Message To Hiring Manager: How to do it (Updated October 2025)

Sending a message to the hiring manager after applying for a job is one of the most effective ways to stand out in today's competitive job market. While most candidates submit their application and wait, reaching out directly demonstrates initiative and professionalism—qualities every employer values.

Why You Should Message the Hiring Manager

The reality is simple: 99% of applicants never reach out directly. By sending a thoughtful message to the hiring manager, you immediately differentiate yourself from the crowd. This proactive approach signals that you're genuinely interested in the role and willing to go the extra mile—traits that translate directly to workplace performance.

Beyond standing out, messaging the hiring manager allows you to:

• Create a personal connection before the interview process begins

• Demonstrate your communication skills and professionalism

• Show genuine interest in the specific role and company

• Potentially bypass automated applicant tracking systems

• Get your application noticed faster in a pile of hundreds of resumes

The Challenge: Finding the Hiring Manager's Contact Information

The biggest obstacle most job seekers face is finding the hiring manager's name and email address. Job postings rarely include this information, and even when a recruiter's name appears on LinkedIn, sending a direct message often proves ineffective—recruiters receive dozens of messages daily, and yours can easily get lost.

Email remains the most professional and effective channel for reaching hiring managers. But how do you find their email address?

How to Find the Hiring Manager's Email Address

There are two primary approaches to finding hiring manager contact information:

The Manual Method (Free but Time-Intensive)

This approach requires detective work but costs nothing.

Step 1: Identify the Hiring Manager

• Review the job description carefully—does it mention who the role reports to?

• Search the company on LinkedIn and browse employee profiles

• Identify likely managers based on job titles (e.g., if applying for a Software Engineer role, look for the Head of Engineering or CTO)

• Note 2–3 potential names, including the CEO

Step 2: Discover the Company's Email Pattern

• Search Google using: "CEO Name" "Company Name" email"

• Look for press releases, articles, or company pages that reveal email addresses

• Identify the pattern (common formats include: firstname.lastname@company.com, firstinitial+lastname@company.com, or firstname@company.com)

• Apply this pattern to the hiring manager's name

• Verify the email using free tools like Hunter.io (offers limited free verifications daily)

The Automated Method Using PitchMeAI

As of October 2025, PitchMeAI offers a streamlined solution that eliminates the guesswork and saves hours of research time.

PitchMeAI is a Chrome extension that works directly on job posting websites and LinkedIn. With a single click, it:

• Finds verified hiring manager email addresses automatically

• Generates personalized outreach emails based on your resume and the job description

• Creates tailored resumes for each specific position you apply to

The tool works in two scenarios:

When LinkedIn displays "Meet the Hiring Team":
PitchMeAI adds an "Email" button directly to this section, providing instant access to the recruiter's contact information and offering to generate a personalized introduction email.

When LinkedIn hides hiring team information:
PitchMeAI can uncover the hiring manager's details and create a "Meet the Hiring Team" section where none existed, giving you direct access to decision-makers.

Pricing: PitchMeAI offers 3 free credits per month, plus a free trial with 10 additional credits. The premium plan costs $22/month and includes unlimited usage—covering email finding, resume generation, and personalized outreach messages.

Crafting the Perfect Message to the Hiring Manager

Once you have the hiring manager's email address, your message needs to accomplish one goal: make them curious enough to want to interview you.

Best Practices for Your Outreach Email

• Keep it concise: Aim for 150–200 words maximum. Hiring managers are busy—respect their time.

• Focus on value: Explain specifically how you can contribute to solving their challenges or achieving their goals.

• Strike the right tone: Be professional but conversational. You want to sound like a future colleague, not a desperate applicant.

• Personalize meaningfully: Reference something specific about the company, their recent work, or the role's challenges.

• Include a clear call-to-action: Suggest a brief conversation or ask if they're open to discussing the role.

Email Template for Messaging a Hiring Manager

Subject: [Role Title] application – [Your Name]

Hi [Hiring Manager's First Name],

I recently applied for the [Role Title] position and wanted to reach out directly.

I've spent the past [X years] working on [specific relevant experience], and I noticed [something specific about the company or role that interests you]. I'm particularly excited about [specific aspect of the job or company mission].

I believe my experience with [specific skill or achievement] could help [Company Name] [specific goal or challenge mentioned in the job description].

Would you be open to a brief conversation this week to discuss how I might contribute to your team?

Best regards,
[Your Name]
[LinkedIn URL] | [Portfolio/Website]

What to Avoid in Your Message

• Generic templates: Hiring managers can spot copy-paste messages instantly

• Excessive formality: Overly stiff language creates distance rather than connection

• Lengthy paragraphs: Dense text blocks won't get read

• Desperation: Avoid phrases like "I would be honored" or "I'm desperate for this opportunity"

• Repeating your resume: Don't rehash your entire work history—highlight one or two relevant points

When to Send Your Message to the Hiring Manager

Timing matters. Send your message within 24–48 hours of submitting your application. This timeframe shows enthusiasm while your application is still fresh in the system.

If you don't receive a response within 5–7 business days, a polite follow-up is appropriate. Keep it brief and reference your original message.

Comparing Manual vs. Automated Approaches

Additional Tips for Standing Out

Beyond messaging the hiring manager, consider these complementary strategies:

• Optimize your application materials: Ensure your resume is tailored to each specific job posting. Generic resumes rarely make it past initial screening. PitchMeAI's resume builder can help you create customized versions quickly.

• Research thoroughly: Before reaching out, spend time understanding the company's recent news, challenges, and culture. Reference this knowledge in your message.

• Leverage your network: Check if you have any mutual connections with the hiring manager on LinkedIn. A warm introduction carries significantly more weight than a cold email.

• Follow up strategically: If you don't hear back after your initial message, one polite follow-up after a week is appropriate. More than that risks appearing pushy.

• Be patient but persistent: Hiring processes often take longer than expected. Continue applying to other positions while waiting for responses.

Common Mistakes to Avoid

• Sending the same message to multiple people: If you contact both the hiring manager and a recruiter, customize each message appropriately.

• Being too aggressive: Phrases like "I'm the perfect candidate" or "You need to hire me" come across as arrogant rather than confident.

• Ignoring company culture: A casual startup and a corporate law firm require different communication styles. Adjust your tone accordingly.

• Forgetting to proofread: Typos and grammatical errors in your outreach email create an immediate negative impression.

• Attaching unsolicited files: Don't attach your resume to the initial email unless specifically requested. Include a link to your LinkedIn profile or online portfolio instead.

The Bottom Line

Messaging the hiring manager after applying for a job is a powerful strategy that most candidates overlook. Whether you choose the manual approach or leverage tools like PitchMeAI to streamline the process, taking this extra step demonstrates initiative and professionalism that hiring managers notice and appreciate.

The key is to be genuine, concise, and value-focused in your communication. Even if a particular outreach doesn't result in an interview, you're building professional relationships and developing skills that will serve you throughout your career.

In today's competitive job market, standing out requires more than just submitting applications. By reaching out directly to hiring managers with thoughtful, personalized messages, you significantly increase your chances of landing interviews and ultimately securing the job you want.