Job Search Email 101: How to write a introduction, thank you, and follow-up emails to recruiters [With Email Templates]
Rene Cheng
Job Search Email 101: How to write a introduction, thank you, and follow-up emails to recruiters [With Email Templates]
Emails seem to have become one of the primary sources of communication within the job searching process. Aidan Cole, the Co-Founder of HIDE, says that these introductions, thank you, and follow-up emails can help an applicant stand out in front of the crowd. You may have heard from career coaches, and LinkedIn experts rave about the importance of emails. Then, what tactics do you need to know to send a formal, professional, attractive introduction, thank you, and follow-up emails to recruiters? In this article, we will be going through each of these emails to help you prep for your job search and ultimately land you a job. 

There are certain things that job seekers should consider to increase the chance of success through email. Personalization is one of the essential parts of an email, especially when you are making an introduction. You don’t want to seem like you are doing a mass email campaign. Although the chances of success improve with more attempts, these attempts have to be quality attempts; that’s why the importance of customization and personalization comes into play in each of these emails. 
Introduction Email 
Now, let’s assume that you have no idea who this recruiter is, and you just so happen to find them on LinkedIn or through JobSeer’s recruiter contact finder. Your first outreach is super critical as it leads to whether your email will be ignored or not. The main question you will need to ask yourself before sending this introductory email is, “Why does the recruiter have to care about me, and why do I fit into the position they are recruiting for?” 

Let’s talk about the role of a recruiter. They are the ones who find, source, screen and attract applicants to the open position at their company. So, if they are responsible for looking for talent, how do your qualifications and experiences match the talent they are looking for? 

Since it is hard to impress a recruiter without a face-to-face interaction, the wordings in your email become critical. Through your choice of words, the employer will try and ascertain your personality from your first correspondence with them, says Patti Naiser, the Founder of Senior Home Transition. Jessica Glazer, the Strategic Recruitment Director at MindHR, said an introduction email should be super simple and includes the following: 

1. What do you do?
2. What do you want to do? 
3. Is there a specific job or company you want to work for that you haven’t applied to yet as an extra touch? 
4. A signature and thank them in advance 

Tip: Keep it to 3-5 sentences MAX because no one likes to read a paragraph about you. 
Here’s a template provided by Joe Wilson, the Senior Employment Advisor at MintResume
Hi there, 

I hope you are doing well. I am John Smith, and I am currently in the [current position if avaliable] at [current company if available]. I am applying for the HR Officer position at [company you are applying for]. My years of experience handling different HR facets such as Recruitment, Employee Relations, and Training and Development have prepared me well for this role.
I would love to have a chance to speak with you more about this position you are recruiting for. You can contact me through (contact details) to present more of my skills and qualifications.

[Your Name & Contact info]
[Current Position] 

Thank You Email
Let’s assume that the recruiters responded and set up an interview with you. Be sure to prepare for your interview with loaded questions because it shows the interviewer that you are prepared and eager to learn more about this opportunity. 

Now it is time to send them a thank you note, and it is best to send it within 24 hours after your interview. Remember that not everyone is entitled to an interview. Hence, the best way to show gratitude to your recruiter is by appreciating their time to spare an interview with you, said Lucas Travis, the Founder of Inboard Skate
Tip: Mention in your email that whatever the result is, you will always be thankful for the things you have learned in that small talk you had. 
You may also use this opportunity to ask for feedback about your interview! For example, you may thank the recruiter and let them know that you would like to use this experience to grow yourself as an individual and in your career; therefore, feedback is highly appreciated. 

Patti Naiser says here are some points you should point out in your thank you note: 
1. Any factors that you found interesting in the interview process 
2. Something that you learned 
3. How excited you are for the opportunity 
4. Remind them why you will be a good fit for the position 
5. Ask additional questions if you thought of after the interview 

Here is a template: 
Hi [Recruiter name], 
Thank you so much for allowing me to speak with you regarding the [position name] at [company name]. It was great to meet you and learn more about [company name]’s culture and the role. 

After learning more about your experience and the company through our conversation, I am confident that my experiences in [field] will fill the job requirements effectively. With the company’s missions and values you shared with me, I could bring valuable knowledge and contribution to support its vision.  

I am super excited about this opportunity and looking forward to hearing back from you. I once again thank you for your time in meeting with me, and I appreciate your consideration. If there is anything else I could provide to help you determine if I am a good fit, please feel free to contact me. 
Thank you, 
[Your name & contact info]

Follow-Up Email 
If the recruiter or the hiring manager hasn’t gotten back to you, now is the time to remind them who you are. Again, your follow-up email should be concise. Robert Gates, Founder and Chief Editor of Archery Topic, says that sending a lengthy follow-up email will only end up sounding a bit too desperate. 
Tip: The key here is to ensure that you keep yourself on top of the interview’s mind. 
One of the best ways is to include work samples or something you didn’t mention during the interview in your follow-up emails. Robert speaks from his personal experience, “I immediately send a concise but informative email. It contains additional information that I haven’t mention during the interview and attached samples of my work. And to my surprise, I got a reply a day after sending that follow-up email confirming that I got the job.” 

It is essential to understand that a great follow-up makes a difference in having a chance to get hired, so don’t let this opportunity slip through because of one email. Many recruiters also say that follow-up emails show them the applicant has a good attitude and is driven to succeeding. 

Here is a template: 

Hi [Recruiter name], 

I hope this email finds you well. This is [your name]. I spoke with [hiring manager] regarding the position of [position title] last week. I would like to kindly ask about the decision timeline as I am very interested in this position at [company].

I am determined to bring my valuable knowledge in [specific skills and experience] to help the team [any profit or goals they have in the company]. 

Please let me know if you need any details to help you determine if I am a good fit for the role or any work samples. I am looking forward to hearing back from you and sharing my thoughts on how to help with your upcoming challenges. Thank you for your time and consideration! 

[Your Name & Contact info]

So, here is it! Emailing has become such a massive role in the job search process. To successfully land a job, job seekers should start with an introduction email, followed by a thank you note and a follow-up email whenever necessary. Send a well-written, and informative email could be an advantage in the job searching process because it shows that you are a professional and sincere applicant. Don’t let your chances slip away from your hands! Your next opportunity starts here from emailing. Find the right person to speak to within a company by using JobSeer’s Contact Finder.

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