To help you get started, we’re revealing our ultimate cold recruiting email template. Use it to write messages that will drum up a wealth of qualified applicants for your open positions. Plus, study our examples to see these writing theories in practice.
With that said, let’s dive in!
Why Use a Cold Recruiting Email Template?
Cold recruiting means advertising a job opening to potential candidates who haven’t heard from you before. Sometimes, they haven’t had any previous interaction with your company at all. And since they haven’t had contact with you, the chances are extra high that they’ll delete your inquiry without even taking a second look.
That’s what makes this hiring strategy so challenging—and why using a cold recruiting email template is so important. Despite the difficulty level, top recruiters frequently use cold email to locate the most qualified candidates for their open roles. By following best practices and using the highest-performing templates, recruiters (like you) can use cold email to effectively and efficiently hire great employees.
Our Cold Recruiting Email Template Formula
A cold recruiting email template doesn’t have to be complicated. In fact, the simpler your strategy is, the better.
Here’s what you’ll need:
- A Strong Hook. Did you know that 64% of recipients make a decision to open emails based on subject lines alone? You’ll want to know exactly what your employee value proposition (EVP) is so that you can catch your recipient’s interest right away.
- Effective Body Text. Once your recipient opens your message, you’ll want to deliver the relevant information concisely, with clear explanations of who you are and what type of job opening is available.
- Follow-Up Protocols. This applies to both you and the recipient. If your potential candidate is interested, they need to have an easy way to immediately apply or get in contact with you. On the other hand, if they don’t show interest right away, you should have a plan to follow up with them via email a few days later.
Once you have these elements figured out, you’ll be ready to move on to the actual content of your cold recruiting email template.
Best Practices for Cold Recruiting Emails
For your cold recruiting email template, you’ll need to write a strong subject line, some persuasive body text, and a compelling call to action (CTA). All of these elements will work together to entice your potential candidates to apply for your open position.
Additionally, all of these elements follow many of the same best practices. Let’s examine the three main pillars of cold email strategy.
#1. Be Professional Yet Personal
Potentially, your cold recruiting email will be the recipient’s first interaction with your company. Therefore, you want to make a good first impression. Make sure all of your copy fits properly in a business setting. That means avoiding emojis, spammy language, and overpromising. It’s easy to fall into the pattern of bad marketing messaging. But an email filled with smiley faces and phrases like “Apply now before it’s too late!” will often get sent to the spam folder in less than five seconds.
On the other hand, you also have the option to get personal. In fact, personalization is a powerful strategy in cold email. After all, before you send your first message, you should target a certain group of people who are already strong candidates. Maybe they’re working in your industry and live in your area of operation. Perhaps they have the rare credentials this job requires. Whatever your segment includes, with a good cold recruiting email template, you can make the message sound personal without putting in much work.
#2. Keep the Main Thing the Main Thing
One of the most important things to keep in mind when writing a cold recruiting email template is the answer to the question, “What’s in it for me?” Your reader will want to know what makes this job opening worth considering. Sometimes, if you’re emailing a prospect who’s already working at another company, you’ll have to make your EVP extremely compelling to open their minds to the idea of switching positions.
While it’s important to share some information about your company, history, and mission, know that these factoids aren’t interesting to the reader until they’re invested in the job opening. They can always find out more about you later. If they don’t think your proposition is worth it—or, even worse, if they aren’t intrigued by your subject line—they simply won’t read on. That’s why it’s important to keep the main thing the main thing: the value your reader could receive if they apply for your open position.
#3. Don’t Waste Their (or Your) Time
In the same vein, perhaps the most critical element of a cold recruiting email template is length. And by length, of course, we mean short. Imagine this email as your elevator pitch. Your opener (that is, your subject line) needs to be quick, catchy, and full of value. Keep it less than 50 characters.
Similarly, the body of your email should keep things incredibly straightforward. The best cold recruiting emails are between 100 and 150 words—typically less than six sentences in length. Introduce yourself, your company, and your job opening. Tell your readers that this could be a good fit for them and will provide a lot of benefits. Then, get right to the CTA and ask them to apply or follow up.
