2024-06-12 7:30 am
2024-06-12 1:47 pm
2024-06-12 1:54 pm

13 Cold Recruiting Email with Free Templates 

Passive candidates or active job seekers to a hiring manager looking for new talent represent the same challenge. Although cold recruiting email templates can help you streamline your talent acquisition, it doesn't mean you'll get high open rates. The challenge behind cold recruiting emails is to overcome people's negative biases related to career or company change. 

Understanding the concerns of your perfect candidate helps you tailor your messages to win them over. Therefore, if you want to learn more about cold recruiting email principles, this article will address how to write effective templates that will save you time and increase your chances of success.

Top 13 Cold Recruiting Email Templates Strategies for Diverse Candidate Profiles

Sourcing the right talent is crucial for any business and a challenge for recruiters and hiring managers. It requires a mix of psychology, emotion, and personalized networking. That's why we've compiled a guide with 13 email templates designed for diverse candidates to pique their interest in exciting opportunities. With these templates, you can craft emails for your target candidates and encourage them to consider your organization.

1. Template for Passive Candidates: Engaging the Unengaged​​

Use case: Passive candidates are those who have employment but are casually looking for new opportunities. Unlike active job seekers, this group is tougher to win. They know what they don't want, so you will have to make an effort to offer them something they cannot refuse.


Subject Line: Unlock Exciting Opportunities – Your Next Career Move Awaits

Hello [Candidate's Name],

As a seasoned recruiter, I understand that talented professionals like you receive countless messages daily. However, I believe this opportunity is different, and I encourage you to read on.

Your impressive background in [specific skill or field] caught our attention. Your expertise aligns perfectly with our client's needs, and we'd love to explore how you could contribute to their success.

Have you ever wondered what working at [Company Name] is like? Their team is transforming [industry/sector] and looking for exceptional individuals to join them. Imagine being part of groundbreaking projects, collaborating with industry leaders, and making a real impact.

At [Company Name], they value more than just skills. They appreciate passion, resilience, and a growth mindset. An inclusive culture fosters creativity, innovation, and personal development. You won't just have a job; you'll have a fulfilling career.

Let's connect! I'd love to discuss how your unique talents could elevate their teams. Reply to this email, and we'll schedule a brief interview. Alternatively, explore the careers page at [Company Careers Page URL].

We believe the best opportunities often come when you least expect them. Don't miss out on a chance to shape your future.

I am looking forward to hearing from you!

Best regards,

[Your Name] [Your Title] [Company Name] [Contact Information]

2. LinkedIn Candidate Outreach: Leveraging Professional Networks​​

Use case: LinkedIn has one billion members worldwide. The platform is ideal for finding and connecting with potential candidates since it's specifically designed for professional networking. 


Subject Line: "Design Freedom at [Agency Name]"

Hello [Candidates Name],

I'm interested in having you join the talented team at [Agency Name]. As a passionate, creative professional, I've been following your work closely and have been genuinely inspired by the innovative projects you've produced. Your unique skills in [specific skill] align perfectly with our vision at [Agency Name], making you an invaluable addition to our team.

At [Agency Name], it's not just about creating ads; it's about pushing boundaries, challenging norms, and embracing design freedom. We believe that true magic happens when creative minds are given the freedom to explore, experiment, and create something extraordinary.

Creativity isn't stifled at [Agency Name]—it's celebrated. We foster a collaborative environment where team members are encouraged to think outside the box, take risks, and bring unique perspectives. We believe that the best ideas are born from collaboration.

I invite you to explore our agency's portfolio online. [Link to Portfolio] 

Witness the magic—the visuals, the storytelling, and the impact. 

Let's connect and discuss how your skills align with our team's vision. 

I look forward to hearing from you.

Best regards,

[Your Full Name] [Job Role][Email Address] [Company name] [Company Website] [Phone Number][LinkedIn Profile Link]

3. Engaging Referred Candidates: Building on Existing Trust​​

Use case: More often, someone from your organization or environment can recommend someone for a specific job position. That means you can leverage the power of a candidate's existing trust in that person, giving you an opportunity to persuade potential candidates more easily.


Subject Line: Exciting Opportunity at [Company Name]

Hi [Candidate's Name],

I wanted to personally reach out and express my gratitude for your interest in [Company Name]. Our team was thrilled to receive your referral from [Referrer's Name], and we genuinely appreciate their recommendation.

