Writing a Letter of Interest: How to Approach Companies Without Open Positions

The most competitive job seekers don’t wait for opportunities to appear—they create them. While most people restrict their searches to posted positions, savvy professionals understand that a significant portion of jobs are filled without ever being advertised. These hidden opportunities go to candidates who proactively reach out, build relationships, and position themselves before roles are formally created. The letter of interest is your primary tool for accessing this hidden job market.

A letter of interest—also called an expression of interest, prospecting letter, or inquiry letter—is a proactive communication to a company you’d like to work for, even when they haven’t advertised a relevant opening. Unlike a cover letter, which responds to a specific job posting, a letter of interest initiates a conversation about potential opportunities. When done well, it can differentiate you from candidates who only apply to posted positions and open doors that remain invisible to passive job seekers.

This comprehensive guide walks you through the strategy behind letters of interest, how to write compelling ones, and how to maximize your chances of turning proactive outreach into career opportunities.

Understanding the Hidden Job Market

Before diving into tactics, let’s understand why letters of interest work and the landscape they help you navigate.

The Scale of Unadvertised Opportunities

Research consistently suggests that 60-80% of jobs are filled through networking, referrals, and direct outreach rather than formal applications to posted positions. This happens for several reasons:

Cost and time savings: Posting jobs, screening applicants, and managing the hiring process requires significant resources. When hiring managers can fill positions through internal candidates or referrals, they often prefer that path.

Better outcomes: Candidates who come through personal connections or proactive outreach tend to be better informed about the company and more committed. Studies show these hires often perform better and stay longer.

Speed of business: Positions often emerge faster than the formal hiring process can accommodate. A manager may know they need to hire but haven’t gotten approval to post the position yet. A proactive candidate might get considered before the role is ever advertised.

Talent pipeline building: Forward-thinking companies maintain relationships with strong candidates even when they don’t have immediate openings. When needs arise, they tap this pipeline before going to market.

What Letters of Interest Actually Accomplish

When you send a well-crafted letter of interest, you’re accomplishing several objectives:

Creating awareness: You’re putting yourself on the radar of decision-makers who might not otherwise know you exist. Even if there’s no immediate opportunity, you’ve planted a seed.

Demonstrating initiative: Proactive outreach signals drive, enthusiasm, and genuine interest that passive applications don’t convey. Hiring managers notice candidates who take this extra step.

Timing optimization: You might reach someone at exactly the right moment—when they’re thinking about hiring but haven’t acted yet. Your letter could accelerate their decision.

Relationship building: Even if the letter doesn’t lead to an immediate opportunity, it can start a relationship that pays off later.

When to Use a Letter of Interest

Letters of interest are appropriate in several scenarios:

Targeting Dream Companies

If there’s a specific company you’d love to work for but they don’t have relevant positions posted, a letter of interest lets you express that interest directly. Companies appreciate hearing from candidates who genuinely want to work for them specifically, not just anyone who will hire them.

Breaking Into New Industries or Functions

When changing careers, you often lack the traditional qualifications that would make your application stand out for posted positions. A letter of interest lets you tell your story, explain your transition, and make a case for your potential that a resume alone couldn’t convey.

Geographic Relocation

If you’re moving to a new city and want to build connections before arriving, letters of interest to companies in your target area can open doors and potentially accelerate job searches that might otherwise be complicated by distance.

Niche or Senior Positions

Highly specialized or senior roles are often filled quietly through networks rather than public postings. If you’re a specialized professional or executive, proactive outreach to companies that could use your expertise may be more effective than waiting for posted positions.

After Meeting Someone at a Networking Event

If you’ve met a company representative at a conference, industry event, or networking function, a follow-up letter of interest converts that brief encounter into a more substantive introduction.

When You’ve Just Missed a Posted Position

If a company recently filled a position you would have been perfect for, a letter of interest expressing your ongoing interest keeps you in consideration for future openings or similar roles.

Essential Elements of an Effective Letter of Interest

A strong letter of interest contains several key components, each serving a specific purpose.

Compelling Opening That Explains Your Purpose

Your opening must immediately clarify why you’re writing and capture attention. Unlike cover letters responding to job postings, you don’t have a specific position to reference. You need to establish relevance quickly.

Effective openings might:

• Reference a specific reason for your interest (company achievement, product, mission)
• Mention a mutual connection who suggested you reach out
• Connect your expertise to a challenge or opportunity the company faces
• Cite recent news about the company that prompted your outreach

Avoid generic openings like “I’m writing to express my interest in opportunities at your company.” This signals a mass mailing and suggests you’re not genuinely interested in this specific organization.

