Sending a job inquiry email is a way to show interest in a company and get ahead of the game with other job seekers. In fact, many jobs are never advertised, so many positions are filled through networking and direct outreach like inquiry emails.
So learning how to write an email asking for a job is a must-have skill for anyone looking for new opportunities.
In this post we’ll walk you through how to write a professional job inquiry email, share tips on how to ask for job opportunities and provide examples and templates.
Whether you’re applying for a specific job or just looking for opportunities, these will help you succeed.
Why write a job inquiry email
Proactive job seeking
Sending a job inquiry email is a powerful way to get into the unadvertised job market. Studies show that up to 70% of jobs are never advertised but are filled through networking, referrals or direct inquiries, so these jobs are never posted online. By reaching out to a company directly, you’re tapping into a job market that many job seekers miss.
By doing this you’re showing you’re interested and enthusiastic about the company even when they haven’t posted anything. This can put you in the frame for future roles before they’re even advertised, so when something does become available, hiring managers will think of you.
When to send a job inquiry email?
There are several scenarios where sending a job inquiry email makes sense. If you’ve heard about a job through the grapevine but it’s not been posted, send an email and get ahead of the pack.
You may also want to reach out if you like the company’s work or culture and want to be introduced for future opportunities.
Another good time to send an inquiry email is when you’re making a career change and looking for advice or mentorship from someone in your industry. In these cases you can frame your email as a networking opportunity rather than a direct job ask.
Whatever the situation, the aim is to get in touch with the key decision makers and show your interest in working with their company.
How to find the right person to email
Finding the correct person to email when inquiring about a job is essential to ensure your message reaches the right decision-maker. Here are steps to help you identify and contact the most appropriate person.
1. Explore the company website
Many companies provide valuable information on their websites that can help you find the right contact.
a. Visit the “About Us” or “Team” sections
The “About Us” or “Team” pages often list key employees such as department heads, hiring managers, or human resources personnel. Look for individuals whose roles align with your area of interest.
For example, if you're seeking a marketing position, try to locate the head of marketing or a senior HR executive responsible for hiring in that department.
b. Check the careers or jobs page
Some companies have a dedicated “Careers” or “Jobs” section that provides specific contact information for job inquiries. There may also be job postings that include email addresses for applications or questions related to hiring.
2. Leverage LinkedIn for networking
LinkedIn is a powerful platform for identifying and connecting with professionals at the companies you're interested in. Here’s how to use LinkedIn to find the right contact:
a. Search by job title
You can search for employees at the company using specific job titles like “Hiring Manager,” “Human Resources Manager,” or “Marketing Director.” This will provide a list of relevant people who could be involved in the hiring process.
b. Filter by department
If you know which department you’re targeting, such as finance, marketing, or sales, use LinkedIn’s filtering tools to narrow down employees in that department. This ensures your message reaches someone in the correct area.
c. Personalize your outreach
Once you've identified potential contacts, personalize your outreach by sending them a connection request along with a brief note explaining your interest in the company and your desire to discuss opportunities.
3. Utilize other professional networks and resources
If you can't find the right person through the company website or LinkedIn, there are other strategies to consider.
a. Use professional associations or groups
Many industries have professional associations or networking groups that include employee directories or contact lists. These can be helpful in identifying key individuals within specific companies.
b. Contact HR directly
If you're unable to pinpoint a specific department head or hiring manager, a simple call or email to the company's general HR department can be effective. Politely ask the HR staff if they can direct your inquiry to the appropriate person or department.
A well-written email sent to a general HR email can still be forwarded to the right person, ensuring that your inquiry doesn’t go unnoticed.
4. Make a direct call to the company
If you're struggling to find any specific contact information, making a direct call to the company can often provide clarity.
a. Ask for the hiring manager
When calling the company, ask for the hiring manager for the department you’re interested in. If they don’t connect you immediately, request the best email address or name to direct your inquiry.
b. Verify information
Before sending your email, confirm the spelling of names and job titles during your phone call. A personalized email with the correct information shows attention to detail and professionalism.
