Recruitment Message Templates for Candidates: Email, LinkedIn and Text

A good recruitment message is short, specific to the candidate and clear about what you are asking. It says why you chose them, what the role offers in plain terms and what the next step is, and it makes replying easy. Below you will find samples for email, LinkedIn and text, plus a few follow-ups and a decline message. Replace the bracketed items and delete anything that does not sound like you.

Candidates, especially strong ones, receive many messages. The ones that get a reply tend to show that you read their profile, state the basics early and respect their time.

What every recruitment message needs

Use this table as a checklist before you send.

Element	What to do
Reason for contact	Mention something specific from their profile or work
The role in one line	Title, type of company, location or working pattern
Something concrete	One real detail, such as team size or the main project
Pay information	Include a range if you are allowed to, since many candidates want it early
One clear ask	A short call, or permission to send details
Easy exit	Make it fine to say no

Email templates

First email to a candidate

Subject line options: "[Role] at [Company], [location]" or "Your work at [Their company]".

Hi [First name],

I came across your profile and noticed your work on [specific project or skill]. I am recruiting for a [role title] at [company type, such as a growing logistics firm], based in [location or remote], and I thought of you.

The role involves [two sentences on what the person would do and who they would work with]. The salary range is [range], and the team works [pattern].

Would you be open to a quick call on [day] or [day] so I can share more? If it is not the right time, just let me know and I will not follow up.

Best wishes,
[Your name], [Agency or company]

Follow-up email

Send after [four] working days. Subject line: "Re: [Role] at [Company]".

Hi [First name],

I wanted to follow up on my earlier note in case it was buried. The [role title] team is [one new detail, such as hiring for a start date in [month]], and your background in [skill] stood out.

If you would like the full description, reply and I will send it over. If not, thank you for reading.

[Your name]

Email to a candidate you have spoken to

Subject line: "Next step for the [role] role".

Hi [First name],

Thank you for speaking with me today. I enjoyed hearing about [specific thing they said].

As agreed, I will send your profile to [company] on [day]. The interview process has [number] stages: [stage one], then [stage two]. I will let you know their response by [date].

If anything changes on your side, tell me and I will adjust.

[Your name]

LinkedIn message templates

LinkedIn messages need to be shorter than emails. Keep them to a few sentences and avoid attachments.

Connection request

Hi [First name], I recruit [type of role] in [sector] and your background in [skill] caught my eye. I would be glad to connect.

First message after connecting

Thanks for connecting, [First name]. I am working on a [role title] position at [company type] in [location], with a range of [salary range]. Your experience in [skill] looks like a strong match. Would you like me to send the details?

Follow-up message

Hi [First name], just a quick follow-up in case my last message got lost. If you are not looking, no problem at all. If you know someone who might be interested in a [role title] role, I would appreciate an introduction.

Text message templates

Only text candidates who have given you their number for this purpose, or where your local rules allow it. Identify yourself in the first line and make opting out simple.

Text after a call or email exchange

Hi [First name], it is [Your name] from [Agency]. Just a quick note to confirm our call on [day] at [time]. Reply YES to confirm or let me know if another time suits you better.

Text with an interview reminder

Hi [First name], [Your name] from [Agency]. A reminder that your interview with [Company] is tomorrow at [time] at [location or link]. Please ask for [contact name]. Good luck, and tell me if anything comes up.

Text for a candidate who has gone quiet

Hi [First name], [Your name] from [Agency]. I have not heard back about the [role] role and wanted to check whether you are still interested. A quick yes or no is very helpful. Thank you.

Texts should stay short, and sensitive matters, such as offers or feedback, belong on a call or in an email.

A decline message

Candidates remember how a rejection was handled. Send it promptly and give honest, brief feedback where you can.

Hi [First name],

Thank you for taking the time to speak with [company] about the [role] role. They have decided to continue with another candidate. [One sentence of honest feedback, such as a skill gap, if you have permission to share it.]

I would like to keep in touch, as I think there may be other roles that suit you. May I do that?

[Your name]

Improving your reply rate

Use this table to review your outreach after a week or two.

Question	What to try
Are replies low overall?	Make the first line more specific to the person
Do candidates reply but then decline?	Include pay and working pattern earlier
Do emails get opened but not answered?	Reduce the ask to one simple question
Do LinkedIn messages go unanswered?	Shorten them and drop any links

Keep a note of which wording gets replies. Over time this record will teach you more about your market than any template. Once candidates reply, our recruiting scorecard template helps you compare them fairly.

Attracting candidates who come to you

Outreach is one way to find people. Another is to offer something useful, such as a salary guide or an interview preparation checklist, on a branded page that collects the details of those who want it. Gatedleads has templates for recruiters, and the free plan includes one page. Our post on lead magnets for recruiters has more ideas, and the recruiter email scripts template is a ready-made page.

Frequently asked questions

How long should a recruitment message be?

Short enough to read in under a minute for email, and two to four sentences for LinkedIn or text. Include the role, one concrete detail and one request.

Should I include salary in the first message?

If you are allowed to, yes. Many candidates decide whether to reply based on pay, and sharing a range early saves time for both sides.

Is it acceptable to text candidates?

Only where you have permission or where local rules allow it. Identify yourself, keep texts short and make it easy to opt out.

How many times should I follow up with a candidate?

Two follow-ups is common. Make each one add something new, and stop when the candidate says they are not interested.