When a recruiter reaches out to you for a possible job opportunity, you definitely don’t want to miss the chance, especially if you’re interested in the job position being offered.
Time ticks away, so you will need to give them a reply soon. But what if writing a response is proving to be more difficult than expected?
Start with these 8 templates, shared by experts, to help you respond to recruiter email if you are interested in the job.
Table of Contents
- Don’t wait too long to respond
- Include your resume
- Saying thanks always goes a long way
- Schedule with the recruiter
- Be cautious
- Use your personal email
- Be diligent
- If a recruiter wants to schedule a phone or in-person interview
- If a recruiter calls to offer a position
- Quickly review before anything else
- Give a professional response
- Keep it short and natural
- Show enthusiasm in your email
- First and foremost, don’t leave the recruiter guessing
- Highlight your suitability
- Schedule a meeting
- Lastly, sign off professionally and positively
- Let the email response dictate what you need to do
- Be polite
- Ask questions
- Don’t worry
- Frequently Asked Questions
- Is It Okay to Negotiate the Salary or Benefits in My Response to the Recruiter’s Email?
- How Do I Handle Multiple Emails From Recruiters for Different Job Openings?
- How Can I Follow Up With the Recruiter After Sending My Email Response?
- What Common Mistakes Should You Avoid When Responding to a Recruiter’s Email?
CEO, Kada Recruiting
When advising people on responding to recruiter emails, there are a few key points to keep in mind.
Don’t wait too long to respond
Many times recruiters are sending out 100s of emails at a time, and their calendars will book up quickly. Keep your response brief and simple.
Here’s a great response I received recently to someone that I had reached out to after reviewing his online portfolio that included his email address. In my email, I also added a scheduling link:
Thank you for reaching out. I don’t believe that we’ve been in touch before, so it’s great to connect.
I’ve set-up an appointment to chat with you during the second half of next week. Also, I’ve attached a copy of my latest resume so that you can learn more about me.
I look forward to speaking with you.
Related: How to Reach out to a Recruiter
Include your resume
A recruiter may reach out to you based on your online presence (social channels, LinkedIn profile, events you’ve attended), and thus they may not have your full resume. I recommend attaching a resume to your response. Also, be sure to include your phone number as well.
Saying thanks always goes a long way
A simple, “Thank you for reaching out” shows that you appreciate their efforts in finding you and leaves a positive impression for your first interaction.
Schedule with the recruiter
If a recruiter requests a call, go ahead and provide some time frames that work for you. Even if the recruiter simply says, “I’d like to connect” without specifying when, by giving them times that work, you’re saving a step in the process and hopefully getting on the phone with them even sooner.
Many times a recruiter will include a scheduling link in their communication and ask that you set up a time. I recommend selecting a time first, and then in your response, let the recruiter know that you have already set the time up on the calendar.
Founder & Executive Director, Professionals In Transition
If you are approached by a Recruiter Email, respond with caution (especially if you are already happy in your current job)
Use your personal email
Be sure to respond through your personal email and not use the companies online system for any communication with recruiters. This is because you don’t know who is monitoring your email activity or internet history in your IT department.
Also, you may not know the type of activity reports your boss routinely receives about you.
If you are out of work, most people find that recruiters play a small part in their job search. Although, in some industries like IT, recruiters may play a significant role.
However, I always remind members of Professionals In Transition that recruiters work for their client companies, not for them.
If your initial contact eventually leads to an interview, be diligent about what information the recruiter shared with potential employers. Ask to see what information they have sent before you interview with a client company.
With all of the above in mind, my first email would be short and sweet:
Thank you for sharing with me the _________ position. Please call me at ____________
so that we can discuss this opportunity further.
A few things to think about:
- They are going to expect you to reveal your salary. Always ask for the salary range and choose the top number and say, “that would be a great place to begin.”
- Ask lots of questions.
- Document your conversations by sending an email summarizing your discussion. Do this every time you talk to the recruiter.
- Finally, understand that (in most cases), HR released the position to multiple recruiters. They compete against each other to fill the same position. This means there are multiple candidates from multiple recruiters competing against each other for the same job.
How to respond to a recruiter can vary depending on a reason why they’re sending their email. Luckily, there are just a few options: either they fond you online and would like to invite you to an interview, or they’re following up to discuss a final job offer.
Whatever the case is, it’s crucial to answer appropriately to it.
If a recruiter wants to schedule a phone or in-person interview
The best way to respond is:
Hello (insert name),
Thank you for reaching out! I would love to discuss this with you (in-person/over the phone). I’m available (insert time slots). Please let me know if any of those slots work for you.
If a recruiter calls to offer a position
You should answer like this:
First, I would like to thank you for considering me for the position. I’m available to chat with you (insert time slot). Please, let me know if these time slots work for you to set the meeting up.
Talent Acquisition Manager, PrimePay
Being a recruiter, I receive all sorts of responses to my LinkedIn messages or regular emails. Some responses consist of just one-word answers or complete run-on sentences. Others are extremely detailed.
