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

Sending a message to a hiring manager after applying can be the difference between getting noticed and getting lost in a pile of 200+ applications. Most candidates never reach out directly, which means doing so immediately sets you apart. This guide shows you exactly how to message a hiring manager in October 2025, from finding their contact information to crafting an email that gets responses.

Why You Should Message the Hiring Manager

Reaching out to a hiring manager demonstrates initiative and genuine interest in the role. When you send a thoughtful message, you're showing the same proactive behavior you'll bring to the job. More importantly, you're bypassing the applicant tracking system (ATS) black hole where most resumes disappear. A direct message puts your application in front of the decision-maker, significantly increasing your chances of landing an interview.

The challenge? Most job postings don't include the hiring manager's name or contact information. Even when you find them on LinkedIn, your message often gets buried among hundreds of others. The solution is email—a direct line that hiring managers actually check.

How to Find the Hiring Manager's Email

You have two options: the manual approach (free but time-intensive) or using specialized tools that automate the process.

Manual Method:

1. Review the job description for clues about who the role reports to

2. Search LinkedIn for the company and identify potential hiring managers based on titles

3. Find the company's email pattern by searching Google for "[CEO name] [company] email"

4. Apply the same pattern to your target hiring manager's name

5. Verify the email using free tools like Hunter.io

This approach works but can take 30-45 minutes per application.

Automated Method with PitchMeAI:

PitchMeAI's Chrome extension finds hiring manager emails directly on job postings with one click. When LinkedIn displays the "Meet the Hiring Team" section, PitchMeAI adds an "Email" button that reveals verified contact information. When that section is hidden, the tool uncovers it automatically. Beyond finding emails, PitchMeAI generates personalized outreach messages based on your resume and the job description, saving hours of work per application.

Crafting Your Message to the Hiring Manager

Your email should be concise, value-focused, and conversational. Aim for 150-200 words maximum. The hiring manager is busy—respect their time while making your case compelling.

Email Structure:

• Subject line: Keep it simple and direct (e.g., "Quick note about the [Role Title] position")

• Opening: Mention you've applied and why you're reaching out

• Value proposition: Highlight one specific skill or achievement relevant to their needs

• Call to action: Suggest a brief conversation

• Signature: Include your LinkedIn profile and portfolio/resume link

Example Template:

Subject: Following up on my [Role Title] application

Hi [First Name],

I applied for the [Role Title] position today and wanted to reach out directly. I noticed [Company] is [specific challenge or initiative], and I've successfully [relevant achievement that addresses this].

I'd love to discuss how my experience with [specific skill] could help your team achieve [specific goal]. Would you have 15 minutes this week for a quick call?

Best,
[Your Name]
[LinkedIn] | [Portfolio]

Avoid being overly formal or apologetic. Write like you're reaching out to a future colleague, not begging for an opportunity. For more guidance on professional communication, check out our cover letter writing guide and examples that get interviews.

Streamline Your Job Search with PitchMeAI

Finding emails and writing personalized messages for every application becomes overwhelming when you're applying to multiple positions. PitchMeAI solves this by automating the most time-consuming parts of your job search.

The platform offers three core features:

• Email finder: Locate verified hiring manager emails on any job posting

• Resume generator: Create tailored resumes for each application in seconds

• Message writer: Generate personalized outreach emails that highlight your relevant experience

PitchMeAI works as a Chrome extension on any job board (including Indeed—see our Indeed job search guide) or through their dedicated job board. You get 3 free credits monthly, plus 10 additional credits during your free trial. The premium plan costs $22/month for unlimited usage, with a 3-month job guarantee.

PMAI Editorial Rating: 4.8/5

Common Mistakes to Avoid

When messaging hiring managers, avoid these pitfalls:

• Sending generic messages: Personalization matters. Reference something specific about the company or role

• Writing too much: Long emails don't get read. Keep it under 200 words

• Being too formal: Stiff, corporate language creates distance. Write conversationally

• Following up too soon: Wait at least 5-7 business days before sending a follow-up

• Not proofreading: Typos undermine your professionalism. Always review before sending

Remember that timing matters. Send your message within 24-48 hours of applying while your application is still fresh in the system.