At [Company Name], we believe in fostering a supportive and collaborative environment where every team member thrives. We've been impressed by your resume and skills, and we'd love to explore how you could contribute to our mission.

Why [Company Name]?

Impactful Work: Our projects make a real difference in [industry/sector]. You won't just be a cog in the machine; you'll be part of something meaningful.

Growth Opportunities: We invest in our employees' growth. Whether it's mentorship, workshops, or certifications, we're committed to helping you reach your full potential.

Inclusive Culture: Diversity is our strength. We celebrate different perspectives and backgrounds, creating an inclusive workplace where everyone feels valued.

Next Steps:

I'd love to schedule a brief call to discuss your career goals and how they align with our open position. Please let me know your availability, and we'll find a convenient time.

Thank you again for considering [Company Name]. We're excited about the possibility of having you on our team!

Best regards,

[Your Name] [Your Title] [Company Name] [Email Address] [Phone Number]

4. Gauging Interest: A Template for Initial Engagement​​

Use case: Recruiters often use this template to gauge potential candidates' interest in the open position. 


Subject Line: Interested in Your Experience at [Previous company]

Hello [Recipient's Name],

Your impressive journey and well-deserved promotions at [Recipient's Company] have captured my attention. I'm reaching out because I'm intrigued by your professional trajectory and would love to explore potential opportunities beyond your current role.

[Company name] is a dynamic and innovative company that [brief description of your company's mission, values, and impact]. We pride ourselves on fostering a collaborative environment where talented individuals like yourself can thrive.

We have an exciting opening for a [Job Title] within our [Team/Department]. In this role, you'll be responsible for [briefly describe the key responsibilities and impact of the position]. We believe your expertise aligns perfectly, and we'd love to discuss how you could contribute to our success.

If you're open to exploring this opportunity further, please share a few available time slots for an introductory call. [Your Team Member's Name] would be delighted to connect with you and provide additional insights into the role.

Thank you for considering this invitation. We look forward to potentially welcoming you to our team!

Best regards,

[Your Full Name] [Your Title] [Company name] [Your Contact Information]

5. When You've Seen Their Work Online: Recognizing Talent​​

Use case: Nothing is more personal than viewing someone's work online and writing a cold recruitment email based on that. That way, the candidate will know you have done your research and are genuinely interested in their work.


Subject Line: Impressed by Your Work at [Company Name]

Hello [Recipient's Name],

I have enjoyed seeing creative work from many talented professionals, but your work at [Company Name] truly stood out.

Recently, I had the opportunity to explore your design portfolio and was captivated by your unique approach. Your design style seamlessly blends creativity and collaboration. Your use of colors, typography, and user experience demonstrates a deep understanding of aesthetics and functionality.

One particular campaign caught my attention—the [specific campaign name]. The way you infused storytelling into the visuals and engaged the audience was remarkable. The creative spirit evident in your work resonates with our company culture, where we value teamwork and creative synergy.

I envision you contributing significantly to our upcoming projects. Your eye for detail and ability to translate complex ideas into visually compelling designs align perfectly with our goals. I'd love to hear your thoughts on the [specific campaign name] and explore how your expertise could enhance our team.

Could we schedule a brief call to discuss this further? 

I'm eager to learn more about your vision and how we can collaborate. Please feel free to share your availability, and I'll coordinate accordingly.

Thank you for inspiring us with your talent, and looking forward to connecting!

Best regards, 

[Your Name] [Your Title] [Your Contact Information]

6. Reaching Out to Previous Candidates: Renewing Connections​​

Use case: Reconnecting with a candidate is advantageous because you have already met them. This makes personalizing the template even easier.


Subject Line: Reconnecting with Exciting Opportunities

Hi [Candidate's Name],

Since we worked together in the past, your skills and experience have stood out, and I wanted to reach out to explore potential opportunities together.

Life is full of twists and turns, and sometimes paths cross again. Our [Your Company] team has been working on exciting projects, and I believe you'd be a great fit. Here's why:

Remember when we discussed [specific project or role]? We were impressed by your expertise in [relevant skill], and we'd love to reconnect.

Our company has grown since our last conversation, and we're now tackling [industry challenge or trend]. Your advice and expertise could make a significant impact.

