<h2>TL;DR</h2>
<ul>
<li class="font-claude-response-body whitespace-normal break-words pl-2">Recruiting emails see the highest cold outreach response rates of any industry, averaging 5.8 to 7.2% compared to a 3.1% overall average.</li>
<li class="font-claude-response-body whitespace-normal break-words pl-2">Personalisation is the single biggest driver of response rates. Personalised subject lines outperform generic ones by 31%.</li>
<li class="font-claude-response-body whitespace-normal break-words pl-2">Subject lines should be kept to 36 to 50 characters. 47% of recipients decide whether to open an email based on the subject line alone.</li>
<li class="font-claude-response-body whitespace-normal break-words pl-2">Keep email body copy under 80 words. Short, action-driven emails consistently outperform long-form outreach.</li>
<li class="font-claude-response-body whitespace-normal break-words pl-2">This blog provides ready-to-use templates across sourcing, referral campaigns, interviews, job offers, and candidate rejections.</li>
<li class="font-claude-response-body whitespace-normal break-words pl-2">A 4-stage follow-up sequence generates 2 times more replies than single-touch outreach.</li>
<li class="font-claude-response-body whitespace-normal break-words pl-2">Using an ATS alongside AI email tools helps personalise at scale without sacrificing quality.</li>
</ul>
<p>Recruiting email is one of the most direct ways to connect with candidates, particularly those who are not actively looking. But with average cold email response rates sitting at just 3.1 percent across industries in 2026, generic outreach simply does not work.</p>
<p>The good news for recruiters: recruiting and staffing emails average a 45.26% open rate, the highest of any industry category, according to MailerLite's benchmark. Candidates open job-related emails because the personal relevance is high. The challenge is converting that open into a reply.</p>
<p>The difference between a 5% response rate and a 35 to 50% response rate comes down to three things: the quality of your targeting, the level of personalisation in your message, and the structure of your follow-up sequence. This guide covers all three, along with a full library of ready-to-use templates covering every stage of the recruitment process.</p>
<h2>How to Write a Cold Recruiting Email?</h2>
<p>Indeed, writing effective cold recruiting emails is an effective strategy for <a href="https://www.ismartrecruit.com/features/recruitment-marketing">recruitment marketing</a>. In order to write high-performing cold email templates that get the highest open rate is part of creative writing that follows a logical sequence and easy language. By combining these aspects, one can generate mass email campaigns that efficiently drive higher engagement. The following are the aspects recruiters must consider while writing recruiting emails to candidates. </p>
<h3>1. Personalisation Is Non-Negotiable</h3>
<p>It is not a good idea to blindly copy the recruiting email template and send them to the candidates, as it will sound monotonous, and you will not get a good response rate from it. Templates build a great starting point; hence it is crucial to make them personalised. Recruiters must remember that their job is to provide the best candidates' experience. The email template should make them feel you are investing in their career success. </p>
<p>Recruiters can utilise <a href="https://www.ismartrecruit.com/applicant-tracking-system">Applicant Tracking System</a> to record and organise personal information from cover letters, reference letters, and notes from previous conversations you had with the candidates. Additionally, using AI email generators can aid in crafting customized and engaging messages, ensuring a thoughtful and efficient communication process that resonates positively with potential candidates.</p>
<p>One can use these recruitment tools to manage candidate database resources and draft a personalised email to send the candidates. It will let them know that you have accomplished your research and are invested in them as a future employee.  </p>
<h3>2. Nail the Subject Line</h3>
<p>A study by Finance Online indicates that 64% make a decision to open emails based on subject lines. Hence, one should not undermine the importance of a catchy subject line that increases the open rate. A good subject line contains A great subject line which is likely to be opened is short, descriptive, and actionable. </p>
<p>Also, 41% of today’s emails are opened on mobile devices, so it’s crucial to draft crispy subject lines. Smartphones just display five to six words in subject lines. Hence, recruiters must ensure that it is short and convey the key purpose. An efficient way to measure the effectiveness of the subject lines is by doing A/B testing. Send distinct subject lines to two groups and analyse the performance. It will help you interpret your audience’s behaviour in a better way. </p>
<h3>3. Keep the Body Short and Action-Driven</h3>
<p>The ideal cold recruiting email body is under 80 words. This is not a limitation. It is a discipline that improves results.</p>
