Recruiter using email templates to reach out to passive candidates

5 Email Templates for Recruiting Passive Candidates

Letter and Email Templates

Recruiting passive candidates can be a challenge well worth the reward – instead of wasting time digging through loads of applications, you could make a slam-dunk hire by reaching out to someone who checks all the boxes (even though they haven’t applied). But how do you get someone to apply for your opportunity if they’ve never heard of your company or may not even be looking for a job?

We’ve created five recruiting email templates for every recruiter wondering how to reach out to passive candidates. Bookmark this page so you can copy and paste these emails next time you come across a potential hire!

Template #1 – Sourced From Job Site

If you’re recruiting passive candidates from job sites like iHire, you may have an easier time getting a response. They’ve made their resume or candidate profile available, so they’re probably more open to hearing from recruiters. That being said, make sure you spark their interest by providing information on your company and why it’s a great place to work.

Subject Line: Interview for a [Job Title] position at [Company Name]

Hi [Name],

I came across your resume on [Job Search Site] and thought you may be a good fit for a [Job Title] opening we’re hiring for at [Your Company].

You can check out the job description here: [Job Ad Link]

[Brief description of your company]. I love working here because [list a couple of things about your company culture, benefits, projects, etc., that make your organization a great place to work].

If you’re interested in the opportunity, let’s schedule an interview this week or next.

Let me know if you have any questions.

Looking forward to hearing from you,

[Your Signature]

Template #2 – Pipelined Candidate

Pipelined candidates are those that have applied to a position with your company in the past but narrowly missed out on getting the job. It’s always a good idea to stay in touch with your pipelined candidates so that when you’re recruiting passive candidates, you already have a shortlist of people who are familiar with your company and are more willing to apply.

Subject Line: [Job Title] position at [Company Name]

Hi [Name],

I hope you’re doing well and enjoying your work at [Candidate’s Current Company]. I’m not sure if you’re ready to consider another opportunity right now, but a [Job Title] position opened up here at [Your Company] that I think you may be a good fit for based on your previous application for the [Previous Application Job Title] role.

Check out the job description here: [Job Ad Link]

Are you interested in applying? If so, I’d love to schedule an interview with you this week or next.

Let me know if you have any questions.

Hope to hear from you,

[Your Signature]

Template #3 – Referral or Mutual Connection

This is one of the most powerful recruiting email templates to keep in your toolbox. Since you have a mutual connection with this candidate, they’re far more likely to open and respond to your message. Build trust with your potential applicant right off the bat by sharing how you know the person who referred them.

Subject Line: [Referrer Name] referred you

Hi [Name],

My company, [Company Name], is currently hiring for a [Job Title] position, and [Referrer Name] thought you may be a good fit for the role. [Explain your connection with their referrer].

If you’re interested, I invite you to apply for the position here: [Job Ad Link]

Please let me know if you have any questions. I’m looking forward to reviewing your application!

Best,

[Your Signature]

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Template #4 – Former Colleague or Client

A lot of people wonder how to reach out to passive candidates who they’ve actually worked with in the past, whether that be a former colleague or client – it can certainly feel a little awkward. This template gives them an easy out in case they’re not ready to jump ship while allowing you to acknowledge their skills and why they may be a great addition to your company.

Subject Line: Job opportunity at [Your Company]

Hi [Name],

I hope you’re doing well and enjoying your work at [Candidate’s Current Company]. I’m not sure if you’re ready to consider another opportunity right now, but a [Job Title] position opened up at my current company, [Your Company], that I think you may be a good fit for based on your [relevant experience].

I’ve worked at [Your Company] for [Length of Time], and I’ve loved my experience here. I think you would really appreciate [list a couple of things about your company culture, benefits, projects, etc., that make your organization a great place to work].

Check out the job description here: [Job Ad Link]

If you’re interested, let’s schedule an interview for this week or next. Let me know if you have any questions!

Hope to hear from you,

[Your Signature]

Template #5 – Follow-Up

Everyone needs a little nudge from time to time (especially when you’re reaching out cold), so this is a recruiting email template you’ll probably use frequently. Let the candidate know when they need to apply or respond to be considered for the position.

Subject Line: [Applying/Interviewing] for [Job Title] job

Hi [Name],

I reached out a couple of days ago about a [Job Title] opening at [Your Company] that I thought you may be well-suited for.

Are you interested in [applying/interviewing]?

We’re starting the interview process shortly, so I want to make sure you have the chance to [submit your application/schedule an interview] if you’d like to be considered.

You may [apply/review the job description] here, and of course, let me know if you have any questions: [Job Ad Link]

Looking forward to hearing from you!

[Your Signature]

For anyone wondering how to reach out to passive candidates, these recruiting email templates are your answer. Be sure to save these emails for the next time you’re recruiting passive candidates, and check out our other helpful templates for every stage of the hiring process.