If you’re still writing outreach messages from scratch, you’re doing it the hard way.

The best recruiters don’t waste time reinventing the wheel. They use what works and focus on building real client conversations.

This blog gives you 10+ proven outreach templates you can use across LinkedIn, cold emails, follow-ups, and even Instagram DMs.

Copy them. Personalize them. Send them. And start seeing better results from your business development efforts.

1. Outreach templates for LinkedIn 

When it comes to finding connections for your business, LinkedIn is one of the best sourcing platforms.

You can connect with potential clients by sending a note with each connection request or an Inmail.

There are no daily limits for connection requests, but you can send a maximum of 100 requests per week. For Inmails, you can send up to 25 per day, even to users you’re not connected with. 

Just ensure they are part of your mutual network to prevent LinkedIn from locking their account from your profile.’

Once you’ve identified your target clients, craft an outreach message that grabs their attention.

Here are the templates that you can copy-paste to send effective connection messages and Inmails on LinkedIn :  

I. LinkedIn connection request templates

Your connection messages must be short and concise. 

Skip unnecessary pleasantries and focus on introducing yourself as an expert who can solve their hiring challenges. 

 LinkedIn connection notes have a character limit of 200.

a. Recruiter’s performance-oriented approach

Message #1

Hi [First Name],

I’ve helped [industry] companies like [Client Example] fill [function] roles 40% faster by building targeted pipelines of pre-vetted talent. I’d love to connect and explore if we can achieve similar results for [Company Name]. 

Open to a quick call next week?

Message #2

Hi [First Name],

I help businesses in [industry] scale their teams. I’ve recently helped clients reduce their time-to-hire by 35% for key [function] roles. 

Came across your profile and thought I’d reach out. Happy to connect and share insights anytime!

b. Industry-specific approach

Message #1

Hi [First Name],

I specialize in helping [industry] companies like [Company name] hire top [function] talent faster with targeted sourcing strategies. I’d love to share a few quick ideas that might help your current hiring goals. 

Would you like to discuss further on a quick call this week?

Message #2

Hi [First Name],

I work with [industry] teams to fix hard-to-fill roles and speed up hiring. If [Company name] is scaling [function] teams, I’d love to connect and set up a quick chat to share some proven strategies that are working right now.

Message #3

Hi [First Name]

I partner with [industry] companies to place executive leaders in roles like [CXO/VP/Director of function]. Recently helped [similar company] hire a [specific role] in under 30 days.

Would you like to meet over a virtual coffee chat and discuss how we support strategic hiring at the leadership level?

II. LinkedIn InMail templates

LinkedIn InMail allows a 2000-character body and a 200-character subject line.

a. Recruiter’s performance-specific approach

Inmail #1

Subject: 92% of my placements close in under 60 days

Hi [First Name], I specialize in placing executive leaders in the [Industry name] space for roles where cultural fit and speed matter equally. Over the last quarter, 92% of my placements were finalized in under 60 days.

Would love to connect and explore how I can support your next key hire.

Inmail #2

Subject: 3-day shortlists, zero fall-offs. Here’s how I deliver

Hi [First Name], over the past year, I’ve helped high-growth [industry] companies consistently fill senior-level roles with precision, zero fall-offs, and an average shortlist time of 3 days.

Let’s connect. 

I’m happy to share what’s been working across the board.

b. Industry-specific approach 

Inmail #1

Subject: Filled a [function]  role in 21 days. Can we do the same for you?

Hi [First Name],

I recently helped a [Industry name] firm hire a VP of [function] in just 21 days, cutting their time-to-hire in half without compromising quality. Since you’re in [industry], I’d love to connect and see how we can replicate that success at [Company Name].

Would you be open to a quick call to explore if we can fast-track your next strategic hire?

Inmail #2

Subject: 5 urgent hires in 6 weeks. Here’s how we did it

Hi [First Name],

We supported a [Industry name] startup to scale their [function] team by placing 5 urgent roles in under 6 weeks. If [Company Name] is hiring for [function], I’d love to connect and share how we’re driving results in the [industry name] space.

Are you open to a quick chat next week to see if we can support your hiring push?

Inmail #3

Subject: Boosting retention by 22% through innovative hiring drives

Hi [First Name],

I help [industry]  firms reduce turnover by placing leadership candidates with long-term alignment. Our recent [job role]  placement has already improved team retention by 22%.

Let’s connect. 

