With so many people competing for the same jobs, it’s easy for qualified candidates like you to get overlooked. But there’s a way to stand out, get noticed by recruiters, and land high-quality job opportunities faster without relying on job boards or connections. If you’re not having any luck with online applications, learning how to cold email a recruiter can help you break the ice and get your foot in the door.  In this blog, we’ll cover the ins and outs of sending effective cold emails to recruiters to help you land your dream job. Also, what is warm email?

Inframail's email infrastructure can help you achieve your objectives by improving your email deliverability and ensuring your messages land in the right place. With our solution, you can boost your chances of getting noticed by recruiters to land high-quality job opportunities faster. 

Table of Contents

• Why Use Cold Emailing for Job Hunting?

• How to Cold Email a Recruiter

• 12 Cold Email Examples That Recruiters Respond To

• Start Buying Domains Now and Setup Your Email Infrastructure Today

Why Use Cold Emailing for Job Hunting?

Cold emailing lets job seekers stand out and contact decision makers who can help them land a job. Using this method, you can bypass crowded job boards and contact a company directly for employment opportunities. Cold emailing also helps uncover hidden job opportunities, shows initiative, and builds professional relationships. 

What is Cold Emailing? 

A cold email is an introductory email you send to someone you haven’t interacted with. It’s useful for networking, employment, or business opportunities. It’s often the first step in establishing a professional connection with someone. If you’re a job seeker, you can use cold emails to inform a company of your interest in working for them. And if you’re a freelancer, you can use the cold outreach method to contact a potential client about what you can offer, similar to an elevator pitch. 

You can also use cold emails to:

• Set up an informational interview with a human resources manager.

• Reach out to a company representative for career advice.

• Enquire about the hiring process for an internship or job opening. 

• Reach out to a potential client.

• Follow up with a client or potential employer after an unanswered cold email.

Why Should You Use Cold Emails? 

While cold outreach emailing is similar to cold calling, your chances of getting noticed are higher if you send an email. Here’s why cold emailing is better than cold calling for a job or internship: 

• Cold emails are non-invasive: They are quick and easy to respond to and give the employer the space to respond when they’re free. It’s also easier to follow up on an email than a call. 

• Emails are more likely to reach the right person: Your email has a greater chance of reaching the person in charge than cold calling. A gatekeeper could easily block a phone call. 

• You can perfect your message beforehand: Craft the ideal message in your cold email and attach your resume and any relevant links to portfolios of my work. 

Are Cold Emails Effective? 

The simple answer to this question is “Yes.” Whether your cold email will be effective or not, it all comes down to the following questions you might ask yourself: 

• How good is the cold email structure?

• Is there any value in your cold emails for your potential employers? 

• Are you personalizing your email content?

• Will they read your cold email till the end?

“When you email someone, you’re building a relationship. Don’t think of a job like a transaction. Think of it like a long-term relationship where you want to make and build strong connections to get your foot in the door,” Monster career expert Vicki Salemi says. “Your peers and colleagues may not necessarily be doing this. So this is one way to stand out and connect with people who can help you and who can advance your career.”

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How to Cold Email a Recruiter

1. Do Your Research 

Salemi says it is essential to have done your homework before hitting send. Consider whether the company has any job openings or if you are reaching out for informational purposes. “Determine what you are looking to get out of the email,” she says. 

Identify your goal:

• What is the anticipated outcome? 

• Are you seeking an informational interview? 

• An interview based on a job you recently applied for? 

• A foot in the door? 

Once that’s identified, you should be clear in your email. In addition to determining what you aim to get from the email communications, deciding on the right person or people to contact is essential. Salemi says a two-pronged approach is often warranted, and young professionals should consider reaching out to recruiters and their target department members. Above all, finding specific contact points at your target company is essential. The key to avoiding the spam folder is finding a specific name instead of emailing “careers@company.com,” Salemi says. “Identify who you’re going to contact; definitely aim for a person rather than a generic email box.” 

