25+ Recruiting Email Templates [2024]

Updated: January 19th, 2023

Recruiter agencies are always looking for new companies to approach. That said, the directory of potential clients is limited. It’s hard to reach out to candidates without a business in mind or be introduced to them in a fairway.

If you are a recruiter you must have dealt with a ton of resumes. And you must have sent out a ton of emails asking for interviews, doing the interview, and thanking for being interviewed. Having gone through these tons of times I thought it would help to write an email template that you can use as a template and provide value.

Here are 25+ free recruiter's email templates to use in 2022 that will save you time and help you with your email marketing efforts.

Recruiting an IT Developer

title=Front-end dev opportunity Hello [First-name]

I came across your Stackoverflow / Github profile whilst researching for Frontend experts and was very impressed with your work at [Candidate Company Name]. I am currently working with a great B2C startup in [Address] to help them expand their stellar engineering team.

Needless to say, I think you’d be a great fit. Would you be interested in a quick chat sometime this week to discuss the open role?

Do let me know



Outreach without revealing client name

title=Hi [Name] Hey [FirstName],

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

Obviously, things have gone well thus far and my expectation is that you remain there for the long term. However, 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’m sure you get plenty of solicitations as we approach bonus season, but I would be interested in speaking with you further in order to provide more details. I promise not to waste your time as this is a specific inquiry.

If you are interested in a chat to learn more, please let me know when would be a convenient time. Thank you again for your time and consideration. I look fwd to hearing from you.




Learn more about starting a recruiting agency:

Where to start?

-> How much does it cost to start a recruiting agency?
-> Pros and cons of a recruiting agency

Need inspiration?

-> Other recruiting agency success stories
-> Examples of established recruiting agency
-> Marketing ideas for a recruiting agency
-> Recruiting agency slogans
-> Recruiting agency names
-> Recruiting agency Instagram bios

Other resources

-> Recruiting agency tips

For the candidates, you’ve talked to in the past

title=Hey [FirstName] [Name],

I hope this email finds you well. We had reached out a while back regarding opportunities with a well-known technology company. Obviously, things continue to go well at [CompanyName], but your name resurfaced in regards to a specific opportunity that I thought might be of interest.

They have a strong track record with candidates that come from a similar background. I thought it made sense to reconnect given the specific nature of the search as we approach bonus season.

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




Recruiting a designer

title=Art and Design Hey [first-name],

I came across your medium post about how yoga and meditation have helped you in your creative process. I am thoroughly impressed with your commitment to design and your out-of-the-box thought process. Your work at [current company name] is really impressive.

One of our clients is a trailblazing startup in [Company Address]. As they’ve grown to more than 50 people in just two years, they are looking for someone to lead their design efforts. This is a leadership position where you would get to define their design roadmap for many years to come.

I think this would be a great role for you. Would you be interested in having a brief chat about it sometime this week?


[Your Name]


Outreach based on their interests

title=Skiing Pros needed Hi ,

Just saw your Instagram videos of your last skiing trip. I am quite impressed with your skiing skills! How long have you been skiing? I have taken it up last year and can’t wait to glide over the snow the way you do.

I am looking for brilliant Ruby developers like you for our client. They have a fledgling skiing club that really needs a pro skier like you. Also, the engineering team is looking for a new lead for the front-end team.

Would you be interested in a brief call to chat about skiing and the role sometime this week?




Connect with a lead manager

title=Hey [Name], loved your work Hey [First-name],

I recently stumbled on your blog about creating engaging sales emails with GIFs and visual elements to get better responses. I have to say – absolutely loved it. I have been using GIFs(cause who doesn’t love them) in my emails and getting incredible results. Your efforts must have led to tremendous results at [candidatecompanyname].

I am currently recruiting imaginative and bold sales folks like you for our client. We think you’ve got a way of doing sales that can sway a maybe to a Yes! We are working to build a sales team of people like you – not afraid to experiment and deliver results. Would you be interested in a 15 min chat this week?




Candidate outreach with a detailed job info

title=Job Detail Hi [Candidate_Name],

I lead talent acquisition at [recruiting agency name] Our client’s tech team is looking for a passionate Frontend Engineer with attention to detail and expertise in UI technologies. After scanning through your social profile, I think you fit the bill.