<p>Candidates receive a lot of outreach. Respect their time by getting to the point quickly. Your email needs three things: why you are reaching out, what makes the role relevant to them specifically, and a clear, low-friction ask.</p>
<p>Avoid calendar links or "apply here" buttons in the first message. A low-friction ask, such as "Would you be open to a 15-minute call this week?" consistently outperforms aggressive scheduling requests. The goal of the first email is to open a conversation, not close a hire.</p>
<p><strong>Structure each email in five parts:</strong></p>
<ol>
<li>Subject line that earns the open</li>
<li>Hook that shows you know their background</li>
<li>Pitch that describes the role clearly</li>
<li>Value that explains what is in it for them</li>
<li>CTA that makes it easy to say yes</li>
</ol>
<h3>4. Follow Up with a Structured Sequence</h3>
<p>A single email is rarely enough. Four-stage follow-up sequences generate 2 times more replies than single-touch outreach. But most recruiters either do not follow up or simply resend the same message with "Following up" in the subject line.</p>
<p>Effective follow-up sequences use a different angle each time:</p>
<p><strong>Touch 1:</strong> Personalised introduction (the core email)<br><strong>Touch 2:</strong> Add social proof ("Three of your former colleagues at X now work with us")<br><strong>Touch 3:</strong> Address a potential objection or share something relevant ("I know you are not actively looking, but here is what makes this role different")<br><strong>Touch 4:</strong> A graceful close ("No pressure. If the timing is ever right, I would love to connect")</p>
<p>Space touches 3 to 5 business days apart. Pairing email with a LinkedIn message at one of those touchpoints delivers approximately a 25% lift in reply rates over email-only outreach.</p>
<h2>Cold Recruiting Email Templates for Recruiters that Wins Candidates</h2>
<p>A lot of emails are competing to get the attention of the candidate. Hence it must be written in the short and engaging language. Explore the following list of recruiting email templates for recruiters that will get opened and clicked. </p>
<h3>1. Cold Recruiting Email Template for Sourcing </h3>
<p class="font-claude-response-body break-words whitespace-normal"><strong>Template 1: Initial Introduction (Agency Recruiter)</strong></p>
<p class="font-claude-response-body break-words whitespace-normal">Subject line: [Candidate_first_name], your [specific skill] background caught my attention</p>
<p class="font-claude-response-body break-words whitespace-normal">Hi [Candidate_first_name],</p>
<p class="font-claude-response-body break-words whitespace-normal">I came across your profile on [Platform/Job board] and your experience in [specific expertise or achievement] stood out immediately.</p>
<p class="font-claude-response-body break-words whitespace-normal">I'm [Your_name], a recruiter at [Your_company_name]. I'm currently working with [Client_company_name] to find a [Job_title], and I think your background is a strong match.</p>
<p class="font-claude-response-body break-words whitespace-normal">The role offers [one compelling detail about the role, e.g. "full ownership of X" or "a step into Y type of work"].</p>
<p class="font-claude-response-body break-words whitespace-normal">Would you be open to a 15-minute call this week to hear more?</p>
<p class="font-claude-response-body break-words whitespace-pre-wrap">[Your name] <br>[Signature]</p>
<p class="font-claude-response-body break-words whitespace-normal"><strong>Template 2: Keeping Candidates Engaged (Application Update)</strong></p>
<p class="font-claude-response-body break-words whitespace-normal">Subject line: Your application at [Client_company_name] — a quick update</p>
<p class="font-claude-response-body break-words whitespace-normal">Hi [Candidate_first_name],</p>
<p class="font-claude-response-body break-words whitespace-normal">Thank you for your interest in the [Job_title] position at [Client_company_name]. Our team genuinely enjoyed learning more about your background.</p>
<p class="font-claude-response-body break-words whitespace-normal">We are currently reviewing all applications and will be in touch within [number of days] with next steps.</p>
<p class="font-claude-response-body break-words whitespace-normal">In the meantime, feel free to reach out via email or at [phone number] if you have any questions.</p>
<p class="font-claude-response-body break-words whitespace-pre-wrap">[Your_name] <br>[Signature]</p>
<p class="font-claude-response-body break-words whitespace-normal"><strong>Template 3: Passive Candidate Outreach</strong></p>
<p class="font-claude-response-body break-words whitespace-normal">Subject line: [Candidate_first_name], a role worth knowing about</p>
<p class="font-claude-response-body break-words whitespace-normal">Hi [Candidate_first_name],</p>
<p class="font-claude-response-body break-words whitespace-normal">Your work on [specific achievement/project/role] at [Current_company] stood out. I know you are not actively looking, and I appreciate that.</p>
