Email Templates That Get Responses (Not Ignored)
Personalized recruiter emails get 40-50% response rates while generic templates get 10-15%. The difference? Personalization, specificity, and actually sounding like a human.
Here are email templates that work—but you have to customize them. Copy-paste and you'll get ignored. Add specific details about the candidate and you'll get responses.
Template 1: The Initial Outreach to Passive Candidates
Subject: [Specific skill/project] caught my attention
Hi [Name],
I came across your profile and was specifically impressed by [specific project, achievement, or skill they have]. Your work on [specific thing] is exactly the type of experience we're looking for.
I'm recruiting for a [Job Title] role at [Company]—we're [one sentence about what the company does and why it's interesting]. The role involves [2-3 specific responsibilities that align with their background].
Based on your experience with [specific technology/project/skill], I think this could be a strong fit. Comp range is [actual range], and the team is [specific detail about team/culture/tech stack].
Not sure if you're open to exploring opportunities, but worth a conversation either way. Would you be up for a quick 15-minute call this week?
[Your name]
[Title]
[Phone number]
Why this works:
- References something specific from their profile (shows you actually looked)
- States exactly what the role is and what company (no mystery jobs)
- Includes salary range upfront (passive candidates won't move without knowing comp)
- Specific ask (15-minute call this week) makes it easy to say yes
- Acknowledges they might not be interested (lowers pressure)
What to customize:
- [Specific project/achievement] - Find something from their LinkedIn, GitHub, or portfolio
- [One sentence about company] - Make it compelling and specific, not generic "we're a growing startup"
- [2-3 responsibilities] - Must align with their actual experience
Template 2: The Follow-Up (If No Response)
Subject: Re: [original subject line]
Hi [Name],
Following up on my email from [day]—wanted to make sure this didn't get buried in your inbox.
Quick summary: [Job Title] role at [Company], working on [specific interesting project/problem], comp range [range].
If timing isn't right or you're not interested, totally understand. If you are interested, I'd love to chat briefly this week.
Let me know either way!
[Your name]
Why this works:
- Short and to the point
- Restates key details without making them re-read original email
- Gives them an out if they're not interested
- Doesn't come across as pushy or desperate
When to send: 3-4 days after initial email, during business hours Tuesday-Thursday
When to stop: If they don't respond after two follow-ups, move on. Three total touches (initial + 2 follow-ups) is the max.
Template 3: The "We Met at [Event]" Follow-Up
Subject: Following up from [Event Name]
Hi [Name],
Great meeting you at [event] yesterday! Really enjoyed our conversation about [specific topic you discussed].
I mentioned we're hiring for [role] at [Company], and after talking with you, I think your experience with [specific thing they mentioned] would be a great fit.
The role involves [2-3 key responsibilities]. Comp range is [range], and the team is [specific detail].
Would you be open to a call next week to discuss? I can do [specific day/times].
[Your name]
Why this works:
- References actual conversation (proves you remember them specifically)
- Connects their experience to the role requirements
- Includes logistics and compensation upfront
- Proposes specific times (easier to say yes than "sometime next week")
Template 4: The Referral Introduction
Subject: [Mutual connection] suggested I reach out
Hi [Name],
[Mutual connection] mentioned you might be interested in [type of roles] and suggested I reach out.
I'm recruiting for a [Job Title] at [Company]—we're [what company does]. The role involves [2-3 key responsibilities that match their background].
[Mutual connection] thought your experience with [specific skill/background] would be relevant. Comp range is [range].
Would you be up for a brief call to learn more? Happy to answer any questions.
[Your name]
Why this works:
- Referrals have higher response and conversion rates
- Leading with mutual connection builds immediate credibility
- Still includes all key details (role, comp, company)
Important: Make sure you actually got permission from the mutual connection to use their name. Don't fake referrals.
Template 5: The "Your Work Impressed Me" Approach
Subject: Your [specific project/article/talk] was excellent
Hi [Name],
I just read your article on [specific topic] / saw your talk at [conference] / came across your project [project name], and it was genuinely impressive—especially [specific detail that stood out].