Quickly review before anything else
Before responding to a recruiter, quickly review the company and position they presented to you to see if it is something that you would be interested in. Always respond, no matter what your answer would be.
If you are not interested, make sure to thank them for reaching out and their interests in you but that the specific role or industry is something that you are not interested in. If you do this, you will keep professional lines of communication opened, and it allows you to reach back out down the line if something does grab your attention!
Give a professional response
If you are interested in the position in the company, make sure to respond professionally, and not to treat it as if it were a text message. Make sure to professionally greet the recruiter by using a salutation and thank them for reaching out.
Show your excitement and interest in the opportunity by stating what you know about the company and role already. Make sure to answer all the questions that the recruiter asks. Also, attach a copy of your resume to the email or message.
Finally, conclude your message or email back thanking them for their time and that you look forward to their response. Include your direct contact information in your signature.
Here is an example:
Good Morning [Name],
Happy Monday! Thank you so much for reaching out. I have heard about PrimePay, and excited that you have reached out! Yes, I would love to hear more about the opportunity PrimePay has available.
As for the availability for an interview: Today until 11 am PST Tues 8/28: 1:30 PST Wed 8/29 (I’ll be on the road, but can speak): 10:30 am PST Do one of these times work?
Thanks again, [Name], and I look forward to speaking!
Career Expert, Resumelab
No matter if you are actively looking for a job or happy with your current work, being hunted down by a recruiter is a nice confidence boost. It means your profile impressed someone out there enough to try to get you to come play with.
Now, if you are interested in the job, this is your moment to make a good first impression.
This particular moment of the recruitment process is not for you to try to sell yourself. The recruiter wants to know only two things: if you are interested in the opportunity, and if so, when can you meet or speak.
Keep it short and natural
It’s important then that your message in reply is short, clear, conveys appreciation for the opportunity, and includes your full contact information. If this is your dream-come-true opportunity, add a line that will help you connect with a recruiter. But again, make it natural. Don’t exaggerate with excitement or try to impress the recruiter at all costs.
Try something along the lines:
Thank you for reaching out! This looks like a great opportunity, and I would certainly like to meet with you to discuss the details and learn more about the job.
(Your company) has been on my radar for a while and I’m impressed with (things that company does), it would be great to be a part of that and see how my skills and experience could benefit your (company/ team).
You can reach me directly at (e-mail address and/or phone number).
Looking forward to connecting and again, thank you for the opportunity.
Writer | Editor | Marketing Manager | Career Expert, Zipjob
Here is a sample email I recommend when responding to a recruiter:
Thanks for reaching out! I’m interested in learning more about the opportunity you mentioned. As a [job title] with [number of years of experience], I am currently interested in applying my skill and experience to a new business challenge. What information do you need from me?
Sign off with your full name, number, email, and possibly a link to your LinkedIn profile if it seems relevant.
Don’t attach your resume unless they ask for it; ideally, only submit a resume after you have reviewed a specific job description so you can include the keywords and metrics most likely to impress.
This is a general template, but it does assume the recruiter reached out first and didn’t make a specific ask.
Career Development Manager, MintResume
Show enthusiasm in your email
If interested in the job, you should show your eagerness and enthusiasm about it in the email.
You may write something like:
Dear [Recruiter’s Name],
Thank you for reaching out about this job. It sounds like a great opportunity and aligns with where I’d like to take my career. I’m eager to learn more.
As you may have seen on my CV, I have X years of experience in this field. I’ve been consistently committed to [specific goal or skill related to the new job]. In my current role at ABC Company, I recently [any remarkable accomplishment that relates to the new role].
Could we schedule some time to discuss this opportunity in more detail? I’d welcome the opportunity to learn more about the role and share how my skills and experiences would benefit [name of potential employer].
I’m available to talk by phone on [mention dates and times you’re available]. I look forward to discussing further with you.
Senior Vice President, Nigel Frank International
There’s a whole host of reasons why striking the right tone when responding to recruitment emails is important, especially if the email in question could potentially result in your next job.
First and foremost, don’t leave the recruiter guessing
A courteous “thanks for your email” as an opener is fine, but ideally, you should outline your interest in the opportunity as high up in your response as possible. By leading with a reply that indicates your interest, the recruiter is left in no doubt. You’ve made your intentions clear, and that helps to shine a positive light on the rest of your response.
Highlight your suitability
Spend the following paragraph or two outlining your suitability for the role. Delve into your CV to highlight relevant experience, but also use solid, working examples to back up your claims. Recall a couple of key components from previous jobs that match the opportunity in front of you.
At this point, it’s safe to assume that the recruiter has already cast their eye over your experience and deemed you a capable candidate, so be wary of pasting wholesale content directly from your CV.
Schedule a meeting
Demonstrate your interest by offering to schedule a telephone or Skype call soon, or better still, make an effort to pencil in a face-to-face meeting if your location allows it. This not only cements your enthusiasm for the proposed position but also lets the recruitment company know a bit more about how serious you are.
