How to write to recruiters

Recruiters operate under a set of incentives that are worth understanding before you write to them. External recruiters — those working at staffing agencies — earn a commission when they place a candidate. This means they are motivated to move quickly, to fill roles, and to maintain relationships with candidates who are likely to be placeable. Internal recruiters — those employed by the company you're applying to — have different pressures: they're measured on time-to-fill, quality of hire, and pipeline efficiency. Understanding these incentives helps you write messages that align with what they actually need from you.

Responding to recruiter outreach is the most common writing task, and the most common mistake is over-sharing. When a recruiter reaches out about a role, your first response should be brief and focused: express interest (or polite disinterest), confirm your availability to talk, and ask one or two key questions about the role. "Thanks for reaching out — the role sounds interesting. I'm currently a senior PM at [Company] and open to exploring new opportunities. Happy to jump on a call this week. Could you share the salary range and team size?" This gives them what they need to qualify you without turning your first message into a cover letter.

If you're not interested, be direct and kind. "Appreciate you thinking of me — this one isn't quite the right fit, but I'd love to stay in touch for future roles" keeps the relationship alive without wasting their time. Ghosting a recruiter is tempting but shortsighted. They talk to each other, they remember names, and the recruiter you ignore today might have your dream role next year.

Following up with a recruiter after an interview requires calibration. One follow-up after three to five business days is appropriate: "Hi [Name], wanted to check in on the timeline for next steps. I'm still very interested in the role." Short, professional, reminds them you exist. A second follow-up a week later is acceptable. Beyond that, read the silence. If a recruiter goes dark after two follow-ups, the role has likely been filled or put on hold, and they don't want to deliver that news.

When a recruiter asks about your salary expectations, the stakes are real. Too high and you price yourself out. Too low and you leave money on the table. The strongest move is to ask for the range first: "I'd love to understand the budgeted range for this role so I can confirm we're aligned." If they insist you go first, give a range rather than a number, and anchor it to market data: "Based on the scope of the role and current market rates, I'd be looking at $140-160K base."

Thank-you notes after interviews should go to the recruiter as well as the hiring manager. The recruiter is your advocate inside the process — keeping them warm and informed works in your favour. "Thanks for coordinating today's interview — I really enjoyed meeting the team and I'm excited about the role" is enough.

One thing candidates consistently get wrong: treating the recruiter as a gatekeeper rather than an ally. Recruiters want to fill the role. If you're a strong candidate, they are actively rooting for you because your success is their success. Write to them as a collaborator, not as someone you need to get past.

Negotiation through a recruiter is different from negotiating directly. The recruiter often has more information about the company's flexibility than they'll volunteer. When you receive an offer, don't accept or reject immediately. "Thank you — I'm very excited about this. I'd like to take a day to review the full package" buys you time without signalling disinterest. Then come back with specific, reasonable asks: "Is there flexibility on the signing bonus?" or "Could we discuss an earlier review cycle?" The recruiter will often coach you on what's negotiable if you ask.