That’s it. Anything more than that will only give the reader more time to decide to stop reading. And by spending time crafting a lengthy email that goes into all the details, you’re wasting both their time and yours. Edit, edit, edit!
Examples of Cold Recruiting Email Templates
Now that we’ve got our formula down and our perspective straight, let’s get into some examples of tried-and-true cold recruiting email templates.
Example 1: Outreach Email
Subject line: Your experience at [Recipient’s Company] is outstanding!
Hi [Name],
You’ve really made an impact at [Recipient’s Company]. Your experience and promotions show what a great asset you are to your team. Kudos!
My name is [Name] and I’m the [Title] at [Company]. I’m curious if you’d be open to new opportunities outside your company. We’re currently looking for a [Job Title], and it seems like you’d fit in well here.
If you’re interested in learning more, let me know when you’re available, and we’ll set up a quick call.
Regards,
[Signature]
CTA: See My Calendar
Example 2: Mutual Connection Email
Subject line: Want to get a coffee with me and [Mutual Connection’s Name]?
Hello [Name],
I’m [Your Name] from [Company Name]. I was talking to [Mutual Connection’s Name] the other day, and we both thought you would make a great fit for a [Job Title]. We’re currently hiring and would love for someone of your caliber to join our team.
Would you be open to getting a cup of joe together and talking about the details? Let me know!
Thanks,
[Signature]
CTA: Schedule a Date
Example 3: “We Found You” Email
Subject line: [Industry / Role] Opportunity at [Company]
[Name],
I found your LinkedIn profile and was seriously impressed by your professional expertise. Your work on [specific project] was especially outstanding.
At [Company], we’re currently looking for a [Job Title]. I’d love to tell you more about this position, as it’s clear you’re a great asset to whatever team you’re working on.
Take a look at the job description here [link]—and, if you’re interested, please respond to this email with your availability to connect.
[Signature]
Example 4: Work-Based Email
Subject line: We loved your blog on [Topic], [Name]!
Hello,
I recently read your blog about [Topic] on [Platform Name], and I couldn’t help but share it with my teammates at [Company Name]. You really know your stuff!
We’re currently hiring for a [Job Title], and with your expertise, I think you’d be an excellent candidate. Our company has fantastic benefits and a great working environment. You can see the full job description on our website—or let me know if you’d like to discuss the details.
Thanks,
[Signature]
CTA: See the Job Description
Example 5: Previous Applicant Redirect Email
Subject line: Still looking for a position, [Name]?
Hi there,
A while back, you applied for a position at [Company Name]. Even though you were an excellent candidate, things didn’t end up working out. However, we’re now hiring for a [Job Title], and I think you’d be a great fit!
If you’re still interested in working with us, I’d love for you to apply. Shoot me a response if you have any questions.
Sincerely,
[Signature]
CTA: Apply Now
Don’t Forget to Follow Up
Remember, your recipients may or may not have had any interaction with you or your company before. That’s why it’s critical to check in with those recipients who haven’t responded yet. They may have seen your message and forgotten to get back with you. Or they might have needed some time to consider your offer. If you don’t send them a reminder, you’re missing out on a huge opportunity.
A follow-up cold recruiting email template could look something like this:
Subject line: Still interested in our [Position] opening, [Name]?
Hello again,
Did you get a chance to consider my offer to apply for [Position]? If you want to see more details about the opening, check out the full job description here [link]. I think you’d be a great fit, so I hope you take the opportunity to apply!
Sincerely,
[Signature]
CTA: Start Your Application
A Strong Cold Recruiting Email Template to Hire Great Candidates
With the right cold recruiting email template, you can make the most of your time and find highly qualified candidates for your open positions. Use industry best practices by prioritizing the EVP, keeping the message short and to the point, and streamlining the follow-up process. Refine your strategy by using a template that will work well for the type of candidate you’re soliciting. Then, you’ll be able to locate—and hire—skilled employees with all the right requirements.
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