Below is an example of a down-edited email response. Keep in mind that you might not necessarily be introducing yourself with these emails. We exchange 29 .
Getting a response from an employer is a highlight of the job search. You’ve put in the work and the job applications, and now it’s time to move the conversation to the next level.
When an employer responds to your job application with an interview request, you want to get back to them as quickly as possible.
If you applied through Indeed, emails from employers will have the subject line “Response to application on Indeed.” Be sure to check your email settings and spam folders so you won’t miss their messages. You can also check your account for notifications from employers.
In your responses, keep your tone professional and upbeat. Avoid emojis, emoticons and slang. Proofread your messages for typos before you hit send. Here are four email examples to get you started.
In this case, you should send your response the same day. This shows enthusiasm for the role and respect for the employer’s time.
Begin your email with a note of thanks. If possible, agree to the employer’s suggested day and time. However, if you are currently working and your schedule is not flexible, most employers will accommodate your situation. Below is a sample email to consider if an employer contacts you requesting an interview:
Dear Ms. Roberts,
Thank you for your consideration and the invitation to interview for the Social Media Manager role at XYZ Company. I am available this Wednesday at 1:30 pm and can meet you at your office.
Please let me know if I can provide any additional information prior to our meeting.
I look forward to meeting with you to discuss this position in more detail.
Phone: +44 4777 7777 77
The response is short, clear and positive. It reinforces the date and location of the interview. There’s no need to include additional details—you’ll discuss the specifics during the interview.
Another type of email you might receive from an employer is a request to call the employer’s offices to schedule an interview. Even though the employer wants you to call, you could also consider sending a brief confirmation email. Here’s an example:
Dear Ms. Roberts,
Thank you for considering me for the Social Media Manager role at XYZ Company. As per your request, I will call you tomorrow afternoon to arrange a mutually agreeable interview time.
I look forward to speaking with you. Please let me know if I can provide any additional information beforehand.
Phone:+44 4777 7777 77
Finally, an employer might email you with follow-up questions. These questions are essentially a preliminary interview, so respond with professionalism and detail:
The following template provides sample opening and closing statements you can use when replying to an employer who asks follow-up questions in an email. This strategy can help move the process to the interview scheduling stage:
Dear Ms. Roberts,
Thank you so much for considering me for the Social Media Manager role at XYZ Company. My responses are below.
[INSERT YOUR SPECIFIC ANSWERS]
I appreciate the opportunity to provide this additional information, and I look forward to speaking with you and members of your team soon.
Phone:+44 4777 7777 77
Employers sometimes request that you email another individual to schedule an interview. This will likely be someone you have not contacted in the job application process. In this case, you must write two emails: a reply to the employer’s email and another to the person arranging the interview. Again, it’s important to respond promptly to the employer and remain brief in your reply. In the second email, you’ll need to provide context for the reason you’re writing. Here are two templates to help you navigate both situations:
To the employer
Dear Ms. Roberts,
Thank you for considering me for the Social Media Manager role at XYZ Company. As per your request, I will email Kate Duran to arrange an interview time. I look forward to speaking with you and additional members of your team.
Please let me know if I can provide any further information beforehand.
Phone:+44 4777 7777 77
To the person arranging the interview
Dear Ms. Duran,
I received an email today from Rebecca Roberts requesting that I contact you to schedule an interview for the Social Media Manager role at XYZ Company. Please let me know what times you have available.
The best times for me include between 1pm and 5pm on Wednesday XX of Month and before 10am on Thursday XX of Month. I am also happy to discuss suitable times by phone.
I am excited to learn more about the opportunities at XYZ Company and look forward to discussing the role in greater detail.
Phone:+44 4777 7777 77
If your schedule isn’t flexible, let this second email recipient know. You can add a few more sentences in the first paragraph that explain your circumstances. For example:
…Please let me know if you have openings in your schedule. Although I currently work standard business hours, I am available for interviews during lunch hours, before 9am and after 5pm. Is it possible to schedule an interview during these times? If not, please let me know so that I can arrange time off for the interview.
Your response to an employer’s request is the beginning of your communication. Set a great tone in that first response, and you may improve your chances of moving forward in the hiring process.
Thanks for the feedback!
Thanks for the feedback!
We're going about email introductions all wrong. Learn how to do on a new startup idea.” Before I've even had time to respond, Erik replies.