I’d love to share how we’ve made that possible and how we can make that possible for [Company name]

III. LinkedIn follow-up message templates 

Your job doesn’t end after sending the connection request.

Once they’ve accepted your connection, it’s time to start a meaningful conversation with your potential clients. Be upfront about your intention and clearly show how you can solve their hiring problems.

Here are 5 follow-up message templates to help you initiate great conversations with potential clients.

a. Recruiter’s performance-specific approach

Follow-up message template #1

Thanks for connecting, [First Name]!

I work with companies like [Company name] to help solve hiring bottlenecks and speed up time-to-fill for critical roles.

If you’re scaling your [team/function], I’d be happy to swap insights and share a few ways we’ve helped others in your space.

Follow-up message template #2

Great to connect, [First Name]!

I partner with hiring teams in [industry] to build stronger talent pipelines by combining proactive sourcing, targeted outreach, and streamlined screening workflows.

If [Company name] is hiring for [function/department], I’d love to hear more about your hiring goals and share a few strategies that have helped my clients hire faster and smarter.

Follow-up message template #3

Thanks for connecting, [First Name]!

I work with [industry] teams like [Company name] to tackle common hiring roadblocks like low response rates, hard-to-fill roles, and lack of pipeline visibility. 

If you’re hiring for roles in [function/department], I’d love to learn more and share a few ideas. Let me know if you’d be open to a quick call sometime next week?

b. Industry-Specific approach

Follow-up message template #1

Thanks for connecting, [First Name]!

I specialize in recruiting top-tier [function/department] talent for [industry] companies like [Company name], bringing deep market insights and a proven track record in this space. 

If you’re hiring for roles in [function/department], I would love to learn more and share a few ideas.

Follow-up message template #2

Hi [First Name],

Glad to be connected! If hiring is on your radar this quarter, I’d be happy to help your team source strong candidates efficiently. I just finished a hiring drive for  [Company name] last quarter and helped them hire for [the job role].

If you want to learn more about it, I’d be happy to schedule a call.

Follow-up message template #3

Great to connect, [First Name]!

I partner with hiring teams in [industry] to unlock better talent pipelines and reduce hiring delays.

If [Company name] is hiring for [function/department], I’d love to hear more about your goals and offer a few strategies that could help.

2. Cold email templates 

As a recruiter, you’ll often find businesses that are inactive on social media. Or they usually have social media managers handle their accounts and respond to connection requests.

In any of these situations, if you’d like to reach out to the decision maker directly, the best way is to send a cold email. 

A well-crafted email cuts through noise and increases the chances of long-term partnerships. 

But you must ensure that your cold email is clear, relevant, and grabs attention.

An effective cold email has:

  • Clarity: Keep your message concise, focused, and jargon-free so the reader instantly understands the point.
  • Relevance: Personalize it according to the recipient’s role, industry, or hiring needs to demonstrate that it isn’t a generic and automated message.
  • Actionability: Conclude with a low-commitment CTA, such as a quick call or reply. This makes it easy for the clients to say yes.

Here are 5 cold email templates to help you initiate meaningful client conversations: 

Email template  #1

Email subject lines should be around 40-50 characters to avoid getting cut off.

a. Value-based approach

Subject: Helping leaders in [industry] hire smarter

Hi [First Name],
I work with growing companies like [Client A] and [Client B] to help them reduce the duration of hiring drives and land stronger candidates, without fishing through resumes.

If [Company] plans to scale teams this year, I’d love to share what’s working for other leaders in [industry] and show how we might support your hiring roadmap.

Would a 15-minute intro call next week work for you?

Cheers,
 [Your Name]

Email template  #2

b. Case study-based approach

Subject: How we helped [Similar Company] fill 5 roles in 30 days

Hi [First Name],
 We recently helped [Similar Company] hire 5 [function] professionals in under 30 days, reducing their hiring backlog by 60% without compromising quality.

Given the similarities between their team and [Company], it might be worth connecting. I’d love to share how we approached it and see if we could similarly support your hiring goals.

Open to a quick 15-minute chat next week?

Best,
[Your Name]

Email template  #3

c. Insight-based approach

Subject: There’s a new hiring trend in [function]. Want a quick overview?

Hi [First Name],
 We’ve been tracking interesting trends across [function] hiring, especially around compensation shifts, passive candidate behavior, and candidate experience benchmarks.

Since we support multiple [industry] teams, I’d love to offer a quick overview of what’s changing and how others adapt. It might give you a head start on upcoming hires.

