Everyone says you need to “spray and pray” when recruiting top real estate talent, but that’s not the way to attract the best agents.

The brokerages that consistently land top talent aren’t sending more letters, they’re sending the right ones.

While many are blasting out generic messages to a broad list, you can stand out by connecting with the agents you truly want to hire in a meaningful way.

The secret is to rethink your approach to recruitment outreach letters. By focusing on relevance and delivering tailored, thoughtful communication, you’ll build stronger connections that lead to long-term success.

This guide will show you how to write real estate recruiting letters that capture attention, engage talent, and bring in the agents that will elevate your business.

Let’s jump right in!

Proven tips for writing compelling real estate recruiting outreach letters

1. Personalize your message through research

When you reach out, avoid sending generic messages that blend in with the rest. 

Real estate professionals receive countless similar emails daily, so your message has to stand out, and the best way to do so is to personalize your recruiting letter.

A customized message shows you’ve done your homework and genuinely value the person you’re contacting. It also highlights why they’re a great fit for the role. 

Taking the time to learn about each individual will help you build a stronger connection.

Here’s how to gather valuable insights:

  • LinkedIn: Explore their experience, posts, and recommendations. 
  • Social media: Check their Instagram or Twitter for recent listings or opinions on industry trends. 
  • Employee referrals: Tap into your team’s knowledge through your referral program.

Once you’ve gathered the information, shape your message around it. 

Instead of something vague like, “We’re hiring for a real estate position,” try something more specific, like, “I saw your recent work with high-end properties in [city]. Your expertise in luxury real estate would be a great fit for a role we’re filling at [company name].”

2. Highlight important details at the start and end

The human brain tends to remember the first and last pieces of information it encounters, so it’s important to position the most essential points of your recruiting letter at both the start and end.

Start with a persuasive opening that captures attention. 

This is your opportunity to build trust and quickly highlight why the applicant is a strong fit for the position. Keep it brief but engaging to encourage further reading.

Conclude with a strong ending that prompts action, such as scheduling a call or requesting more information. 

A clear structure like this makes it easier for candidates to understand the purpose of the letter and take the next step when they’re ready.

The rest of the information can go in the middle for those who want to learn more.

Here’s how you might approach it:

Subject: A great fit for [Company Name] – let’s connect!

Hi [Candidate’s Name],

I’ve been really impressed with your work in [specific area of real estate], especially your success with [specific project or achievement]. At [Company Name], we’re focused on bringing on talented people who can help us reach new heights, and your experience aligns perfectly with the kind of team member we need.

We offer a supportive and innovative environment where our agents are empowered to excel, and I’m confident you could make a big impact here.

I’d love to talk further about how you can contribute to [Company Name]’s success. Are you open to a quick conversation on [day/time]? Let me know what works best for you!

Best regards,
[Your Name]
[Your Contact Information]
[Company Name]

3. Craft a clear and actionable call-to-action

To get results from your recruiting letter, make your call-to-action (CTA) specific. 

Avoid leaving the recipient unsure of the next step. 

If you want them to schedule a call, be direct and state exactly what action you expect. 

For example, “Let’s schedule a 15-minute call on [day/time] to discuss this opportunity.” This makes it easy for them to respond.

Avoid using vague phrases like “perhaps” or “maybe.” Be decisive and set a clear timeframe. Instead of saying, “Let me know if you’d like to chat sometime,” try “I’m available at [time] on [day]. Does that work for you?” 

This creates urgency and encourages a quicker response.

Keep your request simple and focused. Ask for what you need, like maybe a resume, without overwhelming the candidate with multiple requests. Stick to one or two clear tasks to make it easy for them to respond.

A strong CTA makes it easier for the recipient to take action and move forward in the recruitment process. 

The simpler the ask, the more likely they are to respond promptly.

4. Separate required skills from preferred ones

Defining required and preferred skills helps streamline your search and boosts engagement with potential hires. Here’s how to do it effectively:

  • List non-negotiables: Identify the essential skills needed to succeed in the role, such as “Must have 3+ years of experience in residential real estate. 
  • Highlight nice-to-haves: Mention skills that would make an applicant stand out but aren’t essential, like “Experience with luxury properties is a plus.” 
  • Prevent unnecessary drop-offs: Don’t discourage strong candidates who may be missing one or two preferred skills. Present these as bonuses, not deal-breakers. 
  • Be specific with job expectations: Clarify whether a skill is essential from day one or if it can be learned on the job. 
  • Use quantifiable criteria: Instead of vague terms like “experienced,” use measurable qualifications such as “Preferably, closed 10 or more deals in the past year.

By distinguishing between required and preferred skills, you’ll attract top talent while ensuring your pool remains broad enough to include hidden gems. 

This approach is one of the real estate recruiting best practices, and it helps staffing agencies create better-targeted job descriptions.

5. Showcase your company culture alongside the role

Focus on selling both the position and your company. 

Candidates want to understand the company they’ll be joining, not just the role itself. 

