How to Respond to a Job Opportunity Email
Do you happen to be in a situation where you are wondering how to respond to a recruiter? Interacting with a recruiter, even if you’re not looking for a job or not, is like a mix of emotions that includes both excitement and nerves.
The speed and courtesy with which you reply to any message from a prospective employer, even though you might not be thinking of a new opportunity, is important.
Along the way, we will share frameworks and guidance that allow you to confidently approach recruiters and pursue opportunities regardless of your interest level.
How to Respond to a Recruiter Inquiry
Job recruiters are the people who find and evaluate the candidates who can fit the positions requiring someone.
They do screening and interviewing of potential candidates, serve as intermediaries between employers and candidates, and offer job offers.
Your response to an email from a recruiter is the beginning of a novel professional relationship.
Below is a list of the recruiter’s requests along with the correct manner to respond.
1. If You’re Not Looking for Work at All
Response: You are fully committed to your current endeavors and not looking to switch paths anytime soon.
Yet, you’re open to building connections that could be beneficial in the future, even if they don’t lead to immediate opportunities.
Hi [Name],
Thanks for reaching out! This certainly sounds like an interesting job, and I appreciate your consideration.
I really love the work I’m doing for [Your Company] and am not in the market for a new opportunity at the moment. That said, if I find myself looking to make a change in the future, I’ll be sure to get in touch.
Thanks again!
[Your Name]
2. If You’re Willing to Consider the Correct Chance
Response: You are content with your current job and haven’t actively been seeking new opportunities. However, this role caught your attention as it seems promising.
You’re open to exploring it further, but also okay if it doesn’t pan out. If the person wants to chat, that’s cool. If not, no worries.
Hi [Name],
Thanks for getting in touch!
I’m happy in my current role with [Your Company] and am not actively looking to change jobs, but I’d be open to discussing this role, as I never turn down a chance to chat about [compelling trait about the job description, e.g. Store keeper]. Would it be possible for us to connect sometime next week? I should be available for a quick call on [dates and times that’ll work with your schedule].
Moving forward, you can reach me directly here: [your email address and/or phone number].
Looking forward to speaking with you!
Best,
[Your Name]
3. If You’re Looking Currently But This Isn’t the Job You Want
Response: Getting a call from a recruiter can be thrilling, but it can be disappointing when the job they offer isn’t what you had in mind.
However, don’t stress about the specific role. This is a chance to connect with someone who could assist you in finding the perfect fit down the road.
Take the opportunity to share your career aspirations and inquire if they’re aware of any opportunities that align with your goals.
Hi [Name],
Thanks for thinking of me for this role! I am currently exploring new opportunities, but would ideally like to find a position that would allow me to [traits of your ideal position here, e.g., work from home, expand on my content development experience, step into the nonprofit space, etc.]. It sounds like this particular role isn’t quite what I’m looking for, but do you happen to know of any other opportunities that may be a better fit? If so, I’d love to connect.
I’ve attached my resume for your review and can be reached directly at [your email address and/or phone number] moving forward.
Best,
[Your Name]
4. If This Opportunity Is Appealing To You
Response: You are definitely interested in exploring new opportunities, and this one sounds promising.
Let’s keep it simple: You are keen to proceed with an initial interview. When would be a good time to schedule it?
Hi [Name],
This sounds like a really interesting opportunity—thanks for thinking of me.
As you probably saw on my profile, I have [X years] of experience in the [industry or job function, e.g., administrative position or project management] space, and am particularly interested in opportunities that allow me to [relevant job duty/deliverable, e.g. leverage my creativity in a design-focused role or build new programs from the ground up]. Based on the information you’ve shared, it sounds like the role certainly could be a great fit.
I’d love to schedule a time for us to discuss how my skills and experience could benefit the team; would it be possible for us to connect sometime this week? I’ve included my availability below:
[dates/times]
You can reach me directly at [your e-mail address and/or phone number]. Looking forward to connecting!
