How to respond to a recruiter (examples for email, LinkedIn and WhatsApp)
Xiang (Arnold) Shang · · 4 min read
Short answer: reply within a day, even if the answer is no. Thank them in a few words, say whether you are interested, and ask the one or two things you need to decide: the company, the pay range, where and how the job is done. Keep it to a few lines; recruiters read on their phones. Before you send personal details, check the recruiter is real.
Recruiters now write by email, on LinkedIn and, in many countries, on WhatsApp. The channel changes the tone a little, not what to say.
First, check they are real
Most recruiter messages are genuine. A few are not. Be careful when:
- They offer a job you never applied for with no interview, or pay that seems too high.
- They ask for money, bank details, an ID photo or a copy of your passport early on.
- They move you to a chat app and stop naming the company.
- The email address is a free webmail account but they claim to write for a large company.
Look the recruiter and their agency up. A real recruiter has a company website and usually a LinkedIn profile with a history. Never pay anything to get a job.
What every reply has
- Thanks, in a few words.
- Your answer: interested, interested but need details, or not now.
- What you need to decide, as one or two questions.
- What happens next: a time you can talk, or a CV attached.
Examples
Replace the parts in brackets. Shorter is better on LinkedIn and WhatsApp.
Interested
Hi [Name], thanks for reaching out. This sounds like a good fit, and I’d be glad to hear more. I’m free for a call [Tuesday or Wednesday afternoon]. Could you share the salary range and whether it’s hybrid or on-site?
Interested, but you need details first
Hi [Name], thanks for thinking of me. Before we talk, could you tell me the company, the salary range and where the team is based? That will help me tell you quickly whether it’s a fit.
Recruiters sometimes keep the client’s name back at first. Asking is normal; if they still will not say, ask what the company does and how large it is.
Not interested in this job, but open to others
Hi [Name], thanks for sending this. It isn’t quite right for me, as I’m looking for [backend roles in fintech / a fully remote job / a team lead role]. If something like that comes up, I’d be glad to hear about it.
This is the most useful reply of all: it turns a no into a better message next time.
Not looking right now
Hi [Name], thanks for getting in touch. I’m happy where I am for now, but I’d be glad to stay in contact. Feel free to check in again in a few months.
They ask for your salary expectations first
I’m looking for something in the range of [range], depending on the full package. What range has the client set for this role?
Give a range you would be happy with at its bottom end, and ask for theirs back.
WhatsApp or a short chat message
Hi [Name], thanks! Yes, interested. Which company is it, and what’s the salary range? I can talk tomorrow after 2pm.
You already applied to the same company yourself
Thanks, [Name]. I should mention I applied to [Company] directly on [date], so I don’t want to cause a double submission. If it’s a different team, I’d be glad to hear more.
Being put forward twice for the same job can get you removed from both.
After the first reply
- Write down who they are: name, agency, which company and job they mentioned, and what you agreed. After a few weeks of job hunting you will have heard from many recruiters, and it is easy to mix them up.
- Ask before they send your CV anywhere. A good recruiter tells you which company first.
- Follow up once if they go quiet after a call: a week later, one line asking if there is news.
If you already keep your applications in ApplyKoala, save the recruiter there and link them to the job. If you use an AI assistant, you can paste the chat or a screenshot and ask it to save the contact and draft a reply; the step-by-step setup has the prompt.
Questions
How fast should I reply to a recruiter? Within a day if you are interested. Good roles fill quickly, and recruiters work down their list.
Should I reply if I’m not interested? Yes, in one or two lines. Recruiters remember who replied, and the next role they send may be the right one.
Should I tell a recruiter my current salary? You do not have to. Give the range you are looking for instead. In some places employers are not allowed to ask about your salary history.
What if the recruiter asks me to apply through a link? Check that the link goes to the company’s own careers page or a known job site before you enter anything.
Is it fine to reply on WhatsApp if they messaged there? Yes. Keep the same content, just shorter, and move to email when you send your CV.
Everything here works on paper. If you would rather not keep the paper,the app does this bit — paste a posting and it fills in the details, and it all stays on your own computer.