How to Write a Message to a Hiring Manager?

message to hiring manager

Very often, we need to to write about something or the other via message or email to hiring manager. Unfortunately, a lot of us don’t even know how to start the letter, leave alone writing it fully.

Understandably, this could occur due to any reasons such as lack of experience or even inadequate vocabulary, diffidence or sometimes, coyness about writing such a letter.

If that’s indeed your case, stop worrying. Because in this article, I will be discussing about how to write a message to hiring manager for different reasons. This article will possibly give you fair answers on how to write an email to a hiring manager with confidence.

I’ll begin by explaining who is basically a hiring manager.

Definition of a Hiring Manager

Basically, a hiring manager is a Human Resources professional. They’re tasked with hiring new employees for the organization. Their role involves going through applications, shortlisting them, conducting or being part of an interview and making an offer to the selected candidates.

Often, hiring managers also have tasks such as accepting resignation letters and conducting exit interviews for persons leaving the organization. And in some cases, they’re also responsible for reviewing performances of staff, suggesting salary increases and perks for deserving employees.

As we can see, the role of a hiring manager is very complex and involves several tasks. That’s because no organization keeps hiring new people daily.

Hence, the term ‘hiring manager’ can refer loosely to anyone from a HR Manager to an Administration Manager still there are some differences between hiring managers and recruiters and both terms cannot be confused with one another.

Since the role involves a lot of tasks, let’s see the reasons why anyone would write to a hiring manager.

Reasons to Write to a Hiring Manager

There’re several reasons we may need to write to someone known as the ‘hiring manager’. Therefore, I will list the top reasons why most of us write a message to hiring manager.

  • To enquire whether they have a suitable vacancy.
  • Thanking for an interview call.
  • Expressing gratitude for hiring.
  • Turing down a job offer.
  • Resignation from a job.
  • Request to settle dues.
  • Gratitude for a promotion.
  • Thanking for an increment.

Other than these eight, there can be many more reasons to write a message to hiring manager such as inability to attend an interview at a given time and date and so on. Therefore, if you need to send a letter or a message to a hiring manage, here’re some ways to do so. I’m listing the different ways according to the reasons.

Writing a Message to Hiring Manager

If you wish to write a message or email to hiring manager and you don’t know how to find hiring manager email? Then don’t worry you can simply check the manager’s linked in profile and send a LinkedIn message to hiring manager. You can even look for sample LinkedIn message to hiring manager on internet to take a fair idea about writing it.

Writing a message to a hiring manager is very simple. However, we need to get a few basics in place before we actually get down to writing one. The first is to find out the name of the hiring manager or rather, the person who’s in charge of the hiring process. It would usually be the HR Manager.

Tips on How to Write a Message or Email to Hiring Manager

email to hiring manager

Get the name and the proper designation of the hiring manager. You’ll require them to write a message. Use the prefix Mr., or Ms., before writing the message.

Always start the letter or message by addressing the hiring manager with their name, designation and the name of the company.

Also include the full address of the company, unless you’re writing an email. Along with this, the below mentioned tips will save you from problems while writing a message or email to hiring manager.

1. Enquiring About a Vacancy

If you’re writing an email to hiring manager before applying for a suitable vacancy, mention so in the subject of your job interest email. The next step is to identify yourself. Highlight the role you’re playing and your experience along with educational qualifications. 

In the next para, ask the hiring manager if they have any suitable vacancy available for you at their organization.

You can take idea from the internet on how to write a job application email through various samples available online.

Write a bit about why you’re looking for a job at that organization. Whenever yousend a resume email, emphasize on the role you can play for the organization and how hiring you would benefit the employer.

2. Thanking for the Interview Call

Though it isn’t really necessary, some candidates thank the hiring manager for the interview call. If you’re among such candidates, a short message to the hiring manager would suffice. To write a Thank-You letter or email after interview, introduce yourself and give specific details such as when and where the interview was held.

