Find and email the right hiring manager (with templates)

The recruiter is the gate-keeper, but the hiring manager is the decision maker.

Finding and engaging with the hiring manager for an open position will do wonders for a job seeker. Sometimes, it will move you past the screen and straight into the interview process.

Reach Out to the Right Person

The hiring manager for a role is typically who the new hire will report to. They are the ultimate decision maker, but finding them isn't always easy. Here are three steps to start:

1. Read the job description carefully. Sometimes, it will say something like "this role reports to the Director of Operations" or it will mention a specific team.
2. Use this information to do a quick LinkedIn search by title and company.
3. If this doesn't work, consult someone you know at the company. They may know who this role would report to.

If you end up asking a friend at the company for help, send along a short message like this:

Considering a job @ [Company Name]

Hi [Their Name],

I hope all is well! I saw the open position for [Position Title] and I'm super interested. Is there any chance you could tell me who the hiring manager is? I would love to look them up before applying for the role. 

Thank you,

[Your Name]

No matter which route you choose, it's important that you find the right hiring manager. Do not simply reach out to anyone with a management title-- they will likely ignore your email if it's not relevant to them. 

You Found the Hiring Manager, but Not Their Email

Look for the email

If you're confident you have the right hiring manager, email them quickly when the role opens and their attention is still on finding an employee. A hiring manager's job is not just to review applications-- they have a day job to attend to as well. Therefore, they're usually most engaged with hiring at the beginning and the end of the process:

• When the open position is posted, they want to attract the most job candidates.
• When the interview process is over, they make a final decision together with Human Resources.

With that in mind, finding their email quickly is an important step. Here's how to do it:

1. Check in obvious places like their LinkedIn and social media profiles (some folks will have an email listed on Twitter, for example).
2. Check on platforms like Clearbit and Hunter.io
3. Don't look for their email, and message them on LinkedIn instead.

Try giving them a call

If you're completely stuck, there's one more thing you can try: pick up that phone and call the company. I can't tell you how many job seekers have found success through a method like this. The best candidates will go out of their way for a competitive advantage. Plus, desperate times call for desperate measures, right?

This involves a bit of social engineering. Here's how to do it:

1. Get the name of someone who works on the right team
2. Call the general number and ask for them
3. When you're transferred, ask for the manager

Emailing the Hiring Manager

Once you have applied for the job, immediately send an email to the hiring manager. You should also send them thank you emails (and anyone on the hiring team for that matter) after the interviews are over.

Before you apply

[Role Name] on [Team Name]

Hello [Hiring Manager Name],

I am interested in the [Role Name] opening on [Team Name]. I've been following the team's work for awhile and I'm particularly impressed with [a team accomplishment or innovation]. This role is at the top of my job search.

​I'm currently a [Current Position] at [Current Company] working on very similar problems at scale. My experience will directly impact [Team Project] in particular and I'd love the chance to explore that.

I am attaching my resume for your consideration. I would love to schedule a job interview if you're still considering candidates.

Kind regards,

[Your Name]

When you just applied

Application for [Role Name]

Hi [Hiring Manager Name],

I saw a post for an open position on your team and applied right away. I am consistently inspired by what your team does and I'm currently working on similar products at [Current Company]. I'd love to be considered for the role and wanted to introduce myself directly.

Thank you for your time,

[Your Name]

When you cleared the phone interview

Just interviewed for [Role Name]

Hi [Hiring Manager Name],

I am one of the folks interviewing for [Role Name] and I was told it would report to you. It was such a pleasure meeting with the team so far and I just wanted to reach out directly and introduce myself. I'm looking forward to connecting.

(attach resume)

Thank you for your time,

[Your Name]

When you finished the interview process

Thank you!

Hi [Hiring Manager Name],

I just heard from [Relevant Party] that you've made a hiring decision and I got a job offer. I wanted to personally reach out and thank you, and the rest of the hiring team, for the opportunity. I can't wait to join and I'm really looking forward to coming on board. I'm already in touch with the HR manager regarding logistics.

Looking forward to working together,

[Your Name]