Replying to a recruiter: what to say, what to ask and what to watch for
How to answer a recruiter's message whether you are interested, busy or not interested, what to ask before you agree to a call, and the warning signs of a message that is not genuine.
By Avowly · Last reviewed 6 November 2026 · 6 min read · How we write these
In short
- Reply to every genuine recruiter within a day or two, even to decline.
- Check the sender and the company before sharing anything.
- Ask about the role, the pay range, the location and the process before you agree to a call.
- Never pay a fee or send identity or bank details to get an interview.
At some point a message arrives from someone you have never met. A recruiter has seen your profile or resume and wants to know if you would consider a role. It can feel flattering, and also awkward: you may not know how much to share, whether to reply at all or whether the message is real.
The good news is that a short, clear reply works in nearly every case. This guide shows how to write one for each situation.
Reply, even if the answer is no
A polite answer takes thirty seconds and leaves the door open. Recruiters move between companies and remember who was courteous. Someone who contacts you about a role you do not want today may contact you again about one you do.
Aim to reply within a day or two. Quick replies are valued, and openings do not wait for long.
The message
Hello Maya, I came across your profile and have a Supply Planning Analyst role at Harbourview Foods. Would you be open to a short call this week?
Never
Pay a fee, or send identity or bank details, to get an interview.
Interested
Reply in a day or twoAsk about the role, the pay range and the process, then offer two times.
Not right now
Reply in a day or twoThank them and say you would like to hear about future roles.
Not for me
Reply in a day or twoDecline kindly. Offer to pass it on only if the other person agrees.
The message is made up. Check the sender and the company before you share anything.
First, check that it is real
Most messages are genuine, but a few are not. Before you share anything, look for these warning signs:
- The email comes from a free personal address rather than a company domain, or the sender's name does not match the company.
- The role is vague, the pay is surprisingly high, or the message is full of urgency.
- You are asked to pay a fee for a job, for training, equipment or "registration".
- You are asked for identity documents, bank details or passwords before any interview.
- They move the conversation straight to a private chat app and avoid a call or a video meeting.
A real employer does not charge you to apply and does not need your bank details until you have an offer and are completing proper paperwork. If something feels wrong, search for the company, find its official careers page and check whether the role is listed there. You can always write to the company directly instead of the sender.
If you are interested
Say so briefly, and ask the questions that decide whether the call is worth your time.
Hello Daniel, thank you for getting in touch. The Supply Planning Analyst role with the fresh produce wholesaler you mentioned sounds interesting. Before we speak, could you tell me whether the role is on site, the pay range, and what the interview process involves? I am free on Tuesday or Thursday after four. Kind regards, Maya Fernandes
Useful things to ask about:
- What the team does and where the role sits in it.
- Whether it is on site, remote or mixed.
- The salary range, or the budget for the role.
- The steps and the rough timeline of the process.
- Why the position is open.
You are allowed to ask these before agreeing to anything. A good recruiter expects it.
A short reply can still carry the right questions.
Before
Yes interested, call me.
After
Happy to talk. Before we do, could you tell me whether it is days or nights, which depot it runs from, and the hourly rate?
Why it works: Nothing about him is added; the reply simply asks the three things that decide whether the call is worth having. "Call me" tends to get a sales pitch. This gets the facts first.
If you are not interested right now
You can decline and still stay in touch.
Hello Daniel, thank you for thinking of me. I am settled in my current role at the moment, but I would be glad to hear about future openings in supply planning. Kind regards, Maya Fernandes
If you would consider the right offer, say what would interest you, such as a different field, a larger team or a particular city. That helps them send you better matches.
Before
Not interested.
After
Not right now, thanks, as I am settled where I am. If a test automation role comes up that is fully remote, I would be glad to hear about it.
Why it works: It is still a no, but it tells the recruiter what would change the answer, so the next message is more likely to be worth reading.
If the role is not right but you know someone
You can pass the details on if you think the recruiter would appreciate it. Ask the other person first, then share their contact only with their permission.
When they ask for your salary
Many recruiters ask what you earn or what you expect. You do not have to give a single figure. You can say you are looking for a range that fits the responsibility of the role, ask what the range for the role is, or share a range based on what the work is worth in your market. Our guide on personal details and salary questions covers this in more detail.
Before
I'm on 13 an hour at the moment.
After
Could you share the range for this role first? I run a team of eight across two floors now, and once I know the range I can tell you straight away whether it works.
Why it works: The team and the floors came from her own rota. Asking for the range first keeps her current rate from becoming the ceiling for the new one.
Before the first call
Look up the company and read the posting. Have your resume open and a short answer to "tell me about yourself" ready. Keep a note of what you agreed, who you spoke to and when, so you can follow up with confidence. It is also worth checking that your online profile matches your resume, since the recruiter will be reading both.
Sharing your resume
Send it when you have decided to continue, not before. Use a PDF with a clear file name, and send it to a company address you have confirmed. If a recruiter asks to submit your resume to a company, ask which company and which role first, so that your resume is not sent to the same place twice by different people.
Common questions
- Is it a good idea to reply if I am not looking?
- Yes, briefly. A kind, short reply builds a useful relationship for later, and costs you almost nothing.
- Should I tell a recruiter I am talking to other employers?
- You can, in general terms. It is honest, and it helps them judge the timing. You do not need to name the other companies.
- What if a recruiter phones without warning?
- You do not have to talk there and then. Thank them, note their name, company and the role, and offer a time later that day or the next. A planned call goes better for both of you, and it gives you time to check the company is real.
- What if the recruiter asks for my current employer's contact details?
- Politely decline at this stage. You can say you will share references when you reach a final offer, and that you would prefer your current employer is not contacted before then.