Clear Value Proposition

The core of your letter must answer the reader’s implicit question: “Why should I care about this person?” You need to articulate what you bring to the table and why it’s relevant to this company.

This requires:

• Understanding the company’s needs, challenges, and opportunities
• Identifying how your skills and experience address those needs
• Providing specific, concrete examples of relevant accomplishments
• Demonstrating knowledge of the company that shows genuine research

Your value proposition should be tailored to the specific company, not a generic summary of your background. What would make you valuable specifically to them?

Specific Ask or Next Step

Every letter of interest needs a clear call to action. What do you want to happen after they read this? Common asks include:

• A brief informational conversation to learn more about the company
• Being kept in mind for future openings in a specific area
• An introduction to someone specific within the organization
• An opportunity to discuss how you might contribute

Be specific but not presumptuous. Asking for “a job” is too direct for a first contact. Asking for a fifteen-minute conversation to learn about their work is reasonable.

Professional Tone That Conveys Enthusiasm

Your tone should balance professionalism with genuine enthusiasm. You’re initiating a relationship, not submitting a formal application. Let your personality show while maintaining appropriate business communication standards.

Avoid being either too stiff (cold, formal, impersonal) or too casual (overly familiar, presumptuous, using humor that might not land). Aim for warm, professional, and confident.

Appropriate Length

Letters of interest should typically be three to four paragraphs, fitting comfortably on one page. You need enough space to establish your case but not so much that you lose the reader’s attention. Be concise and direct.

Research: The Foundation of Effective Outreach

The difference between letters of interest that work and those that don’t often comes down to research. Generic letters get ignored; tailored ones get responses.

Company Research

Before writing, invest time understanding:

Business fundamentals: What does the company do? Who are their customers? What’s their business model? How are they performing financially?

Recent developments: What have they announced lately? Any new products, partnerships, funding rounds, expansion plans, or leadership changes?

Challenges and opportunities: What industry trends affect them? What problems might they be trying to solve? Where might they need help?

Culture and values: What do they emphasize about their workplace? What do employees say on review sites? What does their public communication suggest about their priorities?

Competitors and market position: Where do they fit in their industry? How do they differentiate themselves?

Finding the Right Person to Contact

Sending your letter to a generic email address or the wrong person dramatically reduces your chances of a response. Identifying and reaching the appropriate person is crucial.

For functional roles: Target the manager who would likely oversee the type of position you’re interested in. For a marketing role, contact the VP of Marketing or Marketing Director rather than HR.

For senior positions: Consider reaching out to the hiring executive’s peer or superior, or even the CEO at smaller companies.

For company-wide interest: Executive-level contacts or heads of talent acquisition may be appropriate when you’re not targeting a specific function.

Tools and resources for finding contacts:

• LinkedIn for identifying people in relevant roles
• Company websites for leadership team information
• Industry publications for executive profiles
• Professional associations for member directories
• Alumni networks for potential connections

Understanding Timing

Timing can significantly impact response rates. Consider:

Company cycles: After funding rounds, during expansion phases, or following key hires may be optimal times. Post-layoff periods or during obvious financial struggles may be inappropriate.

Industry cycles: Some industries have seasonal hiring patterns. Understanding these helps you time outreach.

Business hours: Send emails during business hours in the recipient’s time zone, preferably mid-week when people are most engaged.

Writing Process: Step by Step

Let’s walk through the process of crafting an effective letter of interest.

Step 1: Define Your Objective

Before writing, clarify what you’re trying to achieve. Are you:

• Seeking a specific type of role?
• Expressing general interest in the company?
• Following up on a previous interaction?
• Trying to get a conversation or meeting?

Your objective shapes everything else.

Step 2: Identify Key Messages

Based on your research, determine:

• Why this company specifically (what attracted you)
• What you bring that’s relevant to them
• Your specific ask

Step 3: Write a Strong Opening

Draft an opening that immediately establishes relevance and captures interest. Test it by asking: “Would a busy executive keep reading after this sentence?”

Step 4: Develop Your Value Proposition

Write the core section connecting your experience to their needs. Focus on outcomes and impact, not just responsibilities. Use specific examples and numbers where possible.

Step 5: Make Your Ask

State clearly what you’re hoping for. Make it easy for them to say yes by keeping your request reasonable and specific.

Step 6: Close Professionally

Thank them for their time, reiterate your interest, and include appropriate contact information.

Step 7: Edit Ruthlessly

Cut unnecessary words, eliminate clichés, and ensure every sentence adds value. Read it aloud to check flow and tone.

Letter of Interest Templates and Examples

Here are templates for common scenarios, followed by a detailed example.