2. Establish a connection 

How do you ace the art of cold email? The key is a strong anchor point, founder and CEO of Career Strategy Lab Sarah Doody tells CNBC Make It. “Think of an anchor as the connection point between you and the person you’re emailing. Maybe you met in person, have a mutual friend or conversed online. Mention how you know each other or how you’re connected and you’ll instantly increase the chances of someone replying,” Doody says.

“When I worked in recruiting and received cold emails, I did not pay close attention to them,” Salemi adds. “Typically I responded with a generic response like, ‘Thank you for your email, we are reviewing your resume and will get back to you soon if it’s a fit.’ But, I didn’t have any time to invest in someone I already did not know or have a connection to.” However, Salemi says she was much more likely to respond for the emails she received containing a point of connection, whether it be a shared experience or a recent conference she had attended. “Connections are key,” she says. Leverage the subject line in the email. Something like: 

• Hello from an [insert alma mater name] alum

• Networking via [insert mutual contact’s name]

• The [professional industry organization].

Salemi says that warm emails, based on commonalities, are often more successful than cold emails. “Try to change your mindset from a cold email to a warm email,” Salemi says. “Network your way to get your foot in the door so when someone receives that email, they have a connection to you.” She adds, “You can still cold email. I’m not saying don’t ever do it, but a warm email connection can increase the chances significantly of someone responding to you and engaging with you to help you advance to the next level.” 

3. Know What You're Asking Is

“Hi, Ethan. I’m interested in the medical assistant role and was wondering if you could help me out?” Most recruiters would not respond to a vague request like this; chances are, you wouldn't either. From your first email to a recruiter, you should be clear about what you’re asking. A stronger approach to this same email would look like this:

Hi, Ethan. I see that you are the recruiter for the medical assistant role at Happy Health Facility. With three years of experience in patient care management, I can excel in this role and am available to start immediately. Are you free any time this week to share more details about the position?” The ‘ask’ is clear in this example: You want to know if the recruiter is willing to speak with you about the medical assistant position. Review your message at least twice before sending it to ensure it is easy to understand.  

4. Get to the point 

Salemi says to treat your email like a cover letter or an elevator pitch: you can quickly market yourself to recruiters and higher-level employees at your target company. “Go in with a specific ask. Don’t ask to pick people’s brains. Ask for what you want,” Doody says. Like a cover letter, the email should highlight your ask, the two or three experiences that make you stand out, and links to your professional accounts.

“It should be succinct and highlight your strengths. The first sentence should be a friendly greeting along with your goal,” Salemi says. “The middle section explains your strengths and why they should be interested in speaking with you. Then, you should wrap it up with the anticipated outcome, such as ‘hope to hear from you soon.” When it comes to the email, Doody says shorter is better. “Keep the request short. Too many people write a novel, and this is an instant turn-off. Instead, ditch the pleasantries and get to the point,” she says. 

5. Personalize Your Message

Personalizing your cold email is essential to increasing your chances of being noticed by the recipient and making it easier to develop a personal connection with them. Some quick ways to personalize your message include the recipient’s name in the email, ask what they’re looking for, and reference notable company projects. For example, if you’re applying for a position in the advertising department, you could mention a past advertising campaign run by the company. This conveys a genuine interest in your potential employer. But when you could be sending dozens or more cold email job inquiries, personalizing each one can be tedious and time-consuming. You can easily use cold email outreach tools to send bulk cold emails tailored to prospective employers.

6. Follow Up If You Don’t Get a Response

Your recipient is probably busy, so a cold email follow-up could give them a gentle nudge if they forgot to reply or missed your first email. Ideally, wait a week after sending your cold email; if you haven’t received a response, send a short follow-up email. (Skip ahead to check out a simple cold email follow-up example.) To simplify the follow-up process, you can use email outreach software to send automated follow-up emails based on the recipient’s engagement with your previous email. For example, let’s say you included your resume link in the original email, but the recipient hasn’t clicked on the link yet. 