Your work with [company name] indicates versatile experiences that you bring to the table. Moreover, your command over front-end technologies like JavaScript and HTML gives you the technical breadth that we seek for this role. I think this would be a great opportunity for you to be on the front lines of development in our exciting startup environment!

In this role, you will–

  • Take full responsibility for designing and building core frontend modules
  • Build slick UI interfaces to provide the best user experience
  • Get your hands dirty with cross-platform architectural challenges, new frameworks, design patterns, and technologies
  • Build and contribute to open-source libraries and components

Would you be interested in further discussing this opportunity over a quick call sometime this week?

I look forward to hearing from you



Outreach based on client’s criteria

title=[first-name], quick question? Hi [first-name]

I saw that you are looking for a in [job location].

We are specialist sales recruiters located in [your-city]. We help great B2B software companies build world-class sales teams.

In the last quarter, our placements have brought in more than 100 million dollars in revenue across multiple growth stage SaaS companies. I am positive that we can help [prospect company name] do the same.

Let me know if you’re looking to engage some top-class talent for your open roles. We can have three super qualified and vetted candidates in your inbox within a week.

Let me know if you’d be open to talking about your hiring targets for this quarter. My calendar looks fairly open for tomorrow.


[your name]


Follow up Recruiting Email

title=Are you available? Hi [first name]

I reached out to you last week, but I can’t imagine how busy you are. I would still like to chat with you regarding our open senior engineering positions. Are you free for a 15 to 20 min chat this week?

Kind regards,

[Your Signature]


Sell a specific candidate (MPC Email)

title=Are you looking for [job name] Hi [first name],

Are you looking for a [job name] candidate at [company name]?

I am currently talking to an exceptional candidate who has indicated that [company name] is a target he wants to work for. In his current role as an account executive, he has

  • Consistently hit 125% of quota for three consecutive years
  • Was the highest performing AE in the Northeastern region.
  • Won President’s award for 2 out of the three years
  • Hired and mentored a stellar team of 5 Sales Reps

If you are still looking for a fantastic software sales leader to join [company name], I would love to talk. We work with leading B2B software firms in [city name] and have helped them build great teams.

Let me know if you’d be up for a quick chat tomorrow at [Name] Eastern?


[your signature]


Candidate Follow up Email

title=Still interested Hey [FirstName],

I can imagine you are probably fairly busy but I thought I would circle back in case you missed my first email.

We are a specialized search firm that is looking for engineers like you at a great company that is backed by some of the best investors and growing at a breakneck speed. We think you perfectly fit the bill and we would love to chat with you about it.

Would you be able to take 10-15 minutes out to chat about this role? I promise I won’t waste your time.




Reconnecting with an old candidate

title=Is now a better time for a new role? Happy [Day], [first-name]!

It has now been over six months since I last reached out to you regarding our clients’ open roles for an Advertising Creative producer.

Crazy how time flies: I hope you’ve been well!

Since then, we have successfully placed candidates at companies like [Company 1] [Company 2] [Company 3]

I continue to be genuinely excited about connecting with you to see if there’s a true fit for you. After checking out your portfolio and what you’ve been up to since my last email, I sure do hope my timing is better now.

What do you say, are you interested in exploring some of our available opportunities? At worst, you’ll learn about some great opportunities for you at some of the top companies in the country; at best, you’ll be taking the first step towards your next adventure.




Formal Follow Up Email

title=You have still a chance Hi [FirstName],

I thought I’d send you one last email.

We are trying to fill a brilliant tech role at a fantastic company and would love to have a chat with you about it.

Just hit reply if you would like to know more about the role. I am sure it would be a great next move in your career.




Outreach citing past success and social proof

title=We can help you Hi [Prospect name]

I noticed you have had a role for [position name] open for a few weeks

We have helped [company name 1] [company name 2] and [company name 3] fill similar roles in the past and I’m getting in touch to see if we can be of help in filling your open roles.

I have 2 candidates that match your job description. Would you be open to a call this week to learn more about our services and see how we can be of help? Do let me know a time convenient for you and I can schedule a call.


[Your Signature]


Sales follow up recruiting email

title=Quick follow up Hi [FirstName]

I know you’re busy so I’ll make this quick.