Lastly, sign off professionally and positively
Thank the sender once more before making sure they have all of the relevant means to contact you. Point them in the direction of your LinkedIn profile or your online portfolio, and always leave the door ajar for any further questions or queries.
Finance Expert & CMO, LetMeBank
Let the email response dictate what you need to do
If they’re sending an email, chances are they’re already interested. This means half the battle is over. And it also means you don’t need to respond with an overly long email in return.
- They know who you are.
- They have your resume.
- If they need more information, they’ll ask for it.
What this all comes down to is this: Let the email dictate what you need to do.
If they need an updated resume, thank them for getting a hold of you and happily send it along. Encourage them to let you know if they need anything additional.
If they’d like to set up an interview, thank them for reaching out and let them know what times you’re available to speak.
Your response doesn’t need to be complicated, and chances are, they don’t want it to be complicated. Their initial email says they’re interested. Your response tells them you are.
Director of Marketing and Communications, Truck Driver Institute
For a lot of our students, communication with recruiters can be a little nerve-wracking. To make the process easier, I recommend that job seekers be open to all possibilities, ask questions when needed, and consider whether or not potential jobs are a good fit for them.
Recruiters are usually screening qualified candidates so that employers can speed up the hiring process, so working with recruiters can get you one step closer to you getting a great job.
If you’re feeling nervous about emailing to a recruiter, here are some tips to make the process smoother:
Even if you’re not interested in a position, take the time to respond and let the recruiter know what types of opportunities you’re looking for. They might be looking to fill other jobs that are closer to what you want.
Think of interviews as an opportunity to learn more about the company that you could be working for. If you have questions about qualifications, duties, or salary, don’t hesitate to ask.
A recruiter’s job is to see whether or not candidates will be a good fit for a more in-depth interview. If you don’t get a full interview, don’t worry. Ask the recruiter to keep you in mind for other positions they think you might be right for.
Frequently Asked Questions
Is It Okay to Negotiate the Salary or Benefits in My Response to the Recruiter’s Email?
Negotiating salary and benefits is an important aspect of the job search, but it’s best to wait until the end of the hiring process to have such conversations.
In your initial response to the recruiter’s email, you should focus on expressing your interest in the opportunity and highlighting your qualifications for the job.
Wait until you have had a chance to learn more about the company and the position, and until you’ve received a formal job offer, to negotiate salary and benefits.
When you negotiate, be professional, respectful, and prepared to justify your request for a higher salary or certain benefits.
Remember that salary and benefits negotiation is a give-and-take process, and be open to finding a mutually beneficial solution.
Salary and benefits negotiations can be tricky, but if done right, they can result in a better overall package for you.
How Do I Handle Multiple Emails From Recruiters for Different Job Openings?
If you receive multiple emails from recruiters for different job openings, it can be a good problem to have, but you must handle them in a professional and organized manner.
• Respond promptly to each recruiter expressing interest in the position and thanking them for contacting you.
• Keep track of each offer, including the company, job description, and any important details or deadlines.
• Prioritize the job offers you’re most interested in and make sure to reach out to recruiters as needed.
• Be respectful and professional when turning down offers you’re not interested in, and give the recruiter feedback that might be useful to them.
Dealing with multiple emails from recruiters for different job openings can be a complex process, but being organized and professional will increase your chances of finding your ideal job.
How Can I Follow Up With the Recruiter After Sending My Email Response?
Following up with the recruiter after sending your email response will keep you top of mind and increase your chances of landing the job.
• Wait for a response from the recruiter before reaching out, so they have enough time to review your reply.
• If you have yet to hear back from the recruiter(s) within a reasonable amount of time, send another email to inquire about the status of your application.
• Be polite and professional when following up, and avoid any negative or intrusive language.
• Offer to provide additional information or answer questions the recruiter may have.
• Close your follow-up email by reiterating your interest in the position and your availability for a call or interview.
Following up with the recruiter after sending your response to the email will keep you top of mind and increase your chances of landing the job.
What Common Mistakes Should You Avoid When Responding to a Recruiter’s Email?
When responding to a recruiter’s email, it’s important to avoid common mistakes that can negatively impact your chances of landing the job.
Failing to respond promptly: Recruiters receive many responses to their emails, and a prompt response can show your interest and enthusiasm for the opportunity.
Not reading the job description carefully: Read the job description carefully to ensure that you understand the requirements and expectations of the position.
Sending a generic response: Tailoring your response to the recruiter’s email can help you stand out from other applicants and show interest in the position.
Neglecting to proofread: By proofreading your response to the recruiter’s email, you can avoid mistakes that can negatively impact your image.
Being negative or unprofessional: A positive and professional tone in your response to the recruiter’s email can help you build a strong relationship with the recruiter and increase your chances of landing the job.
By avoiding these common mistakes, you can increase your chances of making a positive impression and landing your ideal job.
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