According to the game “Six Degrees of Kevin Bacon,” any two people on earth are six or fewer acquaintance links apart from Kevin Bacon. Narrow that group down to people involved in the tech world, change the name to somebody you’d like to meet, and I’d wager that number is down to three.
Despite the fact that networking is a critical part of success in business, I am frequently surprised at how few people know the etiquette of e-mail introductions and how few people handle them correctly both as the connector and the recipient.
Here is the correct way to handle an introduction, it has worked well for me.
Suppose that persons Jen, Bob and Pat exist. Jen and Bob are friends, Bob and Pat are friends, and Jen would like to talk to Pat for some reason.
First, Jen asks Bob for an introduction. This request might happen over e-mail or in person, it’s not relevant to this article. Bob, being socially sophisticated says “Sure, tell me what your goal is, then let me check with Pat and make sure that she is open to the introduction first. If she is then I’ll be happy to.”
Step 1) Warming up the introduction:
Bob should never send a blind e-mail introducing Jen & Pat. This is surprisingly common and when this happens, both Jen & Pat are put at a disadvantage. It’s awkward, Pat doesn’t know why Jen wants to connect and never consented. Here is what Bob should send to Pat before making an introduction:
My friend Jen from San Francisco is building a new SaaS product for the crayon industry that you might find interesting. She is hoping to get feedback from an expert in the space and I thought of you.
Would you mind if I make a brief introduction so that the two of you can connect for a call or coffee?
Step 2) Assuming Pat consented, sending the actual introduction:
CC’d on this e-mail is my friend Jen. As I mentioned previously, Jen is from San Francisco and is building a new SaaS product that is focused on improving efficiency in the crayon industry. As the CEO of Crayons, Inc. I believe you would be in a position to give Jen some valuable feedback on her product.
Jen, Pat is a friend of mine from my days at Balloons, Inc. and now has a reputation as an expert in crayon technology. Pat is based in Springfield, Illinois.
I hope the two of you find the introduction useful.
Step 3) The Follow Up Response:
The first question is WHO should be the person to respond? The answer is dictated by who the Step 2 e-mail was actually written to. In this case, Pat. The e-mail was to Pat and since Pat is the one who Jen wants to meet, Jen now needs to wait patiently for a reply. After a period if time, if Pat hasn’t replied, Jen can do so. My usual rule of thumb is 3 days.
Lets assume Pat doesn’t reply within 3 days. After all, Pat is a busy CEO at a crayon company. Regardless of who responds, the same rules apply… do not CC Bob. BCC Bob, thank him for the introduction and suggest specific times and dates for a follow up.
Bob (BCCd to spare your inbox,) thank you for the introduction.
It is a pleasure to meet you via e-mail. Bob spoke highly of you when I met with him last week. If it’s not too much trouble, would you be available for a brief call in the next week? I would like to explain my business and hear your thoughts on the crayon industry.
How does Thursday the 3rd at 3pm PST or Friday at the 4th 9AM PST work? If neither of those work, perhaps you can suggest an alternate 30 minute time slot?
Thank you in advance for your time,
The above format achieves two things. First it removes Bob from your ongoing back and forth e-mails. Bob is probably busy and only cares that you received the introduction, he really doesn’t care which coffee shop you chose to meet at. Be polite, BCC. Second, it is respectful of Pat’s time. Pat already knows you want her time, don’t ask again, Bob already asked. Be direct but polite. If the introduction is warm, you know that Pat already said yes to connecting, suggesting times now helps reduce the back and forth of scheduling.
That’s it. This formula has worked well for me in the past. Perhaps it will work well for you.
So you asked a friend or peer to introduce you to someone and they made the introduction via email…awesome!! How are you supposed to respond?
Here is a very simple template you could use:
Hi PERSON YOU WERE INTRODUCED TO,
Thanks so much for the introduction PERSON WHO INTRODUCED YOU (moving to BCC to save your inbox).
Would love to find a time to chat! Really interested in hearing your perspective on x. Please let me know if you have a time that works for you and I will be sure to make it work.
This is a very simple framework but notice a few things. One…and critical…make sure you move the person who introduced you to BCC. It is annoying to leave them on the email chain so be the proactive person and move them off of it.
The other small thing is that you are thanking the person who introduced you. This is important as it shows you are being respectful of their time.