Template 1: Targeting a Dream Company

Subject: [Your specialty] Professional Interested in [Company Name]

Dear [Name],

[Opening that demonstrates specific knowledge of the company and explains why you're reaching out now]

[Two to three sentences about your relevant background and key accomplishments, focused on what would matter to this company]

[Paragraph connecting your experience to the company's needs or opportunities, showing you understand their business]

[Clear ask—typically a brief conversation or request to be considered for future opportunities]

Thank you for your time. I would welcome the opportunity to learn more about [Company Name] and discuss how my background might contribute to your team's goals.

Best regards,
[Your name]
[Phone]
[Email]
[LinkedIn URL]

Template 2: Career Change Outreach

Subject: Transitioning [Your Current Field] Professional Interested in [Target Field/Company]

Dear [Name],

[Opening that acknowledges your transition and explains your interest in their company specifically]

[Paragraph about your current background, focusing on transferable skills and relevant accomplishments]

[Paragraph explaining your transition motivation and any steps you've taken to prepare—certifications, relevant projects, etc.]

[Clear ask—often an informational conversation to learn more about their field or company]

I'm genuinely excited about the possibility of bringing my [transferable skills] to the [target field] space, and [Company] stands out as an organization where I could contribute meaningfully.

Best regards,
[Your name]
[Contact information]

Detailed Example: Software Sales Professional

Subject: Enterprise Sales Leader Following Your Series C News

Dear Sarah,

Congratulations on DataScale’s $75M Series C—impressive growth, especially given your expansion into the financial services vertical. As someone who spent six years building enterprise sales teams at Salesforce and two years leading financial services sales at a Series B analytics company, I was excited to see your trajectory.

I’ve built two enterprise sales teams from the ground up, scaling from $0 to $12M ARR and $3M to $28M ARR respectively. What I found most fulfilling was developing the playbooks and processes that allowed us to repeatably win in complex enterprise environments—and then coaching the teams to execute. My specialty is translating technical products into business value for C-level buyers, particularly in regulated industries where procurement cycles require patience and precision.

I know you may not have specific openings right now, but as you scale into financial services, I’d love to learn more about your go-to-market strategy and share some of what I’ve learned about enterprise selling in that sector. Would you have 20 minutes for a conversation in the coming weeks?

Thank you for considering my note. Regardless of whether there’s an immediate fit, I’m genuinely impressed by what you’re building and would value the chance to connect.

Best regards, Michael Chen (415) 555-0123 [email protected] linkedin.com/in/michaelchen

---

This example works because it:

• Opens with specific, timely news about the company
• Quickly establishes relevant, impressive credentials
• Uses concrete numbers that demonstrate impact
• Shows understanding of their business situation
• Makes a reasonable, specific ask
• Strikes an appropriate tone—confident but not arrogant

Common Mistakes to Avoid

Several errors can undermine otherwise well-intentioned letters of interest.

Being Too Generic

Nothing signals “mass mailing” like a letter that could be sent to any company. Specific references to the company’s work, recent news, or unique aspects are essential.

Weak: “I’ve always admired your company’s commitment to innovation.” Strong: “Your recent launch of the integrated supply chain platform addresses a pain point I’ve seen repeatedly in my work with manufacturing clients.”

Focusing on Your Needs Instead of Their Value

Hiring happens because companies have needs, not because candidates want jobs. Frame your letter around what you can contribute, not what you’re looking for.

Weak: “I’m seeking new challenges and believe your company could offer growth opportunities.” Strong: “My experience scaling operations teams could support your expansion plans as you grow from 200 to 500 employees over the next year.”

Making Presumptuous Assumptions

Don’t assume they have openings, assume what they need, or presume they should want to hire you. Stay humble and curious.

Weak: “I know you need someone with my skills to lead your marketing efforts.” Strong: “If you’re exploring ways to strengthen your enterprise marketing capabilities, I’d welcome a conversation about potential fit.”

Asking for Too Much Too Soon

Your initial letter should request a conversation, not a job. Building relationships takes time, and jumping to “hire me” feels pushy.

Neglecting Follow-Up

Many opportunities come from follow-up, not initial outreach. Having a plan for appropriate follow-up is essential.

Following Up Effectively

Sending a single letter and waiting isn’t a strategy. Thoughtful follow-up increases your chances substantially.

Timing of Follow-Up

If you don’t hear back after your initial letter, a follow-up after 7-10 business days is appropriate. People are busy, and messages get lost—a polite nudge isn’t intrusive.

Follow-Up Messaging

Keep follow-ups brief and add value if possible:

“Hi [Name], I wanted to follow up on my note from last week. I noticed [recent company news] and was particularly interested in [relevant aspect]. If you have a few minutes to connect, I’d still love to learn more about your team’s work. Would next Tuesday or Wednesday work for a brief call?”

