Make Your Job Application Stand Out: Email the Hiring Manager

Coloradans wait to meet potential employers at a sales and management career fair on July 20, 2011 in Westminster, Colorado. The job fair, organized by United Career Fairs, featured a dozen potential employers looking to hire sales representatives and managers. (Photo by John Moore/Getty Images)
John Moore/Getty Images

Content provided by HubSpot

Tired of applying for jobs but not hearing back? How are we supposed to stand out in a pool of hundreds of other applicants? Well, there is one way: Talk to the hiring manager directly.

There are three simple steps to getting in touch:

  1. Find the person we want to get in touch with.
  2. Find their email.
  3. Send an email.

Sounds simple, right? That’s because it is. However, most people will only apply for the job using the online application and won’t make the extra effort to get in touch. They wait for the hiring manager to respond, but they often take a long time to respond. So that’s what we’re going to do to make our application stand out. Let’s dive and learn how to execute each step and stand out from everyone else.

Step 1: Find the person you want to get in touch with.

How do I know who to look for?

In most cases, we don’t, so you have to find out. There are two ways to do this:

  1. Browse LinkedIn or Twitter until we think we’ve found our potential manager.
  2. Email an employee and ask for the best person to get in touch with.

Method 1: Find your potential manager

Let’s say we’re applying for a marketing position. We’d want to look for someone on LinkedIn at that company with a title similar to “Marketing Manager” or “Head of Marketing” or “Marketing Director.” The key is to find someone who could potentially be our manager. Makes sense, right?

We can find them by logging into LinkedIn and navigating to the company profile. On the right side, there’s a module titled “How You’re Connected” and at the bottom of that module is a link that says “See all.” Click on that link.

Source: LinkedIn
Source: LinkedIn

We may have a variety of first, second, and third degree connections depending on how many connections we have. In some cases, we might only have third degree connections (or no connections at all) — and that’s okay. What matters is that we can see their job title and their full name. Once we’ve found someone who could potentially be our manager, move on to step two to learn how to find their email address.

Method 2: Ask an employee

If we don’t have much luck with the first method, this alternative method is much easier: find an employee we might potentially work with. Then we’re going to ask them to point us in the right direction.

It’s common to get stuck looking for the best person to reach out to. The best thing to do is pick three people and reach out to them. The worst that’ll happen is none of them will help us. In that case, we can try contacting more people.

Step 2: Find their email

There are two methods to find an email.

Method 1: Use Voila Norbert

Voila Norbert is simple: put in their first and last name and the website. Nobert will do the job of finding an email that works.

Source: Voila Norbert
Source: Voila Norbert

Method 2: Strategic guessing

Maybe Norbert didn’t work out, or you prefer to work more. In these cases, strategic guessing is the way to go. First we find out the email structure of the company. For example, at HubSpot, we use Some companies might use Use Email Hunter to help you with this.

Once you have the email structure, simply plug in their name into the structure. Then use a tool like Sidekick to validate it. You’ll know the email works if their contact information shows up when you hover over their email.

Source: HubSpot
Source: HubSpot

Step 3: Get in touch

We’ve come so far!

We’ve researched the employees and found their email address(es). Now’s our big moment, we’re going to get in touch with them. The goal of the email is to get your foot in the door. Remember the mantra, it’s not what you know, it’s who you know. That means we should focus on building a relationship with the person rather than screaming, “PLEASE HIRE ME!”

Here’s an email script we can use to get in touch with a manager:

Hi [First Name],

My name is [Your Name]. I found the [job listing] for [Company Name] and had to get in touch with you.

I’ve read the last 20 blog posts on the [Company name] blog and went through the [Company Resource (i.e. an ebook or free course)]. They were all great resources. The biggest thing I learned was [Big Learning]. Based off what I’ve learned about [Company name] I believe I would be a great addition to your team for the following reasons:

  1. Reason 1
  2. Reason 2
  3. Reason 3

I’ve already filled out the online application, but wanted to get in touch with you directly. Attached are my resume and cover letter explaining why I would be a great addition to your team. I’ve also included [Work Samples Related to Your Field] in case you wanted to review my work.

Would you be open to a quick 15 minute phone call this [day] at [time] so I could learn more about your experience at [company] and what you’re looking for in a candidate?

Looking forward to hearing from you, [First Name]!


Here’s another script to get in touch with an employee who might point you in the right direction:

Hi [First Name],

I’m [Your Name]. I found the [job listing] for [Company Name] and wanted to get in touch in hopes that you’d be able to point me in the right direction.

I did some searching and took a look at your website and portfolio and I’m very impressed. Your skill-set looks similar to what I’d love to specialize in. I’d love to learn more about your experience working with [Company Name] and if you’d have any advice for applying to work there.

Would you be open to a quick 15 minute phone call this [day] at [time] so I could learn about your experience?

Looking forward to hearing from you, [First Name]!


[Your Name]

P.S. Would you happen to know who I could get in touch with to learn more about the position?

Notice how both emails mention that you’re interested in working at the company and focus on wanting to learn more, but they don’t explicitly ask “How can I get hired? Will you hire me? What do I have to do to get hired?” Stand out by taking that extra step to get in touch directly and showing you genuinely want to learn more about the company.

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