How To Write Perfect Follow
In the HR industry, a follow-up email is an email or sequence of emails sent in response to a job applicant or candidate. Recruiters spend an average of 13 hours a week looking for candidates for one position. With nearly a third of your working time devoted solely to finding potential employees, time-saving techniques become the key to making your hiring process more efficient.
This is why recruiter email templates are valuable tools: they support all stages of your hiring process, from the first contact with a potential candidate to welcome emails for new hires.
Email templates help ensure that you provide candidates with all the information they need to feel comfortable during the entire recruiting process. Nevertheless, when using a template, it’s easy to fall into the copy-paste-submit trap, which can make your communication seem unnatural or even robotic. Consequently, it can negatively affect your relationship with candidates early in the hiring process.
Besides double-checking your email details, Talenteria advises recruiters to follow these five rules, regardless of the type of follow-up email you send.
Template 2 For Experienced Professionals
If you have been working for a number of years already and are on the lookout for a new job at another company in your industry, then this email template is made for you. Your experience here is very important and should be emphasized in your email.
Subject: Name of Applicant Name of Position, Job Reference Number
Dear Mr./Ms. Last Name,
I have 4 years of experience as a Software Developer at my previous company. I came across an interesting position of Software Tester on your website. Company XYZ is renowned for testing all kinds of software and applications before they are released. As I know how they were programmed, I would be able to quickly detect all bugs and errors that need to be rectified. My skillset and expertise makes me a valuable asset to your organization.
After graduating with a degree in Computer Science, I worked at Company ABC as a software developer for 4 years. I designed and programmed engineering software that students use in academia. I now want to challenge myself in a new environment and your company offers just that.
I have attached a cover letter, resume, and certificates for your consideration. Please take a moment to go through them to get a better idea of who I am.
I would love to talk to you in more detail regarding this amazing opportunity at your company. I look forward to hearing back from you regarding my application.
To Ask If A Role Youve Seen Advertised Is Still Open
Dear Yasmin Smith,
I am hoping to apply for the position of Ski Instructor which I saw Snowy Days had advertised on LinkedIns jobs board. However, I noticed that the advertisement was placed over a month ago now, on. I just wondered whether the vacancy has already been filled?
Many thanks for your help. If you are still accepting applications, then I very much hope we will be in touch a lot more!
Sign Or Signature: Ending The Resume Email
Instead of simply signing off your resume email with your first name in the end, you should include your full signature. This is very effective and makes it easy for the recruiter to contact you.
A lot of people miss their interview chances simply because their contact information wasn’t readily available to the recruiter.
Try to include as all relevant details in your signature in your resume email. Example: Email id, LinkedIn profile, Phone number, etc.
Follow Up To Make Sure They Got it
It’s perfectly acceptable to close the loop by ending another email if you don’t get a confirmation that they got your resume. It’s best to wait at least 3-5 days for a response before sending another email to confirm.
Example Email To Send To A Recruiter
Use this sample email as inspiration when writing outreach messages to recruiters:
Subject: Multilingual interpreter seeking work in business translation
Miranda Rowe gave me your email after her positive experience working with you to find a full-time ASL translator job. I’m an experienced interpreter fluent in Czech, Russian, Hungarian and Turkish looking for opportunities to translate business transactions for clients. Are you interested in having a quick call to discuss our goals in the international interpretation field? I’m happy to send over references and my C.V. whenever convenient.
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When You Need To Email Someone You Don’t Know
When emailing someone you don’t know, research is just as key, says Aujla. Study that potential contact’s online presence, career highlights and any recent newsworthy career moves or developments.
Then, craft an email that shows you share some common ground. For instance, you might explain that you’re both alumni of the same school or belong to the same professional organization.
Your connection might even be as simple as liking the same article on Twitter or LinkedIn, but make sure make that link clear.
My name is , and I noticed your work experience with . I follow you on and noticed and we’re both are interested in . I find your posts insightful and helpful.
I’ve been a for the past years, and I’m looking to get an introduction to where I want to learn more about , and .
I wonder if I can get an introduction to for . Here is my LinkedIn Profile for you to include in your introduction. If you would prefer to speak to me before making an introduction, I am at your disposal on next week from . You can email me at or by phone at .
Prepare Yourself Before Writing The Email
Analyze the job posting.
Make sure you have read and re-read all the job posting’s requirements and prepared the relevant documents to the hiring manager’s specifications.
Find out the name of the hiring manager.
If they haven’t provided the name of the hiring manager in the job posting, try contacting the company to find out who to send your resume to, or search for the HR team online.
Sign up for a professional email address.
If you don’t have a professional email account, consider signing up for one with your internet service provider or an online platform like G Suite.
Be sure to select a suitable username, such as or
Formulate an appropriate subject line.
Write an appropriate, concise, eye-catching subject line. Hiring managers get thousands of emails, and you’ll want to make sure yours stands out.
Address the hiring manager by name, if possible.
Addressing the hiring manager by name is a great personal touch, and might convey that you’ve done your research.
Keep your email brief.
Do not include a full cover letter in the body of your email, unless instructed to do so. Simply give the hiring manager enough to want to keep reading.
Convey your enthusiasm for the job.
Without resorting to flattery, convey your enthusiasm for the position and the company. You can do this subtly in the way you express how you plan on adding value. Do your research and suggest ways you can use your skills to the company’s benefit.
Be polite and concise.
Send a test email to yourself.
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Sample Email Templates Job Seekers Can Send To A Recruiter
In terms of candidates engaging recruiters and hiring managers, there are three types of messages you can consider when you are doing your reach out to inquire about opportunities at a company or specific positions. These messages are labor intensive, meaning that there is a great deal of research and customizing to be done. Carlos mentioned in our talk that its a good idea to create an employer hit list and focus on 10-15 target companies you are most interested at working in. This helps focus your efforts to make sure you do the work and build the relationships the right way.