Try to respond quickly! 🙂
I've repeatedly gotten emails that are completely generic, like, “Hello, (my name). The problem is, I have no idea how to respond to these people. . When I say “ introduction”, I mean “I have met the person and talked with.
Some days I get hundreds of emails a day. It really sucks.
The worst part is that most of the emails are important and I physically can’t respond to all of them.
They might be emails from students of One Month who are frustrated — I want to help them out. Other times they’re from people who have read my posts and want to meet up. Or they’re just from friends.
My personal policy is to read every single email I get. That means every day I have to set aside at least an hour to go through all my email and decide what urgently needs to be responded to and what doesn’t.
In an effort to help people cut through the noise with their emails, and hopefully free up a little bit of my time, I wanted to share a few tips that I’ve found are helpful when writing to people who are inundated with email.
If you can keep an email to less than 2 or 3 sentences, it’s much easier to read it right then. If your email is longer than a paragraph or two, people will often put off reading it and it will probably take you longer to get a response.
Here’s a really long email I got recently (you don’t have to read all of it, just skim it):
My name is (redacted), I am recent graduate originally from California but am currently living in (redacted) and am looking for work. I have a Bachelors Degree in Accounting, but am not having much luck finding work in that field and to be honest with you I am struggling with the idea of being an accountant as a career. I sort of always had that thought in the back of my mind while in school but stuck with it because I think it is a skill set that is often overlooked by young entrepreneurs, which is more of what I see myself as.
Today on the news here they ran a segment stating that multiple companies within the city of (redacted) are looking for coders. I have always been interested in the idea of coding but have very limited experience. The extent of my experience in coding comes from creating some macros in the visual basic editor in Microsoft Excel, which I found to be quite enjoyable.
I checked out the website that was advertised and I think this may be something I want to pursue. I was wondering if you could offer me some advice on where to begin. Here is the website in case you want to check it out: (redacted)
After looking through the minimum requirements I see that I am lacking the following:
- development experience
- Understand basic control structures and elements of programs like loops, variables, functions, and potentially objects and classes.
First thing that I did after seeing the requirements was type in “how to code” on YouTube and that is how I came across you and your talk “How to Teach Yourself Code”. What I am wondering is if the advice from the video still applies today and if Rails is still the way to go or where you would start if you were in my situation. One extra thing to consider is that my PC is in California and at the moment all I have access to is my chromebook. Will this be sufficient to get started or will I need something with a traditional OS?
Sorry for such a long introductory email, but I hope you get a chance to read this and respond.
Thank-you for the video and talk, I will be diving into more of the details you discussed in the coming days.
Hopefully some of that snow in NY is starting to melt!
Woah — this is way too much work to read. You could take all the info above and boil it down into three simple sentences:
I just saw your “How to Teach Yourself to Code” talk from Internet Week but noticed it was recorded almost two years ago. Does your advice in the video still apply?
If so, can I use a Chromebook or will I need something with a more traditional OS?
That’s better. I know that a lot of the background info is missing, but people tend to think that they need to provide way more info than the reader actually needs.
It’s easier to read emails that are broken down into one or two sentences per paragraph than long paragraphs.
Here’s an example of an unformatted email I got recently:
I took your April skillshare omrails class. It was a great intro class. Currently I’m following your advise by doing the Hartl tutorial. I have a question if you can give me some suggestions. Is there an equivalent to Hartl’s Rails tutorial for iPhone app development? My personal goal is to create a Rails website for my wife’s jewelry business, then an iPhone app to go along with the website idea. Your help would be greatly appreciated. Thanks!
Do you see how it’s really hard to read? You can’t skim it and have to do a lot more work to figure out what he or she is actually saying. Here’s one that would have worked way better:
Thanks for the One Month Rails class! I’m following your advice by doing the Michael Hartl Ruby on Rails Tutorial.
Quick question: Do you know of any classes like the Hartl Tutorial but for iPhone apps?
The second is way easier to read and figure out what exactly the person is asking you. Break your paragraphs down into shorter sentences, separate your call to action, and use bold/italics for emphasis and to draw the reader’s attention to the important parts.
Nothing drives people crazier than an email where someone sends over a lot of information but doesn’t say what they’d like you to do. I often respond to those immediately by asking: What do you want me to do?
Do you want me introduce you to someone? Do you want me to read your blog post and give you feedback? Do you want me to respond with whether I’ll be able to attend an event? Be clear and say it explicitly up front.
