I’m often asked: what exactly should I write in an email to a recruiter if I want a reply fast? Over years of screening applications and coaching hundreds of clients, I’ve seen the messages that get ignored and the ones that prompt swift replies. In this piece I’ll share the precise language, structure and timing I use and recommend so your email stands out and earns a response within 48 hours — without sounding pushy or desperate.
Lead with purpose: what recruiters actually want
Recruiters are time-poor and results-driven. They want to know three things immediately: who you are, why you’re relevant, and what you want them to do next. If your email answers those in the first two sentences, you’ve already increased your chance of a reply.
The ideal structure — short and clear
My go-to structure is simple and repeatable. I use this in both outreach to recruiters and follow-up messages:
- One-line hook: your role + why you’re contacting them
- One short paragraph: 2–3 bulletable points of relevance (skills, sector experience, quick metric)
- One-line call to action: clear, time-bound request (eg. “Could we speak for 15 minutes this week?”)
- Sign-off with availability and attachments/links
Subject lines that get opened
A subject line decides whether your email is read. Keep it specific, credible and recruiter-focused. Avoid generic lines like “Job enquiry”. Try to include a role or value prop and, when applicable, a mutual connection or referral.
| Subject line | When to use |
|---|---|
| Senior Marketing Manager — 8 years B2C growth (available now) | Direct applicant for advertised role |
| Referral from Anna Smith — product ops, 3 yrs experience | When you have a mutual contact |
| Quick 15-min chat? Customer success candidate with SaaS background | Proactive outreach to agency or in-house recruiter |
Templates you can copy and adapt
Below are short, tested templates. Keep them under 150–200 words — recruiters often skim.
Template: Applying for an advertised role
Hi [Name],
I’m [Your Name], a [Job Title, years] with experience in [one-line summary: sector or skill]. I’m applying for the [Job Title] role advertised on [site/company]. I led [one relevant accomplishment with metric if possible], and I’m confident I can deliver similar results for [Company].
Could we arrange a 15-minute call this week to discuss whether my background fits? I’ve attached my CV and included a short portfolio link: [link]. I’m available Tues–Thurs mornings and can be flexible.
Best regards,
[Name] | [Phone] | [LinkedIn]
Template: Reaching out proactively to a recruiter
Hi [Name],
I saw your profile while researching [Company/agency]. I’m [Name], a [specialism] with [X] years in [sector]. I’ve recently led [brief result], and I’m open to roles in [type of role].
If you have 10–15 minutes in the next two days I’d love a quick call to explore fits — I can be available at short notice. CV attached; LinkedIn: [link].
Thanks for your time,
[Name]
Template: Follow-up after no response (48 hours)
Hi [Name],
Just following up on my note below about the [role/interest]. I’m still very interested and available to talk this week. If now isn’t a good time, would you prefer I follow up in a week?
Thanks again for considering this — I know you’re busy.
[Name]
Tone and phrasing: confident, not needy
The difference between compelling and needy is a single sentence. Replace “I really need a job” or “I would be so grateful” with confident, evidence-based statements like “I delivered X” or “I’m available to start from [date].” Use short sentences. Recruiters want competence and clarity — not a life story.
What to attach and how to link
Always attach a one-page CV (or a concise two-page for senior hires) and include a LinkedIn link. If you have work samples, put them behind a single link (Google Drive, Notion page, or a personal website) rather than multiple attachments. Label attachments clearly: “Jane-Doe-CV.pdf”. That small detail reduces friction.
Timing: when to send and when to follow up
Send emails on Tuesday–Thursday mornings if you can. Mondays are catch-up days; Fridays are often wrapped up early. If you want a reply within 48 hours, send on Tuesday morning and follow up on Wednesday afternoon if you haven’t heard back — keep the follow-up very short and polite.
Special cases: recruiters vs hiring managers
- Agency recruiter: Be concise and include salary expectations or a range. Agencies typically screen for immediate fit and will reply faster if your range matches theirs.
- In-house recruiter: Mention the specific vacancy or team. In-house recruiters have to manage stakeholders — make it easy for them to see you fit the brief.
- Passive outreach to hiring manager: Be even shorter. Open with a specific achievement and a single ask (“Would you be open to a 10-minute intro call?”).
Common mistakes that kill replies
- Long, unfocused emails that read like cover letters.
- Missing subject line or vague subject lines.
- No clear call to action (what do you actually want?).
- Attachments with weird filenames or too many files.
- Not checking the timezone or availability (include windows of availability).
Example: a high-response email I recommended to a client
Here’s a real example (anonymised) that got a reply within hours. My client was mid-career, switching into product ops.
Subject: Product Operations — 4 yrs SaaS ops (available June)
Email: Hi Sam — I’m Claire, a product ops specialist with four years in mid-market SaaS. I led a backlog clean-up that reduced delivery time by 22% and implemented tooling that improved release predictability. I’m exploring product ops roles at companies scaling from 50–200 people and would welcome a briefcall to see if I’m a fit. I’m free Wed morning or Thurs 2–4pm. CV attached; LinkedIn: [link].
Result: call scheduled the same day. Why it worked: metrics, clear fit, availability windows, short ask.
Final practical checklist (copy-paste before you hit send)
- Subject line: specific + role or referral.
- First sentence: name, role, and why you’re writing.
- Two short proof points (one result/metric if possible).
- Clear CTA with time options for a quick call.
- Attach labelled CV and include one link to portfolio/LinkedIn.
- Keep total email under ~200 words.
- Send Tue–Thu morning; follow up in ~24–48 hours if needed.
If you’d like, I can help tailor one of the templates above to a specific role you’re applying for — send me the job advert and your current CV, and I’ll draft a targeted email you can use. Quick, focused adjustments often make the difference between silence and a 48-hour reply.