Imagine contributing to groundbreaking solutions, collaborating with passionate colleagues, and achieving professional growth. That's what awaits you here.

Let's schedule a quick call to catch up and discuss how we can create a win-win situation. Please reply to this email or reach out directly at [Your Contact Information].

I am looking forward to reconnecting and exploring possibilities!

Best regards,

[Your Name]

[Your Title]

[Your Company]

[Contact Information]

7. Founder/CEO's Outreach: Adding a Personal Touch​​

Use case: This template is used on top talents in the industry who are not easily convinced by recruiters' messages. When it comes from a company founder, the contact's meaning becomes much more valuable to the candidate.


Subject Line: Join Our Team: We'd Love to Have You!


I'm [NAME], the founder of [COMPANY], and I'm excited to reach out to you personally regarding a potential opportunity to join our team as a [JOB TITLE]. Your skills and experience would make you an excellent fit for this role and help us achieve our short-term company goals.

At [COMPANY], we're not just another business but a movement. Our mission is to shake up the [INDUSTRY] and make a real impact. We're looking for exceptional individuals like you to join us in building something great. Imagine working on groundbreaking solutions, collaborating with passionate colleagues, and shaping the future.

In addition to competitive pay, we offer the satisfaction of knowing that your work matters and that you're part of a team changing the game. 

If you want to learn more about the role, please review the detailed job description HERE. Please feel free to schedule a brief call with me by clicking HERE. I'd love to discuss how your skills align with our vision and answer any questions you may have.

Thank you for considering this opportunity. We're looking forward to having you on board!

Best regards,


8. Recruiting Designers: Focusing on Aesthetics and Skill​​

Use case: Recruiting designers is different from hiring other occupations. They rely on their creativity and appreciate specific work conditions or recognition.


Subject Line: We Need You on Our Team as a Graphic Designer

Hi [Designer's Name],

You caught our attention as a seasoned graphic designer passionate about visual identity. We admire your work and the innovative ideas you've brought to life.

Your portfolio speaks volumes about your talent. The way you blend colors, typography, and imagery is truly captivating. We believe that exceptional design has the power to evoke emotions and create memorable experiences. That's why we're excited to connect with you.

At [Your Company], we're trying to redefine visual storytelling. Our team thrives on creativity, collaboration, and pushing boundaries. We've worked with renowned brands, transforming their visions into stunning visual identities. Your expertise would be a valuable addition to our family.

Imagine working on projects that challenge your creativity daily. We offer a supportive environment where your ideas can flourish. Plus, our flexible work culture ensures a healthy work-life balance.

Let's take the next step together. I would be delighted to schedule a brief call to discuss how your unique skills align with our vision. I'm eager to learn more about your experiences and aspirations. Please reply to this email or book a slot on my calendar.

Thank you for considering [Your Company]. 

We look forward to hearing from you!

Best regards,

[Your Name] [Your Title] [Your Company] [Your Email] [Your Phone Number]

9. Attracting Writers: Emphasizing Communication Skills​​

Use case: If you have ever worked with writers, you know that they value open communication, flexible work hours, and a great brief.


Subject Line: Bring Your Pen Join Our Creative Content Team 

Hello [Writer's Name], 

I recently discovered some of your articles on the Internet. Your ability to turn ideas into eloquent stories in blogs is impressive. We believe that great content sparks conversations and drives action, so we're excited to reach out. 

At [Your Company], we're building a content powerhouse. Our team collaborates on everything from blog series to video scripts. We value creativity, curiosity, and the art of storytelling. Your passion aligns perfectly with our mission.

We offer a supportive environment where you can grow as a writer. Plus, our remote work policy lets you find your ideal writing nook. 

Could we schedule a quick call to explore how your expertise fits our content ecosystem? Feel free to reply or book a slot on my calendar here. [Link to Calendar]

We're eager to learn more about you! 

Best regards, 

[Your Name] [Your Title] [Your Company] [Your Email] [Your Phone Number]

10. Developer Recruitment: Highlighting Technical Expertise​​

Use case: Developers have been the most sought-after occupation for the past years. There is a joke going around among recruiters that developers have very specific preferences and will only change companies if they get a top offer (better everything).


