Back to Hiring & Recruiting

Cold Recruiting Email Templates

Written by:

Talia Knowles is an avid reader, writer, and coffee enthusiast, with over five years of experience in writing and editing.

Reviewed by:

As a seasoned HR professional with over 20 years of experience, Keca is an expert in various aspects of Human Resources.

Cold Recruiting Email Templates

Cold Recruiting Email Templates

Like a cold call, recruitment emails are considered “cold” because they typically involve a recruiter reaching out to someone they don’t know in hopes of attracting them to the company. 

Recruiting top talent is an essential part of maintaining a successful business, and skilled recruiters understand the importance of diversifying their methods to attract excellent candidates. 

Recruiting emails are an easy and effective way to reach out to passive candidates and begin building professional relationships with top talent. 

Adding a personal touch to your recruitment emails can significantly improve your chances of getting a positive response.

What Are The Benefits of a Recruiting Email Template?

A recruitment email serves as the initial contact between a recruiter and a candidate, expressing the organization’s interest in their potential for a specific role. Unfortunately, many recruitment emails fail to make an impact due to their generic and uninspiring content.

Candidates with desirable skills receive numerous recruitment emails daily. To stand out from the crowd, it is crucial to invest extra time in crafting an email that captures their attention and piques their interest.

Still, writing each email from scratch would take an extremely long time and might become more trouble than it’s worth. That’s where recruiting email templates come into play. 

With a good template, you can begin the process of writing recruiting emails with most of the body of your email already written. 

Customization of Recruitment Emails

As explained earlier, the most important element in recruiting emails is customization, or making the candidate feel that someone who actually spent time learning about their experience believes they would be a good fit for the organization. 

Using templates can be risky if you don’t invest time in the customization step. However, if you can insert personalized content into the template in a way that sounds natural, you get the best of both worlds — a fast and effective process. 

Mastering the art of crafting effective recruitment emails can make a significant difference in attracting the right candidates and initiating meaningful conversations.

By conducting thorough research, personalizing your emails, and demonstrating intentionality, you can enhance your chances of success in the competitive recruitment landscape.

Personalization and Research

The key to writing a good recruitment email lies in thorough candidate research. By gaining insights into a candidate’s background, interests, and achievements, you can tailor your email to catch their attention and engage them in a meaningful conversation.

Furthermore, emails may lack the personal touch of a traditional letter, but they can still demonstrate a higher level of intentionality and effort than shorter messages on alternative platforms. 

When recipients realize that a recruiter has taken the time to write a personalized email, they are more likely to respond positively. Even if a candidate is not interested in a new position at the moment, establishing a relationship through a well-crafted email can lay the groundwork for future opportunities. 

Additionally, sending content other than job opportunities can help keep passive candidates informed about your organization’s developments and maintain their interest.

Conducting thorough research is crucial prior to composing a recruitment email. It is important to allocate time to explore the candidate’s background and professional history. 

Although not all information can be obtained from the Internet, having a general understanding of their career journey will enable you to craft a more persuasive email and showcase your effort in familiarizing yourself with their background.

While most recruiters typically conduct a basic Google search on a candidate and mention their most notable search results in the email, simply meeting the minimum requirements will not make your organization stand out, especially if the candidate is in high demand.

Dive deeper into the candidate’s professional background to gain a better grasp of their career trajectory, unique strengths, and what aspects of your company might be particularly appealing to them. However, it is crucial to maintain professionalism and avoid anything that might feel like an invasion of privacy during the research process.

Elements of a Cold Recruiting Email 

Though you’ll customize your emails to each candidate, creating a template can significantly speed up the process. Let’s take a look at the elements of an effective cold recruiting email. 

1. Opening

The subject line of a recruiting email could be considered the most important part, as it can determine whether or not a candidate will open the email or send it to spam. Craft an attention-grabbing subject line, but be careful to avoid sounding gimmicky. 

Begin your email by greeting the recipient and quickly establishing a connection or common ground. Frequently, referencing a shared professional connection is all you need to convince a candidate to keep reading. 

2. Body

The body of the email should contain genuine compliments on the recipient’s accomplishments or skills that demonstrate your familiarity with their work experience. Highlight the value of the opportunity and provide relevant information about your company or organization. 

Most candidates will see through generic compliments or emails clearly based on templates, so be sure to add a few unique sentences expressing genuine interest in the recipient’s potential contribution. 

3. Call-to-Action

Even a very well-written email can fail to convert if you don’t make it easy for the candidate to respond. If you request too much initiative from them, they may decide following up will be too time-consuming.

Alternatively, if you express an interest in them but don’t outline clear next steps, you will probably experience the same result. 

To avoid these scenarios, include a call to action at the end of your email. This could be an invitation to call or email you with questions or a chance to set up a meeting to discuss the opportunity. 

You can also make it easy for potential candidates to research your organization by hyperlinking to the company’s website in your email. Do the same with job descriptions and contact information, encouraging candidates to follow through now rather than set it on the back burner. 

4. Closing

Be sure to end all recruiting emails by expressing gratitude and appreciation for the candidate’s time and encourage them to reach out with any questions. 

To maximize your results, set a personal reminder to yourself to send a follow-up email after a week if you don’t hear back from the candidate. Ensure you don’t come across aggressively, but feel free to mention a timeline for a response and reiterate your interest in the recipient’s potential. 

Cold Recruiting Email Templates

Now that we’ve covered the elements of a recruiting email, let’s take a look at some templates that can help you get started. 

Template 1: General Introduction

Subject: Opportunity to Join [Company/Organization Name]

Dear [Recipient’s Name],

I hope this email finds you well. My name is [Your Name], and I am reaching out to you on behalf of [Company/Organization Name]. I came across your impressive background and achievements, and I wanted to discuss a potential opportunity that I believe aligns perfectly with your skills and aspirations.

