Did you know that the average person gets around 121 emails per day?
For recruiters, email is an essential tool for connecting with job candidates and helping businesses fill positions with top talent. But when inboxes are busy, it's easy for candidates to miss emails — or open them, see that they're long, and plan to come back to them later.
Active job seekers often communicate with multiple organizations at once, so recruiters need to make their emails as effective as possible to get candidates to see, open, and respond to them. Recruiting email templates are an effective way to streamline that process, so you can grab and hold a high-quality candidate's attention.
Below, we’ll help you understand how to create a great recruiting email and provide a few sample templates to use for inspiration.
What To Include in Your Recruiting Email Template
Every email will have some of the same basic information: an email subject line, preview text, body text, and email signature.
However, an email that works will have more detailed elements that help you make a great first impression and set you apart from other recruiters. Be sure that your sourcing emails include:
A Brief (but Thorough) Job Description
It might seem like it goes without saying, but a solid job description is an essential element in your recruiting email. You need to be able to explain the benefits of a new job opportunity to candidates while highlighting how it aligns with their career goals and skill set.
At the same time, you don’t want to go overboard in the first outreach email. Instead, focus on a brief but thorough job description that clearly highlights the benefits of working with a particular company while not being overbearing. This will allow the candidate to assess the new opportunity for themselves and determine if they want to move forward.
The best recruiters also ensure to write inclusive job descriptions. This can help your recruitment email stand out from the rest and help you hire with DEIB in mind — a value many candidates consider when reviewing companies.
Call to Action
A call to action (CTA) is another essential component of a great recruitment email. This is the text, usually found at the bottom of the email, that gives clear next steps for the candidate.
This might include a button to set up a phone interview, contact you for a quick informal chat about the job, or fill out an application.
Whatever your next step is, the CTA will guide your email recipients there.
A single, clear CTA is the best practice for any email. The call to action is also how you can track the response rate to your emails, so it’s a valuable tool to leverage.
Phone Number or Contact Information
Your email signature should include more than just your name — it should have clearly visible contact information so that candidates can easily call you or send a follow-up email.
There are a number of preferred contact methods out there, so it's best to give a variety of options so that candidates can contact you in the manner they feel most comfortable with. However, be sure to only provide contact methods that you use and check daily.
For example, don't tell candidates to contact you on LinkedIn if you only log into the platform once a month.
While it's logical to include contact information in your email signature, it's also best practice to include it within the body of your email.
This makes the information easy to see if your candidate is quickly scanning the email. The same rules apply here: List contact methods that you check diligently.
A Link to the Company Website or Job Application
As a recruiter, you may be the first (or only) contact with the hiring company that the candidate has — particularly passive candidates.
Therefore, it’s important to include the company name in the email, as well as a link to the company website. This way, candidates can explore the company for themselves and check out the job application at their leisure and convenience.
Being vague about the hiring company is a turn-off for potential candidates, as it may be a red flag of an illegitimate company. It's best to be as transparent as possible and making this information easy to find is a simple, effective way to establish trust at the outset.
Tips for Writing a Recruiting Email
Now that you understand what elements to include in your recruiting email, let's take a look at some tips to help you get the best responses.
Use Brand Language and Tone as Much as Possible
You don’t want your email to come across as generic.
Generic efforts tend to yield generic (lackluster) results.
So instead, show them what your company is all about. Try to inject brand language and tone throughout the email as much as possible. This not makes the email more engaging and readable, but helps the candidate understand more about the company looking to hire.
Keep Emails Short and to the Point
When it comes to emails, less is more. A concise email is always the best way to go.
After all, you want most of the conversation with candidates to take place in person or on a quick call where you can answer questions and use your skills to convince them to consider the role.
The email should introduce the job, discuss the benefits, and then guide the person to the next step in two short paragraphs or less.
Present the highlights of the position, but respect the candidate's time. If the email is too long and wordy, busy candidates may move on.
Personalize the Email as Much as Possible
Another important practice in recruitment emails is to personalize them as much as possible. While there’s nothing wrong with using a template to get started, you want to customize it with personal information like their name, mention of their experience, or what makes them well-suited for the role.
You can look at a candidate’s LinkedIn profile to get most of this information if you've never interacted with them before. Alternatively, you may have a resume or application to pull helpful details from.
This demonstrates that you took the time to look into the individual's background and chose them for a reason — rather than sending the same stock email to 100 people.
6 Recruiting Email Templates
There are many different types of emails you might send out as a recruiter. Whether you're in the sourcing stage, setting up a job interview, or extending an offer letter, the six templates below can help you get started.
1. Recruiting Email Template for Introductions
The first type of email that you might send is a simple introductory email. In this email, you briefly introduce yourself to the candidate and discuss the open role at a high level. This is just an email to test the waters and see if the candidate is interested, so you don’t need to dive into heavy details here. Instead, keep it light and professional without adding too much pressure.