Following Up on Job Applications via Email

You could send them a follow-up email two or three days after your initial email, reminding them about your job application. If you do not hear anything even after following up, credit yourself for an earnest effort: 

• You did your best to express interest in a new opportunity and get on the recruiter’s radar. 

• You can note anything you might want to do differently (such as sending your email at the top of the week instead of on Friday or choosing a more specific subject line), 

• Try to connect with another recruiter.  

7. Send Your Email at an Appropriate Time

Sending your emails at the right time helps boost the recipient's chances of opening your email.

• Avoid sending emails late at night or early in the morning, when the recipient is less likely to check their inbox. 

• Instead, sending cold emails for jobs on a weekday, during business hours, is more professional. 

But that can be tricky if you’re not in the same time zone as the hiring manager or if the best time to send your email is when you’re busy at your current job.

• You can use email outreach tools to automatically schedule your emails to go out at the right time. 

• You’ll have to compose your email and choose a specific date and time, and the software will send your email when the time arrives.

8. Include Your Availability

Since you’re cold emailing about a job, you should mention when you’re available for an informational interview or meeting. Inform them of your availability, but let the recipient choose the date and time. If you’re applying for an immediate position or opening, let them know when you can start work.

9. Manage your expectations

Realistically, you will reach out to recruiters way more frequently than you get a response from them. Don’t let that discourage you. Although you can’t control whether the recruiter responds or this outreach will become a job lead, you can manage your expectations from the start. Understand that sending a cold email is a risk, avoid making assumptions about the outcome, and try not to internalize a non-response. Maintain reasonable expectations before and after you send your cold email. 

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12 Cold Email Examples That Recruiters Respond To

Even after reviewing tips and best practices, you might still wonder what to say to a recruiter. Use these templates for guidance on how to craft a cold email that recruiters will have a tough time ignoring.

1. You Just Applied for a Job

Subject Line: Virtual Assistant Role - Just Applied!

Hello Alicia,

I just applied for the Virtual Assistant role on the FutureHire website. After carefully reviewing the requirements, managing high-volume calls, scheduling meetings, and performing market research, I am confident I am the best candidate for this position. My 5+ years of customer service experience and proven ability to achieve greater impact in less time ensure that I can fulfill the duties of this role.

Would you be available to discuss this opportunity with me sometime this week or next week? I am flexible and happy to accommodate your schedule.

Enjoy your day,

Amelia

What Makes This Email Work?  

This email is clear and concise. The subject line explains the email's purpose, while the opening paragraph immediately identifies the sender's objective. The tone is professional but friendly, and Amelia closes with a warm wish for Alicia's day.

2. You Have a Referral

Subject Line: Project Manager II - Referred by Jennifer Ellis

Good morning, Jane Ellwood,

Your colleague Jennifer Ellis suggested I contact you about the Project Manager II position. I seek a new opportunity to oversee the whole project lifecycle for an innovative health and wellness company like Health Hub. Jennifer mentioned that you are urgently searching for the role, and I would be available to begin immediately.

Are you available for a phone or Zoom call any day next week between 8 a.m. and 5 p.m. ET? I'd love to discuss my qualifications for this role further and can meet at your convenience.

Thank you for your consideration!

Sincerely,

Kia

What Makes This Email Work?  

Kia opens with a personalized greeting and explains the purpose of her email in the first two sentences. She then highlights her relevant experience and the mutual contact who referred her to the recruiter while keeping the tone professional and polite. She closes with a specific request for a call.

3. You’re Referencing a Specific Job Opening

Subject Line: Requesting a Meeting - AP Manager Role

Greetings, Calvin Evans,

I recently discovered your opening for an AP Manager and believe I am the perfect candidate for this role. My experience in generating reports, overseeing approvals and transactions, and reconciling accounts aligns with what you seek in a candidate.

In addition, I recently saw an interview you did about the future of AI in finance and was pleasantly surprised to find that our views are very similar. Can we please schedule a time to speak more about the job opening and some solutions I’ve considered for using technology to automate financial tasks?

Sincerely,

Lenora

What Makes This Email Work?  

