May 30, 2024

Cold emailing tips for recruiters

John Kim

Co-founder @ Paraform

In this blog

Defining your target audienceCrafting the perfect emailPersonalization is keySubject lines that get openedTiming and follow-upsTracking and measuring successTips and tricks for successBonus tips

Standing out in a crowded inbox is crucial. Cold emailing can be a powerful tool, connecting you with top talent and landing dream placements.

But with countless "job alert" emails flooding inboxes daily, how do you craft cold emails that break through the noise and get responses?

Here are some essential tips to turn your cold emails into sizzling hot leads:

Defining your target audience

First things first, know who you're emailing. Are you looking for software engineers, marketing managers, or sales execs? Narrow down your target audience.

Understand their skills, experience, and what they might be looking for in a new job. This way, you can tailor your email to speak directly to their needs and interests.

Crafting the perfect email

Now, onto the fun part—writing the email. Here’s a simple structure to follow:

• Introduction: Keep it short and sweet. Introduce yourself and your agency.
• Value Proposition: Why should they care? Highlight what’s in it for them. Mention the exciting opportunity or the great company you're recruiting for.
• Call to Action: What do you want them to do next? Schedule a call? Send a resume? Be clear and direct.
• Sign-Off: Wrap it up nicely with a friendly closing and your contact information.

Personalization is key

Nobody likes getting generic emails. Take the time to personalize each email. Use their name, and mention their current job or a recent project they’ve worked on. Show them that you’ve done your homework and that this isn’t just another spam email.

Subject lines that get opened

Your subject line is the first thing candidates will see, so make it count. It should be intriguing but not misleading. Here are a few ideas:

• "Exciting Opportunity at [Company Name]"
• "Let's Talk About Your Next Career Move"
• "[Candidate's Name], We Have a Job You Might Love"

Timing and follow-ups

Timing can make or break your cold emailing strategy. Avoid sending emails late at night or on weekends. Mid-week and mid-morning are usually good bets.

And don’t forget the follow-up! If you don’t hear back after a week, send a gentle reminder. Sometimes, people need a little nudge. But don’t be a pest—if they don’t respond after a couple of follow-ups, it’s time to move on.

Tracking and measuring success

Use email tracking tools to see if your emails are being opened and clicked on. This data is gold. It helps you understand what’s working and what’s not. Tools like HubSpot, Mailtrack, or Yesware can be really handy for this.

Tips and tricks for success

• Keep it Short: Busy professionals don’t have time to read long emails. Get to the point quickly.
• Be Professional but Friendly: Strike the right balance between professionalism and a friendly tone. You want to come across as approachable and not too stiff.
• Include a Hook: Maybe it’s a recent success story, an impressive stat about the company, or a unique perk of the job. Give them something to get excited about.
• Test and Tweak: Don’t be afraid to experiment with different approaches. A/B test your subject lines, email content, and call-to-actions to see what resonates best.

Bonus tips

Format

• Chunking for clarity: Break up large blocks of text into digestible chunks. Use bullet points, numbered lists, or short paragraphs to improve readability and make your message scannable.
• Bold and Italics for emphasis: Use bold or italics sparingly to highlight key points or draw attention to specific information. Overuse can be distracting.
• White space is your friend: Don't cram everything into one dense paragraph. Strategic use of white space between paragraphs and lines improves readability and makes your email visually appealing.

Happy emailing!