Cold email outreach can be scary at best and at worst, a complete waste of time. A great cold emailing outreach strategy is essential for a recruiter and can set you a thousand miles apart from mediocrity. Using recruiting email templates make it easy for recruiters to build relationships with both – candidates and clients – while staying focused on the bigger goals.
With hundreds of emails vying for candidate and client attention, there is a good chance your emails may never even be read, let alone responded to. On average, less than 10% of cold emails ever get a reply. To increase the chances of getting a reply, your emails need to stand out and make a great first impression! Make sure you verify email addresses before you send cold emails. Having a fresh list ensures you get better engagement from the outreach.
To help you do that, we have put together some cold recruiting email templates used by our customers, that get a 40-50% response rate and drive phenomenal results. From a recruitment agency introduction letter to clients to a sample email to reconnect with clients, we have shared an extensive range of cold recruitment templates.
All these recruitment templates were part of email sequences that were run to attract and engage passive candidates.
Table of Contents
- 1 Framework For Great Cold Recruiting Email Templates
- 2 How to write a recruiting email?
- 3 Personalization
- 4 Subject line
- 5 Scarcity or FOMO
- 6 Keep it short
- 7 It’s not me, it’s you
- 8 Highly-focused CTA
- 9 25+ Cold Recruiting Email Templates For Recruiters and Executive Search Firms
- 9.1 Recruiting a developer
- 9.2 Candidate outreach with a detailed JD
- 9.3 Outreach using a mutual connection
- 9.4 Short email to Gauge Interest
- 9.5 Recruiting a Machine Learning Engineer
- 9.6 Reconnecting with an old candidate
- 10 Business Development Email Templates for Recruiters
- 11 Follow up Emails
- 12 Candidate Follow-up Recruiting Email Templates for Recruiting Agencies
- 13 Sales follow-up recruiting email templates for staffing agencies
Framework For Great Cold Recruiting Email Templates
Recruiting agencies are quickly adopting the “quality over quantity” approach for their email outreach efforts in the recruitment process. Bulk emails are being swapped out for emails that are well researched and personalized for each recipient, highlighting their past work, projects, and how it is connected to the outreach email. One tool, in particular, is helping recruiters write better email content: the AIDA model.
What is the AIDA Model?
Conceptualized in 1898 by American advertiser Elias St. Elmo Lewis, the AIDA funnel demonstrates a four-step process of outreach that successfully leads to conversions. This formula has also had great success as an effective structure for cold recruiting emails that get high response rates.
The AIDA acronym stands for Attention, Interest, Desire, and Action.
Let’s break it down:
The first step is to get the reader’s attention. This can be done by way of a relevant subject and email opening line.
Once you’ve got your reader’s attention, the next step is to pique their interest. This can be done by offering data or social proof that supports your opening statement
Next, spark desire by telling your reader about the benefits that you can offer them and why they are important to them/ their business.
Finally, once the desire to work with you is aroused, this must be transferred into a clear call to action. Let your reader know what the next steps are and prompt for a response.
Here’s an example of a recruiting email template you can send a passive candidate following the AIDA formula
How to write a recruiting email?
So, how do you write high-performing recruiting email templates that get opened and clicked?
Writing great recruiting cold emails is an equal part of art and science. There are several levers that can help you write great cold email sequences. Only by combining these elements together can you create an effective recruiting email campaign that drives engagement.
Here are some rules that we’ve developed while writing and observing hundreds of thousands of cold emails.
Professionals send and receive an average of 121 emails a day. That means you are competing with hundreds of emails every day to get your prospect’s attention.
Personalizing your recruitment templates is a proven way to increase your open and click-through rates and can have a significant impact on your ROI and revenue. Data shows that emails with personalized subject lines are 26% more likely to be opened than those without.
You can use your applicant tracking system (ATS) to store and organize information – cover letters, reference letters, and your previous interactions. That’s one part of personalizing your recruitment templates. The rest half of the job can be done by a recruitment CRM like Recruiterflow, which not only lets you centralize data from different sources and campaigns but also lets you create automated scheduled email campaigns.
Whether you’re just starting with email campaigns, or an advanced email marketer you’ll love the ease of use and powerful features that Recruiterflow offers. There’s zero learning curve. So, you can get started from day one and create recruiting email templates for both your candidates and clients with plenty of possibilities.
Subject lines don’t get the credit they’re due. 64% of email recipients make a decision to open emails based on subject lines. So even though you should focus on creating the copy and imagery of your recruiting email template, you shouldn’t undermine the importance of a great subject line.
