Recruiting emails and cold sales emails have a lot in common. For one, there’s a lot of them going around, and for another, there’s a huge variation in their quality!

Many hiring managers struggle to create cold recruiting emails that will capture the attention of their dream candidates. 

As with sales emails, personalized and well-crafted recruiting outreach can significantly improve your chances of getting a positive response. 

Below, we’ll explore the essentials of recruiting emails in a little more detail, provide tips for creating engaging content, and share some top templates to help you connect with your perfect hires!

Recruiting email essentials

Before diving into templates, let’s review some of the key elements that make a recruiting email effective. 

You’ll notice a lot of parallels between good cold recruiting outreach and good cold outreach for sales:

1. Refine your target audience: First of all, make sure you’ve researched and qualified your potential candidates to make you reach out to people who are a good fit for the role. Using a data provider like Amplemarket will help you gather accurate each candidate’s contact information, location, current and previous roles, and more!
2. Plan your personalization: Think about how you can shape your messaging around the candidate’s background to make your role offer more enticing. Mention specific skills, experiences, or specific accomplishments that caught your eye, and show how you think your organization’s goals and culture would resonate with them.
3. Create interesting subject lines: A good subject line is crucial for getting your email opened, so don’t rush this step!
4. Think about your Call to Action (CTA): Guide the candidate on the next steps, whether it’s scheduling a call or replying to the email. Make it easy and obvious for candidates to engage with you so you can get the ball rolling on the application process as soon as possible.

What makes the best cold recruiting emails stand out?

Creating engaging cold recruiting emails involves more than just personalizing the content. 

Here are three top tips to make your recruiting emails really stand out in your prospective candidate’s inbox:

• Keep your emails brief and to-the-point. It’s better to pique your recipient’s interest and entice them to engage than to send a copy-and-pasted job description. Try to stick to 4-5 sentences, and check the text scans well on mobile devices.
• Focus on the candidate, not your company. You can hint that they’d be a great fit or get to work on specific projects, but showing your prospective candidate that you’ve done your research on their experience will make them feel more recognized and valued.
• Use friendly CTAs. Don’t put too much pressure on prospective candidates to commit either way. Make it clear that you can provide more information if needed or invite them to an informal chat to talk things through.

Top cold email templates for recruiters

1. Initial outreach

Subject: We’re looking for a talented {{job_title}}!

Hi {{first_name}},

My name is {{name}} and I’m the {{job_role}} at {{Company}}. Your recent work on [specific project, accomplishment, or publication] caught my eye, and I believe your experience would be a great fit for our [team/department]!

We are currently looking for a {{job_title}} to join our team and would love to learn more about your recent work and to discuss this opportunity with you. Are you available for a quick call this week?

Looking forward to hearing from you.

Best regards,

{{name}}

2. Referral request

Subject: Opportunity for you at {{company}}] –  {{job_title}}

Hi {{first_name}},

{{name}} here from {{company}} - I came across your profile while researching [industry/skillset], and I was impressed by your experience. We are currently looking for a {{job_title}} to join our {{department}} team, especially someone with experience similar to yours.

I’m not assuming you’re currently looking for a new role, but I wondered if you might know any colleagues with similar experience this might appeal to, in which case I’d appreciate an introduction. 

Of course, if you’re interested in this opportunity yourself, I’d love to chat!

Thank you,

{{name}}

3. Personalized follow-up

Subject: The {{company}} team is hiring, {{first_name}}!

Hi {{first_name}},

I’ve been following your work at {{current_company}} and I was very impressed with your profile on [LinkedIn/platform], especially [achievement/skillset].

As it happens, we currently have an exciting opportunity open at {{company}} for a {{job_title}} that I thought you might be interested in.

Are you open to discussing this role further? I’d love to tell you a little more about the opportunity and to learn about your plans for the future. 

Hope to hear from you soon! Let’s connect when it’s convenient for you.

Best regards,

{{name}}

4. Headhunting

Subject: Hi {{first_name}}!

Hey {{first_name}},

I’ll be honest - I came across your profile on {{LinkedIn/platform}} a few weeks ago but was a little hesitant about reaching out since you’ve only been in your role for [time]. 

However, I couldn’t wait any longer - I have a {{job_title}} opportunity for you over here at {{company}} which I thought could be great fit for your [skillset/expertise]!

Your [content/work/experience] at {{previous_company}} particularly caught my eye, especially as we’re currently [planning a specific project/working towards a goal].

Would you be interested in learning more about the {{job_title}} opportunity? If the time isn’t quite right, I understand, but if you’re keen I can arrange a call for later this week :)

Best,

{{name}}

Maximize your efficiency with recruiting email templates 

Using templates like the ones above will help streamline your recruiting process, saving you time on candidate outreach while ensuring consistent and high-quality messaging. 

Here are some tips for leveraging these templates effectively:

1. Customize each template: These templates provide a great starting point but make sure to personalize each email to reflect the candidate’s unique qualifications and experiences! Try inserting dynamic fields or liquid syntax to adapt your messaging to each candidate’s context.
2. Automate where possible: Use email automation tools to send and track your emails. This will help you manage large volumes across various mailboxes and keep on top of your follow-ups.
3. A/B test subject lines and content: Experiment with different subject lines and email contents to see what resonates best with your audience, especially when targeting different seniorities or personas.
4. Track key metrics: Monitor open rates, response rates, and conversion rates to gauge the effectiveness of your emails.

Now you’re ready to start finding your dream candidates!

Amplemarket can help you filter for the personas and contact details you need - and connect fast. Sign up for a demo today!

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FAQs

What are recruiting email templates, and why are they important in HR?

Recruiting email templates are pre-written emails used for reaching out to potential candidates. They streamline the hiring process, ensure consistency, and save time while enabling personalization.

How do I personalize recruiting email templates for different candidates?

Personalize by including the candidate’s name, specific skills, achievements, and any mutual connections or shared interests to make the email more relevant and engaging. Dynamic fields and liquid syntax allow you to customize individual emails according to respective candidate's data points.

Can I use the same recruiting email template for all stages of the hiring process?

No, it's best to use different templates for various stages to address the evolving relationship with the candidate, from initial outreach to follow-ups and final offers.

What should I include in a cold recruiting email template to grab attention?

Include a compelling subject line, a personalized greeting, a clear value proposition, and a strong call to action to engage the recipient and encourage a response.

Are there specific etiquette rules I should follow when using recruiting email templates?

Always be polite, keep your emails concise, respect the candidate’s time, and provide an easy way for them to opt-out of further communications.

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