I noticed you still have an open Software Sales role at [company name] We recently sent you an email about some of our excellent candidates that fit the profile. I would love to have a quick chat with you about how we can help you fill your open roles.

We work with leading B2B software firms in [city name] and have helped them build stellar teams.

Let me know if you’d be up for a quick chat tomorrow at [time]?

Kind Regards,



Talking about your placed candidates

title=[open job] role at [company name] Hi [first-name],

I saw that you are looking for a [open job] for the company.

We have an extensive network and experience placing exceptional sales reps at B2B Software firms. We have worked with other B2B software firms like Salesforce, SAP, IBM, and Microsoft.

As a team of former sales reps, we deeply understand B2B software sales and have the network and experience to spot the top 10% of talent and bring them home. Here’s how our placed candidates perform.

  • [num]% of our sales reps hit their quota
  • [num]% of our candidates hit [num]% of their quota
  • Less than [num]% of our candidates have left within [num] year compared to the industry average of [num]%
  • The average tenure for candidates is [num] years compared to [num] years industry average

If you are still looking for a stellar [job name] in [job location] I would love to talk and get a better understanding of your priorities. Are you available for a call tomorrow at [Time]?


[your signature]


Recruiting email templates for staffing agencies

title=One last chance Hi [First name]

I’m following up one last time in case you missed my previous two emails.

Our placements have brought in more than 100 million dollars in revenue across multiple B2B software companies. Are you interested in hearing more about how we can help [prospect company name] do the same?

Just hit reply if you are and we can set up a quick discussion.

Kind regards



Outreach based on client’s open roles

title=Looking for [job name] in [job location] Hi [First-name]

I see that you are currently looking for a [job name] in [job location].

I am reaching out to see if you have built a pipeline of a-players for the role. At [your agency name], we focus on building top-class sales teams for B2B software companies.

We’ve been operating in the space for [num] years and have a combined experience of more than [num] years. As former sales leaders, we understand the space really well. Last quarter, we’ve placed top salespeople at companies like Salesforce, Oracle, SAP, and many more!

On average, [num]% of the people, we place hit their quota and stay with you for [num] years average compared to [num] years industry average.

I would love to speak with you about how we can help you achieve your sales and recruiting targets. Are you open to speaking tomorrow at [Time]?


[Your Signature]


Outreach using a mutual connection

title=Introduction from [mutual connection] Dear [First-name],

One of my dear friends and our mutual acquaintance [connection name] very enthusiastically recommended your name for a Community Operations Manager that I’m looking to fill for a client.

They have been ranked as one of the fastest-growing startups in the (industry) and this role will play a key part in their client acquisition and retention activities. They are looking for someone who is obsessed with customer satisfaction and can contribute to the continued success of the Community Operations Department

Do let me know if you are interested in discussing the role and company in more detail.

I am flexible with my availability. Thank you for your time.



Business Development Email Template For Recruiter

title=Hi [Manager Name] Hi [first-name]

It seems like [prospect company name] has recorded phenomenal growth over the last couple of quarters.

At [your agency name], we specialize in recruiting top-class sales talent for B2B firms. We’ve recently placed great sales leaders at firms like Salesforce, Oracle, Nutanix. We have a history of identifying top sales talent which has resulted in 98% of our placements hitting their quota in their very first year.

I would love to speak with you to understand your recruiting plans for this quarter and see how we can help you build your A-team. Let me know if you’d be up for a quick chat tomorrow at [time]?

Kind regards,

[your name]


Recruiting a Machine Learning Engineer

title=Take a look [Name] Hi [First-name],

I am a specialist software engineering recruiter located in [your city]. I help top tier software companies build world-class engineering teams

I am impressed by your background and work in Machine Learning at [company name] and would love to have a quick chat with you. I am looking to connect with excellent ML engineers who are passionate about working at the intersection of scientific research and software engineering. With your skills, I think you will be a great fit for some of our client’s open roles.

If this sounds interesting, let’s talk further. Let me know if you have a few minutes in the coming week.




Short email to Gauge Interest

title=Opportunity Hi [First-Name],

You probably get this often, but your background caught my eye.

I’m a recruiter at [your company name]. I’m reaching out because I think that with your experience in X, you would be a great fit for one of our client’s open roles for [position name]

Are you open to a chat?




