Guide: Sending recruiter emails that stand out
For a recruiter, emails make a critical leg of communication – making it crucial to get this communication right on the very first attempt. But very often, recruiters tend to send emails that sound so monotonous, and robotic, they might as well be an unappealing flyer for a ‘going of business’ sale.
What can recruiters do to make their emails stand out? Before we answer that question, it is important to deep dive into the types of emails that are sent by a recruiter. We follow that with carefully designed templates that will help recruiters write better recruiter emails.
Understanding the types of recruiter emails
Recruiters are required to send a wide variety of emails at various stages of the recruiting process. At stage one are sourcing emails. These emails first broach the subject of a possible hiring opportunity. Because they formed the first leg of communication, sourcing emails need to be direct, conversational, and most importantly, informative. Sourcing emails can be classified into cold emails and warm emails. Let’s briefly understand each of these email types.
Stage One of recruiters email
Cold emails
Cold emails are a great way to let the potential candidate know that a recruiter is interested in the profile. This email will usually tell the receiver how the recruiter came across their profile, and why they would like to establish communication.
Here is an easy template that can be used while sending a cold email
Dear John Doe,
Hope this email finds you well. My name is (Jane Doe) and I represent the human resources team at (mention the name of the organization). We are looking to hire a senior PHP developer for our mobile app team. Your latest published feature on LinkedIn about debugging is very impressive. We think your experience would make an excellent match for our team’s requirements.
I am attaching the job description as well as a link to our company profile. Should you be interested in applying for this role, then please let me know.
Regards,
(Jane Doe)
Bonus Tips
Always personalize your messages to increase the response rate. Remember a template is just a framework on which you can build your communication.
Warm emails
Warm emails refer to communication where the recruiter has previously established contact with the potential candidate. Usually, a recruiter will describe why they think the candidate will be a good fit for the available opportunity because they are already familiar with the profile.
Here is a quick template for sending warm email
Dear Jane/Ms. Doe, (choose a first name or last name, depending upon seniority, while sending a warm email)
We recently met at (name of the event), and while your profile was very impressive, we did not have opportunities then to suit your candidature. However, we are excited to share that a position has opened up and that your professional expertise is an excellent match to our team’s requirements. We are keen on starting the interview process at the earliest. Please find the Job Description and a link to the company profile, attached for your perusal. Should you be interested in this role, kindly share your responses. Looking forward to hearing from you.
Regards,
(John Doe)
Bonus tips
It is a good practice to show that you have researched the profile before sending the email.
Stage two
At this stage of recruiter emails is where the recruiter gets down to business.
This communication will generally revolve around the stages of the hiring process and will have emails regarding filling up an application form; setting up interviews; introducing the candidate to the hiring manager; sending assignments to assess technical skills; sending personality tests and other tests to evaluate if the candidate will be a good fit for the organization; sending rejection emails etc. Let’s understand each of these email types briefly.
Emails to begin the application process
These emails will generally ask the potential candidate to fill up an application form. Usually, a candidate will be led to an external third-party website that manages application forms for the organization. These emails are required to be informative and concise.
Here is an easy template for sending emails to begin the application process
Dear John/Mr. Do (choose a first name or last name, depending upon seniority)
We would like to invite you to formally apply for the position of (name of the position) at our organization. Please find the link to the application form. We expect you to duly fill out the application form no later than (set time and date).
Look forward to receiving your application.
Regards
(Jane Doe)
Bonus tip
- Stating the formal name of the job role will give candidates an opportunity to research important parameters like the industry’s best salary, responsibilities, etc.
- Setting up a deadline, lets the candidate know that the opportunity is open only for a small window.
Emails to set up interviews
These emails will briefly introduce the HR manager and either provide a schedule in the link or simply mention the date and time of the interview. It is a plus point if such emails are courteous and considerate of the applicant’s availability.
Here is an easy template for sending emails to schedule interviews.
Dear Jane/Ms. Doe (choose a first name or last name, depending upon seniority)
We have received your application and would like to schedule the first round of interviews with our HR associate (name of the associate). Please click on the link below to select a date and time that is convenient for you. We look forward to interviewing with you soon.
