Reaching out to a recruiter can feel a little intimidating, but a well-written email can open doors you didn’t even know existed. Whether you’re responding to a recruiter’s message, following up after an interview, or cold-emailing a company you’d love to work for, knowing how to phrase things the right way can make all the difference.
So, what’s the best way to email a recruiter? Should you send a message on email or LinkedIn? When’s the right time to follow up? This guide has answers to these questions and more. We’ve broken down 10 email templates for every situation you might face with a recruiter, from that first introduction to negotiating an offer.
These aren’t generic, one-size-fits-all emails. They’re strategic, conversational, and designed to help you get noticed (in the very best way). Plus, we’ll sprinkle in tips on when to email vs sending a LinkedIn message—and what to do if you’ve been ghosted.
How to email a recruiter: 10 templates for different situations
These email templates are tailored to real-life scenarios, helping you write clear, professional, and engaging messages that actually get responses.
Template #1: Cold email (reaching out without a specific job in mind)
Introducing yourself to a recruiter—even without a specific job in mind—can put you on their radar for future opportunities. Many roles aren’t publicly posted, so a well-crafted cold email can help you stand out and potentially uncover hidden job openings.
Template #2: Reaching out when you’re interested in a company (but no open positions)
Even if a company doesn’t have an open role that fits your background, expressing interest can help you build a relationship with the recruiter. Companies sometimes create positions for strong candidates, and staying on their radar increases your chances of being considered when an opportunity arises.
Template #3: Expressing interest in a job posting
When you find a job posting that excites you, reaching out to the recruiter with a well-crafted email can set you apart. This message should highlight your enthusiasm, briefly touch on your relevant experience, and make it easy for them to move forward with your application.
Template #4: Responding to a recruiter’s outreach
When a recruiter reaches out, responding promptly and professionally can keep the conversation moving forward. Whether you’re interested in the opportunity or just want to learn more, this email keeps things warm and engaging.
Template #5: Sending a thank-you email to recruiter after an interview
A well-crafted email thanking a recruiter does more than just express gratitude—it reinforces your enthusiasm for the role and keeps you top of mind as the hiring team makes decisions. It’s a small but impactful gesture that can set you apart from other candidates.
For extra guidance, read this next: How to Write a Thank-you Email After an Interview (with Samples!)
Template #6: Following up after being ignored
Hiring processes can take time, and recruiters often juggle multiple candidates at once. If you haven’t heard back after your initial follow-up email to the recruiter, it’s OK to send another check-in.
Template #7: Declining an interview
Sometimes you might decide that a particular opportunity isn’t the right fit for you after all. In that case, it’s important to politely decline an interview invitation, while leaving the door open for future opportunities.
For extra guidance, read this next: How to Decline a Job Interview (with Tips and Templates)
Template #8: Declining a job offer
Declining a job offer is a delicate process. You want to be respectful of the recruiter’s time and the opportunity, while still sticking to the facts and being clear about your decision.
“First say thank you, then stick with communicating the facts on why you’re not accepting the role,” says career coach Christine Kidder Graves. “Don’t give them extra details they don’t need. Let them know you’d like to stay in touch and that you’d be interested in future roles, as you think they’re a great organization.”
For extra guidance, read this next: How to Politely Decline a Job Offer (with Example Emails)
Template #9: Requesting an informational interview
Requesting an informational interview is a great way to expand your network and learn more about an industry or company you’re interested in. It’s an opportunity to ask questions, gain insights, and build relationships. Keep it polite and direct when reaching out.
For extra guidance, read this next: How to Ask for an Informational Interview (and Get a “Yes”)
Template #10: Asking for feedback after an interview
Asking for feedback after an interview shows your willingness to learn and improve. It’s a great way to get valuable insights into your performance. Keep your request polite and straightforward.
Best practices for emailing recruiters
When emailing recruiters, you’ll want to stand out while maintaining professionalism. Here are some best practices to help you craft emails that catch a recruiter’s attention and increase your chances of getting a response:
Personalize your emails
One of the biggest mistakes job seekers make when emailing recruiters is sending generic, mass emails. “When candidates send me generic mass emails without personalization, it feels disingenuous, and almost like I’m talking to a robot,” says Kevandre Thompson, senior talent acquisition partner at Innomotics. “Address the recruiter by name and tailor the message to the specific position you’re applying for.” Personalizing the email helps them understand that you’re genuinely interested in the role and not just sending out a mass message.
Keep emails concise and professional
Recruiters receive a flood of emails daily and don’t have time for lengthy or vague messages. One of the most common mistakes job seekers make is sending emails that lack clarity or a specific call to action. To stand out, keep your message concise, focused, and highlight the value you bring to the company.
Craft an attention-grabbing subject line
The subject line is the first thing recruiters see, so make it count. The subject line should let the recruiter know right away what the email is about and why they should open it. Avoid vague subject lines, as they won’t compel the recruiter to click on your email.
Proofread, proofread, proofread
Grammatical errors and typos can be a dealbreaker, making you seem careless. Always take the time to check your message for spelling mistakes, grammatical errors, and unclear wording before hitting send.
Is it better to email a recruiter or send a LinkedIn message?
Both email and LinkedIn can be effective communication tools when reaching out to recruiters, but each has its own strengths depending on the situation. As a talent acquisition partner, Thompson emphasizes that email is a preferred method for many HR professionals because it offers “a clear record of documented outreach and communication.”
But he also shares his love for connecting with job seekers on LinkedIn. “LinkedIn can be effective for quick, more personal outreach,” Thompson says. “Just ensure your note is concise and professional and you are more than likely going to get the situation to go in your favor as far as assistance on a particular job requisition.”
Keep it professional, make it personal
Effective communication with recruiters is essential in today’s competitive job market. These email templates give you a solid starting point with a clear, professional tone you can customize to fit your situation.
But templates are just that—a starting point. Personalizing each message to reflect your personality and the role you’re interested in can make a real impact and boost your chances of building a strong, positive connection.
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