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How to Write Professional Recruiting Emails to Candidates

Recruiting emails. You can also call them the bane of many organizations. Connecting with new candidates is crucial, but finding the perfect recruiting email is pure torment.

Workonic highlighted that over 20% of recruiters feel they cannot meet the demands candidates have because job seekers are picky about the employer they want to work for. It looks like in 2020, companies compete for good candidates.

This means your competitors already bombard your candidates with emails to convince them to accept their offers. So, how can you convince your dream candidates to attend an interview?

Create a recruitment email that stands out for the right reasons and grabs the recipients’ attention.

Easier said than done? Here is how to write quality recruiting emails that have nothing to do with the cringe-worthy content automated messages include.

Professional Recruiting Emails

Image source: https://unsplash.com/photos/3Mhgvrk4tjM

Create a Subject Line that Gets Your Email opened

The body of the email may be great, but it doesn’t really matter if the recipient doesn’t open it. Before sending emails to candidates, you need to verify the email and ensure you’re not blacklisted. Now that you’re safe, you need to write a killer subject line.

  • Length – keep it short. A line between 2-6 words will work wonderfully. Any extra word will reduce open rates. When the recipient reads the email on their phone, the subject line will probably have the end cut off.

Best: New Content Writer Job

Worst: Here is an offer you cannot resist, we are opening a new job position perfect for you

  • Clarity – Don’t sugarcoat the message. You’ll annoy the candidate if the subject line is unrelated or misleading to the content. They’ll send your email to the bin or mark it as spam.

Best: Web Developer needed

Worst: RE: Answer this email immediately!

  • Non-spammy – Be critical when you write and read the subject line. Would you open it if you would receive it? Does it sound reliable? They may look for this job, but if they open the mail and read “best job”, “once in a lifetime opportunity”, “15x your income”, they’ll think it’s a scam.

Best: New Open Position

Worst: Get rich overnight with this amazing job position we’re offering!!!

Customize the Content of the Email

Research is crucial for recruitment because it saves time and money, and it allows you to customize the content of the email. You need to drop some details from their resume in the email’s body, but without looking like you dug into their personal past.

Best: We saw you’re a Phyton developer at (Company), but I wanted to reach out in case you’d like to hear about a job opening at our company.

Worst: I saw you were a cheerleader in high-school on your Facebook profile. Amazing! Me too!

Here is an example of an email that would convince a candidate to attend an interview:

Subject line: 3 reasons (brand name) is a match for you

Hey (Name),

We’re hiring experienced web developers at (Company). Here is why we think our company is a great fit for you:

  1. (Company) is one of the great places to work in (State)
  2. Our team includes top web developers, so it’s a great place to improve knowledge
  3. It’s near the mountain, spotted you enjoy snowboarding.

We’d love to tell you more about our open positions. Do you have time the next week?

(Your Name)

James S. Petty, Chief HR Officer at TopWritersReview states “Including interesting details in recruiting emails boosts response rates, as long as the content is clear from typos, grammar mistakes and has no different font sizes. You can over-personalize an email, it won’t count if you misspell the candidate’s name, have mismatched text styles, and plenty of typos in the body.” No one wants to collaborate with a company that doesn’t take time to proofread the email.

Don’t Automatically Generate the Email

Because cold emails are every employer’s bane, they often use a template with only the name of the candidate changed. When people receive emails like these, their only reaction is to delete them.

You want your email to stand out, but not for the wrong reasons. If you copy and paste parts of your emails, ensure they are all formatted the same. It’s a dead giveaway to send an email with different phrases written in different fonts.

Your email has 99% more chances to draw attention is you prove you’ve put effort into finding out who the recipient is.


Subject line: Great speech at (event)

Hey (Name),

Amazed by your speech on (subject) at the (event), last month.

We would like to adopt what you spoke about, and we need a new (position). We think this can be a great opportunity for you to join a team of creative people.

Let us know if you would like to find more.

(Your Name)


Subject line: New open position

We are currently looking to hire a/an (open position written in a different font), and you may be a good fit. We’d like to offer more details about the role if you’re interested.

Here at, (Company), we’re always looking for talented and experienced people.

(Your Name)

The Tone of Voice for the Email Should Match the Brand

The last thing you want when you send recruitment emails is to write with the personality of cardboard. You may be a cheerful individual, but when you need to write a formal text, you have a personality transplant and all can create is something similar to a template you found on the Internet.

The purpose of the recruiting email is to communicate with the recipient and to convince them to respond. So, it’s not the message you send, but how you transmit it that makes a difference. The tone of voice for the email is the deciding element on whether or not they’ll respond. Even the tone of the subject line is decisive.

“Dear Mr. Stark” completely different than “Hey Tony”.

If you are a professional company looking for a new attorney, the following examples may help.


Subject line: New attorney job

Dear Mr. Stark,

Really impressed with what you achieved in court for your last lawsuit. At (Company) we’re looking for professionals who have developed skills like (example skills).

Having read your resume, we think you would be an excellent fit. We would like to tell you more about the open position.

(Your name)


Subject line: Quick offer

Hey Tony,

Loved your pledge for your last lawsuit, it sounds like you’ve done it more than once.

Any chance (Company) could pick your brain for a future collaboration?

Free for a croissant next week? We’re paying…

(Your Name)

The perfect recruiting email gets the recipient’s attention and opens up new doors for further communications. The above recommendations and examples should help you write a recruiting email that stands out.

Diana Nadim is a writer and editor who has a Master’s degree in Marketing. She combines her passion for writing with her interest in research and creates thought-provoking content in various fields. Diana also runs her own 3to5Marketing blog. What inspires her the most in her writing is traveling and meeting new people. Follow her on Twitter.


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About Sonia Kukreja

I am a mother of a lovely kid, and an avid fan technology, computing and management related topics. I hold a degree in MBA from well known management college in India. After completing my post graduation I thought to start a website where I can share management related concepts with rest of the people.