What to Say in Your First Message to a Hiring Manager in 2025
Your first message to a hiring manager must be short and personal. Focus on what you can bring to the company. Show why you're excited about the job. Keep it professional but friendly. Make every word count. The right message can open doors even in a tough job market.
Getting Started With Your Message
Have you found a job you really want? Your resume looks great. Now comes the hard part. You need to write your first message to the hiring manager. In 2025, getting noticed is harder than ever. Hiring managers get hundreds of messages every day. Most messages go straight to the trash folder. Your message needs to stand out. This guide will help you write a message that gets noticed and gets responses.
Key Takeaways
A great first message to a hiring manager should include these essential elements:
A strong subject line with your key skill and a personal connection
Specific examples of your achievements with real numbers and results
A clear connection between your experience and the company's needs
A professional closing with one clear question or call to action
Why Your First Message Matters More Than Ever
Your first message is often your only chance to make an impression. Studies show that 76% of hiring decisions are influenced by the initial contact. The way you write your message can make the difference between getting an interview or being ignored.
Today's Job Search is Different
Job hunting has changed a lot in 2025. Many companies use AI to screen messages. Some AI tools look for specific skills and experience. Others check your writing style and tone. Your message must work for both humans and AI systems. The best messages sound natural while including key terms from the job post.
The Science of First Impressions
Research shows hiring managers make quick decisions. They spend about seven seconds reading each message. Your first few lines must grab their attention. Studies from major hiring platforms show that personalized messages get 85% more responses. Generic messages often get deleted without being read.
The Hidden Rules of Professional Communication
Every industry has its own communication style. Tech companies often prefer casual, direct messages. Banks and law firms expect more formal writing. Healthcare companies want to see care and attention to detail. Learning these styles can double your response rate.
The Key Parts of Your First Message
Every successful message follows a clear structure that grabs attention. The best messages combine personal touches with professional information. Your goal is to make the reader want to learn more about you.
Creating a Strong Subject Line
Your subject line is like the cover of a book. Most hiring managers decide to open or delete based on this line. Make it clear and interesting. A good subject line includes your main skill and a connection. "Senior Python Developer (10 Years) - Met at Tech Summit 2024" works well. "Looking for a job" does not.
Starting with the Right Greeting
Names have power in job hunting. Using the wrong name can ruin your chances. Take time to find the right person. Search LinkedIn, company websites, and news articles. Call the company if needed. When you find the name, check the spelling twice. If you really can't find a name, use the department. "Dear Marketing Team Hiring Manager" shows you tried.
Writing Your Main Message
The main body of your message needs to tell your professional story quickly. You have about 150 words to convince the reader you're worth talking to. Each sentence should build on the last one to create interest.
Your Opening Lines
The first paragraph must hook the reader. Start with a recent company achievement. "I was impressed by your 40% growth last quarter" works well. Then connect it to your skills. Tell them how you can help them grow even more. This shows you research companies and think about their needs.
Sharing Your Experience
Numbers tell powerful stories. Don't just say you increased sales. Say "I increased sales by 63% in six months." Share three main achievements that match their needs. Explain how each win can help their company. Use simple words to describe complex work.
The Psychology of Persuasive Messages
People make decisions based on both logic and emotion when reading messages. The right combination of professional facts and personal connection creates trust. Your message should make the reader feel confident about reaching out to you.
Building Trust Through Words
Certain words build trust with readers. "Results," "growth," and "success" work well. Others like "try," "hope," and "maybe" show weakness. Choose words that show confidence. Back them up with real examples from your work.
Creating Emotional Connection
People hire people they like. Show personality without being unprofessional. Share your passion for the industry. Tell short stories about solving problems. Make the reader picture you on their team.
Advanced Message Strategies
Modern job searching requires both basic and advanced techniques to succeed. The best strategies combine traditional networking with new technology. Smart job seekers use data to improve their message success rates.
Using AI to Your Advantage
Modern AI screening tools look for patterns. They check your tone, skills, and experience. Include keywords from the job post naturally. Write in complete sentences. Avoid strange formatting or symbols. Simple, clear writing works best.
Customization Techniques
Change your message for each company size. Big companies want stability and teamwork. Startups look for innovation and flexibility. Medium companies often want both. Match your message to their culture.
Power Words and Phrases
Some words get more responses than others. "Created," "led," and "achieved" work better than "helped" or "was responsible for." Use action words to show what you can do. Keep your tone positive and confident.
Following Up Smart
Most hiring managers need more than one message before they respond. The key is knowing when and how to follow up without being pushy. Your follow-up strategy can turn a silent application into an interview.
The Perfect Timing
Wait five business days before following up. Send your message in the morning. Tuesday through Thursday work best. Avoid weekends and holidays. Keep track of who you message and when.
Writing Follow-Up Messages
Your second message should be even shorter than your first. Remind them who you are. Add one new piece of information. "Since my last message, I completed a major project" works well. Stay professional and patient.
Real Message Examples
Looking at real messages helps you understand what works in practice. These examples come from successful job seekers who got interviews. Each example shows how to match your message to different industries.
Tech Industry Example
"Dear Ms. Chen,
I saw your team's AI project in Tech Weekly. Your work on machine learning is amazing. I recently built an AI system that saved $200,000 in operating costs. I'd love to bring that experience to your team.
My background includes five years of AI development. I helped three companies launch successful AI products. Each product now serves over 10,000 users.
Would you have time for a quick call this week?
Best regards, Michael"
Healthcare Industry Example
"Dear Dr. Martinez,
Your hospital's new patient care system caught my attention. I read about the 30% improvement in response times. As a healthcare IT specialist, I've created similar systems.
At Memorial Hospital, I built a system that cut wait times by 45%. Patient satisfaction scores went up by 60%. I'd love to discuss how I could help your team achieve even better results.
Are you free for a brief conversation next week?
Kind regards, Sarah"
Industry-Specific Approaches
Different industries have different expectations for professional communication. What works in a creative field might fail in banking or healthcare. Understanding these differences can help you craft the perfect message for any industry.
Tech Company Communication
Tech companies value innovation and results. Show them working code or live projects. Talk about specific technologies they use. Mention your GitHub or portfolio. Keep the tone friendly but focused on skills.
Healthcare Messages
Healthcare values patient care and accuracy. Talk about improving patient outcomes. Show how you follow rules and regulations. Include any medical certifications. Keep the tone caring and professional.
Financial Sector Outreach
Banks and investment firms want precision and reliability. Share exact numbers from past work. Mention any financial certifications. Show how you handle sensitive information. Keep the tone formal and confident.
Frequently Asked Questions
Should I send my resume with my first message?
No, save your resume for after they show interest. Your first message should focus on creating a connection. If they want to learn more, they'll ask for your resume.
How long should my first message be?
Keep your first message between 150-200 words. Write three or four short paragraphs. Focus on your strongest points and one clear request for action.
Is it okay to send messages on weekends?
Send your messages during business hours, Monday through Thursday. Messages sent on weekends often get buried. Tuesday morning is often the best time.
What if I don't hear back after following up twice?
Move on to other opportunities after two follow-ups. Save the company in your contacts. You can try again in six months with new achievements.
Should I mention my current salary in the first message?
Never discuss salary in your first message. Wait until they show interest in your skills. Save money for later conversations or interviews.
Conclusion
Your first message can change your career path. Take time to research and customize each one. Show genuine interest in the company's success. Tell clear stories about your achievements. Keep your writing simple and strong. Check every detail before you send. Remember, you only get one chance at a first impression. Make it count.