In the digital age, employers no longer rely on newspapers, business magazines, or letters to reach out to their potential candidates. Instead, social media and third-party employment websites direct the recruitment process.

Amidst this, the primary means of communication between the potential candidate and the employer is not some chatbot. That’s too casual for professional communication.

Both parties communicate with one another via emails. And so, a recruiter needs to pay great attention to crafting the right email.  After all, it will determine the fate of your staff!

With that said, let’s have a look at a few tips that can help you craft a better recruitment email.

1. Take it to You and Me

Perhaps the first change that you need to make to your traditional email script is the change of pronouns. Cancel out the use of us, we, they, and the. These terms tend to alienate a candidate who is already a stranger to your company. To invite them in, you need to sound more personal and friendly as if this isn’t a company concern but your own.

Talk with first and second-person pronouns in the email, i.e., I and you. In this way, the email seems more personalized and more directed to your reader.

2. Keep it simple

You are reading this article and understanding each bit of it even though you do not write now and then. You probably have nothing to do with email marketing, email crafting, or let’s just generalize this into copywriting and content writing.

Yet you read with ease. Why? Because the goal is to keep it human and simple. How simple? As if I will have only one chance of conveying my say to you and I have to do so without leaving you any questions.

You have to apply the same strategy when crafting an email (even if you’re some super tech-savvy communicating with another potentially super tech-savvy mind.)

You may take things a level ahead when things get finalized but keep your first impression clear and to the point. Avoid sprinkling your recruitment emails with heavy, fancy words that may leave your reader confused and reluctant to get back.

3. Relevancy over and above all

Similar to simplicity, relevancy should be your second top priority. Greetings and a bit about what’s up are alright.

But jumping on to weather conditions or an ongoing success/crisis in your industry isn’t a wise choice. It distracts your reader from the gist of the email and may even have them lose interest.

Say you initially designed a killer recruiting email for in-house members that generated jaw-droppingly good results. Now, your company is all set to begin the second wave of hiring. But this time for remote workers. You cannot use the same email content.

Why? Well, that’s because while it still may be a very powerful email, it is not relevant to your reader. And hence, it will not be as effective.

The incentives that you’re offering to your in-house members, such as a well-equipped environment, aren’t relevant for potential candidates that will be working from home. You could perhaps edit, or better, craft a new email that talks about them from scratch.

4. Opt for a Spacious Format

Emails are already a headache. Aren’t they? Seeing your email flooded daily and hopelessly trying to read and delete them all has you frustrated. No?

It becomes even more frustrating when you decide to give time to a certain email only to find pdf-long text awaiting your attention. Who’s got that much time? Not you. Right?

The same applies to your candidates. They have many things to cater to, and so I’ll advise you to keep your emails short and well-spaced.

GEM Recruiting AI

5. Keep your emails mobile-friendly

No, don’t get me wrong. By mobile-friendly, we do not refer to any technical attribute of your recruiting email. It’s all in the words you’re compiling together.

When drafting your recruit email, send it to yourself once and analyze if it seems fine on a mobile screen. If the subject line is too lengthy, cut it down to a more mobile-friendly subject line.

6. Don’t settle for the same content

Remember, crafting emails is not a mechanical process. If it were the case, you could go with any generic recruitment email template available online.

Pay attention to the content of your email. Keep it relevant to the current vacancy of requirements of your company. Where possible, keep it relevant to your reader.

Also, keep learning and improving the content of your emails.

7. Focus on the subject line

As mentioned earlier, focus on the length of your subject line. Keep it short and relevant. Avoid adding unnecessary details.

For example, let’s talk is more preferable over let’s discuss this further.

8. Sign Off Warmly

When concluding your email, leave your contact details at the bottom. Ensure that you sign off with your name and position instead of position only.

But most importantly, leave a warm call-to-action statement before calling it off. Invite your reader to the second stage of recruitment politely and gently.

9. Attach relevant sources and documents

If your recruitment process requires any documents from your candidates’ end, let them know. Similarly, if you want them to follow a certain set of guidelines when applying or communicating with the company, or for any follow-up process, make sure you attach a document with complete instructions.

Again, refrain from attaching irrelevant material. It’ll only complicate things.

10. Follow up!

Lastly, don’t forget to follow up! The aim of establishing a personal tone was to build a relationship between yourself and the reader.

In case things do not work out immediately, you need to keep in touch because if not today, they can be in your team someday!

Final Words

Remember, you are looking for a potential team member. You cannot have anyone feel welcomed or eager to be a part of your team unless they feel valued.

So, ensure that you maintain a warm, friendly approach throughout the recruitment process. And of course, this should continue once they’re in as well!

Also, given that the concept of freelancing has become more prevalent than permanent positions, ensure the above-mentioned even if you seek a temporary work relation. It will have a direct impact on your reputation as an employer.

Xavier James

Xavier James is a telecom engineer and a certified marketing trainer with a passion for writing, designing, and anything tech-related.