Preparing and sending cold recruitment emails is the first step of any recruitment campaign. Recruiters spend years of their lives searching for the amazing cold recruiting email template that wins candidates.

Being a recruiter, it may be your die-hard wish to get that desired candidate. But here’s the bad news, there may be a bunch of people in the queue to grab that one – your dream candidate!

There needs to be a well-planned strategy on how to get your mail opened and then responded to. So, how to get them up for it? Don’t worry. We’re here to your rescue!

Your mail should be framed such that the recipient is left with no reason to avoid it.

We have come up with this article after hours of hunting. The article aims at providing 10 essential tips on creating outstanding mails for recruiting. Apart from that, we will also provide you with some examples of cold email templates for recruiters in later sections.

Without further adieu, let’s dive right in!

1. List Them Up

As a recruiter, it can be difficult to send emails to potential candidates. Nothing surprising, bulk mailing can cause people to simply bin your message.

And you cannot afford that, right? So, to avoid the hassle, handpick the desired candidates and shortlist them.

Sourcing the right candidates who are ideal for your job post is the determining factor of the success of your recruitment campaign.


Recruiters are often found to buy the lists. But that’s not the suitable approach. Bought lists can have updated or wrong information, which can further reduce the efficiency of your recruitment campaign.

Hence, try and build the lists of ideal and potential candidates yourself. The candidates can be active or passive.

Now, the question that pops up is- from where do we get the potential candidates?

You can access a few sources like LinkedIn and Github to get the ideal fit for your job. No surprise, connections, and strong networking can help you a great deal!

2. Research is Important

Having a self-made list is not enough, you have to get beyond that. Try researching as much as you can about the shortlisted candidates. For this, you’ll need to know your candidates on a more personal level. You may want to find out-

  • Candidate’s educational qualifications.
  • His past work experience.
  • His current professional status.

The main motive to look beyond what you have on your list is to seek information that is relevant to your job post. This information can set your mail out from the crowd.

The data can be found through their job profiles uploaded on LinkedIn or any other source. The data so collected will assist you in cross-checking your list with the information.

Writers usually have their blogs that will help you a lot in getting a brief idea about the candidate’s skills. You can have a look at Github, which is searching for coders.

3. Approach Accordingly

Having talked about the significance of researching and shortlisting candidates, the way you approach them is equally significant. Bear in mind that your employer brand is maintained without the candidates compromising their status.

Candidates with a higher level of seniority should be talked to more formally. If you are communicating with a senior executive, your tone should be more professional than it would be while communicating with a fresher. A friendly tone while talking to a recent college graduate will sound more happening.

Let’s say, “Dear Mr. Nick” will be more appropriate if you label your company as established. On the other hand, “Hey Nick” will be more suitable if your company is a start-up.

Apart from a “bomb” start, the body of your mail should be communicated accordingly. It will help you in getting the right candidates.

4. Be Concise

It is no secret that long emails are a big turn-off! There’s a high probability for the emails to not be responded to on time if they exceed the desired word limit.

Hence, it is recommended to be specific and concise with your emails. Focus only on essential information. You may want to include-

  • Company description.
  • About the job post.
  • Certain dates.
  • Essential policies.

Avoid explaining what the company does in detail. In case, if the candidate is not familiar with the basics of your company, pour into the area of your industry.

Moreover, you can also drop in several words denoting what your company deals with. That will be more than enough. Be grounded while composing the mail.

Emails with a limited number of words are found to have a higher rate of response. Provide the desired information precisely so that the candidate remains engaged with the message.

Equal emphasis is to be laid on grabbing the candidate’s attention. That, in no way, should be compromised. Highlight the strengths that are associated with the job profile and draw their attention to the mail.

5. Subject Line

Apart from length, there’s a whole set of things to be kept in mind while framing a mail. Below are some of the examples.

Personalization: Using a contact’s name in the subject line has little effect on open rates. However, using the city’s name will help you a great deal here.

For example;

Coder needed in Boston.

Non-Spammy: Your subject line is supposed to sound legit if you want your mail to stand out. Otherwise, the candidates won’t take much time and bin it. Make sure you don’t make too much of it.

For instance;

New job opportunity.

Shared Connection: A quick way to build trust is to mention the reference of the person who referred the recipient to you. This will eventually boost your open rates.


{friend’s name} is encouraged to contact.

Make sure your subject line stands out: Now it’s up to you to discover the subject line that works for you. Some have found applying emojis in the subject lines works wonders for them. But to others, it could not bring the desired results. Experiment and discover!