Ive included three sample email templates you can use to reach out to recruiters in a non-aggressive, professional but casual way. These templates are meant to be updated and customized depending on the job, your experience and based on your specific needs.
Job Inquiry Example And Template
When you’re applying for a job, a good “backdoor” strategy is finding someone with a similar or identical role on that team and reaching out for advice.
Not only will they often offer to refer you — which gives you a huge boost in the application process — you can get inside information on the culture, requirements, and company.
Here’s the message I sent Lindsay Kolowich when I was applying to the HubSpot Sales Blog writing position :
This message works because:
- I connected with Lindsay over Twitter first, so she was expecting my email.
- I show I’m a fan of her work.
- I make it easy to answer my questions.
Here’s a template that uses the same techniques:
[Insert commonality or compliment here, such as, “It’s great to connect with someone else who’s written for TechCrunch,” or “I sent all of my coworkers your primer on SSL — best guide I’ve read!”
I’m interested in open role, and since you , I’d love to get your thoughts. Would you be open to answering 3-5 quick questions? It would be so appreciated.
Some candidates also directly reach out to the hiring manager. Beware, career expert Alison Green warns this method can actually backfire. Put yourself in the hiring manager’s shoes: You’re incredibly busy, and you’re getting a request for “more information” that’s a thinly veiled attempt to differentiate yourself or “jump the line.”
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Describe Your Qualifications In The Third Paragraph
In the third paragraph, you can include information related to your academic training, certifications, skills, and core values. Highlighting these areas provides additional information for the recruiter to understand your qualifications for various positions and what’s important to you in a job. Because a recruiter may not currently have a position available, explaining your skills, training, and values in detail allows them to match you with jobs that become available in the future.
But Don’t Be Creepy Or Pushy
However, you also don’t want to swing too far in the opposite direction, which can quickly become creepy.
For example, I once got a cold email from a recruiter who claimed to be “my biggest fan” looking to “help me grow my career.” Reader, I had no idea who this person wasnor did I want help from them. Their too-familiar email was really off-putting, like someone at the next table over helping themselves to a bite of your food.
Instead of assuming that the person you’re emailing remembers you , Pavlou suggests being upfront in your initial email:
First of all, it’s a good idea to introduce yourself and your company and explain how you found out about your recipient. If you’re writing to a referral, mention your mutual connection. And, if you met in person at an event, remind them. If they applied to another role at your company in the past, mention how the new position seems like a better fit. Or, if you’ve never met them before, but their tweets caught your eye, tell them that’s why you’re contacting them. The more transparent you are about how you found them, the better.
The same goes for any follow-up emails you might send: be respectful, and try not to go overboard. It’s a fine line between staying on top of things and being pushy.
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What Tips Should You Know When Responding To A Recruiters Offer
Getting a job is no simple task. It doesnt matter whether youre looking online and sending your resume to every hiring manager or going from location to location.
Every recruiter you meet is an opportunity to get into a job if your qualifications fit the open position perfectly. However, you must keep these tips to memory when seeking this opportunity.
Reasons To Write An Email To A Recruiter
Applying for jobs is easy. But scoring that plum positionthe one lots of strong candidates are competing foris a challenge. A well-written letter can do a few things to highlight you as an applicant to watch.
- It shows that youre proactive. Recruiters want to see that youre truly interested in a position with their company and not just firing off résumés in hopes of getting a nibble.
- It demonstrates your written communication skills. The ability to put your thoughts into writing cleanly and clearly is an asset no matter what position you apply for.
- It sets you apart from the pack. Only the top 2% of candidates are considered for positions, and a well-crafted letter to a recruiter can help you stand out.
Theres another compelling reason to forge connections with recruiters: an estimated 70-80 percent of positions are not posted. If youre sitting around waiting for a position to appear on the job boards you frequent, you could be missing important opportunities. Being proactive can pay big dividends.
Template 5 Following Up After A Personal Conversation
Many jobseekers attend job fairs to get in touch with companies personally and speak with recruiters to get a better understanding of job prospects. Sometimes, a jobseeker leaves a very good impression on a recruiter and the recruiter offers their business card to them. This is your perfect opportunity to apply to the company for your desired position.
Subject: Name of Applicant Name of Position, Job Reference Number
Dear Mr./Ms. Last Name,
We spoke yesterday at the IT job fair in downtown San Francisco. We had an engaging conversation regarding your companys activities and I described how my goals align with those of your company. You even handed me your business card at the end of our conversation. I did some further research on your company and the positions available. The one that stood out to me is the one you actually suggested me to apply to robotics programmer.
As a quick reminder, I recently graduated with a Bachelor of Science degree in Mechatronics Engineering from the University of Cambridge. I now want to apply my skills in electronics and mechanics at a robotics company. As a robotics programmer, I can implement engineering concepts to design innovative and ingenious robots and electrical machines.
I have attached a cover letter, resume, and certificates for your consideration. Please take a moment to go through them.
Do You Have Time For A Chat
This question is usually not the prelude to a formal interview on the phone, and could be indicative of just about anything. That uncertainty could make you anxious, but take a deep breath.
The fact is that the company might want another interview, could have questions about your resume, or may simply want to hand down its decision on your application. You wonât know until you make time to chat with the recruiter.
Regardless, your response should be simple:
âHi , I appreciate you following up on our earlier contact. Would it be possible for us to talk , so if that works for you then let me know. Otherwise, Iâm open to other dates and times to meet your scheduling needs. Looking forward to speaking with you. Best, â
This response shows that youâre flexible, open, and accommodatingânot anxious or desperate!
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