<p class="font-claude-response-body break-words whitespace-normal">I'm working with [Client_company_name] on a [Job_title] search. It is the kind of role that does not come up often, and I think your background in [specific skill] is genuinely relevant.</p>
<p class="font-claude-response-body break-words whitespace-normal">Worth a 15-minute conversation? Happy to work around your schedule.</p>
<p class="font-claude-response-body break-words whitespace-pre-wrap">[Your_name] <br>[Signature]</p>
<p class="font-claude-response-body break-words whitespace-normal"><strong>Template 4: Re-Engaging Past Candidates</strong></p>
<p class="font-claude-response-body break-words whitespace-normal">Subject line: [Candidate_first_name], a new opening that matches your profile</p>
<p class="font-claude-response-body break-words whitespace-normal">Dear [Candidate_first_name],</p>
<p class="font-claude-response-body break-words whitespace-normal">I'm [Your_name] from [Company_name]. You applied for our [previous Job_title] role previously, and while we moved forward with another candidate at the time, your [specific strength, e.g. strong portfolio, approach to X, or interview performance] made a real impression.</p>
<p class="font-claude-response-body break-words whitespace-normal">We have a new opening for a [Job_title] that I think is an even stronger match for your background.</p>
<p class="font-claude-response-body break-words whitespace-normal">Would you be open to a quick call [mention timeframe] to discuss it?</p>
<p class="font-claude-response-body break-words whitespace-pre-wrap">Warm regards, <br>[Your_name] <br>[Signature]</p>
<p class="font-claude-response-body break-words whitespace-normal"><strong>Template 5: Keeping Candidates Warm (Pipeline Update)</strong></p>
<p class="font-claude-response-body break-words whitespace-normal">Subject line: Update on the [Job_title] position at [Company_name]</p>
<p class="font-claude-response-body break-words whitespace-normal">Dear [Candidate_first_name],</p>
<p class="font-claude-response-body break-words whitespace-normal">I wanted to keep you updated on your application for the [Job_title] role.</p>
<p class="font-claude-response-body break-words whitespace-normal">[Hiring_manager_name] is currently reviewing all applications, and we expect to schedule interviews by the end of next week. I will be in touch as soon as I have further news.</p>
<p class="font-claude-response-body break-words whitespace-normal">Please do not hesitate to reach me at [phone number] or via email if you have any questions in the meantime.</p>
<p class="font-claude-response-body break-words whitespace-pre-wrap">Kind regards, <br>[Your_name] <br>[Signature]</p>
<h3 class="text-text-100 mt-2 -mb-1 text-base font-bold">2. Cold Recruiting Email Templates for Employee Referral Campaigns</h3>
<p class="font-claude-response-body break-words whitespace-normal"><strong>Template 1: Referral Outreach to a Referred Candidate</strong></p>
<p class="font-claude-response-body break-words whitespace-normal">Subject line: [Open_role] opportunity — referred by [Contact_name]</p>
<p class="font-claude-response-body break-words whitespace-normal">Hi [First_name],</p>
<p class="font-claude-response-body break-words whitespace-normal">[Contact_name] suggested I reach out. We know each other through [brief context], and they spoke highly of your experience in [relevant area].</p>
<p class="font-claude-response-body break-words whitespace-normal">I'm working with [Company_name] on a [Job_title] search. [Contact_name] thought you might be a great fit, and from what I've seen of your background, I think they're right.</p>
<p class="font-claude-response-body break-words whitespace-normal">Would you be available for a quick call [date/time]?</p>
<p class="font-claude-response-body break-words whitespace-pre-wrap">Best regards, <br>[Your_name] <br>[Signature]</p>
<p class="font-claude-response-body break-words whitespace-normal"><strong>Template 2: Internal Refer-a-Friend Email</strong></p>
<p class="font-claude-response-body break-words whitespace-normal">Subject line: Know someone great? We're hiring and would love your help</p>
<p class="font-claude-response-body break-words whitespace-normal">Hi everyone,</p>
<p class="font-claude-response-body break-words whitespace-normal">We are growing our team and looking for talented people to join us. If you know someone who might be a great fit, we would love to hear about them.</p>
<p class="font-claude-response-body break-words whitespace-normal">To make it easy, just answer a few quick questions when you refer:</p>
<ul class="[li_&]:mb-0 [li_&]:mt-1 [li_&]:gap-1 [&:not(:last-child)_ul]:pb-1 [&:not(:last-child)_ol]:pb-1 list-disc flex flex-col gap-1 pl-8 mb-3">
<li class="font-claude-response-body whitespace-normal break-words pl-2">Who are you referring and how do you know them?</li>
<li class="font-claude-response-body whitespace-normal break-words pl-2">Which role do you think they're suited for?</li>
<li class="font-claude-response-body whitespace-normal break-words pl-2">What makes them a strong candidate?</li>