Regards,
(John Doe)
Bonus tip
Providing a link to schedule their interview is good practice as it allows the candidate to prepare well in advance.
Email introducing the candidate to the hiring manager
While human resources are likely to share a detailed profile of the candidate with the hiring manager, it is good practice to send an email introducing the candidate as well as sharing a small summary of the hiring manager’s profile. This practice allows the candidate to prepare any points that are not mentioned in their resume and can be revealed during the interview. Another advantage of this practice is that the candidate has an opportunity to research the hiring manager’s profile, giving them insights into the hiring manager’s professional experience. This email is always followed by a second round of interviews.
Here is an easy template for introducing the candidate to the hiring manager, followed by a second round of interviews.
Dear John/Mr. Doe (choose a first name or last name, depending upon seniority)
Thank you for interviewing with our HR associate (Name of the associate). We have received excellent feedback concerning your candidature and would like to proceed with the next round of interviews with our Hiring Manager (name & designation of the manager). For your convenience please find the profile of our hiring manager attached.
Please click on the link below to select a date and time that is convenient for you. We look forward to a second round of interviews with you.
Regards,
(Jane Doe)
Bonus tip
Sharing the hiring manager’s profile will give the candidate a glimpse of the kind of responsibilities they will be expected to fulfill whenever they are promoted to the same position. In a nutshell, we are subtly setting a context for future growth & opportunities.
Sending assignments to assess technical skills
A candidate’s technical knowledge clubbed with their ability to apply said knowledge is a crucial factor in determining the worthiness of their candidature. Usually, when human resources send out a technical assignment they provide links to the assignment along with
important information including the deadline, parameters that will be judged, etc.
Here is an easy template for sending assignments to assess technical skills
Dear Jane/Ms. Doe (choose a first name or last name, depending upon seniority)
Thank you for interviewing with our hiring manager (name of the hiring manager).
We would like to proceed with the technical assessment for the next round.
I am attaching the link for the technical assessment below. We request you complete the assessment within 7 working days of receiving this email. If the deadline is too short, please reach out to me and I will extend the timeline. If you would like any clarifications concerning the assessment, feel free to reach out and I shall set up a quick call with our hiring manager (name of the hiring manager).
Look forward to receiving the completed assessment.
Regards,
(John Doe)
Bonus tip
Offering to extend the deadline or setting up a clarifications call with a hiring manager is good practice and adds to the candidate’s positive experience.
Sending personality tests
While sending a personality test might not be a regular practice amongst all organizations, some human resource teams do send out personality tests to gauge the soft skills of a candidate. A personality test will indicate parameters like temperament, work ethic, ability to work with a team, etc.
Here is an easy template for sending personality test
Dear John/Mr. Doe (choose a first name or last name, depending upon seniority)
We have received your technical assessment and it is currently being assessed by our hiring manager. In the meantime, we would like you to complete a quick personality test for us. This test will take no longer than 20 minutes of your time.
Please find the link to the test below. For any clarifications, do not hesitate to reach out to me.
Look forward to receiving the completed assessment.
Regards,
(Jane Doe)
Bonus tip
Mentioning the time that will be invested in completing a personality assessment is a good practice as candidates usually don’t prefer lengthy soft skills assessments.
Sending rejection emails
Rejection emails, although unpleasant is a requirement and help close the hiring process. These emails should generally explain why the organization has decided to drop the candidate’s application. It is a good practice to end the email on a positive note.
Here is an easy template for rejection emails
Dear Jane/Ms. Doe (choose a first name or last name, depending upon seniority)
Thank you for your time and consideration, unfortunately, we will not be proceeding with your candidature at this point. We have however added your profile to our candidate database and will reach out to you whenever a suitable position opens up in the future.
We wish you the best of luck in your future endeavors.
Regards,
(John Doe)
Bonus tip
Letting the candidate know that they might be considered in the future is an effective way of building a relationship from a rejection email.
