How to Message Someone About Job Openings Professionally

Reaching out to a hiring manager, recruiter, or a connection about a job opening can feel like walking a tightrope. Professional messaging balances confidence with courtesy, showcases your value, and respects the recipient’s time. In this guide we’ll break down the entire process—from research to follow‑up—so you can message someone about job openings professionally and increase your response rate.

Why Professional Messaging Matters

A 2023 survey by Jobvite found that 57% of recruiters say a well‑crafted outreach message is the single most important factor in deciding whether to respond to a candidate. Poorly written messages, on the other hand, lead to a 73% drop‑off rate. This data underscores that how you message someone about job openings professionally directly impacts your chances of landing an interview.

1. Prepare Before You Message

a. Research the Recipient

• Role: Confirm whether they are a recruiter, hiring manager, or a peer in the department.
• Company Culture: Scan the company’s “About” page, recent news, and employee reviews on Glassdoor.
• Recent Projects: Mention a specific initiative or product launch to show genuine interest.

b. Polish Your Personal Brand

• Resume: Ensure your resume is up‑to‑date. Use Resumly’s AI Resume Builder to tailor it for the target role.
• Cover Letter: Draft a concise cover letter with Resumly’s AI Cover Letter tool.
• LinkedIn Profile: Optimize it using the LinkedIn Profile Generator.

c. Gather Keywords

Run the job description through Resumly’s Job Search Keywords tool. Incorporate the top 5–7 keywords naturally into your message to signal relevance.

2. Crafting the Perfect Subject Line

Your subject line is the gatekeeper. A/B testing shows that subject lines with actionable verbs and specificity achieve a 21% higher open rate.

Pro tip: Keep it under 50 characters for mobile readability.

3. Structuring the Message

A professional outreach message typically follows this five‑paragraph framework:

1. Greeting – Use the recipient’s name and correct title.
2. Opening Hook – Reference a recent company achievement or mutual connection.
3. Value Proposition – Summarize how your skills align with the role (use 2‑3 bullet points).
4. Call to Action – Request a brief call, coffee chat, or ask for advice.
5. Signature – Include a professional sign‑off, phone number, and a link to your online portfolio or Resumly profile.

Example Template (Cold Outreach)

Subject: Quick question about the Data Engineer opening – Referral from Maya Patel

Hi [First Name],

I was excited to see that [Company] just launched its new AI‑driven analytics platform (great work on the recent press release!). With 4 years of experience building scalable data pipelines on AWS, I helped my current employer reduce ETL processing time by 30%.

- Designed end‑to‑end data ingestion for 10+ terabytes daily.
- Implemented real‑time monitoring dashboards using Grafana.
- Led a cross‑functional team of 5 engineers.

I’d love to learn more about the Data Engineer role you’re hiring for and discuss how I could contribute to the team’s success. Would you be open to a 15‑minute call next week?

Thank you for your time,
[Your Name]
[Phone] | [LinkedIn] | [Resumly Portfolio Link]

4. Do’s and Don’ts Checklist

Do

• Personalize every line; avoid generic copy‑pasting.
• Keep the message under 150 words.
• Use a professional tone—no emojis or slang.
• Attach a PDF of your tailored resume.
• Follow up after 5–7 business days.

Don’t

• Send mass‑mail blasts.
• Mention salary expectations in the first outreach.
• Use all caps or excessive exclamation marks.
• Attach large files (>2 MB).
• Forget to proofread for grammar errors.

5. Leveraging Resumly Tools for Outreach

1. AI Cover Letter – Generate a customized cover letter in seconds and paste the key paragraph into your message.
2. Networking Co‑Pilot – Use the Networking Co‑Pilot to discover warm introductions within your LinkedIn network.
3. Application Tracker – After you send the message, log it in Resumly’s Application Tracker to monitor responses and schedule follow‑ups.
4. Auto‑Apply – For roles posted on partner job boards, the Auto‑Apply feature can submit your resume and cover letter with one click.

6. Follow‑Up Etiquette

A polite follow‑up can revive a silent thread. Follow this timeline:

1. Day 5–7 – Send a brief reminder referencing your original message.
2. Day 12–14 – If still no reply, send a second follow‑up offering additional value (e.g., a relevant article or case study).
3. After 3 attempts – Stop contacting; consider reaching out to a different contact at the company.

Sample Follow‑Up

Subject: Re: Quick question about the Data Engineer opening

Hi [First Name],

I wanted to follow up on my previous note about the Data Engineer role. I’ve attached a short case study that demonstrates how I reduced ETL latency by 30% at my current company.

Would you have 10 minutes for a quick call next week?

Best regards,
[Your Name]

7. Measuring Success

Track the following metrics in Resumly’s Application Tracker:

• Open Rate (subject line effectiveness)
• Response Rate (overall outreach quality)
• Interview Conversion (messages that led to interviews)

Use the data to iterate on subject lines, tone, and timing.

8. Frequently Asked Questions

Q1: How long should my outreach message be? A: Aim for 100‑150 words. Recruiters appreciate brevity.

Q2: Should I attach my resume or include a link? A: Attach a PDF and also include a short Resumly portfolio link for easy access.

Q3: Is it okay to mention a mutual connection? A: Absolutely—cite the connection’s name (with permission) to build trust.

Q4: What if I don’t get a response after two follow‑ups? A: Respect the silence and move on. Over‑messaging can damage your reputation.

Q5: Can I use the same template for different industries? A: Customize the value‑prop bullet points to reflect industry‑specific achievements.

Q6: How do I avoid sounding too sales‑y? A: Focus on how you can solve the company’s problem, not on what you want.

Q7: Should I mention salary expectations? A: No. Save compensation discussions for later stages.

Q8: What tools can help me proofread my message? A: Use Grammarly or Resumly’s built‑in grammar checker before hitting send.

Conclusion

Mastering the art of how to message someone about job openings professionally is a blend of research, concise writing, and strategic follow‑up. By personalizing each outreach, leveraging Resumly’s AI‑powered tools, and tracking your results, you’ll turn cold messages into warm conversations and, ultimately, job offers. Ready to level up your job search? Visit the Resumly homepage to explore the full suite of career‑boosting features.