[Personalize this section by mentioning a specific accomplishment or skill of the recipient that caught your attention]. I was particularly impressed by [specific achievement] and how it demonstrates your expertise in [relevant field].

At [Company/Organization Name], we are [briefly describe your company/organization and its mission]. We are actively seeking talented individuals like yourself who can contribute to our growth and make a significant impact.

I would love the opportunity to discuss how your skills and experience can benefit our team. Are you available for a brief phone call or meeting next week? Please let me know a time that works best for you, and I will be happy to accommodate your schedule.

Thank you for your time, and I look forward to connecting with you soon. If you have any questions or need further information, please feel free to reach out to me directly at [your email address or phone number].

Best regards,

[Your Name]

[Your Position]

[Company/Organization Name]

Template 2: Highlighting Common Interests or Connections

Subject: Exciting Opportunity for a [Job Title] at [Company/Organization Name]

Dear [Recipient’s Name],

I hope this email finds you doing well. As a fellow [industry or field] enthusiast, I wanted to reach out and share an exciting opportunity with you. My name is [Your Name], and I represent [Company/Organization Name].

I recently came across your profile and was immediately drawn to your impressive background in [specific skill or expertise]. It’s clear that you have a deep passion for [industry or field], and I believe you would be a perfect fit for our team at [Company/Organization Name].

[Share a personal connection or common interest you have with the recipient, such as attending the same conference or being part of the same professional network].

We are currently looking for a talented [job title] who can [briefly mention key responsibilities or projects]. Your expertise in [relevant skill or domain] would be invaluable to our team as we [mention a specific goal or objective].

I would love to discuss this opportunity further and learn more about how your experience aligns with our needs. Are you available for a brief call or meeting next week? Please let me know a time that works for you, and I will be happy to coordinate.

Thank you for considering this opportunity, and I look forward to connecting with you soon. Feel free to contact me directly at [your email address or phone number] if you have any questions or need more information.

Warm regards,

[Your Name]

[Your Position]

[Company/Organization Name]

Template 3: Referral-Based Approach

Subject: [Referrer’s Name] Recommended I Reach Out to You

Dear [Recipient’s Name],

I hope this email finds you well. My name is [Your Name], and I recently had the pleasure of speaking with [Referrer’s Name], who highly recommended that I connect with you regarding a potential opportunity.

[Customize this section to highlight the referral and the context of your conversation with the referrer]. [Referrer’s Name] mentioned that you are an accomplished [job title] with a strong track record of success in [relevant field].

At [Company/Organization Name], we are actively seeking top talent in the [industry or field], and I believe your skills and experience make you an excellent candidate for our team. We are impressed by your [mention specific skills or achievements].

I would love to explore the possibility of working together and discussing how your expertise can contribute to our organization. Are you available for a brief call or meeting next week? Please let me know a time that works best for you, and I will be happy to coordinate.

Thank you for considering this opportunity, and I look forward to connecting with you soon. Should you have any questions or require further information, please feel free to reach out to me directly at [your email address or phone number].


[Your Name]

[Your Position]

[Company/Organization Name]


The great thing about a template is that it is designed to be customized. Set yourself up for success by utilizing a recruiting email template that prompts you to do your research into a candidate and communicate a genuine interest in their professional history and future potential. 

It’s also imperative that you closely proofread recruiting emails. If it’s apparent that you used a template, the candidate may feel that your organization didn’t value their time enough to craft an individualized email. 

Still, with the right amount of effort, a cold recruiting email template can streamline your recruiting process without sacrificing the personal touches that are most effective in attracting top talent to your organization. 

Recruiting Email Template FAQs

What is a cold recruiting email?

A cold recruiting email is an unsolicited email sent to a potential candidate who has not expressed interest or applied for a specific job opening. It is used proactively to reach out to individuals who may be a good fit for a company or organization based on their skills, experience, or background.

Why is personalization important in a cold recruiting email?

Personalization is crucial in a cold recruiting email because it helps establish a connection with the recipient and shows that you have taken the time to research and understand their background. Personalized emails are more likely to grab the recipient’s attention and generate a positive response.

How can I personalize a cold recruiting email?

To personalize a cold recruiting email, you can mention specific accomplishments, skills, or experiences of the recipient that impressed you. You can also refer to any common interests, connections, or mutual acquaintances to establish a rapport. Tailoring the email to the recipient’s industry or field of expertise is another way to add a personal touch.

What should be included in the opening of a cold recruiting email?

The opening of a cold recruiting email should include an attention-grabbing subject line that entices the recipient to open the email. It should also have a personalized greeting using the recipient’s name and a brief introduction establishing a connection or common ground.

How should I structure the body of a cold recruiting email?

In the body of the email, you can start by complimenting the recipient’s accomplishments or skills, then proceed to highlight the value of the opportunity you are presenting. Showcase your knowledge of the recipient’s industry or field, provide information about your company or organization, and express genuine interest in the recipient’s potential contribution.

What should be included in the call-to-action of a cold recruiting email?

The call-to-action should clearly state the next steps you would like the recipient to take, such as requesting a meeting, interview, or phone call. It is essential to offer flexibility in scheduling and suggest potential next steps to make it easier for the recipient to respond.

How should I end a cold recruiting email?

The closing of a cold recruiting email should express gratitude and appreciation for the recipient’s time and consideration. Encourage the recipient to reach out with any questions and provide your contact information for further communication. End with a professional sign-off.

Is it necessary to follow up after sending a cold recruiting email?

Following up after sending a cold recruiting email is recommended. Set a reminder to send a follow-up email if you don’t receive a response within a reasonable timeframe. Mention the previous email and express continued interest in the recipient’s potential. Provide a timeline for a response if applicable.