Stage 3 of Recruiting emails
Job Offer
This email formally offers the job to the candidate and gives them important information regarding the joining date, reporting location, and any formalities that require it to be completed.
Here is an easy template for sending Job Offer emails
Dear John/Mr. Doe (choose a first name or last name, depending upon seniority)
Congratulations. After careful consideration, we are pleased to offer you the position of (mention the position) at our organization. Please find attached herewith the offer letter with details of your job responsibilities, work hours, salary structure, joining date, etc.
Should you wish to accept this offer letter we request you to sign the letter and send a copy of the same to us. For any clarifications, concerning remuneration, responsibilities, and our organizational terms & conditions, please feel free to reach out to me.
Look forward to hearing from you.
Regards,
(Jane Doe)
Bonus tip
Giving the candidate a chance for clarification sets the pretext that the human resources team is always available.
Onboarding email
Once the candidate has accepted the job offer, it is important to welcome the new hire and familiarise them with the operations of the organization.
Here is an easy template for onboarding new employees
Dear Jane/Ms. Doe (choose a first name or last name, depending upon seniority)
We are excited to welcome you to our organization. Please note your joining date is (mention date) and you shall be meeting with our HR associate (name of the associate) at our front desk at 9 am sharp. To help you settle in, we will be taking you through our routine onboarding procedures including assigning your workspace, conducting your fingerprinting for access to our floors, and introducing you to office spaces including the cafeteria, library, and health club.
I have attached an agenda for your first week at our offices to help you with orientation and onboarding.
We wish you all the best in your new role and look forward to having a fruitful and long-lasting relationship with you.
Regards,
(John Doe)
Bonus tip
Giving the new joiner an agenda for the first week makes onboarding easy and effective.
Key takeaways
Remember these tips to write impactful recruiter emails
- Always set context.
- Be concise yet informative.
- Maintain a positive streak in communicating.
- Try to build a relationship from the first leg of communication.
- Ensure the candidate knows that you are approachable.
FAQs
How do you write a recruiting email?
To write a recruiting email, you should first research the candidate to understand their skills and experience. Start the email by introducing yourself and the company, and explain why you are interested in their profile. Be concise and highlight the benefits of working with your company. Include a call-to-action to encourage them to respond and ask for their resume or portfolio if applicable.
What is the best recruiter introduction email?
The best recruiter introduction email is one that is personalized, concise, and highlights the benefits of working with the company. It should grab the candidate’s attention and encourage them to respond. Additionally, the email should clearly state the purpose of the email and include a clear call-to-action.
What is an example of a recruiting message?
Hi [Candidate’s Name],
I came across your profile on [platform or website], and I was impressed by your experience in [specific skill or field]. Our company is currently looking for someone with your expertise, and I wanted to reach out and see if you might be interested in learning more about the position.
Our team at [Company Name] values [specific company values], and we believe you would be a great fit for our team. If you’re interested in learning more about the position, please feel free to respond to this message and attach your resume.
Thank you,
[Your Name]
What is cold recruiting email?
A cold recruiting email is an email sent to a potential candidate who has not expressed interest in a job. These emails are often sent as a way of candidate sourcing and expand the candidate pool. They typically introduce the company and the open position and invite the candidate to apply or Learn More.
How do I write a cold recruitment email?
To write a cold recruitment email, you should start by researching the candidate’s background and experience. Introduce yourself and the company and explain why you are reaching out. Clearly state the open position and its requirements, and highlight the benefits of working with your company. Include a call-to-action to encourage them to respond or apply.
Should you send rejection email after interview?
Yes, it is recommended to send a rejection email after an interview. It shows professionalism and respect for the candidate’s time and effort. The email should thank the candidate for their interest and time, and explain that while they were a strong candidate, the company has decided to move forward with other candidates.
What is a good introduction email to new staff?
A good introduction email to new staff should include a warm welcome, introduce the new staff member, and explain their role in the company. It should also provide information on how to contact them and any necessary next steps. The email should be friendly and welcoming, and encourage other staff members to reach out and introduce themselves.
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