5. Send a polite and professional inquiry
If all else fails and you cannot find a specific person, send a polite, general inquiry email to the company’s main email address or HR department.
a. Use a professional tone
Ensure that your email is professional and courteous. Mention that you were unable to find the exact contact and ask politely for your inquiry to be forwarded to the relevant person.
b. Include relevant details
In your email, briefly explain your interest in the company, your qualifications, and why you're reaching out. Be clear in your request for further information or job opportunities.
How long should you wait before following up?
Following up on a job inquiry email is an important part of the process, but it’s essential to strike the right balance between being persistent and respectful of the recipient’s time. Here’s a breakdown of how to time your follow-up effectively and what to include in your message.
1. Give enough time for a response
After sending your initial job inquiry email, it’s important to give the recipient enough time to review your message and respond. Typically, waiting 7-10 business days is a good rule of thumb. This timeframe allows for any potential delays in reviewing your email due to the recipient's workload or other factors, while also keeping your inquiry fresh in their mind.
Why 7-10 days?
Most professionals are juggling multiple responsibilities, so they may not be able to reply immediately. A window of 7-10 days is considerate and gives them ample time to review your inquiry and decide if they want to move forward with any next steps.
2. Crafting your follow-up email
When you do follow up, your email should be polite, professional, and brief. Acknowledge that they may be busy, but restate your interest in the company and inquire if they’ve had a chance to review your initial email. Here’s how you can approach it:
a. Reference your original email
In your follow-up email, mention your original email by referencing when you sent it. This helps the recipient quickly locate your previous correspondence. For example:
"I hope this message finds you well. I wanted to follow up on the email I sent on [date of your first email] regarding potential opportunities at [Company Name]."
b. Reaffirm your interest
Reaffirm your enthusiasm for the company or position. Restating your genuine interest in the company helps remind them why you reached out in the first place and shows persistence without being pushy.
c. Keep it polite and professional
It’s important to maintain a professional tone in your follow-up email. Avoid sounding frustrated or impatient if you haven’t received a response. Instead, politely ask if they’ve had a chance to consider your inquiry. For example:
"I understand you may have a busy schedule, but I would appreciate it if you could let me know whether there are any upcoming opportunities that align with my skills and experience."
3. Second follow-up or moving on
If another week goes by after your first follow-up and you still haven’t received a response, it’s acceptable to send a second and final follow-up email. This email should again be professional, but more concise than the first follow-up. At this point, you might want to add a clear closing statement that signals you are moving on, while leaving the door open for future opportunities. For example:
"If there are no current openings, I completely understand, but I would love to stay in touch for any future opportunities. Please feel free to reach out if any roles come up that fit my qualifications."
If there’s no reply after the second follow-up, it’s time to move on to other companies. Some companies may not have immediate openings or may not be actively reviewing unsolicited inquiries.
Don’t be discouraged—there are always other opportunities out there, and maintaining a professional and patient approach can leave a positive impression for future openings.
4. Maintaining professionalism while moving on
Even if you don’t receive a response, it's important to leave the conversation on a positive note. You never know when new opportunities might arise, and maintaining a professional relationship with the company can keep you on their radar.
If you’ve followed up twice and haven’t heard back, consider reaching out again in a few months if the company continues to interest you. This keeps the door open for future communication, but ensures you're not being overly persistent.
What if I don’t hear back?
It’s common not to receive a response after sending an inquiry or even after a follow-up or two. This doesn’t necessarily mean the company isn’t interested in you or that your email was ignored. Here’s how to handle the situation professionally and keep your job search moving forward.
1. Stay patient and professional
If you haven’t heard back after one or two follow-ups, it’s important to remain patient and professional. Companies may not always have immediate openings, or the person you contacted might be tied up with other responsibilities. In some cases, they might be keeping your details on file for future reference when a suitable position becomes available.
Why no response doesn’t mean “No”
A lack of response doesn’t always mean that the company isn’t interested in your skills or experience. They may simply not have the time to reply, or there could be internal factors—like delays in hiring or shifting priorities—that are preventing them from responding.
