13 Cold Recruiting Email Templates That Get Answers

William Cannon
Last updated on November 23, 2023
Table of Contents

As a growing company, you likely must make hundreds – sometimes even thousands – of cold emails to find the perfect candidate for an open position. However, sending generic email templates won’t help land any candidates, let alone the best ones. This guide provides top recruiting email templates designed to get potential candidates’ answers. These easy-to-use templates come with detailed instructions allowing you to customize each for maximum impact and increase your recruiting initiative’s success.

13 Cold Recruiting Email Templates That Really Work

As a scaling team, recruiting top talent is challenging but crucial for sustained growth and company success. To support your efforts, we’ve created thirteen cold recruiting email templates to get you the answers you need quickly. 

Template 1: Passive Candidate

In addition to actively seeking candidates, reaching out to passive candidates who might be interested in the role can also be helpful. Customize your message to fit the specific candidate to increase your chances of getting a response. In general, your email should include:

  • A brief introduction
  • An explanation of how you found their contact information
  • A description of the position and why you think they would be a good fit
  • A request for a call or meeting to discuss the opportunity further

For example:

Subject line: [Name], we’re looking for talented individuals like you!

Hi [Name],

I hope you’re doing well! I’m writing because we have an exciting opportunity at [company], and you would be a perfect fit. [Explain why you’re reaching out and what about their skills/experience makes them a good fit]. 

Our team is growing quickly, and we’re looking for talented individuals passionate about [field/industry]. You’d be a great fit, and I wanted to see if you’d be interested in learning more about the position. 

If you want to learn more, please visit our website or contact me directly. I’ll be happy to answer any questions or provide additional information. 

Thank you, and I hope to hear from you soon! 

Template 2: LinkedIn Candidate

If you’re looking for a candidate with a specific skill set and think LinkedIn might be an ideal place to find them, this template is for you. In your LinkedIn Connect message, be sure to include the following:

  • A brief introduction of who you are and why you’re reaching out
  • The position you’re recruiting for and how you think the candidate would be a good fit
  • A link to your company’s website or the job listing so the candidate can learn more
  • A way to contact you (email, phone number, etc.) in case they’re interested in learning more

Here’s a template you can use when reaching out to LinkedIn candidates: 

Hi [Candidate Name], 

I came across your profile on LinkedIn and noticed that you have the [skill set/experience] we’re looking for at our company. I’m emailing to see if you’d like to learn more about opportunities at [Company Name]. 

[Explain why the candidate would fit the position/company well.]  You can check out our website at [website URL] or view the job listing here: [job listing URL]. 

If you’re interested in talking further, please don’t hesitate to contact me at [email address/phone number].  I look forward to scheduling time with you soon. 

Template 3. Referred Candidate

If you’ve been referred to a potential candidate by a mutual connection, you can make a significant impression immediately. After all, your referral source has already put their stamp of approval on this individual, so you’re starting from a place of trust.

With that in mind, here’s a cold recruiting email template you can use when reaching out to referred candidates:

Subject line: Introducing myself and [Company Name]

Hello [Candidate Name], 

I’m writing to introduce myself and let you know that I’ve been speaking with [Referral Source] about your interest in [field/position]. Based on their high opinion of your skills and experience, you could be a perfect fit for our team at [Company Name].

Are you interested in scheduling a brief call so that we can chat further about the role and see if there’s a fit? I’d love to answer any questions you may have.

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Template 4: Recruiting Email to Gauge Interest

This email template can be pretty effective if you’re interested in gauging someone’s interest in a potential opportunity. It’s essential to be clear and concise in your introduction, letting the recipient know who you are and why you’re contacting them. It helps to give a brief overview of the opportunity you’re inquiring about without going into too much detail.

For example: 

Email subject line: Potential Opportunity at [Company Name]

Hello [First Name],

I’m writing to gauge your interest in learning more about a potential opportunity at [Company Name].

[Briefly describe the role and why you think the recipient would be a good fit.]

If you are interested in learning more, please reply to this email, and we can set up a time for a quick chat. Thank you for your consideration.

Template 5: When You’ve Seen Their Work Online

This template is a fantastic place to start if you’re contacting a candidate because you’ve seen their work online. Key elements to include in this template are an introduction (explaining who you are and how you found the candidate’s work), a compliment on the work itself, and a brief explanation of why you think the candidate would be a good fit for your company. Here’s an example template:

Subject line: Your work caught my eye

Hi [Candidate Name], 

My name is [Your Name], and I work at [Company Name]. I came across your work online and was impressed with what I saw. In particular, I loved your [compliment on their work]. You have a natural talent for [skill or talent]. We’re currently looking for someone with your skillset to join our team, and you would be a perfect fit.

Are you interested in learning more about the role? I’d love to chat with you about it and answer any questions you may have.

Template 6: Candidate You’ve Worked with Before

There are a few situations where reaching out to a candidate you’ve worked with previously can be helpful. For example, if you’re recruiting for a position similar to one they previously held or looking for candidates with a specific skill set or experience. 