Subject Line: Exciting Opportunity at [Company Name]

Hello [Candidate's Name],

I'm [Your Name], representing [Company Name], a tech company driving innovation in Python development. I came across your name on GitHub, and your Python skills align perfectly with our goals.

Our recent achievements include launching an AI-powered recommendation engine and securing a $10 million investment for expansion.

We're currently working on exciting projects:

Project Quantum: A cutting-edge quantum computing platform.

Smart Cities Initiative: Transforming cities with IoT and data analytics.

HealthTech Revolution: Improving healthcare outcomes.

Explore our work on our Website: [Company Website]. 

Let's connect and discuss how you can contribute to our journey.

Best regards, 

[Your Name] [Your Title] [Company Name] [Contact Information]

11. Salesperson Recruitment: Personalizing to Stand Out​​

Use case: When hiring a salesperson, the goal is to be brief and to the point. That said, be aware that salespeople will pay attention to the content of your email.


Subject Line: [Candidate's Name], Let's Talk About Your Next Career Move

Hello [Candidate's Name], 

We've been following your impressive sales achievements at [Previous Company] and believe you'd be an excellent fit for our team at [Company name]. 

Our sales culture is dynamic, and we're committed to helping sales team members reach their full potential. Let's connect and discuss how you can contribute to our success. 

Reply to this email or call me at [Your Phone Number]. 

I am looking forward to hearing from you! 

Best regards, 

[Your Name] [email address] [Company name]

12. Recruiting Industry Experts: Emphasizing Experience and Insight​​

Use case: Recruiting industry experts can be challenging, especially when you are looking for individuals with specific skills and experience. To ensure that you attract the right candidates, it is important to use effective recruitment email templates that highlight what you are looking for in a candidate.


Subject Line: Looking for top-notch Industry Experts to join our team

Dear [Recipient],

I'm contacting you today because I'm looking for someone with your expertise to join our team of industry leaders.

We seek experienced professionals who can provide valuable insight into the recruitment industry—someone who understands the challenges and nuances of finding and selecting top talent.

As a distinguished industry professional, your knowledge and expertise can propel our team to new heights. We're seeking someone who can bring fresh perspectives, innovative ideas, and qualities we believe you possess.

We understand that you may be content in your current role, but we offer an environment that can ignite your passion and drive for the industry. We believe that you can thrive in this environment and make a significant impact on our team.

I'd love to connect with you if you want to learn more about this opportunity. Let's discuss how your expertise and insight can help us achieve our goals.

Thank you for your time and consideration. I look forward to hearing from you soon.

Best regards,

[Your name]


[Email address]


[Phone number]

13. Follow-Up Email After No Response: Persistence Pays Off​​

Use case: As mentioned, giving up on following a candidate does not result in cold emailing. Hence, be sure to use at least three follow-up messages to build rapport and keep candidates engaged and interested in your organization.


Subject Line: Follow-Up Email - [Insert Subject of Previous Email]

Hello [Recipient's Name],

I wanted to follow up on the email I sent you on [Insert Date of Previous Email Here] regarding [Insert Subject of Previous Email Here].

Did you have a chance to review my previous email? If not, I'd happily resend it or provide any additional information.

[Insert Brief Description of Previous Email's Content Here] could benefit you and your business. Could you please let me know your thoughts about it?

Thank you for your time, and I look forward to hearing back from you soon.

Best regards,

[Your Name]



[Email Address]


What is a Cold Recruiting Email?

A cold recruiting email is one the hiring manager and recruiter send to potential candidates about a job offer when they are not expecting to hear from them. According to Amazing Hiring's statistics, the average response rate of these emails is about 20%. Before you say it is a low number and get discouraged, you must know the common challenges when contacting candidates. 

Challenge 1. You don't have a relationship with the candidate yet.

Simply put, you don't know them, and they don't know you. This is a regular occurrence, but it makes your position difficult. You need to build trust and get to know them before contacting them with a proposal. Sending them an email with a proposal is not enough, especially if you haven't researched their profile effectively. 

Challenge 2. Overcoming their inner fears and concerns.

Overcoming their obstacles is what sets the best recruiters apart from the rest. Finding the reasons for their objection is your turning point in targeting them with the right message. For example, many people find taking on a new role stressful. It's like a rollercoaster ride that some will avoid, even at the cost of their happiness and prosperity. 

Challenge 3. Uncovering their preferences and researching their experience.