Here’s a really unclear email I got recently:
I just got done watching your presentation on computer programming I’m 14 and wanted to learn it’s something I’ve always wanted to do. Couldyou please help me in any way possible I really want you to respond.
The call to action here is just “help me,” but I really have no idea what that means and how to respond to it. Compare the email above to something more concrete:
I’m 14 and want to learn about programming. What’s the #1 resource you’d recommend?
If you must send a long email with a lot of information, put the call to action up at the top. Something like: “I’m sending this email to see if you can attend the event below. Just respond with a ‘Yes’ or ‘No’.”
This also helps the reader decide if they should forward the email to someone else, which they do often if they’re used to delegating tasks.
It’s so easy these days to send off an email in 30 seconds that would take someone over an hour to respond to.
Please don’t tell me to go to your startup’s website and give you feedback. To actually give your product or website a thorough review and analyze it in a way that is useful actually takes a lot of work.
If I can respond to something in less than two minutes, I’ll do it immediately. What do you want feedback on? The business model? The color of your button? The text? Be specific and reasonable.
Here’s an example of one of the bigger tasks people often ask me to do for them:
(redacted) here. You don’t know me, but your post on getting accepted to YC fired me up just now.
Having just submitted a late application to YC myself (as a single non-technical founder) I was curious if you might give me some feedback on my application. It hasn’t been rejected yet. And my company’s been featured in Popular Mechanics (attached), Fox Business (video link) and has 300+ paying customers…so I’d like to believe I have a shot. But getting a YC alum’s opinion would be really eye-opening.
(then they attached their 1000+ word application)
If you want someone’s feedback on something, be concrete and ask a specific question that can be answered in a few minutes.
Please don’t expect the reader to do the work to figure out what you want them to do. I consider that lazy. Don’t ask “What do you think we could do to get more customers?”
On the same note, don’t email someone asking to pick their brain about something.
I was wondering if my cofounder and I could take you to dinner/lunch, we’d love to tell you what we’re working on and pick your brain.
“Brain picking” meetings are extremely exhausting because they don’t have a concrete goal and you spend most of the time trying to figure it out. Usually they’re a sign that the person emailing isn’t really sure what they want, they just want to meet in person.
Here’s my typical response to both of the emails above:
Sorry — I can’t meet up in-person — but I’m happy to help. So email me any question anytime. I’m not good with big general, “Here’s my entire situation — what do you think of it?” kind of questions, but pretty good with specific questions.
In order of priority and amount of work involved, here’s what I usually agree to:
i) Giving short response — “Thank you ☺” or “That means a lot”
ii) Answering a specific question — if I can do it in less than 2 minutes
iii) Getting on a quick Skype / Google hangout / phone call — usually 15 minutes or so
iv) Grabbing a coffee in person — usually 45 minutes
This means that if you ask to meet up for coffee but I think we could do it over Skype, I’ll push for that instead.
Honestly, this sounds harsh but it’s important.
In the past, I tried to meet up with everyone who emailed me.
I agreed to coffees and lunches, listened to a lot of stories and gave a good deal of advice about what I thought they should be doing. Then I’d inevitably be frustrated when people didn’t listen to any of my advice. Or they’d argue with me about why I’m wrong.
Sometimes they’d come back to me a month or two later and just ask me the same questions. It felt like Groundhog’s day.
These days I try to prioritize the people who I think I’m going to be able to help out the most.
The best way to figure that out is to see whether you’ve done something awesome in the past, something that indicates that you’ll be doing awesome things in the future.
I often check people’s LinkedIn profiles through Rapportive when they email me – I’ll see where they’re working, where they went to school, and what their deal is.
For example, I’ve learned that people who are currently working in finance but thinking about “starting their own startup” are almost always a red flag. (No offense to finance itself, I studied finance.)
Going to a good school is a plus. Working at a startup I’ve heard of is a plus. Being a consultant or running a small company is usually a minus.
If you don’t have anything yet in terms of experience, then put together a good looking website (not a deck) that makes it look like you put some real thought into what you’re trying to do.
These are just a few of my thoughts about good email etiquette. What kind of tricks do you use for getting people to respond? What do you hate about when people email you? Post them in the comments.
They might be emails from students of One Month who are frustrated — I want to help them out The worst part is that most of the emails are important and I physically can't respond to all of them. . Do you want me introduce you to someone?.