How to Respond to a Recruiter: 10 Best Email Samples for you

Many job seekers cannot get the jobs they desire, not because they’re not competent for the role but because they lack proper communication skills that can help them.

When you want to respond to a recruiter regarding an open job role, there are certain responses you should never use. And others fit perfectly.

In this article, you’ll get to know the best ways to respond to a recruiter as we will unveil a lot of samples for you.

What Tips Should You Know When Responding To a Recruiter’s Offer?

Getting a job is no simple task. It doesn’t matter whether you’re looking online and sending your resume to every hiring manager or going from location to location.

Every recruiter you meet is an opportunity to get into a job if your qualifications fit the open position perfectly. However, you must keep these tips to memory when seeking this opportunity.

Create A Great First Impressions

Your first impression must be exceptional. If you mess this up, you might never get that recruiter to pay any attention to you again. A good way to do this is to properly craft an interesting resume and cover letter that can get the recruiter interested in you. This will spark a common interaction ground between yourself and the recruiter, leading to a call-up for an interview process.

Offer Quick Responses

Recruiters see late responses as a red flag. When a recruiter sends you an email or message, it’s best to respond quickly. To do this, ensure you regularly check your email for any messages frequently.

Read: 15 Crazy and Weird Interview Questions that Top Recruiters Ask

Avoid Slangs, Emojis and Its Likes

When writing an email, keep it professional. Ensure you use correct greeting formats that always have the name or title of the recruiters. Plus, it’s highly advisable to proofread your emails before you send them out.

Seek Opportunities to Work Directly With the Recruiter

There are only a few recruiters that you can easily find online. Many of them mask themselves to avoid receiving loads of messages, especially when no job opportunities are available.

How to Respond to a Recruiter: 10 Best Email Samples for You

Your response to a recruiter depends on the situation at hand. Hence, you will find different case scenarios that will ensure a perfect response when you find yourself in any of them.

If You’re 100% Not Job Searching

If a recruiter finds you as someone perfectly fitted for a position, there’s a possibility they will reach out to you. Hence, when this happens, responding inappropriately can destroy your relationship with your employer, which is something you want to avoid.

Better responses include:

Hi [Name],

Thanks for reaching out to me with this opportunity! I agree this sounds like an interesting job, and I appreciate your consideration.

I enjoy my work for [Your Company] and am not seeking a new opportunity. That said, I will get in touch if I look to change the future.

Thanks!
[Your Name]

If You’re Actively Searching But Aren’t Interested in This Job

When you aren’t actively seeking a job, and a recruiter reaches out to you regarding a role the recruiter thinks would fit perfectly for you. It’s best not to disparage this opportunity but let instead build a good relationship with the recruiting manager.

A great response includes:

Hi [Name],

Thanks for recommending me for this role! I am currently exploring new opportunities, but I would ideally desire a position that would allow me to [traits of your ideal position here, e.g., work from home, expand on my content development experience, step into the nonprofit space, earn at least $X annually, etc.].

It sounds like this role isn’t quite what I’m looking for, but do you know of any other opportunities that may be a better fit? If so, I’d love to connect!

I’ve attached my resume for your review and can be reached directly at [your email address and/or phone number].

Best,
[Your Name]

Related Article: 30 Best Interview Questions To Ask The Employer

If This Opportunity blows you Away

When you encounter an opportunity with serious potential, it’s important you keep your response straightforward which will greatly confirm your interest.

A good way to respond to the recruiter will be:

Hi [Name],

This sounds like an exciting opportunity—thanks for thinking of me!

As you probably saw on my profile, I have [X years] of experience in the [industry or job function, e.g., digital marketing or project management] space. I am particularly interested in opportunities that allow me to [relevant job duty/deliverable, e.g., leverage my creativity in a design-focused role or build new programs from the ground up]. Based on your shared information, it sounds like the role could be a great fit!

I’d love to schedule a time to discuss how my skills and experience could benefit the team; would it be possible for us to connect sometime this week? I’ve included my availability below:

date/time

You can reach me directly at [your e-mail address and/or phone number]. Looking forward to connecting!

Best,
[Your Name]

Scheduling a Phone Interview

When a recruiter is seeking to schedule a phone call with you, you must respond politely, as any inappropriate response can ruin things for you. It’s also necessary for you to send a thank you email after the interview process to improve the working relationship.