In either case, it’s important to personalize your email and explain why you’re reaching out. You want to avoid coming across as spammy or unprofessional.

To help get started, here’s a template for contacting a candidate you’ve worked with before:

Subject line: Recruiting for a [job title] position at [Company Name]

Hi [First Name], 

I’m currently recruiting for a [job title] position at [Company Name]. I immediately thought of you and wanted to see if you might be interested.

I know you have experience in [job title], and you would be perfect for the role. You’re also familiar with our company culture, which would make the transition smoother.

I’d love to set up a quick chat with you about the role. If not, no worries at all. I just wanted to reach out and see if you’d be interested in this. Either way, I hope we can stay in touch!

Template 7: Recruiting Email from a Founder/CEO

As the founder or CEO of a startup, your time is undoubtedly stretched thin. However, writing a personal email can be well worth the investment when recruiting top talent. This template reaches out to candidates you think would be a good fit for your company. In addition to outlining the key elements of the position, be sure to explain what makes your company unique and why the candidate would be a good fit. 

Here’s an example template:

Subject line: [Company] is excited to reach out to you!

Hi [Candidate Name], 

I’m excited to discuss an opportunity at [Company Name]. We’re currently looking for a [position title], and I think you would be a perfect fit. In addition to your excellent qualifications, I was impressed by your [skill/trait]. 

At [Company name], we are passionate about the [company mission/vision]. I believe you would thrive in our fast-paced environment and be a valuable team asset. 

I would love to chat with you about this opportunity further. If you’re interested, please let me know when would be a good time for you to connect. 


[Your Name] Founder/CEO, [Company Name]

Template 8: Recruiting a Designer

As a designer, you know that first impressions are everything. The same is true when communicating with potential leads for a job opening. You want to ensure your initial contact is professional and well-crafted so that you can stand out from the rest of the recruitment cold emails they receive.

To help you get started, here’s a template for reaching out to a web designer candidate:

Subject line: Are you our next great designer? 

Hello [Name],

We are currently seeking a qualified candidate for the position of Designer at our company. After reviewing your portfolio, we believe you would be an excellent fit for the role.

We would love to arrange a time for you to come in and meet with our marketing team to discuss the position further. Please let me know if you are interested and available for a meeting sometime next week. 

Template 9: Recruiting a Writer

When recruiting a writer, it’s important to focus on their ability to communicate clearly and effectively. This cold recruiting email template helps you reach out to writer candidates and assess their suitability for the role.

You’ll want to include the name of the position you’re recruiting for details about the company, and what you’re looking for in a candidate. In addition, be sure to include a link to your website or blog so the candidate can learn more about your company. Finally, end with a CTA (Call to Action), such as asking the candidate to send a writing sample or come in for an interview.

For example:

Subject line: We’re looking for a talented writer!

Hi [Name],

I’m reaching out because we’re seeking a talented writer to join our team. The position would involve [details about the role]. We’re a [brief description of your company], and we’re looking for someone who has the [qualities you’re looking for].

If you want to learn more about the position, please visit our website at [link] or check out our blog at [link]. If you think you might be a good fit, we’d love to see a writing sample or have you come in for an interview.

Template 10: Recruiting a Developer

Finding the right developer candidate can be a challenge. However, with some creativity and effort, finding suitable candidates through cold recruiting email templates is possible. One effective template for recruiting developers is to reach out and explain the company’s unique value proposition.

Subject line: [Company] is looking for a talented developer like you!

Hello [Name],

Our team at [Company] is looking for an experienced developer, and you might be a perfect fit. 

Our company specializes in [area of expertise], and we’re looking for someone with your unique skill set to help take our products to the next level. This would be an excellent opportunity for you to showcase your abilities and work with a team of talented individuals.

If you want to learn more about this opportunity, please let me know what times next week would work for a quick call. I look forward to hearing from you soon! 

Template 11: Recruiting a Salesperson

Salespeople are notoriously difficult to recruit. They are often bombarded with cold emails and calls from recruiters, so it can be hard to stand out from the crowd. Between prospecting and managing sales initiatives, salespeople are often incredibly busy. However, there are a few things that you can do to increase your chances of getting a response.

First, make sure to personalize your email. Sales candidates are much more likely to respond to an email that includes their name and some details about their background, whether the candidate is an account executive or business development representative. Secondly, keep your message short and to the point. Salespeople are busy people who will appreciate a concise message that gets straight to the point. 

Here’s an example email for recruiting for sales:

Subject line: Interested in joining our sales team?

Hello [Candidate Name],

Our team is currently looking for an experienced salesperson, and I would like to know if you are interested in learning more about the opportunity. The role would involve [brief job description and responsibilities.]

If you’re interested, I’d be happy to discuss further details. I look forward to hearing from you soon. 

Template 12: Recruiting an Industry Expert

When recruiting an industry expert, it’s vital to communicate in a way that will grab their attention. A cold recruiting email is an excellent way to do this. Here are some key elements to include in your email:

  • Introduce yourself and state why you’re reaching out.
  • Explain what you’re looking for in a candidate.
  • Describe the role you’re recruiting for and why it would fit the candidate well.
  • Provide information about your company and what makes it an attractive place to work.
  • Include a call to action (CTA), asking the candidate to get in touch if they want to learn more.