Outreach based on a mutual interest

title=Good Day [Name] Hey [First-name],

Based on your Twitter feed, I gathered you are a Christiano Ronaldo fan – prompting me to reach out to you here.

What would Ronaldo be if he didn’t have the support of the kick-ass midfield formation of Isco and Casemiro!

I went through your profile and some of the work you have put up on dribble and said to myself that if the design world had a Christiano, that would be you. I know you have been at [current company name] for only 6 months and this might be the wrong time to reach out to you, but I decided I will take that chance.

We are looking to fill a fantastic role to lead our client’s design team. Would you be open to having a brief chat about this?




Using a mutual connection to email a new prospect

title=Introduction from [Mutual Connection] Hi [prospect name],

[Mutual connection name] recommended I get in touch.

I recently helped [referral’s company] hire for a similar role to the [position] that you are currently recruiting for. I’m getting in touch to see if you’d be open to a quick discussion to see if I can offer you the same service?

I am flexible with my availability. Let me know when works for you.


[You Signature]


title=You were recommended to [Name] Hi [first-name],

I hope this message finds you well!

Our connections at [Company Name] have some great things to say about you and your work as it turns out. We are a leading design-focused headhunting firm in [Address] with clients like PayPal, Instagram, and others in the best of tech.

We are working with some incredible firms with growing diverse teams and would love to work with you.

You come highly recommended and we are very impressed with your work at [candidate company name]. I am getting in touch to see if we can get on a call sometime to have a quick chat about your career goals.

Awaiting your response.



25 Recruiters Email Subject Lines You Can Use

Here's a list of 25 popular email subject lines you can use for your recruiting business

  • An amazing job opportunity inside!
  • Let's talk about your career goals.
  • Are you happy in your current position?
  • If you could do any job in the world, what would it be?
  • Have you heard about this new career opportunity?
  • Westend Technologies is looking for developers like you!
  • Hi, [Name], I reviewed your resume, and I'm highly impressed.
  • What would you do with a $100k annual salary?
  • Are you interested in a career change?
  • Let's have a conversation about your qualifications, [Name]!
  • Do you know anyone with Java qualifications like yours?
  • We think you'd be a great fit for our upcoming job opening.
  • What will it take to get talent like yours?
  • We help you start your dream job!
  • Does this opportunity sound like something for you?
  • Hi, [Name]! We hear you're qualified in marketing analytics!
  • What's your target salary?
  • We're looking for highly qualified web developers in the Bay area.
  • How do you feel about leadership?
  • [Company Name] is [Num]K strong and growing! Want to know more?
  • A once-in-a-lifetime job offer just for you!
  • [Name] thinks you're a good fit for our communications team.
  • Do you love challenges and innovation on the job?"
  • Use your tech skills at United Technologies!
  • [Name], we have an opportunity we think you'd be perfect for.
  • [Name], advance your career and become a certified welding technician!
  • Do you have six months? Get your coding certification and start a new career!
  • We think it's time for a salary boost!


Below we detail the most common questions as it relates to recruiters for email.

How to become a recruiter?

  • Earn a degree. Earning an undergraduate degree is not mandatory.
  • Possess recruiter skills.
  • Get relevant work experience.
  • Obtain certifications.
  • Go through recruitment training.
  • Apply to recruitment positions.

What qualifications do you need for recruitment?

  • Knowledge of human resources and employment law.
  • Administration skills.
  • To be thorough and pay attention to detail.
  • The ability to work well with others.
  • Sensitivity and understanding.
  • The ability to work on your own.
  • Business management skills.
  • Patience and the ability to remain calm in stressful situations.

How do recruiters grow?

  • Keep the Big Picture in Mind.
  • Dig Deeper.
  • Think Outside the Box.
  • Continually Self Improve.
  • Nurture Your Talent Community.
  • Track Metrics.
  • Be Proactive.


These free email templates will help you get your job done. But, remember, these templates are only examples and they will not be effective if you do not make them your own. Ensure that your message suits the company and the hiring manager reading it. The above recruiter's email templates will help you to improve the value of what you offer, display your professionalism, and build a stronger connection with your audience.

meet the author
Ankita Ghosh

I'm Ankita Ghosh and I am working with Starter Story as a content creator for more than a year. I write content around various business-related topics with the goal of helping small businesses launch and grow.