Lenora's email is highly focused. She identifies the job opening she's interested in and immediately explains why she is an excellent fit for the role.

She also personalizes her message with a reference to Calvin's recent interview, establishing rapport and credibility. She clearly requests a meeting to discuss both the job opening and her ideas for the role.

4. You Don’t Have a Specific Job Opening in Mind

Subject Line: Interested in a Role at Helping Hands

Hi Liz,

Since I first discovered how Helping Hands is supporting my hometown through service projects, I’ve been eager to join the organization. With five years of experience in campaign management, SEO content development, and budget management, I would be a great addition to your team in various roles.

As I look for opportunities to leverage my skill set in support of a conscious company that values the people it serves, I would greatly appreciate a brief call to discuss future openings at Helping Hands. I am available Monday through Thursday from 8 am to 12 pm PT for the next two weeks. Do any of these days/times work for you?

Thank you,

Lillie

What Makes This Email Work?  

Lillie opens with a personalized note establishing her genuine interest in the organization. She follows with a summary of her relevant skills to demonstrate her qualifications and ends with a specific request for a call to discuss future opportunities. 

5. You’re Emailing a Recruiter at Your Dream Company

Subject Line: Your Next Senior Software Developer

Hi Barbara,

Since I learned about RST Software at a networking event last year, I’ve observed how your company values its people, gives employees room to be creative, and embraces new technology. Given this, I want to join your team as a Senior Software Developer.

After proving my ability to design and implement new software, communicate project requirements, and streamline development to save time and money, I am now prepared to do that for RST Software.

I have attached my resume for your convenience. I hope to schedule a call to discuss how I can contribute to the company. Are you available for a brief 15-minute chat within the next two weeks to discuss this further?

Thank you for your time,

Jamie

What Makes This Email Work?  

Jamie's email is engaging and highly personalized. She mentions how she learned about RST Software and what excites her about the company. Jamie then outlines her relevant experience and expresses her desire to help the team. She clearly requests a brief call to discuss her potential contribution to the organization.

6. You’re Making a Career Change

Subject Line: Change is Good - and I Can Help!

Hi Beth,

With your company's recent merger, I know your team has undergone a great deal of change recently. Luckily, I specialize in change management and team building. In my former career as an educational administrator, I was the go-to person for change initiatives, so I could support your team as you all work to improve operations and increase revenue.

That is why I was excited to apply for the Organizational Consultant role this week. Even if you decide to go in a different direction, I wish you and your team much success as you expand and grow into the super company I’m sure you will become.

(P.S. If you ever need fresh ideas about managing change after a merger, please see my blog ‘Managing Up’ where I share these strategies. You can also contact me at (212) 000-0000 so that I can share what I've seen work for organizations just like yours.

Thank you for your time.

Ayana

What Makes This Email Work?  

Ayana opens with a personalized note establishing her genuine interest in the organization. She follows with a summary of her relevant skills to demonstrate her qualifications and ends with a specific request for a call to discuss future opportunities. 

7. You Don’t Know Them Well but Met Them Recently

Subject Line: Follow-up to Our Recent Meeting

Hello Camille,

We met briefly at the virtual leadership summit last week, and I truly enjoyed speaking with you about your plans for the Creative Collective Initiative. As we discussed, I served as marketing lead on the Generation STEM campaign, which yielded 2.5M impressions and boosted customer retention by 10%. I can drive similar results for your initiative. Are you open to meeting with me in person or virtually to discuss how I can contribute to the Creative Collective?

Hope to speak with you soon,

Tyler

What Makes This Email Work?  

Tyler's email effectively references their recent meeting to establish rapport. He recaps their conversation to jog Camille's memory and highlights his relevant accomplishments to demonstrate how he can add value to her team. He requests that they connect and discuss his potential contribution.

8. You Couldn't Find the Right Contact 

Subject Line: Scheduling a Call - Creative Program Manager

Hi Sandra,

I hope you enjoyed your weekend! I just applied for the Program Manager position on your website. This job is an ideal next step for me as someone who flourishes in creative environments.

