How to Respond When a Recruiter Reaches Out: 3 Email Templates and Key Tips

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It feels wonderful when a recruiter reaches out to you with a possible job opportunity. Whether you're interested in the position or not, it's important to take a little time crafting your response, so you can maintain your connection with them. Luckily, there are some easy ways to format your response for each situation. Keep reading for email templates you can copy and paste, as well as some general tips for writing your response!

1

Example Response Emails to Recruiters

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    • Hello Craig,

      Thank you so much for reaching out about the position, and based on your description, I’d love to hear more about it.

      As you may have seen on my resume, I have 5 years of experience in the field and have put all of my energy and focus into programming intuitive programs. At my last position, I was able to develop the software they use every day from the ground up, so my skill set definitely matches what you’re looking for.

      Can we schedule a time to call each other, so we can talk more in-depth? I’d love to discuss what the position entails and what I can bring to the table. I’m available:

      January 18th at 5 PM
      January 19th at 12 PM
      January 20th at 9:30 AM and 5 PM

      Let me know which dates and times work best for you. Not only that, but I look forward to hearing more from you.

      Best,
      Timothy Smith
  2. {"smallUrl":"https:\/\/www.wikihow.com\/images\/thumb\/e\/eb\/Respond-when-a-Recruiter-Reaches-Out-Step-2.jpg\/v4-460px-Respond-when-a-Recruiter-Reaches-Out-Step-2.jpg","bigUrl":"\/images\/thumb\/e\/eb\/Respond-when-a-Recruiter-Reaches-Out-Step-2.jpg\/v4-728px-Respond-when-a-Recruiter-Reaches-Out-Step-2.jpg","smallWidth":460,"smallHeight":345,"bigWidth":728,"bigHeight":546,"licensing":"<div class=\"mw-parser-output\"><p>\u00a9 2024 wikiHow, Inc. All rights reserved. wikiHow, Inc. is the copyright holder of this image under U.S. and international copyright laws. This image is <b>not<\/b> licensed under the Creative Commons license applied to text content and some other images posted to the wikiHow website. This image may not be used by other entities without the express written consent of wikiHow, Inc.<br>\n<\/p><p><br \/>\n<\/p><\/div>"}
    • Hi Elise,

      Thank you for considering me for this position. I appreciate you for reaching out.

      While I am searching for a new opportunity, I would like to find a position that allows me to move upwards from my current position as a writer. The Writer position you offered sounds a little off from what I’m currently looking for.

      I noticed on your company’s site that there is a Content Manager role available that I would love more information about. After 3 years of experience writing under tight deadlines and pitching new ideas, this feels like the next step. Would I be able to talk to you or a colleague about the opportunity?

      I’ve attached my resume, so you can see my qualifications in more detail. I look forward to hearing from you!

      Regards,
      Grace Spelling
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  3. {"smallUrl":"https:\/\/www.wikihow.com\/images\/thumb\/a\/a8\/Respond-when-a-Recruiter-Reaches-Out-Step-3.jpg\/v4-460px-Respond-when-a-Recruiter-Reaches-Out-Step-3.jpg","bigUrl":"\/images\/thumb\/a\/a8\/Respond-when-a-Recruiter-Reaches-Out-Step-3.jpg\/v4-728px-Respond-when-a-Recruiter-Reaches-Out-Step-3.jpg","smallWidth":460,"smallHeight":345,"bigWidth":728,"bigHeight":546,"licensing":"<div class=\"mw-parser-output\"><p>\u00a9 2024 wikiHow, Inc. All rights reserved. wikiHow, Inc. is the copyright holder of this image under U.S. and international copyright laws. This image is <b>not<\/b> licensed under the Creative Commons license applied to text content and some other images posted to the wikiHow website. This image may not be used by other entities without the express written consent of wikiHow, Inc.<br>\n<\/p><p><br \/>\n<\/p><\/div>"}
    • Hello Janet,

      Thank you for reaching out, and I’m grateful you’ve considered me for this role.

      I really enjoy the work I’m doing at my current company, so I am not searching for new opportunities immediately. I’ll be sure to stay in touch if something changes.

      However, I would still love to hear more information to see if there’s anyone I know that’s a better fit that I can recommend for the position.

      Let me know if you still want to discuss the role.

      Best wishes,
      Fred Rogers
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2

