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← Cold email templates

Templates

Recruiting cold email templates for candidates and clients

Templates for reaching passive candidates and new hiring clients without sounding like every other recruiter in their inbox.

When to use these

  • You are reaching a passive candidate who is not looking for a job.
  • You are an agency recruiter pitching a company that is hiring.
  • You need a respectful follow-up that does not pressure anyone.

Passive candidate

Email

Subject: {{role}} at {{hiringCompany}}, {{oneDetail}}

Hi {{firstName}}, Your work on {{specificProject}} is why I am writing. {{hiringCompany}} is hiring a {{role}} to {{whatTheRoleOwns}}. A few things that tend to matter: {{salaryRange}}, {{workSetup}}, and {{growthDetail}}. Not looking? No problem at all. If you are open to hearing more, a reply with "tell me more" is enough. {{senderName}}

Why it works: It shows why you picked them, gives the details candidates care about up front (including pay), and makes saying yes or no effortless.

Hiring manager (client pitch)

Email

Subject: Your {{role}} opening

Hi {{firstName}}, Saw {{company}} has had the {{role}} role open for {{weeks}} weeks. That is common: most {{role}}s with {{skill}} are not applying to job posts. We placed {{number}} {{role}}s at companies like {{similarCompany}} last year, usually within {{timeToFill}}. Want me to send three anonymised profiles who would fit? {{senderName}}

Why it works: It refers to a real, open problem (an unfilled role), backs it with numbers, and offers profiles instead of a sales call.

Candidate follow-up

Email

Subject: Re: {{role}} at {{hiringCompany}}

Hi {{firstName}}, Following up once on the {{role}} role. One thing I left out: {{newDetail}}. If the timing is not right, just say so and I will not chase. Happy to keep you in mind for {{kindOfRole}} roles later. {{senderName}}

Why it works: It adds new information instead of "just checking in", and promises not to chase, which people respect.

Tips before you send

  • Mention pay or a range early. It is the first thing most candidates want to know.
  • Say why you chose this person: a project, a talk, a post, a past role.
  • Keep candidate outreach personal and low volume. It is a small world and people talk.
  • Respect "no". Remove people who decline from every future sequence.

Before you send, check your draft for words and formatting that read like a promotion. Spam word checker →

Questions

  • How do you write a cold email to a passive candidate?

    Lead with why you chose them, describe the role in one line, give the key facts (pay, setup, growth) up front, and make it easy to reply with a short "tell me more" or a no.

  • Should recruiters use LinkedIn or email?

    Both work best together. LinkedIn is where candidates expect recruiters; email often reaches them when their LinkedIn inbox is crowded. A connection note followed by an email a few days later is a common pattern.

  • How many times should a recruiter follow up?

    Once or twice is plenty for candidates. Each follow-up should add something new, and the last one should make it clear you will not keep emailing.