NextChapter

How to email a recruiter: a short note that gets a reply

A good email to a recruiter is short: say which role or kind of role you want, give two or three lines that prove you fit, and make the next step easy. Keep it under 120 words, send it to a recruiter who works in your field, and attach your résumé. Follow up once after a week.

By Last updated

What a recruiter wants to see

  • The kind of role you are targeting, in the recruiter’s language.
  • Two or three facts that show fit: level, industry, a result and a scale.
  • Location, work arrangement and, if you are comfortable, a pay range.
  • Your résumé attached and your LinkedIn link.

A template

Subject: Finance director, SaaS, open to roles in Chicago or remote

Hi [Name], I saw that you place finance leaders in software. I am a finance director with 12 years in SaaS who led a team of 15 and a $40 million budget, and I took forecast accuracy to within 2%. I am looking for a VP or director role at a growth-stage company, in Chicago or remote. My résumé is attached. Would you have 15 minutes this week or next? Thank you, [Your name], [phone], [LinkedIn]

Find the right recruiter

  • Search LinkedIn for recruiters who post roles like yours, or who work at companies you target.
  • Look at the recruiter’s recent postings to see their specialty.
  • For senior roles, use a search firm that covers your industry.

LinkedIn message version

Keep it to three or four sentences: who you are, the role you want, one proof point and the ask. “Hi Dana, I lead supply chain for a $300M manufacturer and I am looking for a VP role in the Midwest. I saw you recruit in this space. Could I send you my résumé?”

Follow up, once

If there is no reply in five to seven business days, send one short follow-up that restates the role you want. Then move on. Do not send the same note to many recruiters at one firm.

Frequently asked questions

How do I email a recruiter?

Keep it under 120 words: the role you want, two or three facts that prove fit, your location and an ask for a short call. Attach your résumé.

What do I say in a message to a recruiter on LinkedIn?

Who you are, the kind of role you want, one result and a simple ask, in three or four sentences.

How long should I wait before following up with a recruiter?

About five to seven business days, once. After that, move on.

Should I include salary expectations in an email to a recruiter?

You can give a range if you are comfortable. It saves both sides time, but it is not required in the first note.

Free tools for this

Get the résumé ready first

Check your résumé free before you send it to anyone.

Check my résumé