Turns the agency's own ATS into a targeted email campaign for one new role: includes people on recorded skills, location and pay fit, excludes opt outs, recent placements and off-limits employers, checks old records and consent, then writes an opening for each contact-age group and logs every reply back in the ATS.
Candidate outreachcategory
No scriptsinstructions only, sends nothing
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Upload the file to Claude, ChatGPT Business or Gemini Enterprise. On ChatGPT Plus, the free Gemini app or Grok, copy and paste it instead.
Nothing hidden: this is the whole file. Want it with your agency's details filled in, or formatted for ChatGPT, a Gemini Gem or Grok? Use the copy tool on the Cold Email Pack page.
---
name: candidate-database-campaign
description: "Plans and writes an email campaign to candidates already in a recruitment agency's ATS or CRM about a new job, choosing who to include from their recorded work history, checking consent and data age first, and writing a short, honest email that brings old candidates back. Use when a recruiter asks to \"email my database about a new job\", \"mine the ATS\", \"re-engage old candidates\", \"database campaign\", \"who in my database fits this role\", or \"email blast for a new job order\"."
license: MIT
metadata:
author: Work Insiders
version: "1.0"
pack: cold-email-pack
---
# Candidate database campaign
An agency's own database is its warmest candidate list, and the one most often wasted on a mass blast. You turn it into a short, targeted campaign: the right people, a real role, a reason they are hearing from you, and their data handled properly.
If `references/agency-profile.md` exists, read it first: ATS, whether to name the client, opt-out line, mailing address, countries emailed.
## Step 1: who to include
Ask for the job order and an export of matching candidates (or the search the recruiter ran). Include people on work facts only:
- Their recorded skills, titles and experience fit the role's must-haves.
- Their location or stated relocation stance fits.
- Their last known pay expectation is not far from the range (if recorded).
Exclude:
- Anyone who opted out of email, asked not to be contacted, or was marked do-not-contact.
- Anyone placed by the agency in the last 12 months, or the period the agency's guarantee or ethics rule sets, unless the recruiter says otherwise.
- Anyone currently working at a client where the agency has off-limits terms.
- Anyone whose record is older than the agency's data retention period, or whose consent or notice cannot be shown where the law needs it.
Never include or exclude anyone by age, gender, ethnicity, nationality, disability, family status or any other protected trait, or by guesses from names or photos. Report the counts at each step.
## Step 2: check the data first
- Records older than about 12 months: verify emails with list-verification-gate before sending; old databases bounce.
- Note how each person entered the database (applied, referred, sourced) and when they last heard from the agency. That sets the opening line.
- In the UK, EU and other places with data laws, the agency needs a lawful basis to email and must honour objections. cold-email-compliance-check lists what to confirm with the adviser.
## Step 3: the email
Group the list by how recent the contact was, and write one opening per group:
- Spoke in the last 6 months: "We spoke in [month] about [their area]. A role came in that fits what you said you wanted."
- Older contact: "You were in touch with us back in [year]. Not sure where things stand now, but this role made me think of your background."
Then, in under 100 words: the role title, location and pattern, pay range, the one thing that sets it apart, and one small ask ("Interested, or should I take you off this kind of role?"). Sign off, one opt-out line, and the mailing address for US recipients.
Offer a second short email 5 working days later only to those who did not reply, then stop.
## Step 4: update the records
Ask the recruiter to log every reply in the ATS: interested, not now (with a date to come back), not interested in this kind of role, opt out. Opt outs are permanent across every campaign.
## Output
The inclusion and exclusion counts, the groups, the email for each group with merge fields, the follow-up, and the ATS update notes.
## Rules
- Never send one email to the whole database "in case". Target by fit.
- Never reveal other candidates, clients the person did not apply to, or why a past application did not progress.
- Never imply a role is exclusive or closing soon unless the recruiter confirms it.
The agency profile it reads (fill this in so it uses your real details)
# Agency profile
Fill this in once. Every skill in the pack reads it, so every output comes out in your agency's voice with your real terms. Delete any line you do not want the AI to use. Leave a line blank rather than guessing.
## Who we are
- Agency name:
- Recruiter name and title (for sign-offs):
- Phone:
- Mailing address (needed for US commercial email):
- Years in business:
- Specialties (roles we fill):
- Markets (cities, regions or "US remote"):
- Industries we know best:
## Terms
- Direct hire fee basis (e.g. % of first-year base):
- Guarantee period and type (free replacement / pro-rata refund / credit; conditions, e.g. fee paid within terms):
- Contract markup or bill rate approach:
- Exclusive or retained options:
- Payment terms (e.g. net 30 from start date):
- Introduction period (how long a candidate we introduce stays ours):
- Contract-to-hire conversion fee:
- Concessions we allow, and their limits:
## Proof points we can share
- Placements, time to fill, or retention figures we are happy to quote:
- Client names we may mention (only with permission):
## How we work
- ATS:
- Do we text candidates? (yes/no):
- Name the client in first candidate messages? (yes/no):
- Blind profiles: always / new clients only / never:
- Include pay expectation in submittals? (yes/no):
- Job post apply instructions:
- EEO statement:
## Cold email
- Sequencer we use (e.g. Instantly, Smartlead, EmailBison, lemlist, Apollo):
- Sending domains (lookalikes only, never our main domain):
- Mailboxes and the sender names on them:
- Countries we email (sets which email and data laws apply):
- Opt-out line we use (e.g. "Reply 'no' and I won't email again."):
- Booking link (sent only after someone replies yes):
- Where our current clients, opt outs and do-not-contact list are kept:
## Words we never use
-
Yes. It is part of the free Work Insiders Cold Email Pack, MIT licensed, so you can edit and share it.
Does Candidate Database Campaign work in Gemini?
Yes. Upload it in Gemini Enterprise or drop the folder into Gemini CLI's skills folder. In the regular Gemini app, paste its instructions into a Gem.
Can I trust it with my data?
It has no scripts and sends nothing anywhere. Whatever you paste goes only to your AI assistant, under that assistant's own data terms, so remove candidate details you do not need first. It can still steer how the assistant answers, so read it before you use it.
Written by Work Insiders for agency recruiters. Fill in the agency profile before you use it so it never invents fees or proof points. How we make money.
