Tips from behind the scenes

How to email the hiring manager

Short, specific, and confident. Here's exactly what works, from someone who reads these for a living.

1. Apply first, then write the same day

Say you applied. The note gets you noticed; the application keeps you in the system.

2. Use their name

Never "To whom it may concern." You know who they are now.

3. Lead the subject line with your strength

The job plus your best fact: "Applied: RN, Women's Health · 6 years L&D".

4. Three or four sentences

Why this job (one detail from the ad), why you (two specifics with numbers), and a simple ask for a short call.

5. Attach your résumé as a PDF

Named "First-Last-Resume.pdf". Easy to forward, easy to find.

6. End with the forwarding line

"If you're not the right person for this role, I'd be grateful if you could point me to who is." People pass these along.

7. Write the recruiter too, separately

One note each, never one CC'd note. Recruiters rarely get these, so yours stands out.

8. Follow up once

About a week later, two lines. Then stop.

9. Skip these

Long cover letters. Copied templates that sound like everyone else. "Did you get my application?"

Copy-and-paste template: the hiring manager

Subject: Applied: [Job title] · [your strongest fact] Hi [Name], I applied today for the [job title] role on your [team] team. Your posting mentions [one specific detail]; I've spent [X years] doing [the closest thing], and [one result with a number]. Could we talk for 15 minutes this week? My résumé is attached. If you're not the right person for this role, I'd be grateful if you could point me to who is. [Your name] · [phone]

Template: the recruiter

Subject: Applied: [Job title] · [your strongest fact] Hi [Name], I applied today for the [job title] role and wanted to put a name to the application. In short: [X years] in [field], and [one result with a number]. If you're not recruiting for this role, could you forward this to the teammate who is? I'd really appreciate it. [Your name] · [phone]

Template: the follow-up

Subject: Re: Applied: [Job title] Hi [Name], just following up on my note about the [job title] role. Still very interested, and happy to work around your schedule. [Your name]

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