Knowing When to Stop

After two follow-ups without response, step back. You can try again in a few months with new information or a different angle, but persistent unanswered outreach becomes harassment.

Tracking Your Outreach

Maintain a system for tracking your letters of interest—who you contacted, when, about what, and outcomes. This prevents embarrassing duplicate outreach and helps you identify what’s working.

Tools like 0portfolio.com can help you organize your career materials and track your professional outreach, ensuring you present consistent, compelling information across all your job search activities.

Alternative Approaches to Consider

Letters of interest work best as part of a broader networking strategy, not in isolation.

Combining with LinkedIn Outreach

Sometimes a LinkedIn connection request or message can complement or precede an email letter of interest. LinkedIn feels less formal and may get faster responses from people who don’t closely monitor email from unknown senders.

Leveraging Mutual Connections

If you share connections with your target, asking for an introduction is often more effective than cold outreach. A warm introduction from someone trusted changes the dynamic entirely.

Attending Industry Events

Face-to-face connections at conferences, professional association meetings, or company events create natural opportunities for follow-up letters of interest that reference your meeting.

Creating Content That Gets Noticed

Publishing thought leadership content that gets shared within your target industry can create inbound interest. When decision-makers see your expertise demonstrated publicly, they may reach out to you.

Informational Interviews

Sometimes the ask in your letter of interest should be for an informational interview—a conversation to learn about someone’s career path or company rather than to ask for a job. These lower-stakes conversations often lead to job opportunities naturally.

Special Considerations

Certain situations require adjusted approaches.

For Senior or Executive Positions

Senior roles require more sophisticated outreach:

• Higher-quality research and more strategic framing
• Focus on business impact and strategic capabilities
• Likely targeting board members, investors, or C-suite peers
• Potentially longer nurturing timeframe before opportunities emerge

For Small Companies

At smaller companies:

• Outreach may go directly to the CEO or founder
• Flexibility about exact roles may be more appropriate
• Your letter might prompt them to create a role they hadn’t planned
• Cultural fit messaging matters more

For Large Corporations

At large enterprises:

• Traditional channels (HR, career sites) may be necessary alongside direct outreach
• Identifying the right contact is more challenging
• Referrals from employees carry significant weight
• Multiple contacts may be appropriate for different divisions

International Considerations

When reaching out to companies in different countries:

• Research cultural norms around direct outreach
• Adjust formality levels appropriately
• Consider time zone and language factors
• Understand that hiring processes vary significantly by region

Measuring Success and Iterating

Not every letter of interest leads to a response, and that’s normal. Focus on:

Response Rates

Track how many responses you get relative to letters sent. Industry benchmarks for cold outreach are typically 5-15% response rates. If you’re significantly below this, examine your approach.

Quality of Responses

Beyond response rates, assess the quality of interactions. Are people engaging substantively? Offering to connect you with others? Expressing genuine interest?

Patterns in Success

Identify what’s working. Which companies respond? What types of opening lines get engagement? Which value propositions resonate? Use data to refine your approach.

Long-Term Outcomes

Some letters of interest don’t lead to immediate opportunities but create relationships that pay off months or years later. Track these longer-term outcomes as part of your overall networking success.

Integrating Letters of Interest Into Your Job Search

Letters of interest should be one component of a comprehensive job search strategy:

• Direct applications: Continue applying to posted positions that match your qualifications
• Networking: Build and leverage professional relationships through multiple channels
• Letters of interest: Proactively reach out to target companies
• Recruiter relationships: Work with relevant recruiters in your field
• Online presence: Maintain strong LinkedIn and professional web presence

The most successful job seekers use all these approaches in combination, adjusting their emphasis based on their industry, career level, and specific circumstances.

Final Thoughts

Letters of interest represent one of the most powerful tools for proactive career management. They give you agency in your job search, access to opportunities others never see, and demonstrate initiative that hiring managers value.

Success with letters of interest requires preparation, personalization, persistence, and patience. You won’t get responses to every letter, and even positive responses rarely convert to jobs immediately. But over time, the relationships you build through proactive outreach can transform your career trajectory.

The professionals who access the best opportunities are rarely those who simply wait for jobs to be posted. They’re the ones who create connections, demonstrate value, and position themselves before opportunities formally emerge. Letters of interest are your tool for joining that proactive approach to career development.

Start by identifying three to five companies you’d genuinely love to work for. Research them thoroughly, find the right contacts, and craft personalized letters that demonstrate genuine interest and clear value. Then follow up thoughtfully, track your results, and refine your approach. The hidden job market is real, and letters of interest are your key to unlocking it.