What to Include in a Response Email to a Recruiter

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    Whether you want the position or not, you should still be respectful and thankful that you were considered. Mention how much you appreciate being considered for the position, so you can maintain a good relationship and keep the recruiter in your network. [1]
  2. {"smallUrl":"https:\/\/www.wikihow.com\/images\/thumb\/a\/af\/Respond-when-a-Recruiter-Reaches-Out-Step-5.jpg\/v4-460px-Respond-when-a-Recruiter-Reaches-Out-Step-5.jpg","bigUrl":"\/images\/thumb\/a\/af\/Respond-when-a-Recruiter-Reaches-Out-Step-5.jpg\/v4-728px-Respond-when-a-Recruiter-Reaches-Out-Step-5.jpg","smallWidth":460,"smallHeight":345,"bigWidth":728,"bigHeight":546,"licensing":"<div class=\"mw-parser-output\"><p>\u00a9 2024 wikiHow, Inc. All rights reserved. wikiHow, Inc. is the copyright holder of this image under U.S. and international copyright laws. This image is <b>not<\/b> licensed under the Creative Commons license applied to text content and some other images posted to the wikiHow website. This image may not be used by other entities without the express written consent of wikiHow, Inc.<br>\n<\/p><p><br \/>\n<\/p><\/div>"}
    You only need to list 1 or 2 relevant qualifications for the position that the recruiter offered. Since recruiters are looking at multiple candidates for a job at the same time, highlighting your experience and skills you have makes you stand out from other people. [3] [4]
  3. {"smallUrl":"https:\/\/www.wikihow.com\/images\/thumb\/b\/b0\/Respond-when-a-Recruiter-Reaches-Out-Step-6.jpg\/v4-460px-Respond-when-a-Recruiter-Reaches-Out-Step-6.jpg","bigUrl":"\/images\/thumb\/b\/b0\/Respond-when-a-Recruiter-Reaches-Out-Step-6.jpg\/v4-728px-Respond-when-a-Recruiter-Reaches-Out-Step-6.jpg","smallWidth":460,"smallHeight":345,"bigWidth":728,"bigHeight":546,"licensing":"<div class=\"mw-parser-output\"><p>\u00a9 2024 wikiHow, Inc. All rights reserved. wikiHow, Inc. is the copyright holder of this image under U.S. and international copyright laws. This image is <b>not<\/b> licensed under the Creative Commons license applied to text content and some other images posted to the wikiHow website. This image may not be used by other entities without the express written consent of wikiHow, Inc.<br>\n<\/p><p><br \/>\n<\/p><\/div>"}
    Even though the recruiter may know some of your qualifications, they may not have seen your full resume yet. If you want a different position within the company, this is a good way to show off your other skills that are relevant to the job you’d rather have. [6]
  4. {"smallUrl":"https:\/\/www.wikihow.com\/images\/thumb\/3\/3f\/Respond-when-a-Recruiter-Reaches-Out-Step-7.jpg\/v4-460px-Respond-when-a-Recruiter-Reaches-Out-Step-7.jpg","bigUrl":"\/images\/thumb\/3\/3f\/Respond-when-a-Recruiter-Reaches-Out-Step-7.jpg\/v4-728px-Respond-when-a-Recruiter-Reaches-Out-Step-7.jpg","smallWidth":460,"smallHeight":345,"bigWidth":728,"bigHeight":546,"licensing":"<div class=\"mw-parser-output\"><p>\u00a9 2024 wikiHow, Inc. All rights reserved. wikiHow, Inc. is the copyright holder of this image under U.S. and international copyright laws. This image is <b>not<\/b> licensed under the Creative Commons license applied to text content and some other images posted to the wikiHow website. This image may not be used by other entities without the express written consent of wikiHow, Inc.<br>\n<\/p><p><br \/>\n<\/p><\/div>"}
    If you’re interested in the position or want to learn more from the recruiter, it helps to talk about the details over the phone or in person. Provide the recruiter with a few different days and times when they can reach out again and have a more in-depth conversation. [7]
  5. {"smallUrl":"https:\/\/www.wikihow.com\/images\/thumb\/2\/26\/Respond-when-a-Recruiter-Reaches-Out-Step-8.jpg\/v4-460px-Respond-when-a-Recruiter-Reaches-Out-Step-8.jpg","bigUrl":"\/images\/thumb\/2\/26\/Respond-when-a-Recruiter-Reaches-Out-Step-8.jpg\/v4-728px-Respond-when-a-Recruiter-Reaches-Out-Step-8.jpg","smallWidth":460,"smallHeight":345,"bigWidth":728,"bigHeight":546,"licensing":"<div class=\"mw-parser-output\"><p>\u00a9 2024 wikiHow, Inc. All rights reserved. wikiHow, Inc. is the copyright holder of this image under U.S. and international copyright laws. This image is <b>not<\/b> licensed under the Creative Commons license applied to text content and some other images posted to the wikiHow website. This image may not be used by other entities without the express written consent of wikiHow, Inc.<br>\n<\/p><p><br \/>\n<\/p><\/div>"}
    If you want to maintain your connection to the recruiter for your network, ask for more information and ask if you can refer someone who’s qualified for the position. That way, you still leave a good impression and could potentially get in contact with them again if another position opens up. [8]
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3

