How to Email a Recruiter (With 18 Sample Emails)

To email a recruiter, use a clear subject line with your name and the job title, introduce yourself in one sentence, and explain in two or three sentences why you're a strong fit. Attach your resume, then close with a specific next step, such as asking for a short call. Keep the whole email under about 200 words.

Below is a quick template you can copy, a step-by-step guide, and 18 sample emails to recruiters for every stage of the job search, from your first message to accepting an offer.

Quick template: email to a recruiter with your resume

Use this when you're reaching out about a specific open role.

Subject: [Your name]: [Job title] application

Hi [Recruiter's name],

I'm a [your current role] with [number] years of experience in [field or industry], and I'm reaching out about the [job title] opening at [company].

In my current role at [company], I [one specific, relevant achievement]. I'd bring that same [skill or strength] to your team, especially for [requirement from the job posting].

I've attached my resume. Would you have 15 minutes this week or next to talk about whether my background fits what you're looking for?

Best regards,
[Your full name]
[Phone number]
[LinkedIn URL]

In-house recruiters vs agency recruiters

Who you're writing to changes what you should say.

How to write an email to a recruiter

1. Write a clear subject line

Recruiters search their inbox by name and job title, so put both in the subject line. Skip clever phrasing. These work well:

• "[Your name]: Application for [job title]"
• "[Job title] role: [Your name], [years] years in [field]"
• "Referred by [mutual contact's name]: [Your name]"
• "Following up on my [job title] application"
• "Great meeting you at [event name]"

2. Start with a professional greeting

Use the recruiter's name: "Hi [Name]," or "Dear [Name],". "Hi" is fine for most recruiters; use "Dear" for more formal industries such as law, finance, or government. Avoid "To whom it may concern" when you can find the recruiter's name. If you need help tracking it down, LinkedIn is usually the fastest place to look.

3. Introduce yourself in one sentence

Say who you are and why you're writing. For example: "I'm a registered nurse with five years in pediatric care, and I'm reaching out about your Charge Nurse opening." For more ways to open, see our guide on how to introduce yourself in an email.

4. Show why you fit, with one specific example

Don't repeat your resume. Pick one or two achievements that match the job posting and state them plainly. "I led a team of six that launched our mobile app" is stronger than "I'm a hard worker with strong leadership skills."

5. Make it easy for them

Attach your resume as a PDF with a clear file name, such as "FirstName-LastName-Resume.pdf." Add your LinkedIn profile or portfolio link if it's relevant. For more on attachments and formatting, see our guide on how to email a resume.

6. Ask for a clear next step

End with a specific request, such as a 15-minute call, rather than "I hope to hear from you." Then thank them and sign off with your full name, phone number, and LinkedIn URL.

Tone tips

• Stay professional. Unless the recruiter writes casually first, keep a formal email tone: full sentences, no slang, and no emojis.
• Be confident, not pushy. "I'd welcome the chance to talk" works better than "I'm the perfect candidate."
• Keep it short. If your email takes more than a minute to read, cut it down.
• Proofread. Check the recruiter's name, the company name, and the job title. These are the most common mistakes.

How to start an email to a recruiter: opening lines

Your first sentence should tell the recruiter who you are and why you're writing. Here are openings for common situations:

• "I'm a [job title] with [number] years of experience in [industry], and I'm interested in your [job title] opening."
• "[Mutual contact] suggested I reach out to you about opportunities on the [team name] team."
• "It was great speaking with you at [event] on [day] about [topic]."
• "Thank you for reaching out about the [job title] role. I'd like to learn more."
• "I applied for the [job title] position on [date] and wanted to share a bit more about my background."

18 sample emails to recruiters

Each sample below is ready to copy. Replace everything in [square brackets] and keep the parts that fit your situation.

Reaching out to a recruiter

1. Sample email to send your resume to a recruiter

Use this when you're applying for a specific posted role and want to reach the recruiter directly.

Subject: [Your name]: Application for [job title]

Hi [Recruiter's name],

I recently applied for the [job title] position at [company] and wanted to reach out directly. I have [number] years of experience in [field], most recently at [company], where I [specific achievement with a result].

The posting mentions [key requirement], which is something I've done in [brief example]. I've attached my resume for your review.

Would you be open to a short call to discuss whether I'd be a good fit?

Best regards,
[Your full name]
[Phone number]
[LinkedIn URL]

2. Sample email to a recruiter for job opportunities

Use this with an agency recruiter when you're open to roles but don't have a specific posting in mind.

