Employee Sourcing Email Templates

Did you know that 81% of candidates say that status updates from recruiters can immensely boost their experience?

Sourcing is the first part of the recruitment process, and quite often, it takes the longest.

After all, sourcing great candidates with an impressive record of success can be challenging at times.

Needless to say, crafting sourcing emails is no easy feat. With these emails, you want to get the full attention of potential candidates and intrigue them with your offering.  

If you’re chasing talented people in the market, then these sourcing email templates can help you compose appealing emails that will most definitely convert.

What’s so important about sending sourcing emails to candidates?

Sourcing candidates is all about getting the attention of candidates with eye-catching emails. These sourcing email templates are also a powerful way for you to ensure that you’re always getting in touch with the talent market to attract and fill up your pipelines with the best candidates. As a result, the sourcing email templates we crafted have been devised based on proper research and will substantially help you catch the attention of candidates instantly. This way, you can avoid making the mistake of tarnishing your image as a recruiter with poorly written sourcing emails that relay the wrong message to candidates. 

When’s a good time to send these email templates?

The best time to send these sourcing email templates is when you have a job vacancy that is hard to fill. They’re also best sent after you’ve done your homework and researched the candidates on their social media networks. Also, make sure you use these email templates after you’ve gathered as much information as possible but still have some remaining information that you would like to get from the candidates themselves. 

5 sourcing email templates you need to win candidates

Explore 5 winning sourcing email templates for successful candidate sourcing! Crafted by experts, these emails ensure maximum positive responses from both active and passive talent. Reach out to prospective candidates effectively and discover the power of effective outreach!

Cold recruitment email 

This email is sent to potential candidates who are qualified for an open job vacancy at your company, and the position is ‘’hard-to-fill’’. This template can help you get a response from candidates and make a great first impression. 

Why does it matter?

This email template is important because it plays a crucial role in attracting qualified candidates, especially for challenging positions. By creating a well-crafted and compelling email template, you can showcase the company’s appeal and encourage candidates to consider the opportunity.

When to send?

Send this email when you identify potential candidates with the right qualifications and experience for the open position. Use it for hard-to-fill roles where traditional methods may not have yielded the desired results.

What to include?

• Personalized greeting with the candidate’s name and a brief introduction of the sender.
• Compliment the candidate’s qualifications and experience that caught your attention.
• Highlight the company’s values, mission, and the opportunity to be part of a talented team.
• Provide a link to the job description for the position you are recruiting for.
• Offer to set up a call or alternative communication method to discuss the opportunity further.
• End the email with a warm closing and the sender’s contact details for any queries.

The template: 

Subject line: [Company_Name] is looking for a [Job_Title] / Interested in joining our team at [Company_Name]?

Hello [Candidate_Name],

My name is [your Name], and I work as a [your Job_Title] at [Company_Name]. I saw your profile on [e.g., LinkedIn], and I was very impressed with your experience in [add the specific field, work experience, or achievement that caught your attention].

At [Company_Name], we are always on the lookout to [e.g., build strong teams with talented people so that we can achieve greater things together.]

We are currently looking for a [Job_Title – add a link to the job description] to join our talented team. Therefore, I would love to tell you a little more about this position and learn more about you as well.

Are you available [Include date and time or ‘sometime this week’]? If so, I’d be more than happy to set up a call with you or coordinate via email or LinkedIn if you prefer.

I hope you have a great day!

Sincerely,

[Your name]

[Signature]

Keeping candidates warm email

This email is sent to candidates to update them on their current stage in the hiring process. This email can help you make candidates feel ‘’warm’’ and build a trusting relationship with them.

Why does it matter?

Keeping candidates informed demonstrates respect for their efforts, enhances the candidate experience, and positively impacts the employer’s reputation.

When to send?

Send this email after receiving a candidate’s application or following an interview if there’s a delay in the hiring process

What to include?

• Warm greetings and genuine interest in the candidate’s well-being.
• Clear update on the application status and next steps in the hiring process.
• Mention the responsible person (e.g., the hiring manager) handling the review.
• An expected timeline for the next step or interview schedule.
• Contact information for any candidate questions or concerns.

The template: 

Subject line: Update on the [Job_Title] position/ Your application at [Company_Name] for the [Job_Title] position

Dear [Candidate_Name],

I hope you’re doing well!

