Message for Hiring Manager: How to Write It Effectively in 2026

When applying for a job, your resume and cover letter are essential. But often, an extra step can make all the difference sending a personalized message for the hiring manager. This short communication helps you stand out from hundreds of applicants by directly addressing the decision-maker.

In this article, we’ll cover why sending a note matters, tips on how to contact the hiring manager, what to include in a professional note to the hiring manager, and provide sample messages for job application examples you can adapt for your own use.

Key Points:

• Sending a personalized message helps you stand out beyond your resume and cover letter

• A message introduces you personally, builds connection, and increases your chances of being noticed

• Contact hiring managers via email, LinkedIn, networking, or job portal message boxes

• A good message is clear, professional, personalized, and concise

• Include greeting, introduction, value statement, interest in the company, and call to action

• Sample messages can be professional & direct, friendly & engaging, or concise & polite

• Appreciation messages show gratitude after application or interview

• Personalize each message and highlight what you bring, not just what you want

• Proofread carefully and maintain a professional, approachable tone

• Avoid generic templates, sounding desperate, overly casual language, sending multiple messages, or skipping company research

• A thoughtful, tailored message demonstrates professionalism, communication skills, and initiative

Why Write a Message for a Hiring Manager?

Recruiters and hiring managers deal with countless resumes daily. A tailored message does three things:

1. Introduces You Personally – Goes beyond a resume by showing initiative.
2. Builds Connection – Demonstrates genuine interest in the company.
3. Boosts Chances – Increases visibility, especially if the role has many applicants.

A well-written message for a hiring manager is often the deciding factor in getting shortlisted.

Also Read:Signs Your Interview Went Bad: How to Spot the Red Flags

Why should you write an email directly to a hiring manager?

When applying for a job, most candidates focus on sending a resume and cover letter. However, reaching out directly to a hiring manager via email can make a strong impression. Here are the main reasons to write an email to a hiring manager directly:

• Stand Out from the Crowd – Many applicants only submit resumes through job portals. A direct email puts you in front of the decision-maker.

• Show Initiative – Contacting the hiring manager demonstrates proactiveness and genuine interest in the role.

• Build a Personal Connection – A personalized message helps create a professional relationship and makes your application memorable.

• Clarify Your Fit for the Role – You can briefly highlight your skills, experience, and why you are a good match for the position.

• Get Faster Responses – Reaching out directly can speed up communication compared to standard application channels.

• Express Enthusiasm for the Company – A direct message allows you to mention what excites you about the company or its projects.

• Address Specific Questions – You can ask about the hiring process, role expectations, or any clarifications before submitting your application.

Writing a concise, professional, and personalized email to a hiring manager can increase your chances of being noticed and improve the likelihood of landing an interview.

Also Read:How to Write LinkedIn Profile in Resume

How to Contact Hiring Manager

The first step is figuring out how to contact the hiring manager. There are several ways:

• Email – The most professional method. Look for the manager’s email on the job posting, company website, or LinkedIn.
• LinkedIn Message – If you can’t find an email, connect and send a polite LinkedIn note.
• Networking – Mutual connections can introduce you directly.
• Job Application Portals – Some platforms allow a message box when submitting your CV.

💡 Tip: Always double-check the spelling of the hiring manager’s name and job title before reaching out.

What is a good message for recruiting?

A good message for recruiting is a clear, professional, and personalized note that introduces yourself, highlights relevant skills or experience, and expresses interest in the role while inviting further conversation.

When reaching out to recruiters, your message should be concise, polite, and tailored to the specific role or company. Start with a professional greeting, mention how you found the job or why you’re interested in the company, and briefly highlight your key qualifications.

End with a call to action, such as requesting a call, an interview, or more information about the hiring process.

Using sample recruiter messages shared by Sound CV can help you structure your approach and stand out in a competitive job market. Personalization, clarity, and respect for the recruiter’s time are key.

Also Read:Good CV Examples for Your First Job

Sample Messages for Hiring Manager

Professional & Direct:

Hi [Recruiter Name], I came across the [Job Title] position at [Company Name] and am very interested. With [X years] of experience in [Field], I believe my skills align well with the role. I’d love the opportunity to discuss how I can contribute to your team.