Follow this up by expressing a few words of gratitude. Thank the hiring manager for giving you an opportunity to compete with other candidates on an equal ground to get the job. Also thank them for the time given by the interviewer and resources of the organization to conduct your interview.

3. Gratitude for Hiring

And if you’ve got the job, the best etiquette is to thank the concerned manager for hiring you. That’s because they found your candidature better than that of other jobseekers and have taken the risk of hiring you. Therefore, such a move definitely merits some gratitude.

You can introduce yourself, give the date of joining the organization and details of the designation. Thank the hiring manager for giving you the opportunity to work and trusting your academic qualifications, experience and skills.

End the message by stating you’re grateful for the job and would exert extra efforts to give the best to the employer.

4. Turing Down a Job Offer

Then there could be some occasions when we actually have to turn down a job offer due to some reason. It could be anything from lower pay to a better offer from another employer or even, retention by the present employer.

In such cases, it’s customary to send a message to the hiring manager saying you can’t join services of that employer.

Start the letter by introducing yourself, the post you were to join and the date of joining. Express regrets without giving any reasons, for your inability to take the job.

Also thank the hiring manager for the resources the company spent on interviewing you and the future expense on hiring someone else in your place.

5. Resignation from a Job

how to find hiring manager email

As I explain earlier, the hiring manager is usually a HR manager. Therefore, you will have to write your resignation letter also to this person. In such cases, you also have to serve the mandatory notice period to the employer.

Therefore, start this letter by introducing yourself and the date you joined the company. Also mention the designation you’re working on, so the hiring manager gets a clearer idea.

In the letter, you can simply mention that you’re resigning from the services of that organization, without assigning any reasons. However, add a sentence or two about the notice period.

Clearly mention that you’re serving them the notice for the stipulated period through the resignation letter in your message. And conclude the letter by requesting for your outstanding dues and asking them to designate someone to take charge of your work.

6. Request to Settle Dues

A request to settle dues isn’t made only at the time of resignation. You might have some dues pending with the employer. Therefore, you’ve to write to the hiring or HR manager to get the money.

In such cases, start the letter with a small introduction about yourself by mentioning your name and designation at the organization.

Clearly mention how much money the company owes you and cite the reasons for these dues explicitly.

That’s because the HR manager or hiring manager will usually forward your letter to the finance department to process your outstanding dues. Hence, they should be clear about the reasons you’re asking for such dues and how you’ve earned them.

7. Gratitude for Promotion

Obviously, a promotion is something to be happy about. And it’s also an occasion to thank the hiring or HR manager for giving you the promotion.

Though your seniors would have decided that you merit a promotion, it would be usually the HR manager that would finalize the formalities. Hence, they deserve some appreciation from you.

Open the letter by introducing yourself and proceed to thank the HR manager for facilitating your promotion. Thank them for giving you an opportunity to use and prove your skills at the organization, which led to the promotion. Assure them of your best services at the new, higher designation too.

8. Thanking for an Increment

how to email a hiring manager

And finally, thank your hiring manager or HR manager if you’ve been given a salary or wage and perks hike. That’s because an increment doesn’t come your way every day.

And the HR manager has some say in how much extra money the organization is willing to pay you for your services. Therefore, it’s best to thank them for such a consideration that makes you richer by some extra money.

Start by introducing yourself and mention your designation. Thank the hiring or HR manager for the increment, stating the amount and the day from which the increment goes into effect. Assure the hiring manager of your best services in future, adding that you look forward to more such increments based purely upon merit.

In Conclusion

There’re eight different reasons to write a message or email to a hiring manager. As a rule, never use a set template to write a message because the hiring manager will immediately know that you’ve picked up one from the Internet.

Instead, use your own words and be creative. Use the above guidelines but craft the message in your own words to ensure it’s original. These tips and suggestions will definitely help you to move on from the question of how to email a hiring manager with confidence.