Here’s an example recruiting email template you can use:

Subject line: Are you interested in becoming an industry expert?

Hello [Name],

I am reaching out to you because I am looking for an industry expert with experience in [field]. Our company, [Company Name], is expanding into this area, and we are looking for talented individuals to join our team.[ insert personal or connections here] I came across your profile, and you would be a perfect fit for the position of [job position]. 

In this role, you would be responsible for [job description]. We believe that your industry expertise would help us achieve our goals in this new venture. Additionally, our company offers [benefits of working at the company]. If you are interested in learning more about this opportunity, please don’t hesitate to contact me at my email address or phone number. 

Template 13: Follow-Up Email After No Response

It can be frustrating when you’ve reached out to a candidate and haven’t heard back. You’re not sure if they’re interested or just busy. Rather than give up, it’s always worth sending a follow-up email. This recruiting email template helps you do just that.

Example template:

Subject line: Re: [position] at [Company]

Hi [Candidate Name]

I’m reaching out again about the position at [Company]. I’m confident you have the skills and experience we seek, and I would love to discuss the role further. 

Please let me know if you want to learn more or have any questions. You can reach me at my phone number or email address. 

How Do You Write a Cold Recruiting Email?

Crafting a successful cold recruiting email is no easy feat. The key is to make sure it’s personal, concise, and has an enticing subject line that will grab the reader’s attention. Let’s take a look at some tips on how to write a successful cold recruiting email. 

Make it Personal

One of the most important tips when writing a cold recruiting email is ensuring it’s personalized. You want your message to stand out from all the other generic emails flooding every potential candidate’s inbox. This personalization can be found in both email subject lines and the body of emails.  Take some time to research your target candidate, and use that information to inspire your message. Address them by name in the salutation and use specific examples from their background or accomplishments in your email body. Showing you took the time to research them will increase your response rates. 

Keep it Short

Another tip is to keep it short and sweet. When sending out mass emails, it can be tempting to include details about why someone should apply for the job or consider working with your company — but resist this urge! No one wants to read long emails, so make it concise and get right down to business. Stick with the facts and tell them what they need to do next (like clicking on a link) if they want further conversation. 

Craft an Enticing Subject Line

Email subject lines can be as important as their content when creating an effective cold recruiting email. Your goal here is simple: entice people enough to click on your message and read it through! Make sure you create something creative that stands out from all the other cold recruiting emails in their inboxes.  Include keywords related to their profession or interests while still professional enough that people don’t ignore it because it looks spammy. Subject lines are essential for the deliverability of your email. This can be tricky, but once you nail down this element of crafting an effective cold recruitment email, half of your work will be finished – and your response rates will be rewarded. 


FOMO stands for “fear of missing out” and is a potent marketing tool. Creating a sense of urgency in your cold recruiting emails can increase the chances of getting a response from potential candidates. Try to use words like “urgent” or “limited availability” to create a sense of FOMO in your email subject lines. 

End with a Clear CTA

Your cold recruiting email should end with a clear call-to-action (CTA); you tell the candidate what action or response you would like them to take after reading your email. Be sure to be specific and include all relevant details, such as dates and times, locations, and deadlines. These details will help ensure that the candidate understands precisely what is expected of them and makes it easier for them to respond quickly and accurately. 

Use Uplead to Find Any Candidate’s Email Address

One of the most important things you can do in recruiting is build a robust database of potential candidates. However, this can be easier said than done. Tracking potential recruits’ email addresses can be challenging with most online communication. 

UpLead is the leading platform for finding candidate email addresses. With Uplead, you can search for top talent at target companies and filter by demographics. UpLead also offers best-in-class data accuracy and business intelligence on recruiting. With UpLead, you can find the ideal candidate for your open position. UpLead can power your recruiting lead generation in combination with your recruiting strategy. 


There are a few frequently asked questions about cold recruiting email templates.

How do I write a good cold outreach email?

When writing a cold outreach email, there are a few key things to remember. Be sure to personalize your message as much as possible, keep your emails concise, and offer them value. 

Does cold emailing recruiters work?

With many qualified candidates competing for the same position, getting your foot in the door can be tricky. One way to ensure your application gets noticed is by contacting recruiters or hiring managers directly. While this may seem daunting, a little research and a great subject line and body can go a long way.

How do I write a recruiting email?

When crafting your email, include information about the position you seek and the skills and qualifications you seek in a candidate. It is also important to have the next steps, such as inviting potential candidates to apply for the position or providing a link to your company’s website.

What You Need to Remember About Cold Recruiting Email Templates

Cold email recruiting is an effective way to quickly find candidate email addresses and recruit talented candidates for job openings. It lowers the time-to-fill statistic, which helps organizations save money since a longer hiring process usually results in more resources used. Investing in an excellent cold email recruitment strategy can significantly improve the quality of your applicant pool, making it faster and easier to hire the perfect candidate for each job opening. 

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