I hope to speak to the person in charge of hiring for this role. I am well-versed in your company’s needs and could bring a lot to this program. If you are the recruiter for this position, as it appears from your LinkedIn profil,e would you be willing to meet with me about this opportunity?

If you are not the recruiter for this role, please advise on the most appropriate person for me to contact.

Thank you!

Raven

What Makes This Email Work?  

Raven opens with a friendly greeting and shares her recent application to establish context. She outlines her qualifications and desires to speak with the hiring manager about the role. She politely asks for a meeting or guidance on the right person to contact.

9. You Applied but Didn't Get an Interview

Subject Line: Future Opportunities at YRN, Inc.

Hi Adrian,

Like so many recruiters, you are probably really busy these days, so I’ll be brief: I recently applied for the Senior Analyst position at YRN, Inc. but was unable to get an interview. While I hope you were able to find the best fit for the position, I am still very interested in working at YRN. Can you please advise on any upcoming openings on the Research and development team?

Thank you, I appreciate your time!

Ari

What Makes This Email Work?  

Ari's email gets right to the point while employing a friendly tone. He briefly states that he applied for a position at the company but did not land an interview. Ari expresses continued interest in YRN and asks for assistance in finding future openings. 

Example 10: You Want to Network

Subject Line: Let’s Connect! 

Dear Keri,

As I’ve continued my job search, I have noticed that you are listed as the recruiter for several amazing roles in health tech. Since I am seeking a senior-level role as a health information technician, I would love to learn more about the roles you’re looking to fill in the coming months. Can we join each others’ LinkedIn networks so that we can quickly connect when these opportunities come up?

Looking forward to learning more about you and your recruitment goals,

Carey

What Makes This Email Work?  

Carey's email is friendly and professional. She expresses her interest in Keri's work to establish common ground. Carey then succinctly explains her goal for reaching out and makes a specific request to connect on LinkedIn. 

11. Subject Line: Rockstar marketers for [Company_Name]

Hey [First_Name],

I am a big fan of your work at [Company_Name].

I saw you have a few marketing roles open for over six weeks. I have ten rockstar marketers who would be perfect. Can I send them your way?

Also, when’s the best time to connect with you over a call to discuss future staffing needs?

Best,

[Signature]

What Makes This Email Work?  

This email is friendly and conversational. The sender opens with a compliment, which establishes rapport. The message is clear and gets right to the point without unnecessary information. The sender also includes a specific call to action to connect.

12. Subject Line: We can help you fill some empty BD roles…

Hi [First_Name]

We’ve noticed significant growth in [Company_Name] in the last quarter. At [Your_Agency], we specialise in recruiting top-class sales talent for major B2B firms.

Here are some of the firms where we have placed great sales leaders:

Salesforce 
Oracle 
Nutanix 
Siemens, and so on.

We have an archive of recognising top sales talent, with 75% of our placements hitting 125% of the quota in their first year.

I would love to chat with you to learn more about your recruiting strategies for this quarter and discuss how we can help you build your A-plus team.

Would you be available for a quick chat tomorrow at, say, 5 p.m.?

Kind regards,

[Signature]  

What Makes This Email Work?  

This email is friendly and conversational. The sender opens with a compliment, which establishes rapport. The message is clear and gets right to the point without unnecessary information. The sender also includes a specific call to action to connect.

Start Buying Domains Now and Setup Your Email Infrastructure Today

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• Automated SPF

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Simplifying Email Infrastructure for Scalable Outreach

Unlike traditional providers, which charge per inbox and leave users wrestling with technical configurations, Inframail streamlines the entire process. We handle the complex infrastructure setup while you focus on reaching more prospects. Whether you're an agency looking to scale outreach, a recruiter connecting with candidates, or an SDR driving sales, InfraMail provides a robust email infrastructure without the usual technical headaches and per-inbox costs. Start buying domains now and set up your email infrastructure today with our email infrastructure tool.

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