How to Email a Hiring Manager in the US (With Examples)

In the US, reaching out directly to the person hiring for a role is normal and often expected. Networking is built into how many American companies hire, and a short, relevant email to a hiring manager can move your application from the stack to a conversation.

The key is doing it the way US hiring managers expect: brief, specific and focused on what you can do for the team.

Why email the hiring manager, not just the recruiter

Recruiters run the process, but the hiring manager owns the decision. They know what the team needs, and a note from a strong candidate gives them a reason to ask the recruiter to look at your application.

Reaching out to both is fine, as long as each message is relevant and you don't flood the company with near-identical notes.

Before you write: three checks

1. Is the role a real fit? You should meet most of the listed qualifications.
2. Is your resume tailored? US hiring managers skim. The match should be obvious on the first half of page one. Here's how to tailor your resume.
3. Have you found the right person? Usually the manager the role reports to. Here's how to find their email.

What US hiring managers want to see

• A clear subject line naming the role.
• One line on who you are and your relevant experience.
• Proof of impact: what you built, shipped, grew or fixed, with numbers if you have them.
• A simple ask: a short call, or to be considered for the role.
• Your work authorization, if it's relevant, for example if you'd need visa sponsorship. Being upfront saves everyone time.

Template 1: Applying for a posted role

Subject: Senior Backend Engineer (Payments) – 6 yrs Go & Kafka

Hi Michael,

I just applied for the Senior Backend Engineer role on your payments team and wanted to reach out directly: https://company.com/careers/senior-backend-engineer

I've spent six years building high-traffic payment services in Go and Kafka, most recently leading the migration of our checkout API to an event-driven design.

Would you be open to a quick 15-minute call this week or next? My resume is attached.

Best, Jordan Lee

Template 2: Following a referral or connection

Subject: Referred by Sarah Kim – Product Designer role

Hi Emily,

Sarah Kim on your growth team suggested I reach out about the Product Designer opening.

I've spent five years designing onboarding and activation flows for B2B SaaS products, and I'd love to talk about how I could help your team.

Would you have 15 minutes in the next couple of weeks?

Thanks, Alex Rivera

A mutual connection is the strongest opener there is. Put it in the subject line.

Template 3: Informational interview (no open role)

Subject: Quick question about your data team

Hi Chris,

I'm a data analyst with four years in e-commerce analytics, and I've been following your team's work on personalization.

I'm exploring my next role and would really value 15 minutes of your perspective on how your team works. No expectations beyond that.

Would you be open to a short call?

Best, Taylor Morgan

Informational interviews are a common part of US job searching. Keep the ask small and genuine.

Subject lines that work

• Senior Backend Engineer (Payments) – 6 yrs Go & Kafka
• Referred by Sarah Kim – Product Designer role
• Data Analyst application – e-commerce experience

Follow-up

If you don't hear back within about five business days, follow up once in the same thread with a line or two. Then move on. Here are follow-up examples.

Mistakes to avoid

• Long emails. Five or six lines is plenty.
• Generic praise ("I'm passionate about your mission"). Point to something specific instead.
• Attaching several files. One resume, one link.
• Messaging many people at the same company with the same note.

Do it faster with PitchRight

PitchRight finds the hiring managers and recruiters for a role, checks their emails, and drafts a short, specific message from the job posting and your resume. You send it from your own Gmail. Start free.