<li class="font-claude-response-body whitespace-normal break-words pl-2">Why do you think they would thrive here?</li>
</ul>
<p class="font-claude-response-body break-words whitespace-normal">Attach their CV and contact details, and we will take it from there. If we end up hiring your referral, you will receive [specific reward, e.g. an additional PTO day / $X bonus].</p>
<p class="font-claude-response-body break-words whitespace-normal">Check our careers page [add link] for current openings. Questions? Contact [Recruiter name and email].</p>
<p class="font-claude-response-body break-words whitespace-pre-wrap">Thank you, <br>[Your_name] <br>[Signature]</p>
<p class="font-claude-response-body break-words whitespace-normal"><strong>Template 3: Employee Referral Bonus Programme Announcement</strong></p>
<p class="font-claude-response-body break-words whitespace-normal">Subject line: Help us grow — and earn a reward for it</p>
<p class="font-claude-response-body break-words whitespace-normal">Hi everyone,</p>
<p class="font-claude-response-body break-words whitespace-normal">We are excited to announce our Employee Referral Bonus Programme.</p>
<p class="font-claude-response-body break-words whitespace-normal">If you refer a candidate we end up hiring, you will receive [specific reward]. To be eligible, simply [brief outline of referral process].</p>
<p class="font-claude-response-body break-words whitespace-normal">We are currently hiring for [list key open roles] — check our careers page [add link] for the full list.</p>
<p class="font-claude-response-body break-words whitespace-normal">To refer someone, contact [Recruiter name and email] with the candidate's details and a brief note on why you think they would be a great fit.</p>
<p class="font-claude-response-body break-words whitespace-normal">Thank you for helping us build a great team.</p>
<p class="font-claude-response-body break-words whitespace-pre-wrap">[Your_name] <br>[Signature]</p>
<p class="font-claude-response-body break-words whitespace-normal"><strong>Template 4: Internal Referral Request for a Specific Role</strong></p>
<p class="font-claude-response-body break-words whitespace-normal">Subject line: Do you know a talented [Job_title]?</p>
<p class="font-claude-response-body break-words whitespace-normal">Hi everyone,</p>
<p class="font-claude-response-body break-words whitespace-normal">We are currently hiring a [Job_title] to join our [Team/Department].</p>
<p class="font-claude-response-body break-words whitespace-normal">The role involves [2 to 3 key responsibilities]. If you know someone who would be a strong fit, we would love an introduction.</p>
<p class="font-claude-response-body break-words whitespace-pre-wrap">Thank you, <br>[Your_name] <br>[Signature]</p>
<h3 class="text-text-100 mt-2 -mb-1 text-base font-bold">3. Cold Recruiting Email Templates for Job Interviews</h3>
<p class="font-claude-response-body break-words whitespace-normal"><strong>Template 1: Interview Invitation</strong></p>
<p class="font-claude-response-body break-words whitespace-normal">Subject line: Interview invitation — [Job_title] at [Company_name]</p>
<p class="font-claude-response-body break-words whitespace-normal">Dear [Candidate_first_name],</p>
<p class="font-claude-response-body break-words whitespace-normal">Thank you for applying for the [Job_title] role at [Client_company_name]. Having reviewed your application, I am pleased to invite you to an interview.</p>
<p class="font-claude-response-body break-words whitespace-normal">You will meet with [Department_manager and Department_name]. The interview will last approximately [X] minutes and will give you an opportunity to learn more about the role and our team.</p>
<p class="font-claude-response-body break-words whitespace-normal">[If applicable: please bring your portfolio/ID/any relevant materials.]</p>
<p class="font-claude-response-body break-words whitespace-normal">Would [date and time options] work for you?</p>
<p class="font-claude-response-body break-words whitespace-normal">Looking forward to hearing from you.</p>
<p class="font-claude-response-body break-words whitespace-pre-wrap">Best regards, <br>[Your_name] <br>[Signature]</p>
<p class="font-claude-response-body break-words whitespace-normal"><strong>Template 2: Interview Availability Request</strong></p>
<p class="font-claude-response-body break-words whitespace-normal">Subject line: Interview availability for the [Job_title] role</p>
<p class="font-claude-response-body break-words whitespace-normal">Dear [Candidate_first_name],</p>
<p class="font-claude-response-body break-words whitespace-normal">Your application for the [Job_title] at [Company_name] impressed us, and we would like to invite you for an interview [at our offices/via video].</p>
<p class="font-claude-response-body break-words whitespace-normal">Please let me know which of the following times works for you:</p>
<ul class="[li_&]:mb-0 [li_&]:mt-1 [li_&]:gap-1 [&:not(:last-child)_ul]:pb-1 [&:not(:last-child)_ol]:pb-1 list-disc flex flex-col gap-1 pl-8 mb-3">
