Despite the overarching narratives of generations past, a college degree is no longer enough to land someone their desired position. A 2023 article by Zippia reported that the average corporate job opening receives 250 resumes — of those, only four to six will receive an interview. While technology opens up more connections than ever, working one-on-one with a recruiter is now the best way to get your foot in the door. How, though, does one actually reach that recruiter? What’s the best way to email a recruiter and actually get a response?
Understandably, the notion of cold emailing a recruiter is uncomfortable to some. How does one maneuver the precarious balance of professionalism and personality when reaching out to a recruiter? To make a lasting impression, it’s essential to personalize your message, be specific in your approach, and ensure that all key information is easily accessible.
Use a Strong Subject Line to Catch a Recruiter’s Attention
Recruiters are inundated with inbound messages. Yours will not be the only introduction that lands in their inbox, and the best way to email a recruiter and get a response is to start with a clear subject line.
The subject line of your message should tell the recruiter exactly what your email will be about. Regardless of whether this recruiter is in house or working for an agency, they’re filling multiple roles at a time. Include your first and last name, title of the position and the name of the company with the open opportunity. This informs the recruiter of the intent of the message, but it also makes you easily searchable. Even if you’re unsuccessful in landing the role you’re interested in, they may recommend you for something else similar in the future.
Personalize Your Email To Build A Genuine Connection
Although the relationship between candidate and recruiter is largely transactional in nature, no one likes to feel that they’re being used. Keep in mind that they are human too and one crucial part of human nature is the desire to be seen.
Avoid the common mistake of copying and pasting the same message you’ve sent to ten other recruiters that day. Much like tailoring your resume to an individual application, take the time to personalize and type fresh emails to recruiters, too.
Pay Attention to Detail
No one is immune to typos, and you need to show the recruiter that you care enough to spell their name correctly. When you misspell the recipient’s name, you demonstrate either a gross lack of attention to detail or a lack of care — or both. If possible, copy and paste their name directly as they’ve written it on their LinkedIn profile or in previous interactions. It is hard to get someone on your side if you don’t honor them enough to get their name right.
To avoid general misspellings or grammar pitfalls, use an online spelling or grammar tool like Grammarly or LanguageTool to scan for something you might have missed. Even with these tools, watch out for a homonym slip, like discrete vs. discreet, or the more common misuse of you’re/your.
Explain the Connection
In the best case scenario, you’ve met this recruiter before in real life, perhaps in a professional talent-sourcing setting or casually. If that is the case, remind them of how you know one another.
In the second-best case scenario, you’ve been referred to this recruiter by someone that you know either professionally or personally. For best results, ask the mutual connection to introduce you via email. That way the recruiter is familiar with at least one of the senders. If this isn’t possible, explain the common denominator.
Maybe you don’t know this person at all, and you found them on LinkedIn or through digital networking. In this instance, establish how you came across their profile and state your interest in working with them to fill a position.
Showcase Authenticity and Relevant Experience
The objective of the interaction is largely transactional. However, that does not mean you can’t facilitate the conversation from a place of honesty. Brevity while remaining polite and professional is key.
Like everyone else, recruiters are short on time and don’t want to read lengthy emails. Introduce yourself immediately. Then, briefly explain your relevant experience. Do this in three sentences or fewer to quickly let the recruiter know that you may have what they’re looking for. After these two points, you can politely state your request.
Recruiters are quick to detect inauthenticity and desperation. To this end, there is no need to shower the recruiter with flattery.
Maintain professionalism, but beware of sounding overly formal or scripted. Talk to them like you would a real human being. If possible, mention a commonality. Connection takes you far when it comes to influencing people.
Prepare Well and Impress the Recruiter
The best way to email a recruiter and get a response is to anticipate their needs. So, take the time to research what they need to put you through to the next round.
Depending on the position or on the industry, expect to include a portfolio, a GitHub, a LinkedIn profile, or other online spaces that showcase your skills or talent. Attach or link all the pertinent information to reduce the back and forth and capitalize on their attention while you have it.
It’s not always the most talented person that lands the opportunity, but rather the most prepared.
Emailing Recruiters for Career Success
Forbes reports that 72% of those seeking jobs feel that the search has harmed their mental health. These guidelines can ease at least some of that burden by helping you draft an email that stands out and builds a genuine connection with a recruiter. You position yourself as a strong candidate while demonstrating professionalism, authenticity, and preparedness.
Your career journey will not be a one-and-done process, so remain adaptable and focus on strengthening the muscle of putting yourself out there. Each interaction is a stepping stone, and with the right approach, you’ll increase your chances of turning an introduction into an opportunity.
