Job Search Guide · 7 min read · Updated 2026-09-30

How to Write a Cold Email to an Employer (With a Template)

A practical guide to reaching hiring managers directly: who to contact, what to say in five sentences, a copy-ready template and a follow-up plan that stays polite.

Many roles are filled before an advert gets much attention, and plenty of hiring managers are happy to hear from a relevant candidate who is clear and brief. A cold email will not replace a strong application, but it can put your name in front of the person who decides, rather than only in a busy applicant system.

The goal of a first email is not to ask for a job. It is to start a short, useful conversation with someone who has a reason to reply.

Who to email

  • The hiring manager for the team you want to join, not a generic careers inbox.
  • A team lead or senior team member if the hiring manager is not public.
  • A recruiter or talent partner for the company, when the role is already advertised.
  • Someone you share a university, community or previous employer with. A genuine connection earns more replies than a clever subject line.

The five-sentence structure

  • Sentence 1: why you are writing to them specifically (a role, a project, a post they shared).
  • Sentence 2: who you are in one line, framed around the problem you solve.
  • Sentence 3: one piece of evidence, ideally with a number (a result, a scale, a time saved).
  • Sentence 4: a small, easy request, such as a 15-minute call or the right person to speak to.
  • Sentence 5: a thank-you, with your CV or portfolio link.

A copy-ready template

Subject: [Role or team] at [Company]: quick question

Hi [Name], I saw [specific thing: the open role, your team's launch, your post about X] and wanted to reach out directly. I am a [your role] who [the problem you solve], most recently [one result with a number]. I would value 15 minutes to understand what your team needs for [role], or a pointer to the right person if that is not you. Thank you for your time. My CV is here: [link]. Best, [Name]

Follow up without being pushy

  • Wait five to seven working days before a single, shorter follow-up.
  • Add something new in the follow-up, such as a relevant example or a question about their work, rather than just asking whether they saw your email.
  • Stop after two follow-ups. Move on and try another contact at the same company.
  • Track every email, reply and follow-up date so nothing slips and nobody is contacted twice by mistake.

Common mistakes

  • Long emails that tell your whole career story. Keep it under 120 words.
  • Asking "do you have any jobs?" instead of making a specific, easy request.
  • Sending the same message to everyone. One personalised detail makes a large difference.
  • Attaching large files. Link to your CV or portfolio instead.

How SPath helps

  • Email and LinkedIn outreach templates, plus a cold-calling script, in your free account.
  • PathTracker keeps every contact, reply and follow-up date in one place.
  • If you need UK visa sponsorship, the sponsor search helps you focus on employers licensed to sponsor.