How to Respond to a Recruiter: 5 Best Email Samples for You

A recruiter can send you mail for different reasons. How you respond can make or mare that opportunity. Even if you’re currently not searching for a new job, a good response can leave the doors open for the future.

Responding to a recruiter is just more than typing a mail with good English. It can be a bit of headache figuring out the right words for each situation. For instance, the right word and tone for a job you are interested in differs from one you are not.

To avoid sounding rude, desperate, or dismissive, this article proffers 5 email samples on how to respond to a recruiter.

The response to a recruiter’s mail varies and depends greatly on the intent. If you are not searching for a job at the moment, do not close the door.

Why Respond to a Recruiter?

Responding to a recruiter’s mail is important. It helps you secure your spot in terms of scheduling an interview.

A recruiter only sends you a mail when he/she finds you a potential fit. So, responding is just the right thing to do. Even when you don’t need the job, courtesy demands a simple mail explaining your stand.

If you’re wondering what to say, below are some easy ways to respond to a recruiter’s mail

#1. How to Respond to a Recruiters Mail If You’re 100% Not Job Searching

You could start getting responses from recruiters after you’ve started working for another company. Or your exploit and breakthroughs in a company may cause other companies to want you onboard their team.

In situations like this – How Do You Respond to a Recruiter’s Mail?

Whatever you do, do not close the door on a potential helpful relationship. Reasons to live your company may arise tomorrow. Your response to this mail may be the first step to securing a better job.

You may love what you currently do but here is how to respond to a recruiter’s mail if you’re not 100% searching for a job.

Hi [Name of Recruiter],

Thank you for reaching out! I received with gladness your response to my application to your company. However, I resumed as managing director at (company’s name) a few months ago.

I am enjoying my new position at (company’s name). I will get in touch if I find myself looking to make a change in the future. I have a colleague who has the same skill set as mine. Let me know if you would like to contact them

Thank you once again.

[ Your Name]

#2. How to Respond if the Job is not right for you

Definitely, not every job role fits your need. And, it is perfectly fine to turn down an offer for a role in a polite manner.

A message from a recruiter can enlighten you about a company. Seize this opportunity to steer the conversation.

You can learn more about other opportunities in the company if you respond to the recruiter’s mail rightly.

Before steering this conversation, research the company and find interesting roles that fit your need.

Hi [Name of Recruiter],

Thank you for reaching out to me. I received with gladness your mail considering me for the role of a [ Project Manager]. I am currently exploring new opportunities that would allow me to [ state the features of your interest. E.g, work remotely, earn a certain amount, explore new skill set, etc. ]

This role doesn’t fit my need at the moment. While I am excited about working for [company’s name], a [job role] is not the best fit for me at the moment.

I noticed [ company’s name] is also hiring [ job role you’re interested in]: [state how your skills match the job description]. I would love to connect for this role. I’ve attached my resume for your review.

Best regards,

[Your Name]

#3. How to respond If You’re Interested in the job

It is normal to be excited when you get a mail from your dream job. However, you must try not to sound desperate for the position. If it sounds like it has potential, keep your response pretty straightforward.

Simply, confirm your interest without sounding like your world will come tumbling without the job.

Afterward, get an initial interview and begin preparation for it with these tips. Here is a sample of a response mail.

Hi [Name of Recruiter],

This sounds like an interesting opportunity. I am glad you thought of me.

As you probably saw on my profile, I have [X years] of experience in the [state industry]. I am highly interested in opportunities that allow me to [state relevant job duty/deliverable].

The information on the mail I received appears the job is a perfect fit for me. I would love to schedule a time for us to discuss how my skills and experience could benefit the team. Could we connect sometime this week? I have included my availability and contact details.


[email address and phone number].

Looking forward to connecting!

Best Regards,

[Your Name]

#4 If you would like more information

Sometimes, a recruiter’s mail may be vague enough that you may need more information. It’s fine to send a mail asking for clarity.

Mails sent with mass templates may contain minimal information. Just enough information to gauge general interest in a company.

Before scheduling a phone interview, get more information by responding to the recruiter’s mail with a few questions. Below is a sample to guide you.

Hi [Name of Recruiter],

Thank you for reaching out to me about his project manager role. I would love to get a clearer understanding of the role.

Can you let me know what company is recruiting and what service they render? I would also like to know if the position is a management role as I am open to management positions at the moment.

I appreciate your consideration and would love to hear from you soon.

Best regards,


#5. A Mail Scheduling an Interview

Scheduling an interview may become herculean for the recruiter if he has so many candidates to interview.

If the time, date, and venue in the mail don’t sit right with you, you can politely request a review. However, if the mail asks for your availability, go straight to the point. Avoid using the opportunity to reemphasize your interest in the role. The sample below will guide you.

Hi [Name of Recruiter],

Thank you so much for contacting me. I’m available for an interview on [ date and time].

Do let me know if you need anything else in the meantime. Looking forward to discussing the role with you!


How to Respond to a Recruiter FAQs

How quickly should you respond to a recruiter?

You should respond as soon as you can. Responding within one to two days shows your enthusiasm about finding the right job or internship.

Should I reply to a recruiter?

Yes, you should send a reply to recruiters. Even though you don’t need the job, replying to a recruiter helps you leave the door to opportunities open. You never can tell when you might need one.

What does it mean if a recruiter contacts you?

A recruiter contacts you only when he/she considers you a potential fit for the position. So, you respond appropriately to schedule an interview.


The right response every time determines the flow of conversation. How you respond to a recruiter’s mail can mare opportunities if not that one.

Depending on the scenario, this article proffers 5 sample response to a recruiter’s mail. Before each template are reasons why you should respond in such manner. This template is a perfect guide for you.


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