Subscribe for updates
Get talent acquisition best practices, trends, and news delivered directly to your inbox.
By entering your email, you agree to receive marketing emails from JobScore
Time is of the essence when you’re trying to fill open roles. You need to efficiently find candidates with the right mix of skills and experience, plus values that align with your company culture. Sourcing passive candidates can be a great way to build a high-quality candidate pipeline, but it can slow you down if you don’t have the right systems in place.
Well-crafted passive candidate email templates are essential. They enable you to reach out to potential candidates quickly and professionally without reinventing the wheel for every message. With templates, you can contact more qualified candidates in less time while maintaining a consistent, professional approach.
The power of proactive sourcing
Passive candidate sourcing can require a bit more upfront investment, but offers several compelling benefits that make it worthwhile.
Proactive sourcing can help you:
Email templates for passive candidate outreach
Using email templates saves time and ensures consistency in your outreach efforts. Here are six templates to get you started.
1
Cold outreach for a specific role
Use this template when you’ve identified a potential candidate for a current opening:
Hi [Name],
Your work at [Current/Past Company] and expertise in [specific skill/achievement] really stands out to me. We’re building our [department] team at [Company Name], and I think your experience would be valuable in our [specific role] position.
We offer [2-3 key benefits/selling points], and our team recently [company achievement/milestone]. Would you be open to a quick chat about the role?
I’ve attached the job description for your review. You can also learn more about our company culture at [website/link].
Looking forward to connecting,
[Your name]
2
Reaching out to a referral
This template works when contacting someone recommended by a current team member:
Hi [Name],
[Employee Name] mentioned you’d be a great fit for our team at [Company Name]. They spoke highly of your work in [specific area], and I’d love to tell you more about an opportunity we have for a [role].
Our team is [brief description of current project/goal], and we’re looking for someone with your background in [specific skill/experience].
Would you be interested in a conversation about how your experience might align with our needs? If so, feel free to schedule a time that works for you here: [self-scheduling link].
Best regards,
[Your name]
3
Reconnecting with past candidates
This template helps you reach out to candidates who weren’t selected for previous roles but could be a good match for a current position:
Hi [Name],
I hope you’re doing well. We connected last [timeframe] regarding the [previous role] at [Company Name]. While that position wasn’t the right fit at the time, I’ve been following your career and am impressed by your recent work in [specific area].
We now have an opening for a [new role] that I think would be an excellent match for your skills, particularly your experience with [specific skill/project]. Would you be interested in learning more?
Best regards,
[Your name]
4
Reaching out to former employees
Use this template when contacting past employees about returning to your organization for a new role:
Hi [Name],
I hope you’re doing well at [Current Company]. We’ve been following your career growth since you left [Company Name], and your recent work with [specific achievement/project] is impressive.
We have an exciting opportunity for a [Role] that I think would be perfect for you, especially given your previous experience with our [team/product/technology] and the new skills you’ve developed in [specific area].
A lot has changed since you were here – we’ve [mention 1-2 positive company changes like new benefits, growth, or improvements]. I’d love to catch up and share more about how you could make an impact in this new role.
Would you be open to a casual conversation about what we’re building and how you might fit into our future?
Best regards,
[Your name]
5
Follow-up after no response
Send this 5-7 days after your initial message if you haven’t received a response:
Hi [Name],
I wanted to follow up on my previous message about the [role] opportunity at [Company Name]. I think your experience with [specific skill/project] would be particularly valuable for our team.
If you’re interested in learning more, I’d love to schedule a brief conversation at your convenience. Feel free to schedule a time that works for you here: [self-scheduling link].
Best regards,
[Your name]
6
Following up with sourced candidates post-decision
Use this template when closing the loop with candidates who won’t be moving forward in your process:
Hi [Name],
Thank you for taking the time to explore the [Role] opportunity at [Company Name]. I really enjoyed learning more about your experience with [specific aspect of their background] and appreciate your openness to our outreach.
After careful consideration, we’ve decided to move forward with another candidate whose background more closely aligns with our current needs. However, I was particularly impressed by your expertise in [specific skill/achievement] and would love to keep in touch about future opportunities that might be a better fit.
Please don’t hesitate to reach out if you’d like to discuss other roles at [Company Name] in the future. I’m happy to be a resource for you.
Best regards,
[Your name]
Best practices for passive candidate outreach
Creating effective email templates is just the first step. To maximize your success with passive candidate sourcing, follow these proven best practices in your outreach efforts.
Personalization matters
While templates save time, avoid sending generic messages. Take a few minutes to customize each email with specific details about the candidate’s experience, achievements, or interests. Mention specific skills or experiences that caught your attention and explain why they make the candidate a good fit for your role or company.
For example, reference their recent work, articles they’ve written, or projects they’ve completed. This personal touch shows you’ve done your homework and increases the likelihood of a response.
Timing your outreach
Consider when you’re sending your messages to improve your response rates. An email sent too late in the day can get lost in your candidate’s inbox. Alternatively, sharing an opportunity with flexible work benefits may be more appealing if it’s received during or after your target candidate’s commute to work.
It’s also important to pay attention to professional timing. If someone recently started a new role or received a promotion, they might not be ready to consider new opportunities. In these cases, focus on building a longer-term relationship rather than immediate recruitment.
Focus on value proposition
Passive candidates need compelling reasons to consider leaving their current position. Lead with what makes your opportunity unique and valuable.
This might include:
Make sure your value proposition aligns with what would motivate the specific candidate you’re targeting. A senior engineer might care more about technical challenges and autonomy, while a marketing manager might be interested in budget size and creative freedom.
Test and refine your approach
Experiment with different outreach tactics and strategies to improve your results. For example, track key metrics like response rates and conversion rates for different message formats, subject lines, and sending times. You might find that some groups respond better to shorter messages, while others prefer more detailed outreach.
Pay attention to which value propositions resonate most with different candidate personas. Software engineers might respond better to messages about technical challenges, while sales professionals might engage more with messages about compensation and growth potential.
Document what works and what doesn’t, and regularly update your templates based on these insights. This data-driven approach helps you continuously improve your sourcing effectiveness over time.
Follow-up strategy
Most successful passive candidate recruitments require multiple touchpoints. Develop a systematic follow-up strategy that keeps you on candidates’ radar without becoming annoying. Space your follow-up messages appropriately — typically 5-7 days apart for the first few attempts.
Keep each follow-up message fresh by adding new information about the role, company, or why you think the candidate would be a great fit. This gives the candidate new reasons to consider responding each time.
Make next steps clear
End each message with a clear call to action. Whether you’re asking for a phone call, video chat, or simply gauging interest, make it easy for candidates to take the next step. Include your calendar link or specific time slots for a call when possible.
Remember that passive candidates often have busy schedules with their current roles. Offer flexibility in scheduling and be clear about the expected time commitment for initial conversations.
Final thoughts on passive candidate emails
Effective passive candidate sourcing can transform your recruiting results, but it requires the right approach and tools. The email templates and best practices in this guide give you a strong foundation for building your candidate sourcing strategy. Load them into your ATS or, better yet, start a free 30 day trial of JobScore to see these templates in action.
Remember that successful passive candidate recruitment is about building relationships, not just filling immediate openings. Take time to nurture your network and maintain connections with promising candidates, even when you don’t have current openings that fit their profile.
