How to Respond when a Recruiter Reaches Out

It feels wonderful when a recruiter reaches out to you with a possible job opportunity. Whether you're interested in the position or not, it's important to take a little time crafting your response, so you can maintain your connection with them. Luckily, there are some easy ways to format your response for each situation. Keep reading for email templates you can copy and paste, as well as some general tips for writing your response!

[Edit]Steps

[Edit]Example Response Emails to Recruiters

1. If you want the job:
   
   • Hello Craig,
     
     Thank you so much for reaching out about the position, and based on your description, I’d love to hear more about it.
     
     As you may have seen on my resume, I have 5 years of experience in the field and have put all of my energy and focus into programming intuitive programs. At my last position, I was able to develop the software they use every day from the ground up, so my skill set definitely matches what you’re looking for.
     
     Can we schedule a time to call each other, so we can talk more in-depth? I’d love to discuss what the position entails and what I can bring to the table. I’m available:
     
     January 18th at 5 PM
     January 19th at 12 PM
     January 20th at 9:30 AM and 5 PM
     
     Let me know which dates and times work best for you. Not only that, but I look forward to hearing more from you.
     
     Best,
     Timothy Smith
2. If you’re interested in a different position:
   
   • Hi Elise,
     
     Thank you for considering me for this position. I appreciate you for reaching out.
     
     While I am searching for a new opportunity, I would like to find a position that allows me to move upwards from my current position as a writer. The Writer position you offered sounds a little off from what I’m currently looking for.
     
     I noticed on your company’s site that there is a Content Manager role available that I would love more information about. After 3 years of experience writing under tight deadlines and pitching new ideas, this feels like the next step. Would I be able to talk to you or a colleague about the opportunity?
     
     I’ve attached my resume, so you can see my qualifications in more detail. I look forward to hearing from you!
     
     Regards,
     Grace Spelling
3. If you don’t want the job:
   
   • Hello Janet,
     
     Thank you for reaching out, and I’m grateful you’ve considered me for this role.
     
     I really enjoy the work I’m doing at my current company, so I am not searching for new opportunities immediately. I’ll be sure to stay in touch if something changes.
     
     However, I would still love to hear more information to see if there’s anyone I know that’s a better fit that I can recommend for the position.
     
     Let me know if you still want to discuss the role.
     
     Best wishes,
     Fred Rogers

[Edit]What to Include in a Response Email to a Recruiter

1. Thank the recruiter for reaching out. Whether you want the position or not, you should still be respectful and thankful that you were considered. Mention how much you appreciate being considered for the position, so you can maintain a good relationship and keep the recruiter in your network.^[1]
   
   • Don't be afraid to ask the recruiter some questions, too! Try to get a good feel for the job description—is this a new job that was just created, or is the recruiter looking to replace someone?^[2]
2. Describe your qualifications. You only need to list 1 or 2 relevant qualifications for the position that the recruiter offered. Since recruiters are looking at multiple candidates for a job at the same time, highlighting your experience and skills you have makes you stand out from other people.^[3]
   
   • Feel free to ask the recruiter what the qualifications for the job are if they don't tell you in their initial email.^[4]
3. Attach your resume. Even though the recruiter may know some of your qualifications, they may not have seen your full resume yet. If you want a different position within the company, this is a good way to show off your other skills that are relevant to the job you’d rather have.^[5]
   
4. Share when you’re available for a meeting. If you’re interested in the position or want to learn more from the recruiter, it helps to talk about the details over the phone or in person. Provide the recruiter with a few different days and times when they can reach out again and have a more in-depth conversation.^[6]
   
5. Give a referral if you don’t want the position. If you want to maintain your connection to the recruiter for your network, ask for more information and ask if you can refer someone who’s qualified for the position. That way, you still leave a good impression and could potentially get in contact with them again if another position opens up.^[7]
   

[Edit]Best Practices for Responding to Recruiters

1. Research the recruiter to see if they’re legitimate. Unfortunately, there are many scammers pretending to be recruiters to try to get your personal information. Make sure the person is contacting you from a company email address.^[8] If you’re still not sure, try looking up the recruiter on job sites like LinkedIn to see if they have a profile or contact the company directly to ensure you’re speaking to an employee there.^[9]
   
   • Recruiters should be really knowledgeable about the available position and the industry they work in. Try asking them to explain the role more in-depth. If they stumble over their answer or don’t give you clear information, it could be a scam.
2. Respond within 2 days regardless of if you’re interested in the offer. Whether you want the job, a prompt reply helps you maintain your connection with them for networking. Once you read through the email, take a little time to think of your response before writing it out and sending it.^[10]
   
3. Maintain a professional tone throughout your email. Since the recruiter could put you up for a job, use a formal tone throughout your email. Avoid making any jokes since the recruiter may misread them. Try reading your email out loud using a flat tone of voice to make sure everything reads clearly.
   
4. Proofread your email before sending it. Carefully scan through your email one last time to make sure you spelled everything correctly and your sentences make sense. Run the email through a spell checker and fix anything that you have misspelled. If everything looks good, send your response off to the recruiter.^[11]
   

[Edit]References

1. ↑ https://www.businessinsider.com/how-to-turn-down-recruiter-2017-8
2. ↑ [v162102_b01]. 30 March 2022.
3. ↑ https://hbr.org/2021/12/how-to-reach-out-to-a-recruiter
4. ↑ [v162102_b01]. 30 March 2022.
5. ↑ https://www.msnbc.com/know-your-value/what-do-when-recruiter-reaches-out-you-n919441
6. ↑ https://hbr.org/2021/12/how-to-reach-out-to-a-recruiter
7. ↑ https://www.businessinsider.com/how-to-turn-down-recruiter-2017-8
8. ↑ https://www.forbes.com/sites/roberthellmann/2020/08/31/how-to-spot-job-search-scams-and-protect-yourself/?sh=2427ac062ec1
9. ↑ [v160977_b01]. 26 September 2019.
10. ↑ https://writingcenter.uagc.edu/email-etiquette
11. ↑ https://www.entrepreneur.com/article/272780

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