<li class="font-claude-response-body whitespace-normal break-words pl-2">[Tuesday, date, time]</li>
<li class="font-claude-response-body whitespace-normal break-words pl-2">[Thursday, date, time]</li>
<li class="font-claude-response-body whitespace-normal break-words pl-2">[Saturday, date, time]</li>
</ul>
<p class="font-claude-response-body break-words whitespace-normal">If none of these work, just reply with your availability next week and I will find a time that suits.</p>
<p class="font-claude-response-body break-words whitespace-pre-wrap">Best regards, <br>[Your_name] <br>[Signature]</p>
<p class="font-claude-response-body break-words whitespace-normal"><strong>Template 3: Interview Reminder</strong></p>
<p class="font-claude-response-body break-words whitespace-normal">Subject line: Reminder: your interview with [Client_company_name] [tomorrow/today]</p>
<p class="font-claude-response-body break-words whitespace-normal">Dear [Candidate_first_name],</p>
<p class="font-claude-response-body break-words whitespace-normal">Just a quick reminder that your interview with [Interviewer_name] is scheduled for [time] [tomorrow/today].</p>
<p class="font-claude-response-body break-words whitespace-normal">Please bring your ID for entry. If you have any questions or need to reach me beforehand, call [phone number].</p>
<p class="font-claude-response-body break-words whitespace-normal">Looking forward to meeting you.</p>
<p class="font-claude-response-body break-words whitespace-pre-wrap">[Your_name] <br>[Signature]</p>
<p class="font-claude-response-body break-words whitespace-normal"><strong>Template 4: Interview No-Show Follow-Up</strong></p>
<p class="font-claude-response-body break-words whitespace-normal">Subject line: Your interview with [Client_company_name] — checking in</p>
<p class="font-claude-response-body break-words whitespace-normal">Dear [Candidate_first_name],</p>
<p class="font-claude-response-body break-words whitespace-normal">I hope everything is well. You had an interview scheduled with [Client_company_name] today at [time]. As we have not heard from you, I wanted to check in and see if you are still interested in the [Job_title] role.</p>
<p class="font-claude-response-body break-words whitespace-normal">If you would like to reschedule, I am happy to arrange a new time. If you have decided to move in a different direction, please let me know and I will update your file accordingly.</p>
<p class="font-claude-response-body break-words whitespace-pre-wrap">Thank you, <br>[Your_name] <br>[Signature]</p>
<p class="font-claude-response-body break-words whitespace-normal"><strong>Template 5: Post-Interview Feedback Request</strong></p>
<p class="font-claude-response-body break-words whitespace-normal">Subject line: A quick question about your experience with us</p>
<p class="font-claude-response-body break-words whitespace-normal">Hi [Candidate_first_name],</p>
<p class="font-claude-response-body break-words whitespace-normal">Thank you for taking the time to interview with us. Delivering a positive candidate experience is something we take seriously, and your feedback helps us improve.</p>
<p class="font-claude-response-body break-words whitespace-normal">Would you be willing to answer a few short questions? It takes less than 5 minutes.</p>
<p class="font-claude-response-body break-words whitespace-normal">[Link to survey]</p>
<p class="font-claude-response-body break-words whitespace-normal">Thank you for your time.</p>
<p class="font-claude-response-body break-words whitespace-pre-wrap">[Your_name] <br>[Signature]</p>
<p class="font-claude-response-body break-words whitespace-normal"><strong>Template 6: Second Interview Invitation</strong></p>
<p class="font-claude-response-body break-words whitespace-normal">Subject line: You have been selected for the second interview at [Client_company_name]</p>
<p class="font-claude-response-body break-words whitespace-normal">Dear [Candidate_first_name],</p>
<p class="font-claude-response-body break-words whitespace-normal">Following your last interview, we were impressed with your experience and approach. I am pleased to invite you to the next round.</p>
<p class="font-claude-response-body break-words whitespace-normal">The second interview will be led by [Interviewer_name, title] and will last approximately [X] minutes.</p>
<p class="font-claude-response-body break-words whitespace-normal">Details:</p>
<ul class="[li_&]:mb-0 [li_&]:mt-1 [li_&]:gap-1 [&:not(:last-child)_ul]:pb-1 [&:not(:last-child)_ol]:pb-1 list-disc flex flex-col gap-1 pl-8 mb-3">
<li class="font-claude-response-body whitespace-normal break-words pl-2">When: [date and time]</li>
<li class="font-claude-response-body whitespace-normal break-words pl-2">Where: [full address or video link]</li>
<li class="font-claude-response-body whitespace-normal break-words pl-2">Who: [interviewer name and title]</li>
</ul>
<p class="font-claude-response-body break-words whitespace-normal">Looking forward to continuing the conversation.</p>
<p class="font-claude-response-body break-words whitespace-pre-wrap">Kind regards, <br>[Your_name] <br>[Signature]</p>
