A successful outreach email: the first step towards a winning recruitment process

Published on 11/01/2022, by Loïc Braun

Recruiters commonly use email as an initial point of contact, whether after searching a CV database or responding to an application. However, it can also serve to reject multiple applications for the same role. Here, we will focus on approach emails.

Define the purpose of your email

Before drafting your message, take a moment to consider its impact on the candidate. Will they be intrigued by the opportunity? Will your approach feel engaging or impersonal? Will they want to learn more about your company? If so, what will they find when they do their research? Does your message accurately reflect your company’s values and culture? If the candidate is not currently based in Luxembourg, will they be drawn to this opportunity?

These questions help shape your message and increase your chances of a positive response.

Some recruiters mistakenly view email as a quick and effortless way to reach candidates. However, a poorly written message can damage your reputation and deter top talent. A well-crafted email is an investment that increases your chances of attracting the right candidates and starting a meaningful conversation.

Your main goal should be to foster a positive, engaging exchange that prompts a response.

How should it be done?

1. Targeting

As with any marketing campaign, a recruitment email must be directed at the right audience to be effective. Personalisation is key—take the time to select the most suitable profiles and offer them an opportunity that genuinely aligns with their experience and aspirations.

Always prioritise quality over quantity. A poorly targeted or overly generic message might be ignored or damage your company’s reputation. You risk losing talented individuals to competitors or receiving negative feedback about your company.

2. Content

Two elements are crucial in maximising your email’s open rate:

The subject line: Keep it short, clear, and, if possible, intriguing to encourage the candidate to open it;
Personalisation: Even a small amount of customisation significantly improves engagement. Depending on your audience, you can adopt a more direct and dynamic tone while maintaining professionalism.

Examples of email subject lines:

[First Name], how would you like to join our team?
[First Name], become our next Java Developer!

For a more formal tone:

Job opportunity: Java Developer
Exciting role in Luxembourg City

Once the subject line is set, it’s time to structure the email body.

In an outreach email, it’s essential to introduce yourself briefly (your role, your company) within the first few lines. Then, explain why you are contacting this particular candidate: Where did you find their CV? What stood out about their experience?

Give a concise overview of the role, highlighting its key benefits (location, main responsibilities, team). The goal is to spark interest without overwhelming the reader with too much detail.

Keep it concise: around ten lines is enough to capture attention without overloading the candidate with information.

When proposing an interview, you have two options:

Suggest specific time slots, along with details (video call, phone call, interviewer...);
Ask an open-ended question about the candidate’s availability, allowing them to choose a suitable time.

Finally, include your contact details (name, email, phone number, LinkedIn profile) to make it easy for the candidate to respond.

3. Authenticity

A good recruitment email should not feel automated. Show that you have genuinely reviewed the candidate’s profile by mentioning a specific detail from their CV (a certification, project, technology expertise, or degree).

Keep your tone simple, direct, and transparent. A human and sincere approach will always stand out.

Here are a few examples of approach emails:

Example 1:

Job Opportunity: Java Developer

Dear [First Name],

I’m Jérémy, a recruiter at XYZ, a Luxembourg-based company specialising in web development since 2012.

Your profile, particularly your experience in development, caught my attention.

Our company is growing rapidly, and we are currently looking for a Senior Java Developer. This role offers career progression opportunities, including management responsibilities, project analysis, and development through to production.

Would you be available for a short call to discuss this opportunity? Here are a few proposed slots:

20 November at 10am or 5pm.
23 November at 2pm.

Please let me know your availability. Looking forward to your response!

Best regards,

Jérémy

Recruiter, XYZ

📧 jeremy@xyz.com

📞 +352 621 234 567

🔗 LinkedIn

Example 2:

[First Name], become our next Java Developer!

Dear [First Name],

How would you like to join a fast-growing company in the heart of Luxembourg?

At XYZ, we are actively seeking our next web development specialist with strong Java expertise.

If you would like to learn more about this opportunity, feel free to reply so that we can arrange a quick call.

Looking forward to speaking with you!