Resources/Recruiting templates/Candidate outreach messages
Candidate Outreach Message Templates for Email and LinkedIn
Short candidate outreach templates for email and LinkedIn: first touch, two follow ups, a referral ask and a reply to a no, all built on specific reasons with [placeholders].
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These are short outreach messages for reaching passive candidates by email and on LinkedIn: a first touch, two follow ups, a referral ask and a polite reply when someone says no. Each one is built around a single specific reason why you picked this person.
They are for agency recruiters, sourcers and in house recruiters who contact people who have not applied. Fill in every [placeholder] with something real about the person. If you cannot find anything specific, the person may not be the right fit to contact yet.
When should you use this template?
- You have built a talent map or shortlist and are ready to make first contact.
- Your current outreach gets low reply rates and sounds like everyone else’s.
- You want a simple sequence of three touches across email and LinkedIn.
- A candidate said no and you want to keep the door open or ask for a referral.
- You are training a new sourcer on how to write first messages.
Candidate Outreach Message Templates
Email 1: First touch
Subject: [Specific thing about them] and a [Job title] role
Hi [First name],
I came across your [project, talk, post or work at Company] on [where], and [one sentence on what stood out and why it matters for this role].
I am recruiting a [Job title] for [Company or a short description of the company], where you would [main outcome of the role]. The pay range is [range] and the role is [remote, hybrid or on site in location].
Would you be open to a 15 minute call this week or next to hear more? If the timing is wrong, no problem at all.
[Your name], [Title], [Company or agency]
Email 2: Follow up (3 to 4 working days later)
Subject: Re: [original subject]
Hi [First name],
Following up on my note about the [Job title] role. One more detail that might matter to you: [new specific detail, such as team, tech, growth or flexibility].
Is a short call worth it? A simple yes or no is fine.
[Your name]
Email 3: Final follow up (5 to 7 working days later)
Subject: Re: [original subject]
Hi [First name],
I will not keep filling your inbox, so this is my last note on the [Job title] role. If now is not the right time, would it be all right if I checked back in [time frame]?
And if you know someone who would be a great fit, I would be grateful for an introduction.
Thanks, [Your name]
LinkedIn connection note (under 200 characters)
Hi [First name], your [specific work] at [Company] caught my eye. I am hiring a [Job title] for [short company description] and would like to connect. [Your name]
LinkedIn message or InMail: first touch
Subject: [Job title], [remote or location], [one hook]
Hi [First name], thanks for connecting. I noticed [specific detail from their profile or work].
I am hiring a [Job title] at [Company] to [main outcome]. Range is [range], [work arrangement].
Open to a quick chat? Happy to share the full brief first if you prefer.
LinkedIn follow up
Hi [First name], quick follow up on the [Job title] role. Would it help if I sent the brief so you can decide whether a call is worth it?
Reply when a candidate says no
Subject: Re: [original subject]
Thanks for letting me know, [First name]. I appreciate the quick reply.
Would it be all right if I kept in touch for future roles in [their area]? And if anyone in your network comes to mind for this one, I would be glad of an introduction.
Referral ask to a contact
Subject: Who do you know in [skill or area]?
Hi [First name],
I am recruiting a [Job title] for [Company], focused on [main outcome], with a pay range of [range]. You know the [area] community well, so I thought I would ask: who is the best person you know who might be open to a move?
Even one name would help, and I will mention you only if you are happy for me to.
Thanks, [Your name]
Free from Work Insiders. Edit it to fit your team.
What makes a recruiting outreach message get a reply?
Specific beats clever. The messages that get answers show in the first line that you looked at the person’s actual work, then explain in one line what the role is and why it might matter to them. Generic praise such as “your impressive background” reads as a mass message and gets ignored.
Share the basics early: title, pay range, location or remote setup. Passive candidates want to decide quickly whether a call is worth their time, and pay is usually the first thing they look for. A clear, low effort ask such as a 15 minute call or a yes or no reply makes it easy to respond.
Write as one person to another. Use your own name, a real signature and plain words, and skip the job ad language. If the message would sound strange read aloud to the candidate over coffee, rewrite it.
How do you personalize outreach at volume?
Spend your effort on the first line and reuse the rest. Group your shortlist by what they have in common, such as the same type of company or the same skill, and write a shared middle section for each group. Then write one true, specific opening sentence per person.
A talent map makes this much faster because the reason you picked each person is already in the signal column. If you are building one now, see our talent mapping guide. AI tools can draft first lines from a profile, but read every one before sending; a wrong job title or a made up detail does more harm than a plain message.
How many follow ups should you send?
Two follow ups after the first message is a sensible limit for most roles, spaced a few working days apart. Each follow up should add something new, such as a detail about the team or the pay, rather than simply asking “did you see my last message?”
Spread the sequence across channels. An email plus a LinkedIn connection and message reaches people who ignore one channel. Stop as soon as someone replies, even with a no, and make the last message easy to answer with a referral or a “check back later.”
Keep a simple log of who you contacted, on which channel and when, either in your CRM or in your talent map. It stops you sending a second first touch to someone who already said no, and it shows which openings and channels actually earn replies on your desk.
What should you check before you send cold outreach by email?
Check that your sending domain is set up properly so your messages reach the inbox. Use our free SPF, DKIM and DMARC checker on your domain, and run your template through the cold email spam checker before a large send.
Respect people who ask not to be contacted again, and keep a clear way for them to say so. Email rules for unsolicited messages vary by country and change, so if you contact candidates outside the US, check what applies there. This is not legal advice.
Send from a real mailbox in small batches rather than a large blast. A sudden spike in volume from a new address is one of the quickest ways to land in spam.
What mistakes kill outreach reply rates?
Most poor reply rates come from a handful of fixable habits.
- Opening with your company history instead of something about the candidate.
- Hiding the pay range and the location until the call.
- Writing long messages with several asks.
- Sending the same follow up text twice.
- Using a title or company the candidate left a year ago.
Frequently asked questions
How long should a candidate outreach message be?
Keep a first email to about 75 to 125 words and a LinkedIn message shorter still. That is enough for one specific opening line, the role and the basics, and a single ask. If you need more detail, offer to send a brief. Short messages are easier to read on a phone, which is where most people first see them.
Should I include the salary range in outreach?
Yes, when you are allowed to share it. Including the range lets a passive candidate decide quickly whether a call is worth it, which saves time for both of you. If a client has not approved sharing the range, say that pay is competitive for the level and offer to share it on the call.
What is the best subject line for recruiting emails?
Short subject lines that name the person’s work or the role tend to work better than clever ones. Mention something specific, such as their project or skill, plus the job title. Avoid words that look like spam or sales, such as “opportunity of a lifetime,” and never use a fake “Re:” on a first message.
Is it better to reach candidates on LinkedIn or by email?
Use both. Some people check LinkedIn rarely and others ignore unknown email. A simple pattern is an email first, a LinkedIn connection request a day later, then follow ups on whichever channel they seem to use. Track replies by channel for a few weeks and lean into whatever works for your market.
Written by recruiters at Work Insiders. Updated October 25, 2026. How we make money.