How to Write an Initial Message to the Hiring Manager

In today’s competitive job market, simply submitting applications into online portals often isn’t enough. Many positions receive hundreds of applications, and your carefully crafted resume might never receive human attention before automated systems filter it out. This is why savvy job seekers add another element to their strategy: directly reaching out to hiring managers and decision makers.

A well-crafted initial message can bypass the application queue, get your candidacy noticed by the right people, and create opportunities that cold applications alone wouldn’t generate. It’s networking with a specific purpose—making a meaningful connection that advances your job search.

However, cold outreach to hiring managers is a skill that requires finesse. Done poorly, it annoys busy professionals and damages your reputation. Done well, it opens doors, creates conversations, and transforms you from another anonymous application into a real person with a face and a compelling story.

This comprehensive guide will teach you how to write effective initial messages to hiring managers. You’ll learn when this approach is appropriate, how to find the right people to contact, what to say (and what to avoid), and how to follow up without being pushy. By mastering this skill, you’ll add a powerful tool to your job search arsenal.

Understanding When Cold Outreach Is Appropriate

Cold outreach to hiring managers isn’t always the right approach. Understanding when it’s appropriate helps you use this tactic effectively.

When you’ve applied through official channels and want to reinforce your application, a brief message to the hiring manager can help your candidacy stand out. This should complement, not replace, the standard application.

When you have a specific connection or hook that warrants personal outreach—shared background, mutual connection, specific insight about the company—direct contact makes more sense than a generic application.

When you’re targeting a specific company but appropriate roles haven’t been posted, reaching out to explore potential fit can uncover opportunities before they’re advertised.

When you’ve been referred by someone who knows the hiring manager, mentioning that referral justifies direct outreach and gives you built-in credibility.

When the application process seems to lead nowhere despite your qualifications, and you suspect your application isn’t reaching human reviewers, direct outreach might get you actual consideration.

However, cold outreach is less appropriate when the job posting specifically prohibits it, when you have nothing specific to say beyond “please look at my application,” when you’re mass-messaging without personalization, or when you’re reaching out to people clearly not connected to the hiring for your target role.

Finding the Right People to Contact

Successful outreach requires identifying who actually makes hiring decisions.

Start with LinkedIn to research the team and organizational structure. Search for the job title you’re seeking plus the company name to find people in similar roles. Then look at who might manage that team. Titles like “Director of [function],” “VP of [function],” “Head of [function],” or simply “[function] Manager” often indicate hiring authority.

Check the job posting itself for clues. Some postings name the hiring manager, the team, or whom the role reports to. This information helps identify the right person.

The company website may list leadership teams, department heads, or organizational information. Press releases and news articles often name executives and managers.

Company LinkedIn pages show employees and often allow browsing by department or function. This helps you understand the organizational structure.

When you can’t identify the specific hiring manager, reaching out to HR recruiters who work on the type of role you want is a reasonable alternative. They may not be the decision maker, but they influence which candidates get considered.

Avoid reaching out to people clearly too senior or too junior to be directly involved in hiring for your target role. The CEO won’t be making decisions about mid-level marketing positions; the entry-level analyst won’t have influence over senior hire decisions.

Choosing Your Outreach Channel

Where you send your message affects how it’s received.

LinkedIn InMail or messages are the most common channel for professional cold outreach. LinkedIn messages feel more professional than random emails and are expected in a professional networking context. However, many people’s LinkedIn inboxes are cluttered, and messages may get lost.

LinkedIn connection requests with notes allow you to reach people you’re not connected to, but the character limit is restrictive. Use this for very brief introductions, then message after they accept your connection.

Direct email feels more personal and may get more attention than LinkedIn messages, but requires finding the person’s email address. Many professionals have predictable email formats ([email protected]), and tools exist to find business emails.

Company career or HR email may be appropriate when reaching out about general opportunities rather than a specific person’s role.

Warm introductions through mutual connections are ideal when available. Someone you both know introducing you carries far more weight than cold outreach.

Twitter or other social platforms may work for some industries or individuals who are active there, but professional platforms are generally safer for job-related outreach.

Structuring Your Message

An effective outreach message has a clear structure that respects the recipient’s time while conveying essential information.

The subject line or opening must capture attention immediately. Reference the specific role, a mutual connection, or something specific that prompted your outreach. Vague subject lines get ignored.

Your opening sentence should establish context and justify why you’re reaching out. Don’t make them guess—be clear immediately about your purpose.

The body should briefly establish your relevant qualifications and what specifically interests you about this company or role. This should be personalized, not generic content that could apply to any company.

