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Recruiting template

Recruiting Outreach Email Templates

A recruiting outreach email invites someone who has not applied to consider a role: why you are writing to them, what the role is, and one easy next step, usually a short call. Pick the version below for your situation, add your details and copy it.

Recruiting Outreach Email Templates

Fill in your details

Every version below updates as you type. A field left empty stays as a [placeholder] in the text you copy.

Email versions open straight in your email app with the subject and text filled in. You add the recipient there.

Your company and sender details are remembered, so the next template starts with them filled in.

Note

Under the EU and UK GDPR (Article 14), when you contact someone using details you did not get from them, you generally must tell them where the details came from and give your privacy information by that first message. Check local data protection law; this is not legal advice.

First outreach email to a passive candidate

When to use it: The first email to someone you found through sourcing who has not applied and may not be looking.

Subject[Job title] at [Company name]: [Candidate name], worth a chat?

Hi [Candidate name], I came across [Why you are writing to them] and thought of a role we're hiring for. We're looking for a [Job title] to join the [Team] at [Company name]. You would [What makes the role interesting]. The basics: Location: [Location and working pattern] Pay: [Pay range] Details: [Link to the job] Would you be open to a [Length of the call] call to hear more? No preparation needed, and no pressure if the timing isn't right. I found your details through [Where you found their details]. You can read how we handle candidate information at [Link to your privacy notice], and if you'd rather I didn't contact you again, just reply and say so. Best wishes, [Your name] [Your job title], [Company name]

Recruiting email to a candidate found on a job board or CV database

When to use it: The first email to someone whose CV or profile you found on a job board or CV database, who may have posted it some time ago.

Subject[Job title] at [Company name]

Hi [Candidate name], I came across your CV through [Where you found their details], and your experience looks like a good match for a role we're hiring for: [Job title] in the [Team] at [Company name]. In the role you would [What makes the role interesting]. Location: [Location and working pattern] Pay: [Pay range] Details: [Link to the job] If you've already found something or your CV is out of date, no problem. Otherwise, would you be open to a [Length of the call] call to hear more? You can read how we handle candidate information at [Link to your privacy notice], and if you'd rather I didn't contact you again, just reply and say so. Best wishes, [Your name] [Your job title], [Company name]

Follow-up email when there is no reply

When to use it: About a week after the first email, when the candidate has not replied.

SubjectRe: [Job title] at [Company name]

Hi [Candidate name], Following up on my note about the [Job title] role in the [Team] at [Company name]. To recap: the role is [Location and working pattern], the pay is [Pay range], and the full description is here: [Link to the job] If it sounds interesting, reply with a time that suits you for a [Length of the call] call. If not, a quick "not for me" is just as helpful. Best wishes, [Your name] [Your job title], [Company name]

Final follow-up email

When to use it: The last message in the sequence, to close the loop politely and leave the door open.

SubjectClosing the loop on [Job title]

Hi [Candidate name], I haven't heard back, so I'll take it that the [Job title] role isn't right for you at the moment. That's completely fine, and I won't keep emailing about it. If things change, or you'd like to hear about future roles in the [Team], reply to this email at any time. All the best, [Your name] [Your job title], [Company name]

Referral outreach email

When to use it: A colleague or contact has suggested the candidate, and has agreed you can use their name.

Subject[Referrer name] suggested I get in touch

Hi [Candidate name], [Referrer name] suggested I contact you. We're hiring a [Job title] in the [Team] at [Company name], and [Referrer name] thought you'd be a strong fit. In the role you would [What makes the role interesting]. Location: [Location and working pattern] Pay: [Pay range] Details: [Link to the job] Would you be up for a [Length of the call] call this week or next? If the timing isn't right, no problem at all. You can read how we handle candidate information at [Link to your privacy notice]. Best wishes, [Your name] [Your job title], [Company name]

Re-engaging a past candidate

When to use it: Someone who applied or interviewed before, did well, and was not hired then, and there is now a role that suits them.

SubjectA new role at [Company name] you might like

Hi [Candidate name], We spoke when you applied for the [Role they applied for before] role at [Company name]. The team remembered you well, and I wanted to tell you about a new opening before we advertise it widely. We're hiring a [Job title] in the [Team]. You would [What makes the role interesting]. Location: [Location and working pattern] Pay: [Pay range] Details: [Link to the job] If you're interested, reply and we'll set up a [Length of the call] call. If you're settled where you are, I'm glad to hear it, and thanks for reading. You can read how we handle candidate information at [Link to your privacy notice], and if you'd rather not hear about future roles, just reply and say so. Best wishes, [Your name] [Your job title], [Company name]

How to use this template

  • 1Pick the version for your situation: a first email, an email to someone found on a job board or CV database, a follow-up, a referral or a past candidate.
  • 2Fill in "Why you are writing to them" with something specific to this person, such as a project, a talk or a career move. One real detail does more than a long compliment.
  • 3Put the role, the location and the pay range in the first message, so the candidate can decide quickly whether to reply.
  • 4Ask for one small next step, such as a short call, and make it easy to say no.
  • 5Send at most one or two follow-ups, a few days apart, then stop. Record who you contacted, when and where you found their details.

Mistakes to avoid

  • A generic message that could have gone to anyone, which reads as spam.
  • Leaving out the pay range and location, so the candidate has to reply just to find out the basics.
  • Asking the candidate to apply or send a CV before they have had a chance to ask questions.
  • Following up too often, or carrying on after someone has said no.
  • Not saying where you found the person's details, which can be required under data protection law and leaves the candidate wondering.

Questions

What should a recruiting email include?

Why you are contacting this person, the role and team, the location and pay range, a link to the job, one clear next step and an easy way to decline. In the UK and EU, also say where you got their details and link to your privacy notice.

How long should a recruiter outreach email be?

Short enough to read on a phone without scrolling. A few short paragraphs is plenty.

How many follow-up emails should a recruiter send?

One or two, spaced a few days to a week apart, with the last one closing the loop. Stop at once if the candidate says no or asks you not to contact them.

What makes a good sourcing email subject line?

The role and the company, and the candidate's name or the referrer's name if you have one. A plain subject such as "Senior Data Analyst at Northwind" is easy to find and honest about what is inside.

Is a recruiter cold email allowed under GDPR?

It can be, but under the EU and UK GDPR you generally have to tell the person where you got their details and give them your privacy information by the first time you contact them. Check the rules where you and the candidate are; this is not legal advice.

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