First-touch sourcing email for a candidate who isn't job hunting: specific personalization slots, a clear why-you, and a low-friction fifteen-minute ask.
Hi {{Candidate name}},
I came across {{Where you found them — e.g., their portfolio, a conference talk, an open-source project}} and was genuinely impressed by {{The specific thing that impressed you and why}}.
I'm hiring a {{Role title}} at {{Company name}} — {{One line on what the company does}}. The role centers on {{One or two sentences on what this person would own and why it matters}}, and your background in {{Relevant experience area}} is exactly the kind of experience we're looking for.
I know you may not be looking — that's fine. Would you be open to a 15-minute call to hear what we're building? If the answer is no, a one-line reply is plenty and I won't clutter your inbox.
Either way, thanks for the great work you're putting out there.
{{Your name}} {{Your title}}, {{Company name}}
Not legal advice
This template is provided for general informational purposes only and is not legal advice. Laws differ by jurisdiction and change over time — have a qualified professional review any document before you rely on it.
Acknowledges a candidate's application with honest timeline expectations, what happens next, and a commitment to respond either way.
Tells a candidate their background screening is starting: the provider, what it covers, the consent step, expected duration, and who to ask about anything sensitive.
Asks for structured feedback on the hiring process after a decision, whatever the outcome: how long it takes, how to access it, how answers are handled, and why it matters.
Recruiter presents a vetted candidate to a client: three evidence-backed highlights, compensation expectations and availability, and a single next step to book the interview.
Honest mid-process update for when timelines slip: the real reason for the delay, a new date, confirmation the candidate is still in the running, and a promise to write again either way.
Acknowledges a candidate withdrawing from the process without friction: thanks them for the heads-up, asks one optional learning question, and leaves the relationship genuinely warm.