Include a specific, easy ask. What do you want them to do? Review your application? Have a brief conversation? Connect you with someone? Make it clear and reasonable.

Close professionally with appreciation for their time and appropriate contact information.

The entire message should be readable in under 30 seconds. If it requires scrolling on a phone screen, it’s probably too long.

Crafting Your Message Content

What you say matters more than how much you say. Here are the key content elements.

Lead with why them specifically. Why are you reaching out to this person rather than just applying through normal channels? A mutual connection, specific interest in their work, or targeted company research should be evident.

Establish your value proposition briefly. In one to two sentences, summarize what makes you a strong candidate for this type of role. Focus on what you bring, not what you want.

Demonstrate company knowledge. Reference something specific about the company that attracted you—recent news, their products, their mission, their challenges. This proves you’ve done research and have genuine interest.

Make a connection if one exists. Shared alma mater, shared previous employer, mutual acquaintance, shared professional interest—any legitimate connection humanizes your outreach.

Include a clear call to action. Don’t end with vague hopefulness. Ask specifically for what you want—a conversation, feedback, consideration.

Using 0portfolio.com to organize your career materials helps you quickly reference your relevant experience and accomplishments when crafting personalized outreach messages, ensuring each message highlights the most pertinent qualifications for that specific opportunity.

Message Templates and Examples

Here are templates you can adapt for different situations.

Template: Reaching out after applying through official channels

Subject: Marketing Manager Application - Quick Note from [Your Name]

Hi [Hiring Manager Name],

I recently applied for the Marketing Manager position through your careers site and wanted to reach out directly to express my genuine enthusiasm for this opportunity.

Having led demand generation teams at two SaaS companies and grown marketing-attributed revenue by 3x at [Previous Company], I’m particularly excited about [Company]‘s growth trajectory and the challenge of scaling marketing for your enterprise expansion.

I’ve reviewed your recent product announcements and believe my experience with enterprise positioning could support your team’s goals. Would you have 15 minutes for a brief conversation about the role?

I understand you’re likely reviewing many candidates, and I appreciate your consideration.

Best regards, [Your Name] [Phone] | [LinkedIn URL]

Template: Exploratory outreach when no role is posted

Subject: Exploring Opportunities at [Company] - [Your Function] Professional

Hi [Name],

I’ve been following [Company]‘s work in [specific area] and am impressed by [specific accomplishment or approach]. Your team’s approach to [something specific] aligns closely with my professional interests.

I’m currently a [Your Title] at [Company] where I’ve [specific relevant accomplishment]. I’m exploring opportunities where I could contribute to a company with [Company]‘s mission and approach.

I’m not aware of specific open positions, but I wanted to reach out directly to introduce myself in case there might be fit—now or in the future. Would you be open to a brief conversation about [Company]‘s team and growth plans?

I’d welcome the chance to learn more about your work and share my background.

Best, [Your Name] [Phone] | [LinkedIn URL]

Template: Leveraging a mutual connection

Subject: Introduction via [Mutual Connection Name] - [Role] Interest

Hi [Name],

[Mutual Connection Name] suggested I reach out to you. We worked together at [Company/Context], and when I mentioned my interest in [Company/area], they thought you’d be a great person to connect with.

I’m a [Your Title] with background in [relevant areas] looking to bring my experience in [specific skills] to a company like [Company]. I was particularly excited to learn about [specific company initiative or aspect].

[Mutual Connection] spoke highly of the work your team is doing. Would you have 20 minutes for a coffee chat or phone call? I’d love to learn more about your work and see if there might be opportunities to connect.

Thanks for considering, and please give [Mutual Connection] credit for any positive impression I make.

Best regards, [Your Name] [Contact Info]

What to Avoid in Your Message

Certain approaches undermine outreach effectiveness.

Don’t be generic. Messages that could be sent to anyone at any company signal low effort. If your message doesn’t mention specific company details, it’s not personalized enough.

Don’t be too long. Busy hiring managers won’t read extensive messages from people they don’t know. Respect their time with brevity.

Don’t be desperate. Phrases like “I really need this job” or excessive flattery suggest desperation rather than confident value.

Don’t demand too much. Asking for extensive time commitments or major favors in a first message is presumptuous.

Don’t exaggerate or mislead. False claims about connections, credentials, or experience will damage your credibility.

Don’t criticize your current or previous employers. Negative commentary raises red flags about your professionalism.

Don’t attach unsolicited documents. Attachments from strangers often go unopened. Link to your LinkedIn or offer to send materials if they’re interested.

Don’t follow up too aggressively. One or two follow-ups are reasonable; daily messages are harassment.

