How to Reply to a Recruiter – The Right Way

The job-seeking process is a tiring one. But the most stressful part is battling with questions that you have no direct answers. Let me give you an excellent example of some of these questions.

  • Did I prepare my resume correctly?
  • Will I be shortlisted for the job?
  • Did I answer my interview questions well?

These are some of the questions that you might find challenging. Even so, there are other issues that are much more pressing than these.

How to Reply to a Recruiter

A good example is an answer to your hiring manager when they contact you. Aside from being contacted that you have made the cut for the shortlisted candidates, there are several other reasons that a potential employer may want to contact you.

If this happens, how do you reply to a recruiter? We will give you the best way to respond to a potential recruiter in case they have contacted you. Read along.

Are You Available for a Phone Interview?

In case the recruiter asks this question, then it means that they don’t have to see you physically to carry out the interview. The reality is, they can make do with an interview over the phone.

Usually, this may happen as a matter of convenience, if the position you need doesn’t need an eye to eye interview, or if your locations are far apart.

While this question may seem really simple, you might be surprised how tricky it is. You might find yourself searching for the right answer too.

If they pose this question, you must understand that you are still in the race for the advertised vacancy. So when replying here is what you have to do:

  • Appreciate the opportunity
  • Express the willingness to take part in the interview
  • Express the desire to provide any helpful information
  • If there is a need for availability – throw in a convenient time

Here is a good example of the answer to this question:

“Yes, I am. I would love to speak with you, and I am grateful for the opportunity. Please let me know in case there is anything you need for the process to be successful.”

Do You Have Time for a Chat?

While you may find this question slightly similar to the one above, there is a slight difference.  The previous one is formal, while this one is not.

It is a question that will offer a freehand and could touch on just about anything. If you have never been there before, it can throw you into a lot of anxiety too. But is there any cause of an alarm? Not really.

Contrary to what you may think, this question may mean that the company needs you to clear a few areas on your resume. The recruiter may want to know more about you – what you did not include in your resume.

Sometimes, they may want to give you their final thought or decision regarding the interview. Often, this type of question is an excellent pointer for potential employment too.

Even so, you should keep your response simple and onto the point. You should also appreciate the opportunity and express the willingness to take it up. Here is an excellent example that you can use in such cases.

“Thank you for making a follow up on our earlier contact. I am available from 2 pm to 3 pm (a timeline that works for you). Let me know if that’s okay with you. Otherwise, I am flexible and can meet your timeline too.”

When Would You Be Available for an Interview?

This is a question of the timeline, and you should know that from the onset. However, you weren’t expecting it. What this means is that you might as well find yourself thrown off balance. This happens a lot when a company needs a second interview.

Here is what you must know. Don’t be alarmed, coin up something short and captivating. Please do not make it long since you might become anxious.

Here is a good example of how to go about it:

“It will be my pleasure to meet you with your team. I am available on Monday from 2 pm to 3 pm (a timeline that works for you) if that works for you. Otherwise, let me know which times are best for you. I can always reschedule. If there is anything you need between now and then, I am available.”

We’d Like You to Resend Your Resume to Us

Well, this often throws most people off. However, there shouldn’t be a cause for alarm. There are several reasons why a recruiter may ask you to resend your resume. Some of them include the following:

  • If your resume gets damaged
  • If the resume gets lost
  • If their systems crash or malfunction
  • If the resume was accidentally deleted

Whatever the cause for the resend, don’t question why it is best that you reattach the resume and resend it with a simple message. This one will work correctly.

“Thank you for contacting me once again. I have attached a copy of this email. In case you need other materials, please feel free to contact me.”

NOTE: Before you send the resume, make sure that it is optimized for the ATS software. In addition to that, ensure that your accomplishments are also highlighted.


There are many reasons why a potential recruiter will contact you. When this happens, the best thing is to understand how to reply to a recruiter.

While it might feel comfortable, any small misgiving could mean you lose the opportunity. It is, therefore, vital that you strive to understand how to wrap it all up.

In doing so, the first thing that you must understand is what the recruiter needs from you. You must also have in mind the best way to reply and when to do so.

In this post, we have given you every tip that will help you to walk through recruiter contact. However, you must make sure that you assess your situation first before you do anything. In case you find it a little challenging, there is always no harm to ask.


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