What Not to Say at the Start of a Job Interview Message
The first few words of your job interview message set the tone for the entire conversation. Many candidates make the mistake of starting with phrases that sound too casual, too demanding, or simply awkward. The direct answer to the title is this: avoid greetings that are overly familiar, vague, or presumptuous. Instead, aim for a clear, respectful, and professional opening that shows you understand the context of a formal job interview message.
Quick Answer: The Golden Rule for Opening a Job Interview Message
Keep your opening simple and direct. Use a standard greeting like “Dear [Hiring Manager Name]” or “Hello [Company Name] Team,” followed by a clear statement of purpose. Do not use slang, jokes, or overly emotional language. Your goal is to show respect for the reader’s time and to make your message easy to understand immediately.
What Not to Say: The Top 5 Opening Mistakes
Below are the most common opening mistakes that can weaken your job interview message. Each mistake is explained with a reason, a tone note, and a better alternative.
1. “Hey there!” or “What’s up?”
Why it is wrong: These are casual greetings used with friends. In a job interview message, they sound unprofessional and suggest you are not taking the opportunity seriously.
Tone note: Informal. Suitable for a text to a friend, not for a professional message.
Better alternative: “Dear [Name]” or “Hello [Name].”
2. “I hope you are not too busy.”
Why it is wrong: This opening assumes the reader is busy and may make them feel guilty before they even read your message. It also wastes the first sentence on a negative assumption.
Tone note: Apologetic and presumptuous. It puts the focus on the reader’s schedule, not on your message.
Better alternative: “Thank you for considering my application.” or “I am writing to follow up on my interview.”
3. “I know you are probably swamped, but…”
Why it is wrong: Similar to the previous mistake, this opening makes an assumption about the reader’s workload. It also sounds like you are making an excuse for your message.
Tone note: Apologetic and slightly pushy. It can come across as needy.
Better alternative: “I hope this message finds you well.” (This is a standard, neutral opening that does not assume anything negative.)
4. “I am the perfect candidate for this job.”
Why it is wrong: While confidence is good, starting with a bold claim can sound arrogant. It is better to let your qualifications and experience speak for themselves.
Tone note: Overconfident and presumptuous. It may put the reader on the defensive.
Better alternative: “I am writing to express my continued interest in the [Job Title] position.” or “I wanted to thank you again for the opportunity to interview.”
5. “Sorry for bothering you.”
Why it is wrong: This opening is overly apologetic and suggests your message is an inconvenience. It undermines your professionalism and confidence.
Tone note: Weak and self-deprecating. It makes you seem unsure of your right to contact them.
Better alternative: “Thank you for your time.” or “I appreciate your consideration.”
Comparison Table: What Not to Say vs. What to Say
| What Not to Say | Why It Is a Problem | What to Say Instead |
|---|---|---|
| “Hey there!” | Too casual for a professional context. | “Dear [Name]” |
| “I hope you are not too busy.” | Assumes a negative situation and sounds apologetic. | “I hope this message finds you well.” |
| “I know you are swamped, but…” | Presumptuous and can sound pushy. | “Thank you for considering my application.” |
| “I am the perfect candidate.” | Arrogant and may put the reader off. | “I am writing to express my continued interest.” |
| “Sorry for bothering you.” | Weak and undermines your confidence. | “Thank you for your time.” |
Natural Examples: Good Openings for Different Situations
Here are examples of effective openings for common job interview message scenarios. Pay attention to the context and tone.
Example 1: Follow-up after an interview (email)
Context: You had an interview yesterday and want to send a thank-you message.
Opening: “Dear Ms. Johnson, Thank you again for the opportunity to interview for the Marketing Coordinator position yesterday. I appreciated learning more about your team’s goals.”
Tone note: Polite and professional. It shows gratitude and references the specific event.
Example 2: Requesting an update (email)
Context: You interviewed two weeks ago and have not heard back.
Opening: “Hello Mr. Lee, I hope this message finds you well. I am writing to politely inquire about the status of my application for the Software Developer role.”
Tone note: Respectful and patient. It does not demand an answer but asks for an update.