Highlight values like collaboration or innovation to show what drives your team.

Mention growth opportunities, such as training programs or clear advancement pathways, to demonstrate how applicants can develop in the role. 

Include specific benefits like flexible work hours, performance bonuses, or a strong work-life balance, as these perks are key in real estate talent acquisition.

Tie the role to your company’s mission by showing candidates how their work will contribute to the bigger picture. This creates a sense of purpose, which attracts those motivated by more than just a paycheck. 

By promoting both the job and your company, you’ll appeal to individuals eager to be part of your team and goals.

6. Plan and send effective follow-up letters

Not all candidates will respond to your initial recruiting letter, so follow-up messages are essential to keep things moving. 

Reference your first message to remind the applicant of the opportunity, such as, “I wanted to follow up regarding the senior agent position at [Company Name]. I was impressed by your experience in [specific area].

Reignite their interest by offering something new. You could mention, “Since my last message, we’ve introduced additional growth opportunities within the team.

If the role is closing soon, create urgency: “The position is closing soon. I’d love to hear your thoughts before [date].

Keep your follow-up brief and to the point to encourage a timely response. 

If you don’t get a reply, a second follow-up may be necessary, but be sure to space them out and remain polite. 

4 ready-to-use real estate recruiting outreach letter templates

To help you save time and improve your outreach, here are real estate recruiting letter templates you can customize for your needs. 

These templates follow best practices and offer a strong foundation for your candidate communications.

Template 1: Initial recruiting letter

Subject: Exciting real estate opportunity at [Company Name]

Dear [Candidate’s Name],

I hope you’re doing well! 

I came across your profile and was impressed by your experience in [specific area of real estate]. We’re looking to fill a [Job Title] position at [Company Name], and your skills would be a great fit.

At [Company Name], we offer [brief description of company culture, values, or benefits]. I’d love to discuss how this opportunity could be the right match for you.

Would you be available for a quick call on [day/time]? I look forward to hearing from you.

Best regards,
[Your Name]
[Your Contact Information]
[Company Name]

Template 2: Follow-up recruiting letter

Subject: Following up on the [Job Title] position at [Company Name]

Dear [Candidate’s Name],

I wanted to follow up on my previous email regarding the [Job Title] position at [Company Name]. 

Your background in [specific area of real estate] stood out, and I’d love to explore this opportunity with you further.

We’ve recently seen some exciting changes at [Company Name], including [mention a recent change, growth opportunity, or new initiative]. 

I believe you’d be a strong fit and would love to discuss the next steps.

Please let me know if you’re available for a call at [day/time] or suggest another time that works for you.

Looking forward to your response!

Best regards,
[Your Name]
[Your Contact Information]
[Company Name]

Template 3: Thank you letter after a candidate expresses interest

Subject: Thank you for your interest in the [Job Title] position

Dear [Candidate’s Name],

Thank you for expressing interest in the [Job Title] position at [Company Name].

 We’re excited to continue the conversation and learn more about how your experience aligns with our needs.

Let’s schedule a time to discuss the next steps. Please let me know your availability for a quick call on [day/time] or feel free to suggest another time that works better for you.

Looking forward to speaking with you soon!

Best regards,
[Your Name]
[Your Contact Information]
[Company Name]

Template 4: Final follow-up letter (if no response)

Subject: Final follow-up: [Job Title] position at [Company Name]

Dear [Candidate’s Name],

I’m following up once more regarding the [Job Title] position at [Company Name]. 

If this role isn’t the right fit for you at the moment, I completely understand, but I didn’t want you to miss this opportunity.

If you’re still interested or have any questions, I’d be happy to schedule a quick call. If now isn’t the right time, I appreciate your consideration.

Please let me know if you’d like to connect.

Best regards,
[Your Name]
[Your Contact Information]
[Company Name]

Frequently asked questions

1. How can I personalize messages at scale without losing quality?

Use automation tools like LinkedIn Recruiter, HubSpot, and Recruit CRM to send personalized messages at scale. 

Create tailored templates for different candidate profiles and adjust them as needed to maintain authenticity. 

This way, you can stay efficient while still making each message feel relevant.

2. What is the best way to assess a candidate’s cultural fit during the recruitment process?

In addition to reviewing their resume, ask situational questions during interviews to gauge their reactions and problem-solving abilities. 

Incorporate behavioral interview techniques and assess how their values align with your company’s culture. 

Additionally, consider using team feedback from a collaborative interview process to ensure a fit beyond skills.

3. How can I keep candidates engaged for future roles if they’re not the right fit now?

Thank them for their time and express genuine interest in staying connected for future opportunities. 

Add them to your talent pool and keep the relationship warm by sending tailored updates on new job openings, company achievements, or relevant industry news. 

Share valuable content like articles, reports, or event invites that align with their career interests or expertise. 

By continuing to nurture this connection, you position yourself as a trusted resource and increase the chances of them engaging when the right opportunity arises.