I'm recruiting for a [Job Title] at [Company], and your perspective on [topic from their work] is exactly what the team needs. We're working on [related problem/project], and I think you'd find the challenge interesting.
Comp range is [range]. The role involves [2-3 responsibilities aligned with their interests/work].
Would you be open to a conversation? Even if timing isn't right, I'd love to stay connected.
[Your name]
Why this works:
- Shows genuine interest in their work (not just their job title)
- Connects their interests to the role (signals culture fit)
- Acknowledges timing might not be right (keeps door open for future)
What to customize:
- [Specific project/article/talk] - Must be real and recent
- [Specific detail] - Reference something specific that impressed you
- [Related problem/project] - Show how the role connects to their interests
Template 6: The Internal Candidate Notification
Subject: New opportunity: [Job Title] role
Hi [Name],
We're hiring for a [Job Title] on the [Team Name] team, and based on your experience with [specific skills/projects they've worked on], I think you'd be a strong candidate.
The role involves:
- [Responsibility 1]
- [Responsibility 2]
- [Responsibility 3]
It's a [salary range/level], and you'd be working with [manager name] and the [team].
Internal candidates get priority consideration. Interested in learning more?
[Your name]
Why this works:
- Makes internal candidates feel valued (not an afterthought)
- Connects their current experience to new role
- States that internal candidates get priority (removes fear of external competition)
- Clear next step
Template 7: The Re-Engagement Email (Past Candidates)
Subject: New opportunity that's a better fit
Hi [Name],
We spoke [timeframe] ago about the [previous role], and while that wasn't the right fit, a new opportunity just opened that I immediately thought of you for.
[Job Title] at [Company]—working on [specific project/problem]. The difference from last time: [key difference that makes this more relevant].
Comp range is [range]. Based on our previous conversation about [what they were looking for], I think this aligns better with your goals.
Worth a conversation?
[Your name]
Why this works:
- Acknowledges previous interaction (shows you keep good records)
- Explains why this is different/better than last time
- References what they were looking for previously (personalized)
The Elements Every Good Recruiting Email Needs
Subject line that isn't generic:
- Bad: "Great opportunity"
- Good: "Senior Engineer role—React + Python focus"
Specific reference to their background:
- Bad: "Impressed by your profile"
- Good: "Your open-source contributions to [specific project] caught my attention"
Actual details about the role:
- Bad: "Exciting opportunity at a growing company"
- Good: "[Job title] at [Company name], working on [specific project], comp range [$X-$Y]"
- Don't make candidates guess whether it's worth their time
Clear, specific call to action:
- Bad: "Let me know if you're interested"
- Good: "Available for a 15-minute call Tuesday or Wednesday afternoon?"
What NOT to Do
Don't send novels: Keep it under 150 words. Passive candidates won't read essays.
Don't be vague about comp: Passive candidates won't waste time without knowing salary range.
Don't use templates without customization: If you can't find one specific thing about their background to mention, you didn't research enough.
Don't follow up more than twice: Initial email + 2 follow-ups = maximum. After that, you're harassing, not recruiting.
Don't oversell or hype: "World-changing company" and "rockstar opportunity" make you sound like a used car salesman. Be specific and factual.
Quick Reference: Email Timing and Best Practices
Best times to send:
- Tuesday-Thursday, 9-11am or 2-4pm in candidate's time zone
- Avoid Mondays (inbox chaos) and Fridays (mentally checked out)
Follow-up schedule:
- Initial email → wait 3-4 days → Follow-up #1 → wait 4-5 days → Follow-up #2 → stop
Subject line best practices:
- Keep it under 50 characters
- Make it specific, not generic
- Reference mutual connections or specific skills when relevant
The Bottom Line
Response rates are 3-5x higher when emails are personalized. Generic templates get ignored. Customized emails that show you actually looked at their profile get responses.
Use these templates as frameworks, not copy-paste scripts. The 2 minutes you spend researching the candidate and customizing the email will dramatically improve response rates.
That's the tip. Use it.
Sources:
AI-Generated Content
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