Though global connectivity has made recruiters’ jobs easier, it has also made hiring great talent a bit more challenging than before. One of the downsides has been the expectation to get great hires within shorter time frames and with relatively leaner budgets.

Therefore to continue hiring high-quality talent today you must use all the best recruitment tools at your disposal. One of these powerful tools is the humble recruiting email.

A recruitment email helps you ensure consistent communication with perfect candidates at all stages of your hiring process. Hence, when crafted effectively, these emails can be the difference between continuously attracting top talent and being overlooked.

In this article, we’ll delve into the art of writing recruiting emails, offering practical tips and great recruiting email templates to help your emails stand out.

How to write a recruiting email that converts

There are a few key principles to keep in mind when writing your recruitment emails to ensure your message resonates with potential candidates:

  • Be concise

The experienced candidates you’re targeting are probably receiving hundreds of emails. So to stand out avoid long-winded messages. By keeping your email concise, you make it easier for candidates to understand your email’s purpose and your desired action. This is especially important when you’re conveying key information such as job opportunities or interview details.

  • Use simple language

Your goal is to communicate effectively with candidates. So use clear and straightforward language that everyone can understand and avoid overly technical terms or industry jargon. By doing this, you increase the likelihood that candidates will respond positively to your current recruiting email and pay attention to future roles that open up. 

  • Maintain employer brand

Your recruiting email is a representation of the company’s brand. So make sure the tone, style, and messaging align with your employer brand to create a consistent and cohesive experience for candidates.

This helps create a cohesive and unified brand experience for candidates, reinforcing your company’s identity and strengthening its appeal as an employer.

  • Use clear CTA

Include a clear CTA in your recruiting email that tells candidates what you want them to do next. Whether it’s applying for a job, scheduling an interview, or joining a talent network, make sure your CTA is prominent, easy to understand, and action-oriented.

Ideally, if you want to track applicant behavior beyond your email, have the CTA lead them to your recruitment web page. Then use tools like Google Analytics and Hotjar to identify recruitment bottlenecks that you can fix to better your hiring process.

However, ensure you have a foolproof implementation action plan. As David from SIXGUN, an SEO agency in Melbourne says ‘running a business with faulty analytics implementation is like trying to navigate a ship with faulty navigational equipment’.

3 Recruiting email templates that win candidates

Now that we’ve covered the essential principles of crafting effective recruiting emails, let’s dive into some concrete examples. We will feature three key templates for recruiters.

1. Sourcing template

A sourcing email is written to reach out to passive candidates who may not be actively seeking new opportunities but possess the skills and experience your company is looking for.

It aims to pique their interest in your organization and encourage them to consider joining your talent network for future opportunities.

Here’s a great sourcing email template you can use:

Email subject: [Job Title] Opportunity at [Your Company Name]. Let’s Connect!

Hi [First Name],

I hope this email finds you well! I recently came across your profile on [Where/How You Found Them], and I was impressed by your background and experience.

I’m reaching out on behalf of [Your Company Name] because we’re currently looking to add a talented [Job Title] to our team. Given your expertise in [Field/Skill], I believe you could be a great fit for this role.

I’d love to tell you more about the opportunity and learn more about your career goals and aspirations. Would you be available for a quick phone call sometime this week to discuss further? I’m flexible and can accommodate a time that works best for you.

I hope to hear from you soon and look forward to the possibility of working together.

Best regards,

[Your Name]

[Current role]

2. Referral template

The purpose of a referral email is to reach out to qualified candidates who have been referred to your company by someone in your network.

The referral can come from various trustworthy sources. For instance, if you’re looking to hire an SEO specialist with a great mastery of keyword analysis, you can ask for referrals from your industry peers, existing employees, or even managerial staff.

Since these candidates have already been vetted to some extent by the referrer, they are more likely to be a good fit for the job role. This will ultimately boost employee retention rates.

Check out this great template.

Email subject line: Exciting Opportunity at [Your Company Name] – Referred to you by [Referrer’s Name]

Hi [Candidate’s Name],

I hope this email finds you well! I wanted to reach out to you regarding an exciting opportunity at [Your Company Name] that you’ve been referred to by [Referrer’s Name].

We are currently seeking a talented [position title] to join our team, and based on [Referrer’s Name]’s recommendation, I believe you could be a great fit for the role.

I’d love to learn more about your background and career aspirations and discuss the role further. Are you available for a brief conversation to discuss this job opening further? Please let me know a convenient time for you, and I’ll be happy to coordinate.

I look forward to connecting soon!

Best regards,

[Your Name]

[Email signature]

3. Job offer template

This email formally extends a job offer to a candidate who has successfully completed the interview process and been selected for the position. It should outline or attach a formal offer letter with key details on the salary, benefits, start date, and any other pertinent information.

While the deal is pretty much sealed at this point, job seekers can still pull back. So you must ensure your email is compelling enough to encourage them to accept the job offer. Your excitement to have them as part of the team should shine through your email body.

Here’s a great job offer email template:

Email subject: Congratulations! Job Offer from [Your Company Name]

Hi [ successful candidate’s Name],

I’m thrilled to extend an official job offer to you on behalf of [Your Company Name] for the position of [Job Title].

We enjoyed getting to know you during the interview process, and we’re excited about the opportunity to work together. We’re confident that you’ll make a valuable contribution to our organization, and we can’t wait to officially welcome you aboard.

As a member of our team, you’ll enjoy [highlight key perks, benefits, and company culture].

Please review the attached offer letter for [additional details on the onboarding process]. If you have any questions or would like to discuss any aspect of the offer further, please don’t hesitate to reach out.

We hope you’ll accept this offer and join us in our mission to [company mission or vision]. We’re looking forward to having you on board!

Best regards,

[Your Name]



Whether you’re sourcing ideal candidates, seeking referrals, or extending job offers, the right email can make all the difference in attracting top talent to your organization.

Follow the email writing guidelines we’ve discussed and leverage cold recruiting email templates today to attract top talent and build a strong team that drives company success.

Don’t be afraid to let your company’s personality shine through. All the best in your recruitment process!