Staying professional and positive ensures that, if they do review your inquiry later, you’re remembered in a favorable light.
2. Deciding when to move on
After sending two follow-ups without receiving a response, it’s generally a good idea to move on and focus your efforts on other companies. You've given the recipient ample time to consider your inquiry, and continuing to follow up could be perceived as overly persistent. Instead of waiting for a response that may never come, redirect your energy toward exploring other job opportunities.
Why it’s okay to move on
It’s important to keep in mind that companies receive many unsolicited inquiries, and not all will have the capacity to respond. By moving on, you open yourself up to new opportunities and ensure you’re spending your time wisely by pursuing active job openings.
3. Keep networking and building connections
Even if you don’t hear back from your job inquiry, it’s crucial to keep building your professional network. Continue networking on platforms like LinkedIn, where you can connect with employees or decision-makers at the company you’re interested in. This keeps you on their radar for future opportunities and can lead to informal conversations that may open doors later.
a. Attend industry events
Attend industry-related events, webinars, or networking gatherings to meet people who work at your target companies. These events allow you to make in-person connections that can lead to job opportunities down the line.
b. Engage on social media
Engage with the company on social media, particularly LinkedIn. Commenting on their posts, sharing relevant industry content, or even congratulating them on recent achievements can help you stay visible and engaged with the company.
4. Leaving a positive impression
Even if you don’t receive a response, it’s important to leave the door open for future opportunities. End your final follow-up with a polite note thanking them for their consideration and expressing your interest in future roles.
This shows professionalism and may prompt them to consider you down the road when openings arise.
Job inquiry email format
Attention-grabbing subject lines
The subject line of your job inquiry email is the first thing a hiring manager or recruiter will see so make it count. A clear subject line will increase the chances of your email being opened and read. Career coach and author of THE MOTIVATION MYTH, Jeff Haden, recommends a subject line should be specific and to the point, not too vague or generic. Here are a few examples:
- “Job Inquiry at [Company Name]”
- “Marketing at [Company Name]”
- “[Department Name] at [Company Name]”
Each of these subject lines clearly states the purpose of the email and sets the right professional tone.
Greetings and opening lines
After the subject line, the greeting is the next element that sets the tone of your email. Try to address the recipient by name whenever possible. Avoid generic greetings like “To whom it may concern,” which is impersonal. Research and find the hiring manager or relevant contact within the company.
A greeting like “Dear [First Name Last Name]” or “Hello [First Name]” shows you’ve taken the time to address the email to the right person.
In the opening line introduce yourself briefly and state your purpose. For example, “I’m [Your Name] and I’m writing to be introduced for marketing roles at [Company Name].”
Keep it short, professional and to the point. This sets up a good intro and encourages the recipient to read on.
Job inquiry email body
First paragraph: Intro and interest in the company
The first paragraph of your job inquiry email should be a clear and concise intro. Start by introducing yourself and your current role or background. Then explain why you’re interested in the company. Showing you’ve done your research and what you like about the company can make a big impact. For example:
“I’m a marketing professional with over 5 years of experience in digital marketing and I’ve always liked [Company Name] for their approach to customer engagement. I’m particularly impressed by your recent [mention a specific project or achievement] and would love to be part of your continued success.”
This shows you’re interested in the company not just any job.
Second paragraph: Your skills and what you can bring
In the second paragraph focus on how your skills and experience can benefit the company. Be specific about your strengths and how they match the company’s needs or goals.
Career coach, Hallie Crawford, says “You should highlight what makes you the best fit for the company, not what you’re looking for”. Tailor your qualifications to the company’s priorities so it’s easy for the recipient to see what you bring.
For example:
“With experience in social media marketing and content strategy I’ve grown engagement and conversions for previous clients by 20%. I think my data-driven marketing and campaign development skills can help [Company Name] achieve their growth goals.”
