Job Seeker Email Vault _

STANDOUT TIPS

● I created this vault as a Google document so that you can edit the emails yourself & make them your own.
Embrace them and customize them to your needs!
● Write your emails to sound human without being unprofessional.
○ Unprofessional: “So yeah, what do ya think, should we have a chat?”
○ Too robotic: “To whom it may concern, Enclosed is my resume. It would be my pleasure to work at
your establishment.”
○ Just right: “I am excited by what you all are working on, and am looking forward to next steps!”
● Always address the person you are emailing by name - find the names of the recruiter and hiring manager on
LinkedIn
● Be yourself and make it personable, genuine, human. Also make sure you adjust to your national culture
norms and the industry you are targeting - these templates are here to spark inspiration, not box you in!
● Always respond to messages promptly (at least within 24 hours of meeting / speaking with someone)

APPLICATION PROCESS

BEFORE YOU APPLY

Before you hit that submit button on your application, do a bit of emailing to see if you can start
a conversation with someone at the company. These conversations can provide you additional
context, allow you to now say that you’ve spoken with that person in your cover letter, and
might just lead to you getting referred into the company (that’s the ideal outcome!).

Same Department / Someone You Can Connect With:

Here’s the deal. People who are at lower or peer levels of your target organization are often easier to get
in touch with (less overwhelming inboxes). Folks are also easier to get in contact with if you have
something in common with them, like you both were in the military, you went to the same school, you
lived in the same city, you both majored in Chemistry - whatever it is, use that as a way to connect with
them. If you don’t have anything in common with them, skip that part of the template.

Hi [Name],

Great to connect with someone who also [thing you have in common]. I’m reaching out because I’m considering a
career move to a [role] role at [descriptor - ex: e-commerce, start up, artificial intelligence] companies and
[Company] is on my list of companies I am researching. How do you find the [Department] department/company
culture and management style?

Would you have 10 minutes to jump on a quick call to discuss? I realize this is a lot to ask from a stranger, so no
worries if you’re busy!

All the best,

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[Name]

Following up with the same person to potentially land a referral:

Hi [Name],

Great chatting today! I really enjoyed hearing about your experiences at [Company], and based on our conversation
I am going to move forward with pursuing [role]. I realize that submitting resumes online often gets lost in the
shuffle, is there someone I should send my resume to instead? Thanks so much, I’ll let you know how it all goes!

Best,
[Name]

PS - [Put a thoughtful PS here that adds value based on your conversation, such as, “Since you mentioned that you
are into productivity tips, here is my favorite podcast on the topic. Episode 33 goes over how to optimize your sleep
patterns which was game changing for me. I’ve attached the notes I wrote down from that episode so that you can
check it out.”]

**It’s all about building meaningful relationships, ya hear me!**

Recruiters:
Recruiters get the highest volume of emails and are not decision makers for the roles, so do not only
email recruiters. But it is certainly worth a try to reach out to them!

Hi [Name],

I'm touching base to let you know that I'm busy preparing my application for the [role title] opening you currently
have at [company]. I’ve made sure to tailor my resume/cover letter to highlight my most relevant strengths and
achievements in __, __ and __. I’ve also shared my personal connection to {company} and why I’m so driven to
contribute to your mission of {share you’ve read their mission statement}.

Can you think of anything else I should ensure is 100% explicit in my application before I send it in?

Thank you so much in advance for your consideration and all the best with the recruitment process!

All the best,

[Name]

[Link your LinkedIn and attach your resume]

Hiring Manager
Hiring Managers are for sure the folks you want to impress. They have both some of the busiest
schedules (hello, their team is under-staffed!), but also are the most invested in filling this role. Therefore
it’s a good idea to shoot your shot by emailing Hiring Managers, while understanding that you may need
to follow up a few times before they respond (if ever).

Hi [Name],
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My name is [Name], and I had to reach out when I saw that your department is hiring a [role title] because it sounds
like an excellent opportunity.

Not only is there a strong culture and values alignment, but I also think I could bring a lot to the team, specifically
around {the biggest value add you see yourself bringing to the table}. For example, when working as a {job title}, I
{insert achievement / proof point}.

I’m excited to see how this opportunity plays out, and hope to talk soon.

Have a great week.

Best,
Name

AFTER APPLYING
Let’s say you’ve already applied. No worries, it’s not too late to get on the company’s radar! Send
variations of these emails to both hiring managers and recruiters
Hi [Name],

I'm touching base to let you know that I've just sent through my application for the [role title] opening you currently
have on your team.

My application is also attached, but to give you the highlights, I was drawn to [Company] because [specific reason,
such as: the product, mission, culture]. I have a talent for [specific skill] and have experience [Relevant experience].
For example, I [relevant accomplishment].

I am excited about this opportunity and hope to meet you to continue the conversation!

