Write an initial recruiting email for a candidate. Use only the facts I provide about the role, company, and candidate. Do not infer demographic traits, personal circumstances, compensation, work authorization, availability, or interest. Do not claim the candidate is uniquely qualified, say you reviewed work I did not provide, or make promises about the hiring process. Role and company: [ROLE AND COMPANY] Candidate background or public work: [CANDIDATE BACKGROUND] Why this person may be relevant: [RELEVANCE NOTES] Process, location, and policy limits: [PROCESS AND POLICY]
Sender and requested next step: [SENDER AND CTA]
Draft the message using these standards:
1. Write a specific subject line, then an email of 110 to 150 words. Open with the sender’s name and company, then state the role and why I am reaching out in one or two factual sentences.
2. Tie no more than two concrete details from the candidate background to two role needs. Avoid flattery, vague claims such as “impressive profile,” and any reference that could feel surveillant or personal.
3. Describe the scope, team, location or remote policy, and compensation only if supplied. If information is unavailable, omit it rather than suggesting it will be competitive.
4. Make one low-pressure request, such as a 20-minute introductory call, with a clear way to decline. Use accessible language and avoid urgency or exclusivity pressure.
Output: subject line; email; a 45-word LinkedIn version; and a checklist of any facts I need to confirm before sending. Before answering, check that every personalized detail appears in my candidate background and that the email makes no policy, pay, or hiring-outcome promise beyond my inputs. Ask up to 3 clarifying questions only if a required input is missing.Fill in
| Placeholder | What to enter | Example |
|---|---|---|
| [ROLE AND COMPANY] | Provide the job title, company, team, core responsibilities, and any approved role details. | Senior Product Designer at Harbor Health, joining a five-person product team to improve patient scheduling and clinician workflows. |
| [CANDIDATE BACKGROUND] | Paste the candidate’s resume highlights, portfolio details, or public professional information you may reference. | Portfolio shows a redesign of appointment booking at Cedar Clinics and a case study on usability testing with front-desk staff. |
| [RELEVANCE NOTES] | State the one or two role needs that match specific candidate experience. | The role needs experience simplifying multi-step booking and working with operational users. |
| [PROCESS AND POLICY] | Provide approved details on location, remote work, compensation, equal-opportunity language, and interview process. | Hybrid in Chicago or remote in Illinois, Michigan, or Wisconsin; salary range $135,000-$155,000; first step is a 20-minute recruiter conversation. |
| [SENDER AND CTA] | Give the sender’s name and title plus the approved request and scheduling method. | Maya Patel, Talent Partner; ask whether they are open to a 20-minute conversation next week and offer a scheduling link. |
How to use
- Paste only candidate details you are permitted to use and approved information about the role.
- Check that each personal reference is accurate, professional, and tied to a job requirement.
- Confirm pay, location, and hiring-process language against the current approved posting before sending.
- Follow up with: “Make this warmer but keep it under 120 words and remove the compensation reference.”
Variations
Recruiter follow-up
Use this after an initial outreach email has not received a reply.
Write one respectful follow-up to this recruiting email: [ORIGINAL EMAIL]. Use [ROLE FACT] and [SENDER NAME] only. Keep it to 70 words or fewer, acknowledge that the recipient may not be interested, and offer one simple next step or a way to opt out. Do not add new candidate claims, create urgency, or imply repeated contact is expected. Output a subject line and email. Check that it contains no unsupported role, pay, or process information.
Interview invitation
Use this when inviting an applicant to the next approved step.
Draft an interview invitation using [CANDIDATE NAME], [ROLE], [INTERVIEW STAGE], [FORMAT AND LENGTH], [SCHEDULING OPTIONS], and [ACCOMMODATION PROCESS]. State the purpose and logistics plainly, explain how to request accommodations, and say what preparation is actually needed. Do not promise a hiring outcome or ask prohibited screening questions. Output a subject line, email, and bullet list of details the recruiter must verify before sending.
Candidate rejection
Use this after a documented hiring decision.
Write a concise, respectful rejection email for [CANDIDATE NAME] for [ROLE] after [STAGE]. Use [APPROVED FEEDBACK POLICY] and [FUTURE CONTACT POLICY]. Thank the candidate without overstating their fit, state that the company is moving forward with other candidates, and avoid comparative or protected-characteristic language. Output an email of 90 words or fewer plus an internal note identifying any language that must be approved by HR or counsel.
Tips
- Personalize only from professional information you can identify and defend, such as a portfolio case study or published work.
- Tie outreach to the actual role scorecard; candidate-specific detail should explain relevance, not manufacture familiarity.
- Use the same approved compensation, location, and process wording across candidates for the same role.
- A low-pressure call request improves clarity and reduces the risk of a message that feels coercive.
FAQ
Should a recruiting email mention salary?
Include it when company policy or local law requires it, or when the approved role information includes a range. Do not estimate or describe pay as competitive without an approved basis.
Can AI personalize from a candidate’s social media?
Use only professional, relevant information your organization permits. Avoid personal, sensitive, or non-job-related material.
How long should first outreach be?
About 110 to 150 words is usually enough for role context, a grounded relevance point, and a simple request.