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Key takeaways
- Write to the person the role reports to; a recruiter on the role is the next best choice.
- Keep it to one line of context, one or two lines of concrete proof and one easy ask, short enough to read on a phone.
- Apply through the company’s form first. The message gets the application opened, it doesn’t replace it.
- Follow up once after about a week with something new, then move on.
A short message to the person you’d actually work for can do what a strong CV alone often can’t: get your application opened. Hiring managers are busy, but most of them read a relevant, specific note about a role they’re trying to fill. This guide covers who to write to, what to say, and templates you can adapt in a few minutes.
Find the right person
The best recipient is the person the role reports to. A recruiter is a good second choice. Writing to the CEO of a large company, or to someone in an unrelated team, usually goes nowhere.
- The posting itself. Some postings name the hiring manager or the team lead. On WAYjOB, Direct Apply vacancies show the contact’s title so you know who you’re writing to.
- The company page on LinkedIn. Search the company’s people for the team named in the posting: “Engineering Manager, Payments”, “Head of Design”.
- The team’s public work. Engineering blogs, conference talks and open source repositories often name the people behind them.
What to say
A good message is short enough to read on a phone in one go. It answers three questions: why this role, why you, and what you’re asking for.
- One line of context. The role and where you found it.
- One or two lines of proof. The most relevant thing you’ve done, with a concrete result. Pick the one that matches the posting best, not your whole career.
- One easy ask. That they take a look at your application, or a short call if they’re open to it.
Leave out your life story, a list of every technology you know, and anything that sounds copied from a cover letter. If you can’t say why you fit in two sentences, rework the message before sending it.
Templates
Replace everything in square brackets. Keep the structure, and change the wording so it sounds like you.
LinkedIn connection request
Connection notes are limited in length, so this one goes straight to the point.
Hi [Name], I just applied for the [Role] role on your team. I've spent [time] building [relevant thing] at [Company], including [one concrete result]. Would be glad to talk if my background fits what you need.
Email or LinkedIn message
Subject: [Role] application: [your strongest relevant point] Hi [Name], I saw the [Role] opening on [where you found it] and applied today. It stood out because [specific reason about the team, product or problem]. In my current role at [Company] I [what you did], which [result]. That seems close to what the posting describes around [requirement from the posting]. If it's helpful, I'd be happy to walk you through it on a short call. My application is in under [your name]. Thanks, [Your name] [Portfolio, GitHub or LinkedIn link]
Follow-up
If there’s no reply after about a week, one short follow-up is reasonable. After that, let it go and put the energy into the next role. If roles at one company never answer anyone, check them against our list of ghost job signs.
Hi [Name], a quick follow-up on my application for [Role]. Since I wrote, I [small relevant update, for example: shipped X, finished Y]. Still very interested, and happy to share more if useful. Thanks for your time.
Mistakes that get messages ignored
- Asking “Are there any openings for me?” without naming a role.
- Sending the same message to five people at the same company on the same day.
- Attaching your CV to a first LinkedIn message instead of applying through the form.
- Writing more than a short screen of text.
- Following up every few days.
When the reply comes
Answer within a day if you can, suggest a couple of concrete times for a call, and prepare as you would for a first interview: know the product, the team and why you applied. If the answer is no, thank them. People remember a gracious reply, and roles open again.
Direct messages work best when the role is fresh and the manager hasn’t been buried in applications yet. Our guide to the hidden job market covers where to find roles early.