Subject: [Job title or field] candidate: [Your name]

Hi [Recruiter's name],

I saw that you place [type of roles] in [industry or location], and I'm currently exploring new opportunities.

Here's what I'm looking for:
- Role: [job title or type of role]
- Location: [city, remote, or hybrid]
- Salary range: [range, if you're comfortable sharing]

I have [number] years of experience in [field], including [one notable achievement]. My resume is attached.

If you're working on anything that might be a fit, I'd be glad to set up a quick call.

Best,
[Your full name]
[Phone number]
[LinkedIn URL]

3. Cold email to an in-house recruiter at a company you admire

Use this when there's no matching opening yet but you want to be considered for future roles.

Subject: Interest in future [department] roles at [company]

Hi [Recruiter's name],

I've followed [company]'s work on [specific product, project, or initiative] for a while, and I'd love to be considered for future [type of role] openings on your [department] team.

I'm currently a [job title] at [company], where I [specific achievement]. I've attached my resume in case something comes up that fits.

Thank you for your time. I'd be glad to stay in touch.

Best regards,
[Your full name]
[LinkedIn URL]

4. Reaching out through a referral or mutual contact

Use this when someone has suggested you contact the recruiter. Mention the referral in the first line.

Subject: Referred by [mutual contact's name]: [Your name]

Hi [Recruiter's name],

[Mutual contact's name], who I worked with at [company], suggested I reach out about the [job title] opening on your team.

I'm a [job title] with [number] years of experience in [field]. Most recently, I [specific achievement], which seems closely aligned with what the role requires.

I've attached my resume. Would you have time for a quick call this week?

Thank you,
[Your full name]
[Phone number]

5. Following up after a job fair or networking event

Use this within a day or two of meeting a recruiter in person.

Subject: Great meeting you at [event name]

Hi [Recruiter's name],

It was great speaking with you at [event name] on [day]. I enjoyed hearing about [specific topic you discussed], and it made me even more interested in the [job title] role.

As we discussed, I have [relevant experience], and I'd love to continue the conversation. I've attached my resume for reference.

Thanks again for your time.

Best regards,
[Your full name]
[Phone number]

6. Internship inquiry

Use this as a student or recent graduate looking for an internship.

Subject: [Season and year] internship inquiry: [Your name], [major] student

Dear [Recruiter's name],

I'm a [year, such as junior] studying [major] at [university], and I'm interested in internship opportunities at [company] for [season and year].

In [class, project, or part-time job], I [specific example of a relevant skill or result]. I'm especially interested in [team or type of work] and would welcome the chance to learn from your team.

I've attached my resume. Is there a good time to talk about any upcoming internship openings?

Sincerely,
[Your full name]
[Phone number]

Replying to a recruiter who contacted you

7. Replying to a recruiter when you're interested

Use this when a recruiter reaches out to you by email or LinkedIn about a role you'd like to explore.

Subject: Re: [Job title] opportunity at [company]

Hi [Recruiter's name],

Thanks for reaching out. The [job title] role sounds like a great fit with my experience in [relevant area], and I'd like to learn more.

I'm available for a call on [day and time options] or [day and time options]. I've attached my current resume.

Looking forward to speaking with you.

Best,
[Your full name]
[Phone number]

8. Replying to a recruiter when you're not interested right now

Use this to decline politely while keeping the relationship open.

Subject: Re: [Job title] opportunity

Hi [Recruiter's name],

Thank you for thinking of me for the [job title] role. I'm not looking to make a move right now, but I appreciate you reaching out.

If something comes up in [type of role or level] in the future, I'd be happy to hear about it. Feel free to keep in touch.

Best regards,
[Your full name]

Following up with a recruiter

9. Following up after sending your resume with no response

Use this about one week after you applied or emailed. For more on polite follow-ups, see our guide to writing a gentle reminder email.

Subject: Following up on my [job title] application

Hi [Recruiter's name],

I applied for the [job title] position on [date] and wanted to follow up. I'm still very interested in the role, especially because of [specific reason related to the company or role].

Is there any update on the hiring timeline? I'm happy to send anything else that would be helpful.

Thank you for your time,
[Your full name]
[Phone number]

10. Thank you email after an interview

Send this within 24 hours of your interview. Our thank you email examples include more variations.

Subject: Thank you: [Job title] interview

Hi [Recruiter's name],

Thank you for taking the time to speak with me today about the [job title] role. I especially enjoyed learning about [specific topic from the interview].