Third paragraph: Call-to-action
The final paragraph should be a polite but clear call to action. This could be a meeting, further discussion or simply asking about jobs. Be nice but direct about what you want to get out of the email. For example:
“I’d love to chat more about how my experience can help [Company Name]. If you have any openings or would like to connect for a quick call I’d love to talk to you.”
Always end by thanking the recipient for their time and consideration. This leaves a good impression.
Job inquiry email best practices
Keep it brief
When writing a job inquiry email brevity is key to getting it read. According to Drip, emails between 50-125 words have the highest response rate, about 51%.
This proves shorter emails not only grab attention fast but get more responses. By keeping to the essentials—your interest in the company, your relevant skills and call to action—you’ll increase the chances of the recipient engaging with your email.
Also, studies show the average professional spends only 11 seconds reading an email before deciding to act on it or delete it. So it’s even more important to keep your email concise so your message can be consumed in seconds.
Customize for different situations
Personalization is another key to making your job inquiry email more effective. Research shows personalized emails get six times more transactions than non-personalized ones. When you customize your message to the company or individual you’re applying to it shows you’ve done your research and are interested in working for them which can increase your chances of getting a response.
Also emails that are customized to the recipient’s situation are 11% more likely to be opened than those that aren’t personalized. That’s why you should adapt your message depending on whether you’re inquiring about a specific job or general future opportunities.
Don'ts
Typos and generic content can make a big impact on your email’s success. A study says emails with spelling mistakes are 14% less likely to get a response. Poor grammar or careless mistakes will give a bad impression and make recipients question your attention to detail or professionalism.
Also using a polite tone in your email is important. It's known that emails with a friendly tone get more responses than those with a neutral or overly formal tone.
This shows even in professional settings being approachable can help you build a connection with the hiring manager or recruiter.
Job inquiry email examples
Formal job inquiry example
When emailing a company with a formal culture your email should be professional and polished. This type of email is best used when reaching out to companies with defined job roles or large organizations. Here’s an example:
Email to someone about a job opening
If you heard about a job opening through an internal network or word of mouth your email should be more direct and to the point. Here’s an example:
Job follow up
Following up on a job inquiry email is often necessary if you don’t hear back after a week or two. It shows you’re persistent and interested without being pushy. Here’s an example:
Job interest email templates
General job inquiry
This is a general template that can be used when no job openings are listed. It’s a good way to show off your skills and express your interest in the company.
Specific job inquiry
This template is for when you know a specific job is open. You can inquire directly and express interest in that job.
Company with no job openings
If you want to work for a company but no jobs are listed this template helps you make an introduction.
Conclusion
Sending a great job inquiry email is a skill that can open doors even when there are no jobs posted. By being proactive and sending good emails you show you’re interested in the company.
Whether you’re inquiring about specific jobs or just expressing interest in future opportunities, following the best practices of personalizing your email, highlighting your skills and including a clear ask can really help you get a response.
Remember persistence and professionalism is key. If you don’t hear back right away follow up and keep networking in the industry. Now you have the tools to write great job inquiry emails. Go out and make your own opportunities today.
FAQs
How do I get a response?
To increase your chances of a response, personalize your email to the company and the person you're contacting. Research their values, recent achievements, or challenges, and mention how your skills can help. Keep your email concise, professional, and show genuine interest in the company.
What if I’m not sure there’s an open position?
Even if you're unsure if the company is hiring, you can still send an inquiry email expressing interest in future opportunities. Mention your admiration for the company and how your skills align with their goals. This proactive approach can put you on their radar for future openings, as many companies don’t always post all job opportunities publicly.
How do I address the hiring manager if I don't know their name?
If you can't find the hiring manager’s name, address your email with a professional greeting like “Dear Hiring Manager” or “Dear [Department] Team.” Avoid generic greetings like “To whom it may concern.”
Should I include my resume in a job inquiry email?
Yes, always attach your resume to a job inquiry email. This allows the recipient to easily review your qualifications and keeps the process moving if they're interested.
What should I do if I get a response but no openings are available?
Thank the recipient for their response and express your willingness to stay in touch for future opportunities. This keeps the door open for potential roles later on.
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