other job seekers who applied through the various job portals.
• When you do eventually walk into the interview room, everyone will know you. They’ll be smiling. The interview will just be a formality.

And it all starts with that one-line email to the Hiring Manager.

The trick to successfully getting responses from executives is this: when asking for a large favour, don’t be upfront about it.

For example, if you need feedback on a new report from a colleague, don’t send them a 600 word email detailing all the problems you see with the report. Instead, send them a one-liner email first:

Almost everyone will say yes to a message like that. It seems like an easy ask.

Only when your colleague has committed to helping you, do you send over that mammoth 600 word email. Since they’ve already promised to help you out, they’ll be far more obliged to return that email with some great feedback.

So in summary – ask a small favour first, get the Hiring Manager to commit, then ask the big favour.

Offering career advice to random strangers, like Sarah, is a big ask. Most senior executives are swamped for time.

If a senior executive senses your request is going require a heavy time commitment, it’s likely they’ll refuse or more commonly, just ignore your email!

Our original email with Sarah was far too long. It was the classic example of asking for too much, too early.

That simpler approach received 7 out of 8 positive responses from Hiring Managers at large investment banks in Australia.

Some elected for a phone call, others preferred conversing via email. Either way, Sarah got in touch with 7 senior executives all from cold emailing them in Australia. It’s a fantastic achievement when you consider that Sarah isn’t even from Australia and barely knew anyone here who could help her.

Email Templates to Send to The Hiring Managers

Here are a few templates you can use based on different situations.

Template 1: Cold Email (No Job Posting Yet)

Template 2: Email After Applying

Template 3: Referral-Based Email

Template 4: Follow-Up Email

Conclusion

These simple email outreach techniques can be done by anyone – so why not give them a go yourself?

They do take some additional effort, but the results could be well worth it 🙂

Keep it short, professional, and enthusiastic, and you’ll significantly increase your chances of getting a response!

Besides these, there are dozens more job hunting strategies, best practices, and hacks every jobseeker should know.

Here are some of them – use them well!

Additional Job Hunting Tips: