How to cold email a hiring manager (free template)
A short, specific email to the person who owns the role can get your application read by someone who can act on it. Here is who to write to, what to say in under 120 words, and when to follow up.
Short answer
- Apply first, then email one person. The hiring manager for the team, or the contact named in the posting.
- Under 120 words: the role, the one or two facts from your CV that match the posting best, and one small ask (a short call, or the right person to talk to).
- Attach your CV as a PDF, use a subject line that names the role, and follow up once, about five working days later.
- Only claim what your CV shows. A specific true sentence beats a long list of adjectives.
Who to write to
- The posting itself. Many postings, especially German ones, name a contact (“Your contact: …”, “Ihr Ansprechpartner: …”) and often give an email address. If there is one, use it.
- The team’s lead. For a backend role that is usually the engineering manager or head of engineering; for marketing, the head of marketing. The company’s team or “about us” page often lists them.
- LinkedIn people search for the company plus the title (for example “Acme Engineering Manager”). Send a connection note if you can’t find an email.
- A recruiter is fine too if no hiring manager is visible. Write to one person, not five.
Keep it one-to-one and relevant to a real opening. Don’t add people to mailing lists or send the same email to a whole team.
Free cold email template
Copy it, replace every [bracket], and delete any line you can’t fill truthfully.
Subject: [Role title] at [Company]: [your strongest matching proof point] Hi [First name], I'm applying for the [Role title] role at [Company]. The posting asks for [requirement 1] and [requirement 2]; in my current role at [Employer] I [one concrete thing you did that matches], and [second proof point, with a real number if you have one]. My CV is attached. Would you be open to a 15-minute call, or could you point me to the right person on the team? Best regards, [Your name] [Phone] · [LinkedIn URL]
LinkedIn connection note (under 300 characters)
Hi [First name], I applied for the [Role title] role at [Company]. I [one proof point that matches the posting]. I'd be glad to connect and answer any questions about my background.
Follow-up, about five working days later
Subject: Re: [Role title] at [Company] Hi [First name], I wanted to follow up on my note from [day] about the [Role title] role. I'm still very interested and happy to share more about [proof point]. Would a short call next week work? Best regards, [Your name]
A filled-in example
An example for a backend role. The names are made up; every claim in it comes from the candidate’s CV.
Subject: Senior Backend Engineer at Acme: Postgres performance work Hi Erika, I'm applying for the Senior Backend Engineer role at Acme. The posting asks for TypeScript/Node services and PostgreSQL tuning; at my current company I improved Postgres query performance for the billing service and built the Apollo API layer for our mobile app. My CV is attached. Would you be open to a 15-minute call, or could you point me to the right person on the team? Best regards, Pat Example
What makes these emails work
- A subject that names the role. “Senior Backend Engineer at Acme: Postgres performance” is easy to forward; “Opportunity” is easy to ignore.
- Proof, not adjectives. Pick the two requirements in the posting you match best and name the CV fact for each. If you have a real number, use it; if you don’t, leave the number out rather than guess.
- One ask. A short call, or the name of the right person. Not both, not a paragraph.
- Short. Under 120 words reads on a phone in one screen.
- One follow-up. If there’s no reply after about five working days, send one short nudge. After that, move on.
Common mistakes
- Retelling your whole CV in the email.
- Claiming skills the posting asks for that your CV doesn’t show.
- Guessing someone’s gender in the greeting. Use their name as written.
- Forgetting the attachment, or sending a Word file with odd formatting. A PDF is safest; the free CV builder makes one.
- Following up three times in a week.
Let HireWire draft it from your CV and the posting
In HireWire, open any posting and press ✉ Reach out:
- If the posting names a contact or an email address, HireWire shows it as a suggestion. It reads only the posting text in your browser; it doesn’t look anyone up.
- Two plain helper links: a Google search for the company’s careers or team page, and a LinkedIn people search for a likely hiring-manager title.
- Choose English or German (German drafts use the formal Sie) and a concise or warm tone. You get a subject line, an email under 120 words, a LinkedIn note under 300 characters and a follow-up for day 5.
- Drafts are grounded in your CV and the posting with the same checks as HireWire’s other AI writing: missing details become
[placeholders], and a number or quote that isn’t in your CV or the posting is flagged. - Open in mail app starts the email in your own mail program (HireWire never sends anything), or copy each part. The recipient’s email address stays in your browser.
- The job is marked Reached out with the date, and the follow-up reminder comes due five days later with the follow-up draft ready.
Price: your first draft is free in each browser. After that, Reach out is included in every pass: €9 for 7 days, €19 for 30 days or €29 Pass Plus, one-time, no subscription (fair use: up to 30 drafts a day). With your own Anthropic API key it is free.
FAQ
Is it OK to email a hiring manager directly?
Yes, if it is short, relevant to a real opening and sent to one person. Apply through the official route as well, so your application is in their system, and mention that you did.
How long should a cold email to a hiring manager be?
Under about 120 words: the role, one or two matching facts from your CV, and one ask. Anything longer usually belongs in the CV or a cover letter.
When should I follow up?
About five working days after your first email, once. Keep it to two or three sentences and refer back to your first message.
Should I attach my CV?
Yes, as a PDF. A mail link can’t attach files, so attach it yourself before you press send. If you don’t have a PDF yet, the free CV builder exports one with real, selectable text.
Email or LinkedIn?
Email if you have an address, because it is easier to forward. Otherwise a LinkedIn connection note of up to 300 characters with the same one or two facts.
Does HireWire send the email for me?
No. HireWire writes the draft and opens it in your own mail app, or you copy it. It never sends email, and it doesn’t scrape or look up contact details.
Is it free?
Your first Reach out draft is free in each browser. After that it comes with any HireWire pass (from €9 for 7 days, one-time), or it is free with your own Anthropic API key. The template on this page is free to copy.
Draft yours from the postingOpen a posting in HireWire and press “✉ Reach out”. Your first draft is free; no account.
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