Best,
[Name]

Hi [Name],

I'm touching base to let you know that I've just sent through my application for the [role] job opening you currently
have in your team.

My application is also attached, but to give you the highlights, I am a [high level summary - i.e. Masters-qualified
professional, program manager, and human-centered design facilitator] who is on a mission to [your purpose - i.e.
strengthen communities through art and culture]. This is the exact kind of [role type] role I have been seeking in this
space and am attracted to [Company]’s vision for [goal of the organisation].

In fact, even if it's not quite the right fit this time around, I'd still love to exchange to learn more about the exciting
work streams within the [name of team/department/division] - it sounds like incredible work you’re doing.
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Best,
[Name]

JOB INTERVIEWS

Responding to an interview request

Never underestimate the power of sounding eager and passionate. Your response to an
interview request IS PART OF THE INTERVIEW. You are judged by every interaction, so take this
as a moment to briefly reiterate your interest.
First Interview

Hi [Name],

Thank you for your invitation to interview for [role], this is great news! I can confirm I am available for an interview [at
X time; during the week of x; on specific days].

I’m looking forward to meeting with you then and finding out more about the great work that [company] is doing
with [specific work].

Best,
[Name]

Later Interviews

Hi [Name],

That’s great to hear that your team would like to explore working together further, I really enjoyed my call with
[Previous Interviewer] and the feeling is certainly mutual! I can confirm I am available for an interview [at X time;
during the week of x; on specific days].

I’m looking forward to it!

Best,
[Name]

Post-interview thank you email

Take this as a moment to emphasize things that stood out to you.
Hi [Name],
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Thank you for taking the time to meet with me yesterday. After meeting with you and [panel members], I’m even
more enthusiastic about the possibility of working in the [x team]. I particularly enjoyed learning about your work
[doing xyz] because [reason it connects to you].

All the best,

[Name]

Hi [Name],

Thank you for taking the time to meet with me this [morning/afternoon]. I left the interview feeling really energised
about the work and full of ideas with how I could contribute towards [x problem]. I’m particularly interested in
[particular area of focus] and would love the chance to continue the conversation on this. I hope to hear from you
soon.

All the best,

[Name]

Post-interview follow up email

Follow up with whomever is coordinating your interviews every 5 to 8 business days.
Hi [Name],

Hope you’re having a great week! An update on my end: I am still very interested in the [Role]. Do let me know if
there’s anything else you need for my candidacy and I’ll look out for next steps!

All the best,

[Name]

JOB OFFER

Need More Information

Hi [Name],

Thank you so much for offering me the [role] role with [Company]. I’m thrilled that the feeling is mutual!

I know you are wanting to move quickly with the recruitment for this role, so it would be great if I could have
[contract, salary / other details] to help me finalise my decision.

If you’d prefer to discuss this over the phone I’m available [today / tomorrow / this afternoon].

I look forward to hearing from you soon.

Best,
[Name]
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Salary Negotiation
Three different approaches based on your situation.
Hi [Name],

Thank you so much for sending over the official offer. I am excited by the possibility of joining the team!

I have a few questions about the offer, could we hop on a call to discuss?

All the best,

[Name]

Hi [Name],

Thank you so much for sending over the official offer. I am excited by the possibility of joining the team! I did
comprehensive salary research for this role in [City], and found that the average salary is $[Salary]. Is there a way
that we can make up the difference?

All the best,

[Name]

Hi [Name],

Thank you so much for sending over the official offer. I am excited by the possibility of joining the team! I appreciate
the generous offer. Based on my skills in [skills] and unique experience in [experience], I am targeting a salary in the
$[salary] to $[salary] range. Is there a way we can make up the difference?

All the best,

[Name]

ASKING FOR FEEDBACK

Asking for feedback after not getting a job interview

Hi [Name],

Thank you so much for your response regarding my application, it’s much appreciated. I have such great
admiration for [Company] and should there be any future opportunities it would be my pleasure to be considered
again.

I know that I always have room to grow, so I’m curious if you’re comfortable sharing: Do you have any specific
feedback for me regarding either my resume/cover letter, or my experience itself? I know none of this is personal
and hope to continue growing with each experience.

Wishing you all the best!

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[Name]

Asking for feedback after being declined a job offer or subsequent interview
Hi [Name],

Thank you for letting me know your decision. I was particularly excited about this role because [reason] so while I’m
disappointed that I won’t be joining the [team/company], I really enjoyed meeting with you all. I have deep respect
for the work you all do, and you can bet I will be cheering for you all as you continue to grow. I am certainly
interested, should there be an opportunity to work together in the future.

I know that I always have room to grow, so I’m curious if you’re comfortable sharing: Do you have any specific
feedback for me regarding either my experience or interview? I know none of this is personal and hope to continue
growing with each experience.

Let’s stay in touch, I sent you a connection request // we are already connected on LinkedIn and I hope to stay in
touch.

Wishing you all the best!

[Name]