Passive Candidate Email Template

Use this cold email template when sourcing passive candidates for an open position or trying to fill difficult roles in your company. You can easily customize this passive candidate email template to keep a more formal or informal tone depending on your company culture

Increase the possibility that your candidates open and respond to your emails by personalizing your subject line and body text. Approach candidates in a more personal, warm way, and offer a brief introduction to let your candidates know about your current opening. Keep your message short and sweet, including only the necessary information about the position. This may include what the job is, why you think your candidate might be interested (and where you heard about them) and when you would like to schedule a call to discuss the job opportunity. 

Include a link to an official job description. Keep in mind that if you’re addressing a European candidate, you need to link to your privacy notice too, as required by the General Data Protection Regulation, or GDPR.

Smaller companies may want to consider adding some information about your company by adding relevant links in your signature. Also, include all necessary information for candidates to reach you via email, phone or social media in your signature.

Passive candidate email templates:

Subject line: [Company_name] is looking for a [job_title] / Ready to join our team at [Company_name]?

Hi [Candidate_Name],

I saw your profile on [e.g. LinkedIn or GitHub] and I was really impressed by your experience in [add specific field or an achievement that caught your eye]. My name is [your name], and I am  [your job_title] at [company_name].

We are currently looking for a [job_title – add link to the job description] to join our team, and I’d love to tell you a little more about this position.Are you available [include date and time or a period of time, e.g. ‘sometime this week’]? This will be a great opportunity to get to know more about you and your career goals. 

I look forward to setting up a call with you. 

Chat soon,

[Your name]


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