Best,
[Your Name]
5. If this is Without a Doubt Your Ideal Job
Response: The dream job just landed in your lap. Stay composed, but let your excitement shine through.
Make sure to highlight all the reasons why you’re a perfect fit for the role, emphasizing your transferable skills. This should secure that initial interview without a problem.
Hi [Name],
Thanks for getting in touch! Based on what you’ve shared about this role, I’d be eager to learn more.
It sounds like you’re looking for an [job title] with [relevant skills/experience] expertise and a talent for developing [insert outcomes, e.g., unique and compelling marketing campaigns across a variety of digital channels]—that’s me!
As someone with [X years of experience] in the industry, I know what it takes to deliver [deliverables based on a job description, e.g., flawlessly executed e-mail campaigns from start to finish]. In my current role at [Your Current Company], I [description of relevant experience and tangible results based on a job description, i.e., guide the production and execution of 25 unique monthly email campaigns and have grown new lead generation by 50% in just five months].
I’d love to schedule a time for us to discuss how my skills and experience could benefit the [Company Name] team; would it be possible for us to connect sometime this week? I’ve included my availability below:
[dates/times]
You can reach me directly at [your e-mail address and/or phone number]. Looking forward to connecting!
Best,
[Your Name]
6. Would You Be Open to a Phone Interview?
Response: This question might not seem like a big deal, but many folks struggle to find the perfect words to respond.
If someone wants to chat with you on a scheduled call, you’re likely being considered for a job. Keep it simple and get straight to the point in your reply.
For example:
“I’d love to speak with you and appreciate the opportunity. Please be sure to let me know if there’s more information that I can provide between now and then.”
If the email asks for times that you’ll be available, just include a quick line that provides those details. Yes, it sounds simple–but that’s really all that you need!
7. When Could We Schedule Another Interview with You?
Response: If they ask for a second interview, don’t worry. Some companies have multi-step interview processes. Just keep it short and sweet in your reply.
“I look forward to the opportunity to meet with your team. I’m available (insert the best days and times). Please let me know which time works for you, and if there’s anything else that you need from me between now and then.”
These days, many recruiters use tools to schedule interviews.
If you schedule something through a link they provide, it’s still polite to send an email noting the time you have selected.
7. Is There Time for a Conversation?
Response: This question might not necessarily lead to a formal phone interview and could mean various things. It’s natural to feel uncertain, but don’t stress.
The company might want another interview, have questions about your resume, or just want to discuss their decision on your application.
You’ll only find out once you make time to chat with the recruiter.
Regardless, your answer should be simple:
“I appreciate you following up on our earlier contact. I’m available to talk (insert the best time), so if that works for you then let me know. Otherwise, I’m open to meeting your scheduling needs.“
This response shows that you’re flexible, open, and accommodating–not anxious or desperate.
8. Can You Resubmit Your Resume?
Response: At first, this message might seem confusing. Doesn’t the recruiter already have your resume? Do you need to send it again? What’s happening?
Well, there are a few reasons why your resume might have gone missing or gotten messed up. Digital systems can be unpredictable, and even traditional filing methods aren’t perfect.
Your digital resume might have been unintentionally deleted, lost, or corrupted. Paper copies could have been misplaced.
Whatever the cause, just resend it along with a brief note.
“Thanks for contacting me again. I’ve attached a copy of my resume to this email. Please contact me if you’d like to send other materials.”
This message is a polite proof of the request, meaning that you sent it over. Moreover, it opens up the floor for other people to make their own comments.
It is short for there are many applicants and recruiters manage them. They are used to having clear and concise communication.
Recruiters will be glad to receive even a basic “Turned down but thanks for the opportunity!” response, because it takes them a lot of effort to find candidates like you.
You should take a moment and respond to be able to bolster a possible relationship that might be useful during your career development.
The point is if the job ad tells you that the vacancy is just what you need, that’s even greater.