A great subject line that’s likely to be opened is short, descriptive, and actionable. Most smartphones only display five or six words of a subject line. Because 41% of today’s emails are opened on mobile devices, it’s crucial to keep your subject lines crisp.
To drive more open, consider putting pertinent information up front in your subject lines. This way, the receiver knows what to expect on opening the email – and if at all, it’s worth the effort.
A good way to measure the effectiveness of your subject lines is by running A/B tests. Send two different subject lines to two different groups and analyze which one performs better. This will help you understand your target audiences’ behavior and analyze the “why” behind it.
Scarcity or FOMO
Your email needs to evoke an emotion in your prospect’s mind. The emotion that we’ve seen performs really well in cold recruiting email templates is the fear of missing out, or FOMO. in fact, multiple studies have been performed to prove that FOMO exists.
As recruiters, you can generate a sense of scarcity or FOMO that moves them to action. However, you can not be brazen about it but subtly hint that they don’t want to miss out on what you are offering.
Keep it short
8 seconds. That’s the average attention span a person gives to one task. Whether you’re trying to break through the noise and capture the attention of your candidates or prospects, the key is to be as concise as possible.
Studies have shown that emails with 75 to 100 words have the highest response rate. You may want to share a lot of information in your cold recruiting emails, but recipients might not have the time for all of it.
The solution is pretty simple. Make short, descriptive, and action-driven copy. Provide essential information that’s relevant to your candidates and prospects. Avoid buzzwords or jargon, and keep your recruitment email copy simple so that your offer clearly stands out.
That said, this doesn’t mean that your recruiting email template should be void of personality or creativity. Good writing is all about making your audience understand your offering and its benefits. That’s what will drive people to take action.
It’s not me, it’s you
This is the most common mistake I see even seasoned recruiters make. The email is not about but rather about them. Don’t tell them what you can do but what you can do for them. The more value you can provide in your emails, the more they’re likely to engage. As a result, it’ll be much easier to get them to take the actions you want them to take.
Start by asking yourself questions like: “What are my value propositions?” “What are the results I can generate for my prospects using my strengths?” These questions will help you craft content that your customers will benefit from.
It’s also important to remember that you should formulate different content for prospects in different stages. So, create a value-packed discovery email, which is essentially the first email that you send to prospects. For someone who has booked a demo with you, add case studies, customer success stories, and more proof of your expertise that inspires them to make a purchase.
By taking this extra step, you’ll be able to create a customer journey that is contextually relevant to your prospects.
The point of creating a recruiting email template is to accelerate your communications with candidates and clients. But, at the same time, you also need to get a response or make them take an action. Once you’ve optimized your subject line and email copy, it’s time to point everything toward clicking.
Add a precise call-to-action or CTA button that shows the email recipient exactly where to click to take action, or for more information. A few examples of CTAs include:
- Book a demo call
- Register now
- Grab your free ebook now
- Take 30% off
CTAs are highly effective in recruitment templates as they provide a simple way to improve conversions. If you look at it, CTAs are simply eye-catching buttons or links with compelling copy. But the trick is to A/B testing to figure out exactly which types of CTAs work best for your audience.
HubSpot found that personalized CTAs increased conversion rates by 202%. As a recruiter, you might cater to multiple audiences with different industries, expertise, and levels of seniority. So, it’s important to modify your tone and CTAs to make them tailored to your specific candidate persona.
We hosted a webinar about writing great email sequences. You can check out the recording below.
25+ Cold Recruiting Email Templates For Recruiters and Executive Search Firms
Business Development Email Templates for Recruiters
Follow up Emails
You’ve found a great candidate that ticks all of your client’s boxes and is a perfect fit for an open role. Or, a great client within your niche with plenty of potential. You craft and send out the perfect cold email, but get no response. Now what?
You follow up. In recruitment and in sales, persistence pays. It is almost never enough to send just one email to the candidate and wait for a response, you most certainly are leaving the money on the table. A great drip campaign is an excellent way to put yourself back on the radar.
At Recruiterflow, we’ve seen our customers sometimes triple their response rates just by following up a couple of times. However, sending too many follow-up emails in a short span of time can easily get you flagged as spam, and you’ll want to avoid that.
Sales experts like Steli Efti recommend a maximum of six touchpoints for completely cold prospects.
Here are a few great follow-up recruiting email templates that we’ve seen.
Candidate Follow-up Recruiting Email Templates for Recruiting Agencies
Sales follow-up recruiting email templates for staffing agencies
Run email sequences with Recruiterflow to make more placements.