6. It Ought to be Comprehensible

The email ought to be clear, readable, and intelligible. This is often a blunder that individuals sometimes commit accidentally. Try and build things that amount as doable for the recipient. There’s not a lot of time that the recipient can invest in reading your mail. It may be a matter of many seconds. It’s on you to deliver the worth during a restricted time.

This drawback arises in 2 ways:-

  • Jargon: Since you’re the recruiter, you would possibly apply the utilization of bound technical terms within the mail. That’s because you are within the business for quite a while. Bear in mind, the candidate might not be familiar with them. However, there may be the utilization of bound industry-related terms that are unit core to the corporate.
  • Vocabulary: Your focus ought to get on writing to tell instead of to impress. Don’t try to establish your authority by creating the use of a rare vocabulary. Keep it easy.

7. Signature Creates Authority

Don’t forget to say your name and also the job title. Moreover, creating use of your email signature can enhance authority. Receiving mail from an anonymous sender creates a sway of uncertainty. The recipient feels a way of security and responsibility if it comes from a known person.


Your signature can also be linked to a source where the candidate can access additional relevant data. For instance, your LinkedIn profile. A short description of the organization is helpful.

For example;

Bill Robin

Head of a recruitment dept @The POLO

A branch of Roger corporations.

8. Follow Up (Be On Time)

Don’t wait to send an associate email longer than what’s necessary. This way, you’re giving your competitor a chance to steal your candidate! Continue the timelines as you expect the candidate to be. The response ought to be generated within twenty-four hours.

Send them a follow-up email right once receiving their application. Allow them to recognize that you simply have received their application and can keep them updated at each step.

Giving regular updates to candidates about their application status is equally important. A follow-up mail can include:-

  • Confirmation of the received submission.
  • Feeling that you simply give thanks to them for showing interest in your job.
  • Information concerning successive steps.
  • Keep them engaged for the next updates.

9. Personalise Your Emails

Research is the sole weapon to personalize your email to the extent it stands out. For this, use data that is relevant to your job post.

For example,

“I went through your profile and found that you’ve worked at The creator as a technologist.”

This will make you sound more authentic.

Bulk email is an inevitable reality of recruiting communication, and it’s unrealistic to do away with it altogether. But, there are many ways you can customize a bulk email to make it as personal as one written from scratch.” -Bob McHugh.

Here’s how you can personalize your approach:

  • Name: This is pretty obvious.
  • City: Mentioning it within the subject line can cause an upswing in your open rates. For example; “hunting for a technologist in Boston.”
  • Day of the Week: You can also mention the day of the week to make sure your email looks fresh. For example; “hope you’re having a marvelous Monday.”
  • Interests: personal interests of the candidates collected from their job profiles be enclosed too. Please note, the interests should be per the duty profile.

10. Call to Action (CTA)

A sound call-to-action is of utmost importance. Once you’re finished with the body of your mail, leave one thing for the recipient to respond. You can end your email with:

  • How would you wish to contact me next time?
  • How about texting me on WhatsApp?
  • If you’re up for it, let’s catch up next week?
  • How about catching up tomorrow at 6 p.m.?

Keep the closing easy and precise. The concept behind call-to-action is to remain involved with the recipient. Avoid something that decreases the response rate. You simply need a response.

Cold Email Templates for Recruiters (Example):

Example 1:

Sub: Hey <FirstName>

Hey <FirstName>,

We have not spoken, but I am familiar with some of the work you are doing with {CompanyName}.

Your name surfaced in regards to a specific search we are executing for a well-known tech company. They are a firm that tackles some of the toughest problems within the systematic advertising space. I would be interested in speaking with you further to provide more details.

If you are interested in a chat to learn more, please let me know when would be a convenient time. I look forward to hearing from you.



Example 2:

Sub: Job opportunity

Hello <First-name>,

I came across your LinkedIn profile whilst researching for web developers and was very impressed with your work profile.

Given your educational qualification and expertise, I think you’d be a great fit for a B2C startup I am currently working for. If you’re up for it, let’s catch up next week?

Do let me know



After going through the article, your mind should be bombarded with tonnes of ideas on the way to catch ideal candidates. That’s what we want! The concept behind the article was to help you by providing some recruitment tips and cold email templates for recruiters.

Now, it’s time for you to grab your seat and begin looking for the correct candidates. Hope the article proved helpful to you.