How to Reply to a Recruiter Email or LinkedIn Message (7 Templates)

The short answer: reply to a recruiter within a day or two, briefly and politely, even if you’re not interested. Thank them, say clearly whether you’re interested, and give the next step: your availability for a call, the questions you need answered (role, team, location, salary range), or a polite no that keeps the door open. Keep it to a few lines. Before you share personal details, check that the recruiter and company are real; legitimate employers never ask you to pay to get a job. Below are seven templates.

What to include in your reply

• Thanks for reaching out, in one line.
• Your answer: interested, curious but need details, or not right now.
• One or two questions that matter for your decision: the role’s scope, team, location or remote policy, and pay range.
• A next step: times you’re free for a call, or a request to stay in touch.
• Your resume or LinkedIn link if they asked or you’re interested.

Seven templates

1. Interested

Hi [Name],

Thank you for reaching out about the [Role] position at [Company]. It sounds like a strong fit with my experience in [one relevant area], and I’d be glad to learn more.

I’m free for a call on [two or three time slots, with time zone]. I’ve attached my resume in case it’s helpful.

Best regards, [Your name]

2. Interested, but want details first

Hi [Name],

Thanks for thinking of me for the [Role] role. Before we set up a call, could you share a bit more about the team, whether the role is remote, hybrid or on-site, and the salary range? That will help me make sure it’s a good fit for both of us.

Best, [Your name]

Many U.S. states and cities require pay ranges in job postings, so asking about the range early is normal. See our guide to salary expectations.

3. Scheduling or rescheduling

Hi [Name],

Thank you. [Day, date] at [time and time zone] works well for me. Should I expect a phone or video call, and is there anything I should prepare?

Best, [Your name]

4. Not interested right now (keep the door open)

Hi [Name],

Thank you for reaching out. I’m happy in my current role and not looking to move right now, but I’d be glad to stay in touch for future opportunities in [your area].

All the best, [Your name]

5. Not interested, but referring someone

Hi [Name],

Thanks for thinking of me. This isn’t the right move for me at the moment, but my former colleague [Name] has strong experience in [area] and may be interested. With their permission, I’m happy to introduce you.

Best, [Your name]

6. The role isn’t a fit

Hi [Name],

Thank you for the message. This role isn’t quite aligned with what I’m looking for; I’m focusing on [type of role, level or location]. If something like that comes up, I’d love to hear from you.

Best regards, [Your name]

7. Withdrawing after an interview

Hi [Name],

Thank you for your time and for the conversations with the team. After careful thought, I’ve decided to withdraw from the process, as I’ve accepted another offer. I enjoyed learning about [Company] and hope our paths cross again.

Best wishes, [Your name]

Timing and tone

• Reply within a day or two. A quick, short reply beats a perfect late one.
• Match their channel: reply on LinkedIn to an InMail and by email to an email, unless they suggest otherwise.
• Be honest about your situation. If you’re early in your search or in late stages elsewhere, say so; it helps them help you.
• Keep it short and avoid negotiating salary in the first message beyond asking for the range.

Check that it’s real

Recruiting scams are common. The Federal Trade Commission’s advice:

• “Honest employers, including the federal government, will never ask you to pay to get a job. Anyone who does is a scammer.”
• Never deposit a check and send part of the money back. The FTC warns that “no honest potential employer will ever send you a check to deposit and then tell you to send on part of the money.”
• Look them up: search the company or person’s name with words like “scam,” “review” or “complaint,” and check that the recruiter’s email matches the company’s domain.
• Talk to someone you trust before accepting an offer that seems too good to be true.

Don’t share your Social Security number, bank details or ID until you’ve verified the company and you’re at the offer and onboarding stage.

Red flags: when a recruiter may be “shopping” your resume

Agency recruiters are paid when they place you, and most are helpful. But some send your resume to companies without asking, hoping to claim a fee. That can cause problems: duplicate submissions can confuse employers or create fee disputes, and your resume can reach companies you didn’t choose, including your current employer. Watch for:

• They won’t name the company even after you’ve shown interest, or describe the role only in vague terms.
• They ask for your resume “to keep on file” without a specific role.
• They pressure you to agree quickly or to sign an exclusivity agreement for many companies.
• The job description is generic or copied from an old posting.

Protect yourself: ask for the company name and role before sharing your resume, say in writing that they need your permission before each submission (“Please don’t submit my resume anywhere without checking with me first”), keep a list of where you’ve been submitted and by whom, and don’t apply directly to a company a recruiter has already submitted you to without telling them.

After you reply

If they schedule a call, prepare a short tell me about yourself and your questions. If they go quiet later in the process, see what to do when a recruiter goes silent, and for thank-you notes see our follow-up email templates.

Frequently asked questions

Sources

• Federal Trade Commission, Job Scams. Read on 1 October 2026.