What Do You Say When You Message Hiring Managers?

Figuring out what to say when you message a hiring manager is tricky. On the one hand, writing a well-crafted, well-thought-out message is a great way to introduce yourself to someone you probably haven’t met. Plus, taking time before writing will help you be sure of what you are saying. On the other hand, if […]by Pranav Ramesh

May 03, 2021

Figuring out what to say when you message a hiring manager is tricky. On the one hand, writing a well-crafted, well-thought-out message is a great way to introduce yourself to someone you probably haven’t met. Plus, taking time before writing will help you be sure of what you are saying. On the other hand, if they find your message unimpressive, it will ruin your chance of an interview. You will have made a bad impression before even getting a chance to make a first impression! That’s why it’s important to know what you’re going to say before you say it. Thankfully, we might be able to help you with that.

Topics covered:

  • Who is a hiring manager?
  • What do they do?
  • How are they different from recruiters?
  • What do you say when you message them?

Who is a hiring manager?

A hiring manager is a person at a company who is responsible for hiring employees to fill an open position. Usually, the hiring manager is a member of the department which has the vacancy and will be somebody with an understanding of the role’s requirements. They are also frequently the person to whom the new employee reports.

What do they do?

Being a hiring manager is an important role. Hiring managers are expected to have an understanding, not only of departmental opening and job requirements but also of the organization’s culture and goals. Hiring managers are responsible for:

  • Identifying the requirements for a new or newly vacant role.
  • Getting the department or company head to approve a job requisition.
  • Creating the job requisition or advertisement for publishing. This will be shared with a recruiter, or published on various job portals.
  • Managing responses on an applicant tracking system (ATS), if the organization uses an AI recruiter.
  • Overseeing the hiring team through the process.
  • Interviewing candidates. Some organizations choose to have a team of interviewers present, in which case the hiring manager will act as the primary interviewer.
  • Hiring the successful candidate, and getting executive approval.
  • Deciding the terms of employment with the candidate and negotiating the contract.
  • If the company employs recruiters to help with hiring, then the hiring manager is expected to be the point of contact between the company and the recruiter.

How are they different from recruiters?

Hiring managers and recruiters perform similar tasks but they are not the same. Rather, they work with each other to find and hire candidates. A recruiter’s role is to create a candidate pool and identify those individuals who would be best suited to the role. It is up to the hiring manager to decide whom to interview and shortlist promising talent.

Also, hiring managers are a part of the company. They usually perform a different role within their department, like a department manager or a team leader, and are selected as a hiring manager in addition to this role. On the other hand, recruiters are not members of any particular department (unless the organization has a separate department just for recruitment), and looking for candidates is their primary function.

Messaging a hiring manager is not the same as messaging a recruiter. A recruiter’s relationship with you is defined by the hiring process and will more or less end when you get selected for the job. On the other hand, a hiring manager will most likely be your colleague or superior at the company, and their relationship with you will grow after you get selected.

Looking for more tips from Chicago’s top IT staffing team?

What is a Hiring Surge?

5 Skills Needed to be Successful in Today’s Workforce

The 4 Biggest Mistakes to Avoid When Preparing for an Interview

What do you say when you message them?

While wondering how to write a message to a hiring manager, you may be tempted to share your resume and leave it at that. Unfortunately, a good resume is not always enough to impress a hiring manager. You need to show that you have something more to offer, which is why you have to:

Write a good cover letter

A cover letter is a great way to introduce yourself. It is a chance for you to set yourself apart from your competition and can highlight parts of your previous work experience that you think make you especially suited to the role. You can include instances when you had to overcome challenges similar to what you would expect to face in your new role. You could also use the cover letter to talk briefly about your passion for the job, the reason why you are choosing to work with this particular organization, and what you could bring to the role besides your professional qualification.

Show your interest

Again, a hiring manager is not the same as a recruiter. Hiring managers work for the same company that you want to get a job in. A good way to win their appreciation is to show your interest in the company, and your future colleagues. Do your research, get to know your team, the company’s values, and goals (This is useful advice for interviews as well)

Demonstrate relevance

Having demonstrated that you have a good understanding of the company, now do the same for yourself. Talk about the skills that you can bring to bear in your new role and your understanding of what the job requires. The biggest question a hiring manager will have is, “Does this person fit into this role and organization?” Answer that question as clearly as possible.

Be proactive

Hiring managers are busy people and they may not respond immediately. There is no harm in waiting a few days, and if you don’t get a reply, sending a follow-up message. A quick follow-up will remind them of your first email, if it slipped their mind, or direct their attention to it if they missed it completely. Of course, this doesn’t mean you start badgering them with emails and texts. Send the follow-up message three to five days after the first one. But do NOT try to reach out to them on their personal phone or social media. This could be construed as an invasion of their privacy. Keep all communication strictly professional.


If you have impressed the recruiters and are placed to communicate with a hiring manager, then take heart, you’re doing well. Recruiters scan through hundreds of applications and only forward the best ones to a hiring manager. That means you’ve already succeeded where many others have not! Be confident, communicate clearly, remember these suggestions, go ahead and put your best foot forward.

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About the Company:

Peterson Technology Partners (PTP) has been Chicago’s premier Information Technology (IT) staffing, consulting, and recruiting firm for over 22+ years. Named after Chicago’s historic Peterson Avenue, PTP has built its reputation by developing lasting relationships, leading digital transformation, and inspiring technical innovation throughout Chicagoland.

Based in Park Ridge, IL, PTP’s 250+ employees have a narrow focus on a single market (Chicago) and expertise in 4 innovative technical areas;

  • Cybersecurity
  • Artificial Intelligence
  • Data Science
  • Cloud & DevOps

PTP exists to ensure that all of our partners (clients and candidates alike) make the best hiring and career decisions.

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