Would you be open to a quick call this week to walk through it?

Regards,
[Your Name]

Email template  #4

d. Problem-solving approach

Subject: Struggling with hard-to-fill [function] roles? We might help

Hi [First Name],
 Many of the [industry] leaders I speak with are hitting bottlenecks when hiring for roles like [specific role]. That’s precisely where we plug in.

We specialize in reaching passive talent, filtering for quality early, and helping internal teams move faster without sacrificing fit. In the last quarter, we have achieved an 11% increase in candidate retention for [Similar company], which also specializes in [Similar industry]

If that’s something [Company] is facing too, would a 15-minute intro call next Tuesday or Thursday work for you?

Best,
[Your Name]

3. Emails to follow up after no response

Don’t be disheartened if you receive no response.

Companies receive numerous emails daily, so your initial email might be marked as spam. Send a follow-up email to ensure your message is noticed and you receive a response from your lead.

Here are a few follow-up email templates that’ll help you get a positive response from your leads: 

It’s best to send follow-up emails by forwarding the original message to keep the context clear and make it easier for the recipient to respond.

Email #1

Subject: Following up 

Hi [Name],

I know things can get busy, so I am checking back in to see if you had a chance to review my last email. Still open to chatting about hiring support for [Company]?

Hi [Name],

I am following up in case this slipped through the cracks. If [Company] is still scaling your team, I’d love to help you acquire talent in [role/department].

Email #2

Subject: Should I close this loop?

Hi [Name],

Totally understand if now’s not the right time! If things change in the future, and there is a need to organize a high-performing hiring drive, feel free to reach out. I’d be happy to support your team when the timing’s right.

Email #3

Subject: Still hiring at [Company]?

Hi [First Name],

Hope you’re having a great week! I wanted to follow up on my previous message to see if supporting your hiring goals this quarter might still be relevant.

But there’s no pressure at all. Even if you’re not looking to hire, I’d still love to connect and share industry insights.

Would next Wednesday or Thursday work for a 15-minute call?

Best,
 [Your Name]

3. Business development call scripts 

Use a “mutual connection” or industry insight early in the call to build instant trust and lower resistance.

Cold calling script #1  

1. Objection: “We already have a recruiters team.”

Call opener script  : 

Hi [Name], thanks again for taking the time. I know you’re busy, so I’ll keep this quick.. Before I jump into what we do, I’d love to understand what hiring looks like at [Company].

Are you currently hiring or planning to in the next quarter?

Qualify the opportunity

That’s helpful. Can I ask:

  • What roles are the hardest for you to fill right now?
  • How long does it typically take to hire for those positions?
  • Are you currently working with any external agencies or doing it all in-house?
  • What’s been your biggest frustration with past hiring partners?

Position your value

Based on what you’ve shared, we could be a great fit.

We specialize in helping [industry] teams like yours hire [specific role types] faster, with pre-vetted, interview-ready candidates.
On average, our clients see a 30–40% drop in time-to-hire and better retention in the first 90 days.
Would it help if I shared a quick breakdown of how we work and what that process looks like?

Handle objections

Totally fair! And we’re not here to replace them, we plug in alongside internal teams to handle surge roles or hard-to-fill positions they don’t have time for.

Think of us as a flexible extension when the bandwidth isn’t there.

Our clients often tell us that the real cost was all the time wasted before they came to us. We focus on sending fewer but highly matched candidates, which speeds things up and reduces lost productivity.

Closing with CTA 

I’d love to send a quick proposal with a few role examples and a description of how our process fits your current setup.

Does next Tuesday or Wednesday work for a quick follow-up to walk through it together? What’s the best email to send you the overview?

Cold calling script #2

2. Objection: “We’re not hiring now”

Call Opener

 Hi [First Name], thanks again for picking up. I know your time’s valuable, so I’ll keep this quick. Before I tell you more about what we do, I’d love to understand your current hiring status.

Are you hiring right now or planning to ramp up in the next quarter?

Qualify

Got it. If you don’t mind me asking:

  • What roles do you typically find hardest to fill when hiring is active?
  • How long do those positions usually stay open?
  • Do you work with external recruiters when things get busy?
  • Have you had any challenges in the past with sourcing quality candidates?

Position your value

Thanks for sharing. Based on that, we might be a good fit for any hiring drives you need later.We work with [industry] teams to build proactive pipelines and maintain ready-to-hire shortlists, even when they’re not hiring actively. That way, when roles do open, you’re not scrambling to start from scratch.