Hello [Candidate Name],
My name is [Your Name] and I work as a recruiter at [Your Agency Name]. I came across your profile on [Platform] and noticed your experience in [Skill Set or Field of Expertise], which really impressed me.
[Client Company Name] is looking to grow its team with talented people like yourself. They are currently hiring for [Job Title], and I wanted to reach out and collaborate with you about this position. [Include Job Details].
If you are interested, I would love to connect with you. Let me know if you are available [Specific Date and Time] for a phone or video call. You can also coordinate with me on LinkedIn or through email.
I look forward to hearing from you!
2. Recruiting Email Template for Status Update
The next type of email you might send as a recruiter is a status update email. You would send this email to a candidate you have already engaged with to inform them about their status with the hiring company. This is a great way to touch base and keep the lines of communication open — a critical step for successful relationship-building.
Hi [Candidate Name],
I hope you are doing well!
Thank you for your interest in [Job Title] at [Client Company Name]. I just wanted to check in and let you know about the status of your application.
[Hiring Manager] is currently reviewing all applications and evaluating each candidate. You can expect to hear back from us at [Time and Date]. If you have any questions before then, feel free to reach out to me!
Thanks, and have a great day!
3. Recruiting Email Template for Passive Candidates
A passive candidate is a person who is not actively seeking a new job position and is usually already working in another role. If you want to find someone with specific qualifications and expertise, these candidates might be the best to reach out to.
However, you need to approach them differently, as they likely aren’t expecting emails from recruiters. Here, you'll need to be a little more descriptive in the first contact to warm them up and capture their interest, but brief enough to demonstrate respect for their time.
Hello [Candidate Name],
I hope this email finds you well. My name is [Your Name] and I work as a recruiter for [Your Agency Name].
I was looking for an excellent [Job Title] when I came across your profile on [Platform]. You have a great background in [Field of Expertise or Skill Set], and we would love to have you join the growing team at [Client Company Name].
I know you are currently doing great work with [Current Company Name] and are not actively looking for a new role, but if you are open to hearing more about [Job Description], I think you’ll be impressed.
If you'd like to hear more about the role, don’t hesitate to get in touch through [Contact Information].
I look forward to speaking with you.
4. Recruiting Email Template for Reaching Out to Old Candidates
As a recruiter, you likely have a full database of past candidates who didn’t get hired into roles with clients but still have strong resumes that might be a perfect fit for other roles. When looking at hiring during a recession or other complicated hiring times, returning to these individuals is an excellent way to save time and engage candidates who already have a connection with you.
Hello [Candidate Name],
This is [Your Name] from [Your Company Name].
I spoke to you [Previous Engagement Time] about a role for [Client Company Name]. Although they moved on with a different applicant, you were a great candidate, and I'd like to discuss a new opening for [Job Title] with you.
Your skill sets and experience would be a great fit for [Job Description], and I hope you are still interested in working with us to find a match for your expertise.
Would you be available to speak at [Specific Time and Date]? You can also reach out to me on [Contact Information].
I hope to hear back from you soon!
5. Recruiting Email Template for Interview Invitations
If a candidate has expressed interest in a role, your next set of emails should be about setting up a time and date for them to have an interview with the client company. Coordinating dates and times can be complicated, so your emails should offer a few specific interview times to avoid back and forth.
Dear [Candidate Name],
Thank you for applying for the role of [Job Title] at [Client Company Name].
I’m pleased to report that you have been determined to be a good fit for the role. Do you have time to connect next week on any of the following dates/times for a quick [Type of Interview]?
- March 8 @ 3 p.m.
- March 9 @ 9 a.m.
- March 10 @ 5 p.m.
If none of those work, let me know when is the best time to connect for a quick chat. I look forward to hearing from you!
Thanks for your time,
6. Recruiting Email Template for Referrals or References
A final type of common email you might send as a recruiter is to ask for referrals or references. A referral or reference is someone who would recommend the candidate and be able to speak about their work experience and skill sets.
While some consider asking for referrals outdated, it's especially useful when hiring for managerial and executive roles. This is a common way to help verify your candidate's experience and gives you an opportunity to learn more about them from a third party.
Hello [Candidate Name],
Thank you for your interest in [Job Title] at [Client Company Name].
We have [Received Your Application / Enjoyed our Interview] and are excited to move forward with your application. There are just a few more things we need from you.
Can you send us [Number of Referrals] who have worked with you in the past and can speak about your experience as a [Previous Job Title]? Please include current contact information and their current job title.
I look forward to your response.
Recruit Better Candidates With Hunt Club
Without the right tools and support, finding the best candidates with the right experience and work history can be difficult. As a growing business, you may not have the time or resources to email back and forth with a full candidate pipeline.
Turning to a proven firm like Hunt Club can streamline the recruiting process, helping you find qualified candidates for senior and executive job openings.
Our team of experienced recruiters and advanced technology help cut your time to hire in half. Get in touch with our team to learn more about how we can help you recruit better candidates — faster.