Recruitment Follow-Up Email Templates

Browse best-performing recruitment follow-up email templates for re-engaging passive candidates and keeping hiring conversations moving - each designed to add new information about the role, not repeat the original pitch.

Catégories
6 templates d'emails
Follow up to Sales Manager Position

Hello {{first_name}},

How are you? I hope you are faring well.

I recently applied for the sales manager position and wanted to know when you are likely to communicate your decision. It would be an honor to join {{company}} and bring your sales projections to fruition.

I would be happy to submit additional information if you need it.

I look forward to hearing from you.

Kind regards,

[[your name]]

Follow-Up Recruitment
Quick question

Hi {{first_name}},

I’m following up one last time in case you missed my previous two emails.

Our placements have brought in more than 100 million dollars in revenue across multiple B2B software companies. Are you interested in hearing more about how we can help {{company}} do the same?

Just hit reply if you are and we can set up a quick discussion.

Kind regards,

[[signature]]

Follow-Up Recruitment
Open Software Sales role

Hi {{first_name}},

I know you’re busy so I’ll make this quick.

I noticed you still have an open Software Sales role at {{company}}. We recently sent you an email about some of our excellent candidates that fit the profile. I would love to have a quick chat with you about how we can help you fill your open roles.

We work with leading B2B software firms in [[city name]] and have helped them build stellar teams.

Let me know if you’d be up for a quick chat tomorrow at 5PM?

Kind Regards,

[[signature]]

Follow-Up Recruitment
New role?

Hi {{first_name}},

I thought I’d send you one last email.

We are trying to fill a brilliant tech role at a fantastic company and would love to have a chat with you about it.

Just hit reply if you would like to know more about the role. I am sure it would be a great next move in your career.

Thanks,

[[Signature]]

Follow-Up Recruitment
Help with [[position]]

Hey {{first_name}},

I can imagine you are probably fairly busy but I thought I would circle back in case you missed my first email.

We are a specialised search firm that is looking for engineers like you at a great company that is backed by some of the best investors and growing at a breakneck speed. We think you perfectly fit the bill and we would love to chat with you about it.

Would you be able to take 10-15 minutes out to chat about this role. I promise I won’t waste your time.

Thanks,

[[signature]]

Follow-Up Recruitment
Senior engineering position

Hi {{first_name}},

I reached out to you last week, but I can’t imagine how busy you are. I would still like to chat with you regarding our open senior engineering positions. Are you free for a 15 to 20 min chat this week?

Kind regards,
[[signature]]

Follow-Up Recruitment
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Frequently asked questions

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Passive candidates aren't actively job-hunting, so your email competes with their day job. Common reasons for going quiet: they got busy, they're weighing the disruption of a move, they're waiting for more information, or they're gauging interest from their current employer. Silence usually means indecision, not rejection. A recruiting follow up email should treat the silence as a timing issue, not a closed door.

Share something new about the role that wasn't in your first email: the team they'd work with, the tech stack, recent company news, the hiring timeline, or why the role was created. Candidates who didn't reply to the original outreach might respond to a compelling detail about the team culture or growth trajectory. Each recruiter follow up email should add a layer of specificity that the previous one didn't.

Avoid "just checking in" and "wanted to circle back." Lead with a specific piece of news or insight: "The team just shipped [feature]. Thought you'd find the engineering approach interesting given your work on [their project]." Connecting your follow up to something real about the candidate makes it a conversation, not a drip campaign. Specific details prove you've read their profile, not just their job title.

Three emails total. If a candidate hasn't responded after three well-spaced, value-adding touches, respect their silence. Add them to a long-term nurture list and re-engage in 3-6 months if the role is still open. Continued short-term follow ups beyond three will damage your employer brand.

Subject lines with two custom attributes achieve a 40.2% open rate versus 35.4% for those with only one, a 14% improvement according to Hunter's State of Email Outreach report. For recruiting emails, those attributes are the candidate's name and the company or role title. A recruiting email subject line like "[Name], [Role] at [Company]" outperforms generic "Exciting opportunity" framing because it tells the candidate exactly why they should open it.
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