How to Respond to a Recruiter Email (With Templates)

Your response to a recruiter's email is the beginning of your communication with a potential employer. When a recruiter contacts you to determine your interest in a position, you can answer in a way that shows the recruiter your professionalism and appreciation regardless of whether you want the role.

Understanding how to respond in different circumstances can help you feel confident about replying to recruiter emails and may allow you to grow your professional network. In this article, we explain how to respond to a recruiter email and provide templates you can use as inspiration for your own.

Related: Tips From a Recruiter: How to Stand Out When Changing Careers

How to respond to a recruiter email from Indeed

How to respond to a recruiter email depends on whether you have an interest in the position. If you receive an email that says a contact at a specific company sent you a message on Indeed, a recruiter is trying to contact you about a job opening they think may suit you. Even if you're not interested, responding to the recruiter as quickly as you can help you establish a good relationship with the recruiter that may benefit you now or in the future. Here are five steps you can take to respond to a recruiter email:

1. Determine your level of interest

When you receive a recruiter email, read the contents to learn about the job and why the recruiter chose to contact you. This can help you decide whether you want to pursue the role or politely decline the offer. Even if you know you don't have an interest in the job before opening the email, reading and replying to it shows the recruiter your professionalism. This may encourage them to contact you again in the future about other positions.

Read more: How to Choose a Job Offer in 7 Steps (With Definition)

2. Start the letter with the recruiter's name

Recruiter emails from Indeed typically include the name of the recruiter in the subject line, so you know immediately who's contacting you. They also begin the email by addressing you by name, which is important because it shows you the recruiter intended to contact you personally instead of sending bulk emails on behalf of the company. You can show the recruiter the same respect by addressing them by name in your response. Remember to avoid using gendered titles when greeting the recruiter.

Related: 

• What Is Headhunting? (And How It Differs From Recruiting)

• How To Work With a Headhunter To Find a Job (With Tips)

3. Thank the recruiter in your introductory paragraph

When you begin your response, open the letter with an introductory sentence thanking the recruiter for considering you for the role. Telling them right away that you appreciate the time they took to contact you can help you establish a rapport with them and start the letter on a respectful note, regardless of your response. You might also mention in the introduction that you're excited about the opportunity, you want to learn more or you're grateful they considered you.

4. Explain your reasoning for your response

In the next section, explain to the recruiter why you chose to respond. Here, you tell them if you're interested in the position or if you prefer to pass on the opportunity and explain why. You might tell them you're currently looking for a new job and may be interested in the position, you want a different role or you're happy with your current employer. Explaining your reason for responding helps the recruiter understand the next steps to take in their correspondence with you.

Related: Recruitment Process: Definition, Methods and Steps

5. End by suggesting a way to maintain contact

In the last section of your response, close by inviting the recruiter to contact you again or offering to contact them again in the future. If you have an interest in the position, you might ask if they have time to schedule a phone call or virtual meeting. Presenting this option as a question may encourage them to respond right away. If you're not interested in the job, you might tell the recruiter that you may contact them if you're in the job market again in the future.

Related: Guide on How to Write an Email

Responding if you want the job

If a recruiter has contacted you, that means they've already viewed your CV and believe you may be a good fit for the position they want to fill. They may have contacted other candidates also, so be sure to include information about what makes you a suitable candidate for the job and encourage them to contact you to discuss the opportunity.

Here's a template you can use when writing a response to a recruiter about a job you want:

Dear [Recruiter name],

Thank you for reaching out about this opportunity. It sounds like a great job and aligns with where I'd like to take my career. I'm eager to learn more.

As you may have seen on my resume, I have [number of years] of experience in this field. I've been consistently committed to [specific goal, skill or trait the new job entails]. In my current role at [Name of current employer], I recently [impressive accomplishment that relates to the new job].

Could we schedule some time to discuss this opportunity in more detail? I'd welcome the opportunity to learn more about the role and share how my skills and experiences would benefit [Name of potential employer].

I'm available to talk by phone on [list of dates and times you're available]. I look forward to speaking with you. Please email with a time that fits your schedule. If these dates and times aren't convenient for you, feel free to suggest others that would work better.

Best,

[Your name]

Related: Guide on How to Accept a Job Offer: Process and FAQs

Responding if you'd prefer a different role

A recruiter may contact you with a job opportunity that doesn't interest you, but may have an interest in working in a different role at the same organisation. If you want to explore other job openings that you feel may suit you better, you can reply with a request for more information about other vacancies.

Here's a template you can use when writing a response to a recruiter if you're interested in a different position:

Dear [Recruiter name],

Thank you for reaching out about this opportunity. I'm grateful for your consideration.

I am currently looking for a new position, so this is great timing. While I'm excited about the work that [Potential employer name] does, I'm not looking for a position as [Job title they contacted you about].

I noticed that [Potential employer name] is also hiring a [Job title you're interested in]: [Link to job description]. Would it be possible to talk with you or a colleague about this opportunity? My experience in [area that matches the job description] would be a great fit for the role.

Best regards,

[Your name]

Related: Email Examples: How to Respond to an Employer Interview Request

Responding to request for more information

Even if you aren't searching for a new job and find yourself satisfied with your current role, receiving a recruiter email about another opportunity may lead to you consider if this position could be a better fit for your career goals. If you want to learn more about the job to see if it may suit you better than your current position, you can reply to the recruiter expressing your interest and asking for more information about the job.

Here's a template you can use when writing a response to a recruiter if you want more information about the job:

Dear [Recruiter name],

Thank you for reaching out about this opportunity. I'm grateful for your consideration.

Currently, I enjoy the work I'm doing for [Current employer name]. However, this sounds like an opportunity I may be interested in, and I'd like to learn more. Would it be possible for us to talk about it next week? I'm available for a phone conversation on [several dates and times you're available to talk]. Please let me know which time works for you or suggest other dates and times that are more convenient.

Thanks again, and I look forward to speaking with you

Best regards,

[Your name]

Related: A Complete Guide to 15 Questions to Ask a Recruiter

Responding when you're not looking for a new job

You may receive an email from a recruiter when you're not interested in a new job. In this case, you can politely respond to the recruiter that you're not in the market for a new job right now. End the email by thanking them for their interest in you and telling them you may contact them in the future next time you're looking for a job.

Here's a template you can use when writing a response to a recruiter if you're not looking for a new job:

Hi [Recruiter name],

Thank you for reaching out about this opportunity. I'm grateful for your consideration.

Currently, I enjoy the work I'm doing for [Current employer name], and I'm not in the market for a new job. However, if I find myself pursuing a new job in the future, I'll contact you to see if you have any available positions that suit me.

Thanks again,

[Your name]

Related: How to Reply to an Email With Template and Examples

The models shown are for illustration purposes only, and may require additional formatting to meet accepted standards.