I wanted to check in and update you about the status of your application for the [Job_Title] position.

Please note that [Manager_Name]/Our hiring manager] is currently reviewing all [tasks/assignments/applications] carefully, and we’re expecting to schedule a [live video interview/face-to-face interview/video assessment] by the end of [e.g., this week/next week] I will be reaching out to you again as soon as I have any updates.

Meanwhile, please feel free to reach out to me via email or at [phone number] if you have any questions.

Best regards,

[Your name]
[Signature]

New job opportunity for a past candidate email 

Reconnect with previously rejected candidates using this email template to inform them about a new job opportunity at your company. Show them that you value their skills and expertise and that you have kept them in mind for future openings.

Why does it matter?

Reaching out to candidates who were previously declined or rejected reinforces your company’s commitment to building relationships with potential talent. It demonstrates that you value their skills and expertise and that you are interested in considering them for suitable roles in the future. It can help foster a positive impression of your company and encourage them to consider future opportunities.

When to send?

Send this email when you have a new job opening that matches the skills and qualifications of a candidate who was previously rejected. It’s also ideal to use this template when you want to re-engage with candidates who have shown potential but were not selected for a specific position.

What to include?

• Start with a warm greeting, addressing the candidate by name.
• Mention the previous interaction or interview you had with them to personalize the email.
• Express appreciation for their application and highlight what impressed you about their qualifications.
• Explain that despite not being selected for the previous role, they have been kept in mind for future opportunities.
• Introduce the new job opening that aligns with their skills and expertise.
• Suggest a specific date and time for a call to discuss the new position further or offer flexibility in scheduling.
• Sign off with warm regards, and include your name, job title, and signature.

The template: 

Subject line: New job opportunity at [Company_Name] / Interested in a new job opportunity with [Company_Name]?

Dear [Candidate_Name],

We met [Specify the time] when you applied for the [Job_Title] position at [Company_Name].  [Try to add a personal touch by mentioning something memorable from the last time you communicated or interviewed this candidate.]

I am [your Name], [your Job_Title], and I’d like to say that your CV really stood out to us from your last application. Despite the fact that we decided to move forward with another candidate for the [Job_Title] position, we kept you in mind for future openings. [Mention what made the candidate stand out from others and what you specifically liked about the candidate.]

We are currently looking to hire a [Job_Title], and we believe your skills and expertise are a better match for this role!

Would you be available for a quick call [Include date and time or ‘sometime this week’] to talk about this new position? 

Warm regards,

[Your name]

[Signature]

Sourcing a referred candidate email

This email template is designed for reaching out to candidates who have been referred by an internal employee. It offers a friendly introduction and highlights why the candidate might be interested in the open role.

Why does it matter?

Referrals often yield high-quality candidates with a higher chance of fitting well within the company culture. Sending this personalized and warm email can pique the candidate’s interest and increase the likelihood of a positive response.

When to send?

Send this email shortly after receiving the candidate’s referral from the internal employee. Timing is crucial in this situation because it ensures that the referral is fresh in the candidate’s mind and increases the likelihood of getting a prompt response.

What to include?

• Begin with a warm greeting and mention the referring employee.
• Express interest in the candidate’s background and skills, pointing out specific impressive aspects.
• Offer an invitation for an introductory call, provide a date and time, or suggest a flexible time frame.
• End the email with a positive closing, signing off with your name and title.

The template: 

Subject line: Referral from [Employee_Name] / [Employee_Name] mentioned you’re a talented [Job_Title]!

Hello [Candidate_Name],

I am [your Name], [your Job_Title] at [Company_Name]. We are currently looking to hire a candidate for our newly open [Job_Title] position, and [Employee_Name] mentioned that you would make a great fit!

After reviewing your [e.g. LinkedIn profile/resume], I can see that your background and experience are impressive and match the requirements for this position. [It’s best if you mention here something specific that caught your eye in the candidate’s profile/resume.] Here, at [Company_Name], we’re always looking for more employees like [Employee_Name], so we would really like to get to know you more. 

Would you be available for a quick introduction call [Include date and time or ‘sometime this week’] to learn a little bit more about this position? I will also be happy to answer any of your questions. 

Have a great day!

[Your name]

[Signature]

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