MergelineHow do I cold email recruiters or companies for a job?
Updated October 29, 2026
Write a short, specific email to one real person: who you are, the role you want, one proof you can do it, and a simple ask. Send it from your own Gmail so replies land in your inbox. Personalize the first line for each company, and follow up once or twice, about a week apart, if you hear nothing.
A message that gets read
Recruiters skim. Aim for five or six sentences:
- One line on who you are: “I’m Sam Lee, a data analyst with three years in retail.”
- The role or team you want, by name if you know it.
- One result that matters to them, with a number you can back up.
- A link to your portfolio or LinkedIn.
- A small ask: “Would a 15-minute call next week work?”
Find the right person
An email to a named recruiter or hiring manager beats a general jobs@ address. Look up the team lead on the company site or LinkedIn, and check the company’s address format on its press or contact page. Keep a sheet with Email, FirstName, Company, Role and a column for one personal line.
Send it as a batch without it feeling like one
Once the sheet is ready, a mail merge sends each person their own email with their name, company and your custom line. In Mergeline, the free plan covers 60 a day, which is more than enough for a careful job search. Add {{Note}} for the one-line reason you picked that company.
With Pro, add one or two follow-ups that stop as soon as someone replies. Keep them short: “Just bumping this in case it got buried.” More in sending personalized job applications.
Mistakes recruiters mention most
- A wall of text. Keep it short enough to read on a phone.
- A generic “To whom it may concern”. Use a name.
- No clear ask. Tell them what you want: a call, a referral, or a look at your résumé.
Read the full guide: Mail merge for job seekers
Related answers
Sources
Facts checked October 29, 2026. Google and other vendors change their limits and prices, so check the source before you rely on a number.
Mergeline does this from your own Gmail. Free for 60 emails a day with merge tags and no branding. Pro is $12 a month or $99 a year for follow-ups, scheduling and attachments.