If you are going to send an email, it's best to research their experience and conditions or preferences. If you search for candidates solely by typing keywords and sending an email to the first person that comes up, the chances are there will be no response. You have to dig deeper for their personal preferences. For example, they prefer working from home. 

Challenge 4. Lack of persistence and follow-up emails.

Many recruiters give up after getting no response but are missing an opportunity. Most recruiting emails need at least three follow-up emails before a candidate decides. Hence, before you call it quits, make sure you at least try to follow up on them, whether through email or phone.

What are the Core Principles of Cold Recruiting Emails?

Once you have a clear idea of your targeted audience, their pain points and fears, and how you can overcome them, it's time to write and launch email campaigns. You can use a cold recruiting email template; however, it might not fit your recipient, so it's best to alter it accordingly. Let's look at how to write that recruiting email and its core principles.

Personalize Techniques for Higher Engagement​​

As we mentioned in the previous section of the article, discovering your candidate's unique needs, preferences, and fears gives you an opportunity to personalize your content. It's more than just typing prospects' names; it's about addressing their issues in a way that will entice them to keep communication with you going. That means mentioning their skillset or previous qualifications, current job title, and other information or details relevant to your goal and their background.

Craft Concise and Impactful Content​​

Content starts from the subject line and body and ends with an email signature. Every element must be specific and relevant to the job opening and the candidate's needs. The valuable tips are to keep the email short, concise, and straightforward. However, when thinking about content, address their pain points or fears. Don't overdo the talk of your company and businesses. There will be time for that later in further communication or an official interview. Instead, be on point and address what's in it for them. 

Design Enticing Subject Lines for Maximum Open Rates​​

You might craft a perfect email body but struggle with the subject line, especially as it puts pressure on the recruiter, which is the first thing your potential employees see. Hence, it has to be relevant to the content. The good rule of thumb is to keep it short because your recipients read them on different devices. That means you have few words to state your point and spark curiosity to get them to read the body of the message. For example, you are using emotion, asking questions, and leaving some information unsaid.

Leverage 'Fear of Missing Out' (FOMO) in Your Messaging​​

Do you know what fear of missing out or FOMO is based on? It relies on loss aversion. There is a saying: "It's better to have a sparrow in your hand than a pigeon on the roof." That means we are often programmed to settle for what we already have. However, when you create fear of missing out, some people react to it and take action. It doesn't always work, as we are all made differently. For instance: Use your potential: Consider a career at [Company name] (applications 2-day deadline).

The Significance of a Clear Call-to-Action (CTA)​

The final part of your message's body is the call to action (CTA). It sets clear guidelines for the recipient on what the next steps are to take. Like the content, you must consider what the CTA will ask them to do. Is it a link to the application form or a job description? It depends on the rest of your message and should follow its tone and goal. Without CTA, cold email outreach is like inviting them to contact you but not leaving your contact information.

Cold Recruiting Email Template: Principles to Save Time and Boost Your Success Rate

Cold recruiting email templates can help you have a guideline that will get you to send emails that get responses. However, since we already discussed the most critical elements of each email, it's essential to personalize templates according to your recipient's background and preferences. The most crucial element is finding the correct email of a potential candidate. 

Recruiters spend a lot of time searching for individuals' email contacts. However, using the BookYourData email finder tool, you can get lists of candidates in seconds. The company provides industry-leading 97% accuracy on their data since the tool uses an innovative 8-step verification process that clears your email list of invalid contact information. You can boost your success rate and deliverability by combining email templates and the email finder.  

Frequently Asked Questions

How do we measure the success rate of cold recruiting emails?

Best practices for measuring the success rate of cold recruiting emails include open rates, click-through rates, and bounce rates. Each number can help you understand what happens to your emails once your recipients get your message.

What are common mistakes to avoid in cold email recruitment?

The most common mistakes to avoid in a cold email recruitment are:

  • Lack of research on candidates' previous engagements and expertise
  • Using general email content
  • Not addressing their pain points
  • Leaving out important information
  • Misleading subject lines

How frequently should follow-up emails be sent in recruitment?

In recruitment, you should send follow-up emails after the initial email. That said, you need to send the first one a week after the initial email. How many emails you send depends on the conversation after the initial one. If they don't respond, then sending three follow-ups should be enough to maintain their attention.



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