Our conversation made me even more excited about the chance to help [team or company] with [goal or challenge discussed]. Please let me know if you need anything else from me.

Best regards,
[Your full name]

11. Checking in after an interview

Use this when the timeline the recruiter gave you has passed.

Subject: Checking in: [Job title] interview on [date]

Hi [Recruiter's name],

I hope you're well. I interviewed for the [job title] role on [date] and wanted to check in on the next steps.

I'm still very interested in the position and confident my experience in [relevant skill] would help the team. Is there an updated timeline for a decision?

Thank you,
[Your full name]

12. Asking for feedback after a rejection

Use this when you didn't get the job and want to improve for next time.

Subject: Feedback on my [job title] application

Hi [Recruiter's name],

Thank you for letting me know about your decision on the [job title] role. I appreciated the chance to interview with [company].

If you have a moment, I'd be grateful for any feedback on my interview or application that could help me improve. I'd also welcome being considered for future openings that fit my background.

Thanks again,
[Your full name]

Handling a job offer

13. Responding to a job offer with questions

Use this when you're excited about the offer but need details before you decide.

Subject: Re: Offer for [job title]

Hi [Recruiter's name],

Thank you so much for the offer for the [job title] role. I'm excited about the opportunity to join [company].

Before I confirm, I have a few questions about [specific items, such as benefits, start date, or remote work policy]. Would you have time for a quick call on [day]?

Thank you again,
[Your full name]

14. Negotiating a job offer

Use this when you want to ask for a higher salary or better terms. For more examples, see our guide on how to negotiate salary via email.

Subject: Re: Offer for [job title]

Hi [Recruiter's name],

Thank you again for the offer. I'm very excited about the role and the team.

Based on my [number] years of experience in [field] and the scope of the position, I'd like to discuss a base salary of [amount]. I'm confident I can deliver [specific value] in this role.

I'm open to talking through the full package, and I'd love to find terms that work for both of us.

Best regards,
[Your full name]

15. Asking for more time to consider an offer

Use this when you need a few more days, for example to compare offers or discuss relocation with family.

Subject: Re: Offer for [job title]

Hi [Recruiter's name],

Thank you for the offer for the [job title] role. I'm grateful for the opportunity and want to give it the careful thought it deserves.

Would it be possible to have until [specific date] to make my decision? I'll get back to you by then at the latest.

Thank you for understanding,
[Your full name]

16. Accepting a job offer

Use this to confirm your acceptance in writing.

Subject: Accepting the [job title] offer

Hi [Recruiter's name],

I'm happy to formally accept the offer for the [job title] position at [company]. As discussed, I understand my starting salary will be [amount] and my start date will be [date].

Thank you for your help throughout the process. Please let me know what paperwork or next steps you need from me.

Best regards,
[Your full name]

17. Declining a job offer

Use this to say no politely and keep the door open.

Subject: [Job title] offer

Hi [Recruiter's name],

Thank you very much for the offer for the [job title] role. After careful thought, I've decided to accept another position that's a closer fit for my current goals.

I really enjoyed getting to know you and the team at [company], and I hope our paths cross again.

Best regards,
[Your full name]

18. Checking in before your start date

Use this a week or two before your first day.

Subject: Getting ready for my start on [date]

Hi [Recruiter's name],

I'm looking forward to starting at [company] on [date]. Are there any forms, documents, or setup steps I should complete before my first day?

Also, could you confirm the start time and where I should report (or which link to use, if remote)?

Thank you,
[Your full name]

Mistakes to avoid when emailing a recruiter

• Sending a generic email. Copying the same message to every recruiter shows. Mention the specific role or the kind of roles they place.
• Writing too much. Your resume covers the details. The email only needs to get the recruiter to open it.
• Leaving out the job title. Recruiters often fill several roles at once. Always say which one you mean.
• Vague claims. "Hard worker" and "team player" don't stand out. Use a specific achievement instead.
• Messy attachments. A file named "resume_final_v3.docx" looks careless. Send a PDF with your name in the file name.
• Following up too often. One follow-up a week is plenty. Several in a few days can hurt your chances.

Checklist before you hit send

• Subject line includes your name and the job title
• Greeting uses the recruiter's correct name
• First sentence says who you are and why you're writing
• One or two specific achievements that match the role
• Resume attached as a clearly named PDF
• A clear next step, such as a short call
• Full name, phone number, and LinkedIn URL in your signature
• No typos in the recruiter's name, company, or job title