Step 4: Reach out · topic 2 of 5

Pair outreach with your applications

An application on its own joins a long queue. Greenhouse's data shows about 244 applications per job on its platform in 2025 ^[1]. A short, well-aimed message to the right person can lift yours out of that pile. Which comes first depends on your situation.

Three situations

1. There's an open role and you don't know anyone. Apply as soon as you can, ideally within the first few days of the posting going up. In my experience many recruiters review applications roughly in the order they arrive and start interviewing before the posting comes down. Then, within a day or two, send a short direct note to the hiring manager or the recruiter.
2. There's no open role. Write to people first and ask for advice. Conversations like this sometimes surface roles that haven't been posted yet, or lead to a referral when one opens.
3. You know someone who would refer you. Ask them before you apply. In my experience, some companies only count a referral if it's logged before you apply. Policies vary, so ask your contact how theirs works.

Why referrals are worth the extra step

Research on referrals is fairly consistent. A study of nine firms found referred applicants were more likely to be hired and more likely to accept offers than other applicants with similar skills, and less likely to quit afterwards ^[2]. A study of one US firm, published in the Journal of Labor Economics, found referred candidates were more likely to be hired and stayed longer ^[3]. Glassdoor's analysis of interview reviews found referred candidates mentioned being ghosted less often than people who applied online (2.2% of reviews against 3.8%) ^[4].

You may have seen claims that referrals are "4 times" or "15 times" more likely to be hired. I couldn't trace those numbers to an original study, so I've left them out.

Make a strong referral easy. Send your contact the job link or job ID, your resume, and two or three lines on why you fit, so they can submit you with a real note. If they know your work, ask them to say so. A referral from someone who doesn't know you well still helps, but in my experience it carries less weight.

What to say when the role is open

Be direct. Say you've applied, give the one result that makes you a fit, and leave the door open instead of asking for an "advice" call. With a role open, an advice call can read as a back door into the process, and at companies with structured hiring, managers may be asked not to take side conversations with applicants. Some hiring managers will reply; others will pass your note to the recruiter, which is also a good outcome.

An email, or a LinkedIn message once you're connected (379 characters, too long for a connection note):

Hi Ana, I read about your team's move into same-day delivery. I've spent six years running warehouse scheduling (cut late dispatches by a third at my last site), and the routing problem you described is one I've worked on. I've applied for the operations lead role and wanted to put a face to the application. If a quick conversation would be useful at any point, I'd welcome it.

A few things I'd leave out:

• Don't ask the hiring manager about the status of your application. If you need an update, ask the recruiter (see following up after you apply).
• To a hiring manager, don't attach your resume unless they ask. To a recruiter, it's fine to attach it with the job title or ID.
• Don't send the same message to five people at one company. Pick one or two, and wait before trying another.

Save the "15 minutes of advice" ask for companies where nothing is posted yet.

Large companies and small ones

At very large companies, the hiring manager is often hard to identify or reach. Aim your note at the recruiter for that area, or ask someone inside to refer you through the company's referral system. At small and mid-sized companies, the hiring manager often reads applications personally, and in my experience a direct note to them makes the biggest difference.