When we talk about message templates, we often think of candidate response emails. However, the success of a recruitment process starts right from sourcing. The challenge is to capture the interest of the most relevant profiles. The quality of outreach message templates should not be left to chance.
The First Contact
It’s important to vary your contact channels and use LinkedIn, through messages or InMails, to maximize response rates. Each message should be tailored to the specific opportunity. Keep it brief and include at least the following information:
- the position
- specifics of the role (seniority, context, type of company)
- location or fully remote
- salary
I really like the connection request because it forces you to be very concise: 300 characters. If there’s someone I really want to reach who doesn’t respond, I’ll send an InMail, but it will be very specific, not using a template. I achieve nearly a 50% response rate with this approach!
On the flip side, here’s what to avoid in my opinion:
Hi {first name},
I’m reaching out because your profile caught my attention due to your experience as a {current position} at {current company} for {tenure in current position}.
We are currently looking for talents to join our team on a very exciting project: {project title}.
{project description}
We believe your expertise would be a perfect fit to contribute to the success of this project.
We would be delighted to discuss collaboration opportunities with you in more detail. Would you be available for a call or virtual meeting in the coming days? It would be a great chance for you to learn more about the project and how you could play a key role.
In the meantime, feel free to contact me if you have any questions or need more information. I hope to have the opportunity to work with you.
Why should this counter-example be avoided?:
- It’s long (unlikely to be read in full)
- It’s vague (doesn’t engage the candidate)
- The personalization is too generic. It’s better to be short with little or no personalization, but precise and concise.
The First Follow-Up
Hi {firstName},
Thanks for accepting my invitation {invitationRequestAge} ago. Can we schedule a time to chat in the coming days?
Have a great day,
Why It’s Interesting: It’s important to follow up and not just stop at “oh, cool, they accepted.” My approach is not to be too pushy. Some people might suggest a specific time and date at this point.
How I Use It: I send this message shortly after the connection is accepted. It’s the first in a series of follow-ups, with the last one stating “this will be my final message.”
The Bonus: It’s neutral enough to be sent in any context, whether to prospects or candidates.
The Second Follow-Up
Following up is essential! By sending two follow-ups, you double your response rate!
Hi {firstName},
I hope your week is going well. My last message, sent {invitationRequestAge} ago, probably didn’t reach you at the best time. I’ve been a recruiter for over 20 years, and I’d love to chat with you to understand your environment and challenges.
Wishing you a great week,
Why It’s Interesting: It starts with an encouraging note, without any blame. It’s on me for not timing it right, not on them for not responding. And I reiterate why I want to connect.
How I Use It: This is the second or third follow-up message, depending on the situation.
The Bonus: I often get responses like “sorry, I was busy.” They feel a bit guilty for not replying sooner, which creates a bias—they want to do better next time.
Following Up with a Profile That’s Not Interested
It’s always tempting to just leave it at that when you get a negative response. But it’s a habit worth changing.
Hi {firstName},
Thank you so much for your response.
I completely understand. As a recruiter, if you ever want to reach out in the future, feel free to do so. We can chat about your projects with no strings attached.
Additionally, if you think someone in your network might be interested in connecting with me, whether for recruitment needs or job searching, feel free to share my contact info😊!
Best regards,
Why it’s interesting: Because I provide some context and leave the door open.
How I use it: I send it when someone responds to my outreach (like a job offer) and tells me they’re not interested.
The bonus: I offer my services, either in recruitment or job search assistance, and let them know I can also help their network. This also allows me to reconnect in the future.
Bonus: Offering Support to Build a Talent Pool for the Long Term
Hi {firstName},
Are you still on the lookout for a new position? I’d love to chat about your projects and motivations. If you’re interested, I can offer you some free advice to help optimize your job search. What do you think? I’d be delighted to help,
Hope to hear from you soon,
Why it’s interesting: It’s a free service offer to support job seekers, brief yet informative enough for them to understand? And it’s free!
How I use it: I send it to profiles I’d like to keep in my talent pool, who might be a good fit for my positions.
The bonus: I’m genuinely helping, but at the same time, I’m gathering information on great profiles. It’s beneficial for them and boosts my image!
Positively Declining a Job Application
Turning down a job application is always tricky. Yet, I believe everyone deserves a response, even if it’s a negative one. Every application likely carries hope and genuine intent.
Hi {firstName},
I’ve received your application for the {jobTitle} position. I truly appreciate your interest and want to thank you for the time and effort you put into it.
After carefully reviewing your application, I’m sorry to inform you that it doesn’t quite match the requirements for this role, and I won’t be able to invite you to the next stage of the selection process.
This decision doesn’t reflect on the quality of your profile, and I wish you the best of luck in your job search.
Best regards,
How I use it: I sometimes personalize it by adding a paragraph like “for this position, such-and-such skill is a must-have,” to clarify the decision and occasionally to get feedback like “I have that skill, I just didn’t mention it.” It sometimes works, especially with certain software! Double win!
The bonus: I’ve often been thanked for these messages, and the more details I provide, the better they’re received, and the more respected the person feels. That matters to me.
Let’s Connect
Feel free to share your feedback with me, and why not your favorite message templates!