<p class="font-claude-response-body break-words whitespace-normal"><strong>Template 7: Interview Cancellation</strong></p>
<p class="font-claude-response-body break-words whitespace-normal">Subject line: Your [Job_title] interview with [Client_company_name] — important update</p>
<p class="font-claude-response-body break-words whitespace-normal">Dear [Candidate_first_name],</p>
<p class="font-claude-response-body break-words whitespace-normal">I am sorry to inform you that your interview with [Client_company_name] for the [Job_title] position has been cancelled due to [brief reason].</p>
<p class="font-claude-response-body break-words whitespace-normal">[If rescheduling: I will be in touch shortly to arrange an alternative date.]</p>
<p class="font-claude-response-body break-words whitespace-normal">I sincerely apologise for any inconvenience this causes.</p>
<p class="font-claude-response-body break-words whitespace-pre-wrap">Best wishes, <br>[Your_name] <br>[Signature]</p>
<p class="font-claude-response-body break-words whitespace-normal"><strong>Template 8: Interview Reschedule Request</strong></p>
<p class="font-claude-response-body break-words whitespace-normal">Subject line: [Candidate_first_name], we need to reschedule — apologies in advance</p>
<p class="font-claude-response-body break-words whitespace-normal">Dear [Candidate_first_name],</p>
<p class="font-claude-response-body break-words whitespace-normal">I am sorry to let you know that we need to reschedule your [Job_title] interview, originally planned for [date and time]. [Brief reason for rescheduling.]</p>
<p class="font-claude-response-body break-words whitespace-normal">Would [new proposed date and time] work for you? If not, please let me know your availability and I will find a time that suits.</p>
<p class="font-claude-response-body break-words whitespace-normal">Updated meeting link: [link]</p>
<p class="font-claude-response-body break-words whitespace-normal">My apologies for the inconvenience.</p>
<p class="font-claude-response-body break-words whitespace-pre-wrap">Best wishes, <br>[Your_name] <br>[Signature]</p>
<h3 class="text-text-100 mt-2 -mb-1 text-base font-bold">4. Cold Recruiting Email Templates for Job Offers</h3>
<p class="font-claude-response-body break-words whitespace-normal"><strong>Template 1: Formal Job Offer</strong></p>
<p class="font-claude-response-body break-words whitespace-normal">Subject line: Job offer — [Job_title] at [Company_name]</p>
<p class="font-claude-response-body break-words whitespace-normal">Dear [Candidate_first_name],</p>
<p class="font-claude-response-body break-words whitespace-normal">We are pleased to extend an offer of employment for the [Job_title] position at [Company_name].</p>
<p class="font-claude-response-body break-words whitespace-normal">If you accept, your start date will be [start date] and you will report to [Manager_name]. Please review the terms and conditions outlined in the attached offer letter.</p>
<p class="font-claude-response-body break-words whitespace-normal">Feel free to contact me or [Manager_name] at [contact details] if you have any questions.</p>
<p class="font-claude-response-body break-words whitespace-normal">We look forward to welcoming you to the team.</p>
<p class="font-claude-response-body break-words whitespace-pre-wrap">Best regards, <br>[Your_name] <br>[Signature]</p>
<p class="font-claude-response-body break-words whitespace-normal"><strong>Template 2: Informal Job Offer</strong></p>
<p class="font-claude-response-body break-words whitespace-normal">Subject line: Great news — a job offer from [Company_name]</p>
<p class="font-claude-response-body break-words whitespace-normal">Hi [Candidate_first_name],</p>
<p class="font-claude-response-body break-words whitespace-normal">We are delighted to offer you the position of [Job_title] at [Company_name]. Your experience and skills are exactly what our team needs.</p>
<p class="font-claude-response-body break-words whitespace-normal">As part of this offer, you will be eligible for [key benefits and perks in line with company policy].</p>
<p class="font-claude-response-body break-words whitespace-normal">To accept, please sign and return this letter by [date]. Your expected start date is [date], and your immediate supervisor will be [Supervisor_name].</p>
<p class="font-claude-response-body break-words whitespace-normal">Call [Recruiter_name] at [contact details] if you have any questions.</p>
<p class="font-claude-response-body break-words whitespace-normal">We look forward to having you on board.</p>
<p class="font-claude-response-body break-words whitespace-pre-wrap">[Sender_name] <br>[Signature]</p>
<p class="font-claude-response-body break-words whitespace-normal"><strong>Template 3: Salary Negotiation Response</strong></p>
<p class="font-claude-response-body break-words whitespace-normal">Subject line: Updated offer for the [Job_title] position at [Company_name]</p>
<p class="font-claude-response-body break-words whitespace-normal">Hi [Candidate_first_name],</p>