A great response to this would be:

Hi [Recruiter Name],

Thanks so much for reaching out to me. I’m ready to speak at [insert periods you’re free for a phone interview]. Please let me know if you need anything else from me as we advance.

Looking forward to discussing the role with you!
[Name]

Can You Resend Your Resume?

You can send your recruiter an outdated resume, and you may need to send an updated one. On the other hand, your recruiter might demand that you send an updated resume for preview.

To reply such a message, you must not take an offensive approach, but instead, you must perform as instructed.

A good response connotes:

Hi [Recruiter Name],

Hope this finds you well. Attached is a copy of my resume. Please let me know if I can resend any other materials.

Best,
[Name]

Would you be available for a second interview soon?

The first interview might not connect everything for you. Hence, you might need another interview round to get there. When a recruiter asks for your availability regarding a second interview, you must respond appropriately.

A perfect response:

Hi {Recruiter’s name}

I appreciate speaking with you last (first interview time) and would love to discuss this opportunity further with you soon. I am available (dates and times). Let me know what time works best for you.

Best
{Name}

If You Seek Another Vacant Position in the Company?

It’s completely normal not to be interested in a particular position in the company because you feel you wouldn’t perform exceptionally well therein. However, you would still like to take up another role because you love where the company is headed.

A great way to respond to the recruiter would be;

Hi {Recruiter’s name}

I appreciate you contacting me about this opportunity to work in sales for The Amazing Company.

While I am in the middle of a job search, this role as {job role} isn’t quite what I was looking for. That said, {Company name} is where I’d love to work.

I have 6 years of sales experience and have exceeded quotas at my current job by over {percentage} each quarter. In the last year, I’ve brought my company {numbers} in sales, so I was hoping to interview for a {job role} at {Company name}.

I’ve attached my resume and a cover letter for the position and would love to speak more about positions at {Company name}. I believe my sales experience and proven track record of excellence could be a real asset to {Company name}.

Thanks again for your interest.

Best wishes,
{Name}

Do You Have Time to Interact Today?

If a recruiter reaches out to you asking if you would have time to interact within the day, you must reply as soon as possible while offering a response that is acceptable and respectable.

Hi [Recruiter Name],

Thanks for following up on our conversation! I’m available to discuss with you [insert times you can speak that day]. Please let me know if any of these times work for you, and if not, I’d be happy to find a convenient time for both of us.

Best,
[Name]

See this: Role Play Interview Questions | How To Prepare For It

When Will You Be Available For a Test?

If you have to write a test to get into a job interview, a recruiter would normally reach out to you, asking when you would have enough time to write such a test.

A good response to a recruiter would be;

Hi, {Recruiter Name}

Thank you for contacting me about my application to (job title/ company). I would be happy to complete any proficiency tests needed. I am available (dates and times). Please let me know if my availability works for testing.

Best,
[Name]

If You Want The Job

When a recruiter reaches out to you regarding a dream job, you should be careful not to respond incorrectly. You can often give a response that contains exaggerated happiness, void of value that you can truly offer the company.

A better response to a recruiter would be;

Hi [Name],

Thanks for reaching out to me! Dependent on the information you shared about this role, I’d be interested in learning more.

It seems you’re seeking a [job title] with [relevant skills/experience] expertise and a skill for developing [insert outcomes, e.g., unique and compelling marketing campaigns over a variety of digital channels]—I’m the perfect candidate for this role!

As a professional with [X years of experience] in the industry, I understand what it demands to [deliverables based on job description, e.g., flawlessly executed e-mail campaigns from start to finish]. In my current role at [Your Current Company], I [description of relevant experience and tangible results based on the job description, i.e., guide the production and execution of 25 unique monthly email campaigns and have grown new lead generation by 50% in just six months].

I’d love to create a time to discuss how my skills and experience could be vital for the [Company Name] team, so could we schedule a time this week? I’ve included my availability below:

dates/times

You can contact me directly at [your e-mail address and/or phone number]. Looking forward to connecting!

Best,
[Your Name]

Conclusion

Responding to recruiters can get pretty scary. You’re excited you’ve finally made it to the next step but don’t want to destroy everything you’ve worked for. Luckily, there are a few common questions recruiters ask when structuring the next steps in the job hiring process, and the examples above show you how to respond to a recruiter.

Now that you can actively reply to recruiters, get back to your inbox, gives some great replies, and get one step closer to your dream job.