Don’t ignore their response preferences. If they ask you to apply through the portal, do so rather than continuing to push direct communication.

Following Up Effectively

Many initial messages don’t receive responses, and appropriate follow-up can help.

Wait at least one week before following up on an unanswered message. People get busy, messages get buried, and immediate follow-up seems pushy.

Limit follow-ups to one or two maximum. If you’ve messaged three times with no response, continuing won’t help and may hurt.

Add value in your follow-up rather than just asking “did you see my message?” Reference recent company news, share a relevant article, or provide new context for your interest.

Keep follow-ups brief—even shorter than your initial message.

Sample follow-up message:

Subject: Re: Marketing Manager Application - Quick Follow Up

Hi [Name],

I wanted to follow up on my message from last week about the Marketing Manager role. I know this is a busy time, and I don’t want to pester you.

I saw the announcement about [recent company news] and it reinforced my interest in contributing to [Company]‘s growth.

If you have a moment, I’d welcome a brief conversation. If the timing isn’t right, I understand completely.

Best, [Your Name]

Handling Different Responses

Be prepared for various response scenarios.

Positive response requesting more information or a conversation: Respond promptly and enthusiastically. Provide whatever they’ve asked for, propose specific times for any requested call, and express appreciation.

Polite redirect to apply through official channels: Thank them for responding, confirm you’ve applied (or will apply), and ask if there’s any additional information you could provide. Don’t push for circumventing their process.

No response after appropriate follow-up: Accept it and move on. No response is often a response—they’re not interested or too busy. Don’t take it personally, and don’t continue reaching out.

Negative response declining your outreach: Thank them for their honesty, don’t argue or pressure, and leave the door open professionally: “I appreciate you taking the time to respond. If circumstances change in the future, I’d welcome the opportunity to connect.”

Response from someone other than your target: The hiring manager may have forwarded your message to HR or a recruiter. Treat this person with the same professionalism—they’re now your contact.

Building Relationships Beyond Single Opportunities

The best professional outreach builds relationships, not just transactional exchanges.

Connect on LinkedIn with people you’ve corresponded with, even if the immediate opportunity doesn’t work out.

Thank people who respond, even if the response isn’t what you hoped for.

Follow up later when appropriate—if you see relevant news, land a new role, or have another reason to reconnect, a brief follow-up maintains the relationship.

Offer value when you can. Sharing relevant articles, making introductions, or providing insights positions you as a valuable connection rather than just someone who wants something.

Remember that hiring managers move between companies. The person who can’t help you today might be in a perfect position to help you in two years.

Industry-Specific Considerations

Different industries have different norms around outreach.

Technology and startups tend to be more receptive to direct outreach. Startup leaders often appreciate initiative and may be more accessible.

Corporate and traditional industries may have more formal processes. Outreach can still work but should be more formal in tone.

Creative industries often expect direct outreach and portfolio sharing. Connecting directly with creative directors or content leads is common.

Sales roles particularly benefit from demonstrating outreach ability—doing the thing the job requires shows you can do the job.

Academic and research positions have unique channels. Reaching out to principal investigators or department heads follows different conventions.

Research norms in your target industry. What’s expected and appreciated in one field may be unwelcome in another.

Measuring and Improving Your Outreach

Track your outreach to learn and improve.

Keep records of who you’ve contacted, when, through what channel, and the outcome. This prevents awkward duplicate messages and allows you to see patterns.

Calculate your response rate. If you’re getting very few responses, your messages may need revision. If you’re getting responses but no progress, your qualification or targeting may need adjustment.

Test different approaches. Try different subject lines, message lengths, calls to action, or channels to see what works better.

Seek feedback when appropriate. If someone declines your outreach but seems willing to talk, asking “Is there anything I could do differently in how I reached out?” might yield useful insight.

Learn from what works. When you do get positive responses, note what those messages had in common.

Conclusion

Cold outreach to hiring managers can transform your job search from passive application into active networking. A well-crafted message to the right person can bypass crowded application systems, create meaningful connections, and open doors that cold applications alone never would.

The keys to success are targeting the right people, personalizing your message with specific company knowledge and clear value proposition, keeping your message brief and professional, including a clear and reasonable ask, and following up appropriately without pestering.

Remember that outreach is a numbers game with skill involved. Not everyone will respond, but improving your approach increases your success rate. Each message is an opportunity to learn what works and refine your technique.

When done well, direct outreach demonstrates the initiative, communication skills, and professionalism that employers value. These same qualities that make your outreach effective will serve you in the role you’re pursuing. Use this guide to craft messages that open doors—and then walk through them with confidence.