It is true that more than hundreds of emails are competing for clients’ attention, and chances are very few of your emails have even opened. Averagely, less than 10% of cold emails ever received a reply.
So how to write effective recruiting email templates for potential leads that convert into clients? Every recruiter nowadays is trying to find the answer to this very question. It is incredibly important to write a compelling recruiting email template that wins clients, right? Therefore, cold emailing is an efficient way to way engage and interact with your clients.
Crafting personalised and visually appealing messages can make a significant difference. Consider incorporating elements like custom email template design coding to enhance the appeal and professionalism of your outreach efforts.
But wait, what is the framework for writing a cold recruiting email template that gets the highest open rate and increases engagement? Let’s see how to increase the open rate and effectively communicate with your clients.
Framework For Great Cold Recruiting Email Templates
Indeed, nowadays, recruiters are following the “quality over quantity” approach for efficient email outreach efforts to improve the hiring process. Sending mass emails to potential leads requires well-researched and personalised email writing And recruiters can use email writing AI to give quicker replies..
1. Attention:
The first step is to figure out how to get the reader’s attention. It can be accomplished by writing a compelling and relevant subject line or email opening line.
2. Interest:
Once you are successful in catching the attention of the reader, the following step is to raise their interest and engage them via written communication. To do that, you can offer statistical data and social proof that support your opening statement.
3. Desire:
To spark desire, you have to illustrate the benefits your audience will get and also mention the reasons why your audience is important in using your service/product to them/their business.
4. Action:
Once the desire aroused to work with you, this should be transitioned into a clear call to action. In this step, you have to depict the following steps.
Recruiting and staffing agencies can use the abovementioned steps to craft a high-performing recruiting email template which achieves high-opened and clicked rates. In order to do that, you have to be concise, maintain your employer's brand, use plain language, and, most importantly, personalise your recruiting email whenever possible.
Let’s now get the gist of the recruitment email templates that are designed to attract and engage your clients.
List Of Recruitment Email Templates For Agencies
Here is the list of templates that will make your task easy. These templates are crafted to help you communicate effectively and win more clients with ease.
1. Templates for Introduction
Email subject line: Cost-effective staffing solution in [City_name]
Hey [Client_first_name], I hope you are doing well.
This is entirely a cold email. However, firstly I wanted to introduce myself. This is [Your_name], and I am a head recruiter at [Your_company_name].
I came across your company profile on [mention_source, i.e. LinkedIn] and saw that you have a few openings in [Mention_department] for which we have potential applicants. I would like to let you know that our team would love to assist you in sourcing quality candidates.
With a [X% - Mention_fee_ratio] hiring fee, we assure the cheapest cost staffing solution in [City_name]. Feel free to reach with us if you wish to fill up your open roles soon.
Best regards,
[Your_name] [Signature].
2. Staffing Agency Introduction Letter to Client
Email subject line: Introduction to [Company_client_name]
Dear [Company_client_first_name],
We are delighted that we got an amazing opportunity to write to you. We have been running a staffing agency for [X] years. We offer services of staffing to corporate companies. Hence, it is our commitment to make it possible for different corporations to reach the right talent faster, which they are on the lookout for.
We aim to offer every type of staff to corporations regardless of the departments. Whether you require a manager or a cleaner, you will always have us. We feel proud to serve our clients and benefit them with our services. We consistently try to make sure that we are available to our clients whenever they need us.
Our team of recruiters is the most qualified and talented, and our hiring fees are also cost-effective and very reasonable. Contact us to learn more about charges, service terms and conditions.
Thank you so much for picking us for your prestigious company.
Kind Regards,,
[Your_name] [Signature].
3. Follow-up Email Templates
Email subject line: Related to your consultation with [Your_company_name].
Hello [Client_first_name],
Thank you so much for your time and for signing up for a consultation with [Your_company_name]. It was wonderful to learn more about you and your business.
During our conversation/call/meeting, we discussed. [Summerise the details in a few bullet points] [Mention any other details]
We would request you go through it and let me know if you would be interested in working with us.
I look forward to hearing from you. Thank you!
Best regards,
[Your_name] [Signature]
4. Recruitment Email Templates for Seeking an Appointment
Email subject line: Available for the appointment with [Your_company_name]?
Hello [Client_first_name], I hope all is well.
It was fantastic speaking to you at our previous meeting.
This is [Your_name], [Your_designation] at [Your_company_name]. I would like to thank you for considering [Your_company_name] in your recruitment journey. It would be awesome if we could organise a meeting to resume our conversation and discuss a strategy/plan for [mention any topic of discussion from the last meeting].
Also, I would love to inform you more about [mention your services]. Here are the details for our next appointment.
Appointment: [Time] on [Date] [Mention any other relevant information]
Let me know If you are available at different times; I am open to suggestions. I look forward to our meeting.
Best Regards,
[Your_name] [Signature]
5. Recruiting Email Templates to Share Candidate List
Email subject line: A quick status update of shortlisted candidates for [Job_title].
