Updated on December 14, 2023

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How to write an email to recruiter

How to write an email to recruiter

There's a certain nuance to engaging with recruiters in the corporate world. While there's no rule of thumb perfect for every situation, knowing how to write emails to recruiters can benefit your career. When it comes to career advancement or simply looking for a new job, it can be a time-consuming process for anyone to endure. In this article, we’re going to offer all the insights you need on how to write an email to a recruiter. These will include multiple examples and a look at why AImReply is the only tool you’ll need.

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It’s understandable to overthink writing an email to a recruiter, as this could be your one chance to get your foot in the door. However, more often than not, this overthinking can hurt you more than it might help. You shouldn’t be afraid to customize your email, but there are many templates that are proven to be effective with recruiters.

Of course, these are mere examples you should customize to your flair, but they offer the guidance you need to move forward. More importantly, working with a template can ensure you stand out from others who are working from scratch.

How to write email to recruiter with examples | AImReply

Samples for How to Write an Email to a Recruiter

If you aren’t sure where to start, sample emails can offer a good starting point to work with. This also helps reduce the amount of time you spend crafting one email after another. Keep in mind that a little tact should be used, regardless of which sample you resonate with the most.

What makes this process so tricky is that there are many factors that play into how your email is perceived. The best you can do is word it in a way that catches the attention of the recruiter. Thankfully, there’s plenty of resource material at your disposal.

How to write email to recruiter with examples | AImReply
1. The unsolicited email

One of the most common types of recruiter emails, most business professionals are accustomed to sending unsolicited emails to recruiters. While some do it more than others, these emails may not always receive a response.

For an unsolicited email to catch a recruiter's attention, several considerations should take place. The body of your text is important, but the subject line is what will make them click on the email.

How to write email to recruiter with examples | AImReply

Subject Line: Seeking interview for [name of position] at [company name]

Dear [recipient’s name],

My name is [your name], and I’m reaching out as I have recently discovered that [company name] is currently hiring for [position name]. I have over [x] years of experience, and I feel I’d add the value your organization is looking for.

If we could consider setting up an interview, that'd be greatly appreciated. You can find my resume attached, and please contact me if you have any questions. I look forward to discussing this position in more detail to see where I could really benefit (company name) on all fronts. Have a great day.

All the best,
[your name]

This example offers a great middle ground that isn’t too wordy but gives you the chance to express your interest. You could slim it down a little more if you only care about getting to the point, but you can’t go wrong with this structure.

How to write email to recruiter with examples | AImReply
2. Counter email for a different position

In some cases, a recruiter suggests a position, but there’s another job title at the company that you’re more interested in. There’s nothing wrong with expressing your interests, but how you go about doing so can dictate the tides of the conversation.

Remember that the recruiter only knows what they have in front of them. Through conversation, there’s a good chance you could highlight a few angles they may not have considered. It’s just another way to increase your chances of landing the role you want.

Dear [recipient’s name],

I greatly appreciate your consideration for the position of [name of job title]. Although I can see how I would be a good fit, I have to say that I’m rather interested in a different position. Based on my professional background and personal interest, I was wondering if we could discuss the position of [name of job title].

I understand that this may be out of the scope of what you’re looking for, but I feel my credentials suit the needs of the job quite well. If any opportunities for this position arise, please let me know at your earliest convenience. Outside of that, I’m available to meet in person to discuss this in more detail if you have time in the near future.

Best regards,
[your name]

Taking this approach on how to write an email to a recruiter is a safe way to potentially land the role you truly want. Sometimes, a company wants to hire you, but not for the position you initially wanted.

It doesn’t hurt to negotiate in the beginning or work your way up to the position down the road. Remember that this template is to be used as a response. You’re looking to show interest in working for the company, just in a different position that’s more suitable for you.

How to write email to recruiter with examples | AImReply
3. No need to burn bridges

Just because you can’t take on a particular position at this point in time doesn’t mean you should burn bridges with professional connections. You never know when you’ll need that opportunity.

Having little time if you're busy with other commitments is okay, but how you decline recruitment emails should be handled with care. The email template below ensures that you get the point across without damaging the potential business relationship with the recruiter.

Dear [recipient's name],

Thank you so much for the offer on the position of [job title], as it perfectly aligns with my line of work. Unfortunately, I don’t have the capacity to take on this opportunity at this time.

In the same vein, I may be available for this position down the road, and I’d like to keep in touch just in case you still need help. Can we circle back on this opportunity on [date that you’ll be available] and see if you feel like I’d be a good fit for [job title]? I’m happy to discuss options for the near future. Have a great day!

All the best,
[your name]

Keeping your professional connections open is always wise, especially if it's an opportunity you might be able to take down the road. It can feel unsettling to pass on a new position or client, but you also have to know what your limits are.

Applying and emailing thank you notes for hiring managers can be a tasking process. From what to write and how to write it, most people find the entire ordeal to be pretty stressful. This is where tools like AImReply are seen as a life saver to the modern professional.

How to write email to recruiter with examples | AImReply

Let AImReply Handle the Work

It might not sound plausible at first, but the reality is that AImReply knows exactly how to write an email to a manager. Of course, it needs a little context from your end, but in just a few moments, AImReply can handle replies and craft new emails with ease. It only takes a few steps before it can get to work landing interviews and helping you build professional relationships.

How to write email to recruiter with examples | AImReply

Here are a few of the key benefits that AImReply brings to the table:

  • It creates effective, professional, personalized, unique emails in seconds
  • It saves you up to three hours on a daily basis
  • Enjoy universal access to AImReply thanks to the convenient Google Chrome extension, or mobile and web versions
  • Emails are well structured and contain no mistakes, thanks to precision and personalization features
  • There is support for 16 languages, aiding a global audience of business professionals

There’s no need to worry about personal security either, as our users enjoy absolute data protection. Your personal information and the sensitive nature of your email will never be compromised due to the strict data protection protocols which ensure that all the information is anonymized before being processed.

How to write email to recruiter with examples | AImReply

The bottom line

Emailing doesn’t have to be as grueling and stressful as it once was. Although it’s important to learn how to write an email to hiring managers, it never hurts to get some assistance.

Working with AImReply can not only save you time but it can help increase your chances in the hiring process. Our service delivers various benefits catered to all kinds of professionals, as emailing can be nerve-wracking for anyone.

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