Guide
How to write to a hiring manager
An application often waits in a pile. An email goes straight to the person who decides. Use that email to explain why you are writing to this company.
Give the reader enough information to decide whether a conversation makes sense.
Find the relevant person
Look for the manager responsible for the work you want to do. At a smaller company, that person may be the founder.
Use contact information the company or person has made available for professional enquiries. Check that the person still works there before writing.
Respect any instructions about how candidates should contact the company.
Give a real reason for choosing the company
Read the company’s website and any relevant job description. Choose something connected to work you can do.
A posted job gives you a specific reason to write. Without a posted job, explain the kind of role you are seeking.
Keep that distinction clear. Do not describe a vacancy unless you have found it.
Use a subject that names your purpose
Keep the subject close to the role and your relevant experience. Avoid claiming a referral you do not have.
For a posted job, something like “Application for customer support associate” works. Without a posted job, try “Customer support opportunities at [company]”. Replace the role and company details before sending.
Write a short introduction
Say what work you are looking for. Add a relevant example from your own experience.
Explain why you chose this company. Finish with a request the recipient can answer easily.
Example, without a posted job
Hello [name], I’m looking for a customer support role. In my current job, I handle order enquiries and follow up on delivery problems. I saw that [company] provides support for [product]. That connects with the work I do now. I’ve attached my CV. Would you be open to a conversation about suitable opportunities? Best regards, [name]
Replace every bracketed detail. Use the experience in this example only if it is true.
Check the email before sending
Confirm the recipient and company name. Open the attached CV and check your contact details.
Remove claims you cannot support. Read the message aloud to find sentences you would not naturally say.
Send fewer relevant emails rather than the same message to unrelated companies. Respect a request to stop contacting someone.
What happens when Flowmingo sends it
Proactive Outreach finds companies that hire for your role. It writes each email from your CV for that company, pitching your role, so it does not need a specific posted job.
Emails go from your Gmail to a hiring manager or founder. You set how many go out each day, and companies on your hide list are left out.
Replies arrive in your Gmail. You handle the conversation from there.
Proactive Outreach is free and writes to matching companies from your Gmail.