Hello [Client/hiring_manager’s_first_name], I Hope you are doing well!
Here, I am providing you with an update on the [Job_title] role:
Mention things like [Number of interviews conducted, Number of applicants advanced to the assignment phase, Number of interviews scheduled for next week, Deadline for assignment submission: [mention date]]
For more explicit information, kindly refer to my notes [attached file].
Please let me know if you need more information. We can schedule a quick call or meeting to follow up.
Thank you,
[Your_name] [Signature]
6. Recruitment Email Template to Share candidates’ Resumes
Email subject line: List of resumes for the [Job_title] at [Client_company_name].
Dear [Client_first_name],
I hope you are able to find the list of qualified candidates for your search for the [Job_title] at [Client_company_name]. In order to make your job easier, here I am sharing a list of the shortlisted resumes. Also, kindly find attached a copy of the resumes and a cover letter for the [Job_title] position under the name of [Candidate_name].
I hope this information helps you in your search for expanding your team!
In case, If you require any additional details from me, feel free to get in touch.
Yours sincerely,
[Your_name] [Signature]
How to Personalise Recruitment Emails for Better Response Rates
In the crowded inbox of today’s decision-makers, a generic recruitment email is more likely to be ignored than read. Right?
Even we do that same. Then what’s the solution?
The only solution is to write a personalised cold email, which can be converted into a warm conversation.
So, learned from experience that the more tailored your approach, the better your response rates will be. But personalisation goes beyond just using someone’s first name. It’s about crafting a message that speaks directly to their needs, challenges, and aspirations.
Here are the underrated tips for personalising recruitment e-mails:
1. Reference a Recent Achievement or News
Do a little research on your prospect. Mention their recent milestone, a new product launch, or even a LinkedIn post they shared about their company. This shows that you’re genuinely interested in their business and not just blasting out emails.
2. Customise the Subject Line
Most people overlook the power of a personalised subject line. Try mentioning your client's industry or a specific challenge they might be facing. For example, “How [Client’s Company] Can Overcome the Talent Shortage in [Industry].”
3. Use Social Proof That Resonates
Instead of just saying, “We’ve helped companies like yours,” be specific. Mention a similar client you’ve worked with and how your services made a measurable impact. It’s even better if the client is in the same industry or has a similar business model.
4. Tailor Your Value Proposition
One size doesn’t fit all. Modify your value proposition to address the specific pain points of the prospect. If you’re emailing a tech company, emphasise how your candidates have a proven track record in cutting-edge technologies. For a healthcare company, focus on your expertise in regulatory compliance.
5. Ask a Relevant Question
End your email with a question that’s directly tied to their current challenges or goals. For instance, “How is [Company] planning to scale its engineering team this quarter?” This not only shows that you’re thinking about their needs but also invites a response.
By weaving in these personalised touches, you’ll significantly increase the likelihood of your emails being read and, more importantly, getting a reply. Remember, in cold outreach, the little details can make all the difference.
Common Mistakes to Avoid in Recruitment Emails
Even the most seasoned recruiters can fall into the trap of making seemingly minor mistakes in their emails.
These mistakes are often overlooked but can significantly impact the effectiveness of their outreach.
These small errors can ruin even the most promising connections. Let’s delve into some of these underrated yet critical mistakes that could be damaging your efforts:
1. Overloading the Email with Unnecessary Information
We all have that irresistible habit of adding every detail into one email. We think that if we provide more information, it will convince the recipient. But that’s not happening; you’re overwhelming your prospect with too much at once. Which often leads to disengagement. Remember, less is more.
2. Forgetting the Call to Action (CTA)
An email without a clear CTA is like a conversation with no end goal. Whether you want to schedule a meeting, receive a reply, or get feedback, you must explicitly state what you want the recipient to do next. A vague or missing CTA leaves your reader uncertain and unlikely to engage further.
3. Overlooking Email Formatting
Formatting is very important when it comes to cold mailing. You should format your mail in a way that looks clean and catchy. Because Poor formatting can make your email difficult to read, leading to immediate disinterest. Long paragraphs, a lack of bullet points, and an absence of white space can turn your message into a daunting wall of text. Proper formatting ensures your email is easy to skim, making it more likely that your key points will be noticed.
These mistakes might seem small, but their impact is huge. By avoiding these pitfalls, you can increase your email’s effectiveness, making your outreach more compelling and successful in winning over clients.
Final Thought on Recruitment Email Templates For Clients
Knowing and understanding how to approach, engage, acquire, and retain new clients is the key element to building a strong and successful staffing and recruitment agency. Therefore communication of every form has become an indispensable aspect of every organisation. Effective communication can bring new opportunities for growth to your doors.
In this blog, we have covered how recruiting and staffing agencies, can enhance their written communication with clients by writing personalised recruitment email templates that catch the attention of potential leads/clients/companies and increase the open rate and engagement ratio, which is incredibly important to run a successful business.