Example 3: Accepting a second interview (email or message)
Context: The hiring manager invited you for a second round.
Opening: “Dear Hiring Team, Thank you for the invitation to participate in the second round of interviews for the Project Manager position. I am very much looking forward to speaking with you again.”
Tone note: Enthusiastic but professional. It shows appreciation and eagerness.
Example 4: Declining an offer (email)
Context: You received a job offer but decided to accept another position.
Opening: “Dear Ms. Garcia, Thank you so much for offering me the position of Graphic Designer. After careful consideration, I have decided to accept a different opportunity that aligns more closely with my career goals.”
Tone note: Gracious and clear. It expresses gratitude while being honest.
Common Mistakes and How to Fix Them
Even experienced professionals can make these errors. Here are three common mistakes with corrections.
Mistake 1: Using the wrong name or title
Example: “Hey John” when the hiring manager is named “Ms. Sarah Johnson.”
Fix: Always double-check the name and title. Use “Dear Ms. Johnson” or “Dear Sarah Johnson” if you are on a first-name basis.
Mistake 2: Starting with a question
Example: “Did you get my resume?”
Fix: Start with a statement. “I am writing to confirm that you received my application materials.”
Mistake 3: Being too vague
Example: “I am writing about the job.”
Fix: Be specific. “I am writing to follow up on my interview for the Senior Analyst position on March 10th.”
Better Alternatives for Common Bad Openings
If you find yourself tempted to use a weak opening, here are stronger options.
- Instead of: “I hope you remember me.”
Use: “I am writing to follow up on our conversation during the interview on [date].” - Instead of: “I am just checking in.”
Use: “I am writing to inquire about the next steps in the hiring process.” - Instead of: “I wanted to reach out.”
Use: “I am reaching out to express my continued interest in the position.”
Mini Practice Section
Test your understanding with these four questions. Each question presents a bad opening. Choose the best correction from the options provided.
Question 1
Bad opening: “Hey, what’s up? I wanted to talk about the job.”
Which is the best correction?
- “Hey there, I am interested in the job.”
- “Dear Hiring Manager, I am writing to express my interest in the position.”
- “What’s up? I am the best candidate.”
Answer: 2. This is professional and direct.
Question 2
Bad opening: “Sorry to bother you, but I had a question.”
Which is the best correction?
- “Sorry for the trouble, but I need an answer.”
- “I hope you are not too busy, but I have a question.”
- “Thank you for your time. I have a quick question about the interview process.”
Answer: 3. It is polite without being apologetic.
Question 3
Bad opening: “I am the perfect person for this role.”
Which is the best correction?
- “I am writing to highlight my qualifications for the role.”
- “I am the best, and you should hire me.”
- “I know I am perfect for this job.”
Answer: 1. It is confident but not arrogant.
Question 4
Bad opening: “Did you get my email from last week?”
Which is the best correction?
- “I am writing to follow up on my email from last week regarding the interview.”
- “Did you see my email?”
- “I am checking if you got my email.”
Answer: 1. It is a clear and polite statement.
Frequently Asked Questions (FAQ)
1. Is it ever okay to use “Hey” in a job interview message?
Generally, no. “Hey” is too casual for most professional contexts. If you have already established a very informal relationship with the hiring manager (for example, they used “Hey” in their previous message), you might match their tone, but it is safer to use “Hello” or “Dear.”
2. Should I always use the hiring manager’s name?
Yes, if you know it. Using a name shows you have done your research. If you do not know the name, use “Dear Hiring Manager” or “Dear [Company Name] Team.” Avoid “To Whom It May Concern” as it sounds outdated.
3. How long should my opening sentence be?
Keep it short and clear. One or two sentences is enough. Your opening should state your purpose or express gratitude without unnecessary details.
4. Can I use a joke to start my message?
It is risky. Humor can be misunderstood in written messages, especially in a professional context. It is better to be polite and direct. Save jokes for later in the conversation if the tone becomes more relaxed.
For more guidance on writing effective job interview messages, explore our Job Interview Message Starters category. If you have further questions, visit our FAQ page or contact us. You can also review our Editorial Policy to understand how we create our content.