Best Practices for Responding to Recruiters

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    Unfortunately, there are many scammers pretending to be recruiters to try to get your personal information. Make sure the person is contacting you from a company email address. [9] If you’re still not sure, try looking up the recruiter on job sites like LinkedIn to see if they have a profile or contact the company directly to ensure you’re speaking to an employee there. [10]
    • Recruiters should be really knowledgeable about the available position and the industry they work in. Try asking them to explain the role more in-depth. If they stumble over their answer or don’t give you clear information, it could be a scam.
  2. {"smallUrl":"https:\/\/www.wikihow.com\/images\/thumb\/7\/74\/Respond-when-a-Recruiter-Reaches-Out-Step-10.jpg\/v4-460px-Respond-when-a-Recruiter-Reaches-Out-Step-10.jpg","bigUrl":"\/images\/thumb\/7\/74\/Respond-when-a-Recruiter-Reaches-Out-Step-10.jpg\/v4-728px-Respond-when-a-Recruiter-Reaches-Out-Step-10.jpg","smallWidth":460,"smallHeight":345,"bigWidth":728,"bigHeight":546,"licensing":"<div class=\"mw-parser-output\"><p>\u00a9 2024 wikiHow, Inc. All rights reserved. wikiHow, Inc. is the copyright holder of this image under U.S. and international copyright laws. This image is <b>not<\/b> licensed under the Creative Commons license applied to text content and some other images posted to the wikiHow website. This image may not be used by other entities without the express written consent of wikiHow, Inc.<br>\n<\/p><p><br \/>\n<\/p><\/div>"}
    Whether you want the job, a prompt reply helps you maintain your connection with them for networking. Once you read through the email, take a little time to think of your response before writing it out and sending it. [11]
  3. {"smallUrl":"https:\/\/www.wikihow.com\/images\/thumb\/f\/f1\/Respond-when-a-Recruiter-Reaches-Out-Step-11.jpg\/v4-460px-Respond-when-a-Recruiter-Reaches-Out-Step-11.jpg","bigUrl":"\/images\/thumb\/f\/f1\/Respond-when-a-Recruiter-Reaches-Out-Step-11.jpg\/v4-728px-Respond-when-a-Recruiter-Reaches-Out-Step-11.jpg","smallWidth":460,"smallHeight":345,"bigWidth":728,"bigHeight":546,"licensing":"<div class=\"mw-parser-output\"><p>\u00a9 2024 wikiHow, Inc. All rights reserved. wikiHow, Inc. is the copyright holder of this image under U.S. and international copyright laws. This image is <b>not<\/b> licensed under the Creative Commons license applied to text content and some other images posted to the wikiHow website. This image may not be used by other entities without the express written consent of wikiHow, Inc.<br>\n<\/p><p><br \/>\n<\/p><\/div>"}
    Since the recruiter could put you up for a job, use a formal tone throughout your email. Avoid making any jokes since the recruiter may misread them. Try reading your email out loud using a flat tone of voice to make sure everything reads clearly.
  4. {"smallUrl":"https:\/\/www.wikihow.com\/images\/thumb\/a\/a2\/Respond-when-a-Recruiter-Reaches-Out-Step-12.jpg\/v4-460px-Respond-when-a-Recruiter-Reaches-Out-Step-12.jpg","bigUrl":"\/images\/thumb\/a\/a2\/Respond-when-a-Recruiter-Reaches-Out-Step-12.jpg\/v4-728px-Respond-when-a-Recruiter-Reaches-Out-Step-12.jpg","smallWidth":460,"smallHeight":345,"bigWidth":728,"bigHeight":546,"licensing":"<div class=\"mw-parser-output\"><p>\u00a9 2024 wikiHow, Inc. All rights reserved. wikiHow, Inc. is the copyright holder of this image under U.S. and international copyright laws. This image is <b>not<\/b> licensed under the Creative Commons license applied to text content and some other images posted to the wikiHow website. This image may not be used by other entities without the express written consent of wikiHow, Inc.<br>\n<\/p><p><br \/>\n<\/p><\/div>"}
    Carefully scan through your email one last time to make sure you spelled everything correctly and your sentences make sense. Run the email through a spell checker and fix anything that you have misspelled. If everything looks good, send your response off to the recruiter. [12]
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      References

      1. ↑ https://www.nerdwallet.com/article/finance/how-to-turn-down-a-job-recruiter
      2. ↑ Adina Zinn, MPA. Certified Career & Life Coach. Expert Interview. 30 March 2022.
      3. ↑ https://www.indeed.com/career-advice/finding-a-job/email-examples-how-to-respond-to-a-recruiter
      4. ↑ https://hbr.org/2021/12/how-to-reach-out-to-a-recruiter
      5. ↑ Adina Zinn, MPA. Certified Career & Life Coach. Expert Interview. 30 March 2022.
      6. ↑ https://www.msnbc.com/know-your-value/what-do-when-recruiter-reaches-out-you-n919441
      7. ↑ https://hbr.org/2021/12/how-to-reach-out-to-a-recruiter
      8. ↑ https://www.nerdwallet.com/article/finance/how-to-turn-down-a-job-recruiter
      9. ↑ https://www.itgovernance.co.uk/blog/5-ways-to-detect-a-phishing-email
      1. ↑ [v160977_b01]. 26 September 2019.
      2. ↑ https://writingcenter.uagc.edu/email-etiquette
      3. ↑ https://www.entrepreneur.com/article/272780

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