<p class="font-claude-response-body break-words whitespace-normal">Thank you for sharing your thoughts on the initial offer. We discussed your request with the [Department] and Finance teams and are pleased to update our offer as follows:</p>
<ul class="[li_&]:mb-0 [li_&]:mt-1 [li_&]:gap-1 [&:not(:last-child)_ul]:pb-1 [&:not(:last-child)_ol]:pb-1 list-disc flex flex-col gap-1 pl-8 mb-3">
<li class="font-claude-response-body whitespace-normal break-words pl-2">Salary increase of [X%], bringing your annual compensation to [new salary]</li>
<li class="font-claude-response-body whitespace-normal break-words pl-2">Signing bonus of $[X]</li>
<li class="font-claude-response-body whitespace-normal break-words pl-2">Remote work [X days per week]</li>
<li class="font-claude-response-body whitespace-normal break-words pl-2">Commute reimbursement</li>
<li class="font-claude-response-body whitespace-normal break-words pl-2">Compensation review after [X months]</li>
</ul>
<p class="font-claude-response-body break-words whitespace-normal">Please review and respond by [date]. Feel free to contact me at [contact details] if you have any questions.</p>
<p class="font-claude-response-body break-words whitespace-normal">We look forward to hearing from you.</p>
<p class="font-claude-response-body break-words whitespace-pre-wrap">Best regards, <br>[Your_name] <br>[Signature]</p>
<p class="font-claude-response-body break-words whitespace-normal"><strong>Template 4: Internal Pay Increase Notification</strong></p>
<p class="font-claude-response-body break-words whitespace-normal">Subject line: Your updated salary — effective [date]</p>
<p class="font-claude-response-body break-words whitespace-normal">Hi [Employee_name],</p>
<p class="font-claude-response-body break-words whitespace-normal">I am pleased to confirm the [X%] salary increase we discussed. Your annual gross salary will move from [<span class="katex" role="math"><span class="katex-mathml">X]to[X] to [ </span><span class="katex-html" aria-hidden="true"><span class="base"><span class="mord mathnormal">X</span><span class="mclose">]</span><span class="mord mathnormal">t</span><span class="mord mathnormal">o</span><span class="mopen">[</span></span></span></span>Y], effective [date]. You will see the updated amount on your [month] paycheck.</p>
<p class="font-claude-response-body break-words whitespace-normal">Please find your updated employment contract attached. Kindly review, sign, and return it to HR.</p>
<p class="font-claude-response-body break-words whitespace-normal">Thank you for your continued hard work.</p>
<p class="font-claude-response-body break-words whitespace-pre-wrap">Best regards, <br>[Your_name] <br>[Signature]</p>
<h3 class="text-text-100 mt-2 -mb-1 text-base font-bold">5. Cold Recruiting Email Templates for Candidate Rejection</h3>
<p class="font-claude-response-body break-words whitespace-normal"><strong>Template 1: Application Rejection (No Interview)</strong></p>
<p class="font-claude-response-body break-words whitespace-normal">Subject line: Your application to [Company_name] for the [Job_title] role</p>
<p class="font-claude-response-body break-words whitespace-normal">Dear [Candidate_first_name],</p>
<p class="font-claude-response-body break-words whitespace-normal">Thank you for applying for the [Job_title] role at [Company_name].</p>
<p class="font-claude-response-body break-words whitespace-normal">After reviewing your application carefully, we have decided to move forward with candidates whose experience more closely matches our current requirements. We encourage you to apply for future openings that align with your background.</p>
<p class="font-claude-response-body break-words whitespace-normal">Thank you again for your interest in [Company_name], and we wish you the very best in your search.</p>
<p class="font-claude-response-body break-words whitespace-pre-wrap">Regards, <br>[Your_name] <br>[Signature]</p>
<p class="font-claude-response-body break-words whitespace-normal"><strong>Template 2: Post-Interview Rejection with Feedback</strong></p>
<p class="font-claude-response-body break-words whitespace-normal">Subject line: Your application to [Company_name] — [Job_title]</p>
<p class="font-claude-response-body break-words whitespace-normal">Dear [Candidate_first_name],</p>
<p class="font-claude-response-body break-words whitespace-normal">Thank you for taking the time to interview with us. We genuinely appreciated the opportunity to learn about your background.</p>
<p class="font-claude-response-body break-words whitespace-normal">After careful consideration, we have decided to move forward with another candidate for the [Job_title] role. While your [specific strength, e.g. communication skills/experience with X] impressed us, we are looking for someone who [specific reason, e.g. has deeper experience in Y/can take full ownership of Z].</p>
<p class="font-claude-response-body break-words whitespace-normal">We will keep your details on file and reach out if a suitable opportunity arises. Please feel free to apply for future roles that match your skills.</p>
<p class="font-claude-response-body break-words whitespace-normal">Best of luck with your search.</p>
