# Write a short note to the hiring manager

> Researched. Work · Beginner · Research. Updated 2026-11-02.

Canonical page: https://www.aisetupsthatwork.com/setups/write-a-short-note-to-the-hiring-manager/

## What it does
Draft a short note to a hiring manager with a real reason to write now, one relevant result and one clear ask, ready for you to check and send.

## Who it's for
Job seekers who apply online and hear nothing, and want a direct, honest note to the person who hires.

## Tools
- ChatGPT, Claude or Grok Bot
- Your company brief
- Your master resume or list of results

## Steps
1. Find the hiring manager or a team member from the job post or the company's public team page. Confirm their role.
2. Pick one trigger from your company brief: a launch, funding, a new team or something they posted.
3. Pick one result of yours, with a real number, that matches the role.
4. Run the prompt below. Keep the draft to 4 to 6 lines.
5. Check every claim against your resume. Anthropic says its Gmail connector asks before sending by default; keep it that way and send it yourself.
6. Log the note in your application tracker with a follow-up date 7 days out.

## Copy-paste prompt
Adapt bracketed fields to your situation.
```text
Draft a 4 to 6 line note to a hiring manager. Use only what I give you.

Their name and role: [NAME, ROLE]
The job: [TITLE, LINK]
Trigger (why now): [ONE LAUNCH, NEWS ITEM OR POST]
One result of mine that fits: [RESULT WITH NUMBER]
My ask: [e.g. a 15-minute call, or to flag my application]

Rules: plain and friendly, no flattery, no buzzwords, no claims beyond what I listed. Give 2 versions and a subject line for each.
```

## Guardrails
- What it touches: Connected mail, calendar, sheets, or chat. Scoped to this job (ChatGPT, Claude or Grok Bot; Your company brief).
- Needs your OK: Send, pay, publish, and account changes stay with you. Treat agent output as drafts first.
- Safety level: Drafts for you
- A generic compliment instead of a real trigger.
- Claiming results that are not on the resume.
- Messaging several people at the same company on the same day.

## Tips
- One trigger and one result. More makes it longer, not better.
- A specific ask gets more replies than a vague one.
- Send on a weekday morning in their time zone.

## Estimates (labeled, not measured)
- Time saved: About 15 minutes per note.
- Money saved: Not stated in sources.
- Tool cost: Free AI tiers can draft. Prices: Not stated in sources.

## Sources
Summaries use the public sources below, not independent verification.
- Anthropic: https://support.claude.com/en/articles/10166901-use-google-workspace-connectors (Use Google Workspace connectors: approval before send, reply or forward by default (read 2026-10-31 through a page fetch tool, not a direct browser open))
- OpenAI: https://help.openai.com/en/articles/9237897-searching-the-web-with-chatgpt (Searching the web with ChatGPT: answers with current information and links to sources; responses may include citations (read 2026-11-02 from a search result excerpt of the page))

## Get the free starter pack
Five beginner copy-paste AI setups, free by email: https://www.aisetupsthatwork.com/starter-pack/?utm_source=ai-agent&utm_medium=markdown&utm_campaign=setup-write-a-short-note-to-the-hiring-manager

Related:
- [Research a company before you apply](https://www.aisetupsthatwork.com/setups/research-a-company-before-you-apply/index.md)
- [Track job applications from your inbox](https://www.aisetupsthatwork.com/setups/track-job-applications-from-your-inbox/index.md)
- [Fix your LinkedIn headline for recruiters](https://www.aisetupsthatwork.com/setups/fix-your-linkedin-headline-for-recruiters/index.md)