Friendly & Engaging:

Hello [Recruiter Name], I hope you’re doing well. I’m excited about the [Job Title] role at [Company Name]. My experience in [Field/Skill] makes me confident I can add value to your team. Would you be open to a brief call to discuss?

Concise & Polite:

Dear [Recruiter Name], I’m reaching out regarding the [Job Title] position at [Company Name]. I have [X years] of relevant experience and would appreciate the opportunity to discuss how I can contribute.

By following these examples from Sound CV, you can craft a recruiter message that is professional, effective, and increases your chances of landing an interview.

Also Read:Resume Summary for Freshers with Best Examples

What to Include in a Professional Note to Hiring Manager

Your professional note to the hiring manager should be short but powerful. Focus on these elements:

1. Greeting – Address them by name if possible. (“Dear Mr. Smith” or “Hello Ms. Johnson”).
2. Introduction – Who you are and what role you’re applying for.
3. Value Statement – A quick summary of your skills or achievements relevant to the role.
4. Interest in the Company – Show that you’ve researched their organization.
5. Call to Action – Politely express hope for further discussion or interview. Keep it under 200 words for maximum impact.

Sample Message for Job Application

Here are some ready-to-use sample message for job application examples:

Example 1: Email to Hiring Manager

Subject: Application for Marketing Associate Role – [Your Name]

Dear [Hiring Manager’s Name],

I am writing to express my interest in the Marketing Associate position listed on your careers page. With 2 years of experience in digital campaigns and social media management, I have successfully increased brand visibility and engagement for previous employers.

I admire [Company Name] for its innovative approach to digital marketing, and I would be thrilled to contribute my skills in campaign strategy and analytics to your team. Please find my resume attached for your review.

Thank you for your time and consideration. I look forward to the opportunity to discuss how my background aligns with your goals.

Sincerely,

[Your Full Name]

Example 2: LinkedIn Connection Message

Hello [Hiring Manager’s Name],

I came across the [Job Title] role at [Company] and was impressed by the company’s growth in [industry/field]. I would love to learn more about this opportunity and how my background in [your expertise] can contribute. Looking forward to connecting!

Example 3: Short Follow-Up Message

Dear [Hiring Manager’s Name],

I recently applied for the [Job Title] position and wanted to follow up with my sincere interest. With my background in [specific skills], I am confident in my ability to contribute to [Company’s goal]. I would appreciate the chance to discuss this further.

These sample messages for job application options give you templates to adapt based on the situation.

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What Is an Appreciation Message for a Hiring Manager?

An appreciation message for a hiring manager is a short, polite note you send to thank them for reviewing your job application, interviewing you, or giving helpful feedback. It shows professionalism, respect, and enthusiasm for the role.

Best Appreciation Message for Hiring Manager

Dear [Hiring Manager’s Name],

Thank you for taking the time to review my application and consider me for the position. I truly appreciate the opportunity and your support throughout the hiring process. I value your time and look forward to the possibility of contributing to your team.

Warm regards,

[Your Name]

Also Read:Skills in Resume for Freshers with No Experience

Tips for Writing the Best Message for Hiring Manager

1. Personalize It – Avoid generic phrases. Mention the company or specific role.
2. Be Concise – A long message risks being ignored. Stick to key points.
3. Highlight Value – Focus on what you bring, not just what you want.
4. Proofread Carefully – Typos or mistakes can hurt your chances.
5. Maintain Professional Tone – Keep it formal but approachable.

Remember: The best message for a hiring manager is professional, tailored, and easy to read.

Mistakes to Avoid When Sending Message to Hiring Manager

• Using Generic Templates – Hiring managers can spot copy-paste messages instantly.
• Sounding Desperate – Avoid phrases like “I’ll take any role.”
• Overly Casual Language – Keep greetings and tone professional.
• Sending Without Research – Know the company’s values and goals first.
• Spamming Multiple Messages – One well-crafted note is enough.

By avoiding these, your professional note to the hiring manager feels genuine and polished.

Conclusion

Crafting a well-written message for the hiring manager can significantly improve your job application success. By learning how to contact the hiring manager effectively and sending a concise, tailored professional note, you stand out from the competition.

Using the sample message for job application examples shared by Sound CV, you can confidently approach recruiters and hiring managers, building a personal connection that increases your chances of landing an interview.

Remember: A thoughtful message doesn’t just showcase your interest in the role it demonstrates professionalism, communication skills, and initiative.