<p class="font-claude-response-body break-words whitespace-pre-wrap">Kind regards, <br>[Your_name] <br>[Signature]</p>
<p class="font-claude-response-body break-words whitespace-normal"><strong>Template 3: Candidate Rejection with Constructive Feedback</strong></p>
<p class="font-claude-response-body break-words whitespace-normal">Subject line: Your application update — [Job_title] at [Client_company_name]</p>
<p class="font-claude-response-body break-words whitespace-normal">Dear [Candidate_first_name],</p>
<p class="font-claude-response-body break-words whitespace-normal">Thank you for applying for the [Job_title] role at [Company_name]. We appreciate the time and effort you put into your application.</p>
<p class="font-claude-response-body break-words whitespace-normal">Unfortunately, we will not be moving forward with your application at this stage. To help you in future applications, here is some specific feedback:</p>
<ol class="[li_&]:mb-0 [li_&]:mt-1 [li_&]:gap-1 [&:not(:last-child)_ul]:pb-1 [&:not(:last-child)_ol]:pb-1 list-decimal flex flex-col gap-1 pl-8 mb-3">
<li class="font-claude-response-body whitespace-normal break-words pl-2">[Specific feedback point 1, e.g. the role required stronger experience in X]</li>
<li class="font-claude-response-body whitespace-normal break-words pl-2">[Specific feedback point 2, e.g. familiarity with Y tool is essential for day-to-day responsibilities]</li>
<li class="font-claude-response-body whitespace-normal break-words pl-2">[Specific feedback point 3, e.g. we were looking for more evidence of Z skill]</li>
</ol>
<p class="font-claude-response-body break-words whitespace-normal">We wish you the very best in your job search.</p>
<p class="font-claude-response-body break-words whitespace-pre-wrap">Kind regards, <br>[Your_name] <br>[Signature]</p>
<h2>Final Thought on Recruiting Email Templates</h2>
<p>Effective recruiting emails are not about sending more. They are about sending better.</p>
<p>In 2026, the recruiters seeing the strongest results are combining three things: precise targeting to the right candidates, genuine personalisation that shows research and respect, and a structured follow-up sequence that gives each conversation the best chance of converting.</p>
<p>The templates in this guide are starting points. Personalise every one before you send it. Reference something specific to the candidate. Keep your body copy short. Make the ask easy.</p>
<p>A 4-stage follow-up sequence, paired with a strong ATS to manage your pipeline and AI tools to assist with personalisation at scale, gives your outreach the best possible foundation.</p>
<p>Done consistently, these practices will increase your response rates, improve your candidate experience, and build the talent pipeline your organisation needs.</p>
<p><a href="https://www.ismartrecruit.com/request-demo"><img src="https://www.ismartrecruit.com/upload/blog/iSmartRecruit_Demo.webp7.dat" alt="iSmartRecruit_Demo" width="1260" height="230"></a></p>
<h2>Frequently Asked Questions (FAQs)</h2>
<h3>1. What is a cold recruiting email?</h3>
<p>A cold recruiting email is an unsolicited message sent to a candidate who has not applied for a role. It is used to reach passive talent who may be open to new opportunities but are not actively job searching.</p>
<h3>2. Why do most cold recruiting emails get ignored?</h3>
<p>Most cold emails fail because they are generic, too long, or sent to the wrong people. Candidates can immediately tell when a message was not written specifically for them. Poor subject lines and no follow-up sequence compound the problem.</p>
<h3>3. How do I write a cold recruiting email that gets a reply?</h3>
<p>Keep it under 80 words. Open with something specific from the candidate's background, explain why the role is relevant to them, and end with a low-friction ask like a 15-minute call. Avoid generic openers and calendar links in the first message.</p>
<h3>4. What is a good subject line for a recruiting email?</h3>
<p>Keep it to 36 to 50 characters and make it specific to the candidate. Personalised subject lines outperform generic ones by 31%. A question-based or candidate-specific line such as "Your [skill] background caught my attention" consistently outperforms "Exciting opportunity at [Company]."</p>
<h3>5. How many follow-up emails should I send to a candidate?</h3>
<p>A 4-stage sequence generates twice as many replies as a single email. Space each follow-up 3 to 5 business days apart and use a different angle each time rather than repeating the same message.</p>
<h3>6. What is the average response rate for cold recruiting emails?</h3>
<p>Recruiting emails see the highest response rates of any cold outreach vertical, averaging 5.8 to 7.2% in 2026. Well-personalised campaigns with strong targeting can reach significantly higher reply rates.</p>
<h3>7. How can I personalise recruiting emails at scale?</h3>
<p>Use your ATS to store candidate notes, previous conversations, and profile details. AI email tools can assist with drafting, but always review before sending. The one specific detail that shows you looked at someone's background is what earns the reply.</p>