Sample Templates and Top Tips On Building Recruitment Emails

Do you know that roughly 281 billion emails were sent and received each day worldwide in 2018? This figure is expected to grow to over 347 billion daily in 2022, according to research.

Email is still the main outreach channel for recruiters despite the rise of social media in this digital era. Meanwhile, cold recruitment emails (and calls) can be tough. Building email sequences is the best way to engage and keep following up with your ideal candidates and how your messages look is going to be key in attracting talent.

In this article, we offer you some top tips and sample templates with various use cases. You can also check out the article on Email Sequences Best Practices to learn how to build a drip campaign on hireEZ.

#1:

Hello {{%firstname%}},

I hope that you’re doing well with all that’s going on and staying safe!

My name is ___ and I work as a ​[Job Title]​ at ​[Company]​. ​[Brief explanation of company]​.

Your profile caught my eye! Especially your recent experience as a {current title} at {candidate company}.

I wanted to connect with you since I frequently recruit for ​[type of position]​’s. How are you enjoying your current job at {candidate company}?

Regards,

[Signature]

#2:

Hi {{%firstname%}},

I came across your profile and have to say that we would definitely like to talk to you.

We are looking to add a ​Job Title​ to our rapidly growing team at ​Company Name​ and I think you would be a great match for the role.

At our core, ​[1-2 Sentence Value Prop]

Can we have a brief chat about joining our team? Feel free to text me the best time to call here:

Best,

[Signature]

Good morning! I hope you’re doing well and staying safe.

My name is [name] and I’m a [title] at [company]. You may remember me from your interview with us [time of past interview] for the [name of role].

I did say that I would keep your resume in our database for the future, and true enough...I have a great new opening that I think you would be a great fit for.

It’s so exciting for me to see how much experience you’ve gained since the last time we spoke! We have an open role here that aligns with your skills and interests.

Is there any chance you’re open for a conversation about some of the things the team does here?

If not, that’s perfectly fine. I’m happy that you’re in a great place!

Best,

[Signature]

#1:

Hi {{%firstname%}},

I know you are super busy! Any chance we can connect tomorrow morning or afternoon for a quick chat about a ​Job Title​ role at ​Company Name​?

Thanks,

[Signature]

#2:

Hi {{%firstname%}},

Good afternoon!

I sent you an email a couple of weeks ago and wanted to briefly follow up.

We have some very exciting opportunities within our Alexa and Devices recruiting teams including cream of the crop recruiting leaders. You have a deep background in this space and I would love to chat if you have even the slightest bit of interest.

If not, just let me know and I’ll leave you be.

Thanks again!
[Signature]

#1:

Hello {{%firstname%}},

Hopefully, you’re doing alright and not starting to go stir crazy!

I wanted to check in and see how everything was going? Would you be available for a quick phone call?

I’m interested in learning more about your current work as well as your career goals.

If it’s easier, we could schedule a quick call. Let me know when would work best!

Take care,

[Signature]

#2:

Hello {{%firstname%}},

Hope all is well. Thought I’d check in and see how things are coming along. I’m sure there continue to be a lot of adjustments going on.

I know I have reached out a couple of times, but your experience with {{%candidate company%}} caught my attention. I understand if you are currently not looking to make a move under the current circumstances. I was hoping to hop on a quick call to learn more about your career goals and how I can be a resource to you now or in the future.

When are you free in the next few days to chat?

Best,

[Signature]

#1:

Hi {{%firstname%}},

I wanted to try one last time to connect with you about a career opportunity at ​Company Name​.

You have a stellar background, so I hope you understand my eagerness to get in touch.

I’m guessing you are either:
1. Interested but busy, and want me to reach out in a few weeks, or 2. Not interested and don’t think ​Company Name​ would be a fit.

Please type “1” or “2” and hit reply so I know how to proceed.

Thanks,

[Signature]

#2:

Hi {{%firstname%}},

Happy Friday!

I sent you two messages over the last handful of weeks. I’m yet to hear back and wanted to try just one last time.

Why am I being so persistent? Simply put, your background rocks!

The world of recruiting is changing on a daily basis. Thus, individuals who have been in the industry and leveled up with each career move speak volumes.

I would love to chat and give a rundown of the awesome stuff we’re building to see if it piques your interest?

If you’re not interested, no worries! I’m happy you’re in a great place right now. Just let me know and I’ll not reach out again.

However, if you do have a little interest in learning about us, I would love to speak sometime.

Thanks, [Name]!

[Signature]

You may receive candidates that give you a definitive “no,” but some candidates may show interest in connecting at a future time. This is a great opportunity to build relationships and pipeline future talent!

If you are the Admin of the team, you are able to customize the Hiring Process Template for your team and add a "Nurture" stage to your Hiring Process. Your team members can then manage and engage the candidates from the pipeline.

Read more: How to Customize Your Hiring Process Template

Based on our internal data:

We suggest that you plan all your sequences messages on Monday to achieve the best results and schedule your emails on Sunday-Wednesday if you want to receive the most same-day replies.