Handle objection

Makes total sense. A lot of our clients weren’t hiring when we first spoke either. 

What worked well was using the downtime to map the talent market and build a passive pipeline so that when the timing was right, they were already ahead.

It’s more about preparation than active hiring.

Closing

I’d be happy to send over a quick market snapshot and a couple of strategies that worked well for similar teams.
Would Tuesday morning or Thursday afternoon work for a 10-minute follow-up call to go over it?
What’s the best email to reach you on?

Cold calling script #3

3. Objection: “The budget is too high”

Opener

Hi [First Name], thanks for taking the call. I know time is tight, so I’ll keep it short. 

Before I share what we do, I’d love to get a sense of your current hiring setup.
Are there any key roles you’re actively hiring for, or planning to open soon?

Qualify

 Appreciate that. If I may ask:

  •  Which roles typically take the longest to fill on your team?
  •  Do you handle those entirely in-house, or have you worked with external partners before?
  • What’s your average time-to-fill for those roles?
  • Any struggles around candidate quality or hiring delays that you’re facing?

Position your value

Thanks for that. We work with [industry] companies to speed up hiring for high-impact roles.
By sending fewer, highly aligned candidates, our clients save weeks on sourcing and cut down any kind of delays. 

Many say that one good hire pays for the service multiple times over.

Handle objection
Completely understand. That’s a real consideration. 

What many of our clients realized was that the bigger cost came from slow hiring, team burnout, and project delays. We typically focus only on roles that are too critical to delay or too niche, making them difficult to fill. 

Closing
Would it help if I sent you a breakdown of where we’ve added the most value and some role examples?
Can we schedule a short follow-up next Wednesday or Friday to review that together?
And what’s the best email I can use to send you the overview?

4. Bonus: Instagram connection message template

On Instagram, giving a quick compliment on a recent post is the best way to open a dialogue naturally.

Many decision-makers, especially in startups and creative industries, hang out on Instagram more than LinkedIn. Moreover, with Gen Z entering the hiring market, Instagram is becoming the favourite place of thought leaders to build their community. 

As a recruiter, this is an excellent place for you to connect, share value, and make connections to develop your recruitment agency.

However, unlike LinkedIn or email, Instagram is a more personal platform. Therefore, you can’t send the same message here and expect to receive a response. 

Here we have the templates you can copy-paste to build connections on Instagram :

Instagram DM templates

DM template #1

Hey [Name],

I loved your content on [topic]. It is super relevant to what I see in [industry] hiring right now. I help teams like yours hire [role types] faster without compromising quality.

Let me know if you ever need support with recruitment. I’m happy to chat anytime!

DM template #2

Hi [Name],

I am a big fan of your work at [Company], especially your take on [recent post/project]. I work closely with teams in [industry] to solve hiring bottlenecks, and thought it might be worth connecting here.

Would love to stay in touch if you’re ever exploring talent partnerships!

DM template #3

Hey [Name],

Quick one, do you work with external recruiters for hiring? I specialize in placing [role type] and thought there might be room to support [Company] if you’re scaling soon.

Let me know if you’d be open to a quick DM convo or call.

DM template #4

Hey [Name],

I really admire your work in [industry/space] and your recent post on [topic] really hit home. I work with founders and leaders like you to support hiring when internal bandwidth gets tight.

I would love to discuss insights on any open hiring drives over a quick virtual meeting any day this week!

DM template #5

Hi [Name],

Following your journey at [Company] for quite some time. Super inspiring to see the impact you’re making in [space]. I work with scaling teams to build strong talent pipelines for roles like [job title], and thought there could be some insights that I can offer.

Open to staying in touch and chatting if the time’s ever right?

Frequently asked questions

1. Is business development the same as sales?

Not exactly. Business development and sales are closely related but not the same.

Sales is about closing deals and generating revenue. It’s transactional and focused on converting leads into paying customers.

Business development, on the other hand, is broader. It’s about building long-term value for the company through partnerships, exploring new markets, identifying growth opportunities, and sometimes generating leads for sales without being limited to that.

2. How to do a business development call?

As a recruiter, business development calls are all about building trust first, selling second. 

You’re not just pushing your services but identifying hiring pain points and offering tailored solutions.

Start with research. Know who you’re calling, their industry, recent news, and hiring trends. Mention something specific early on that’ll reflect your intent and position you as an expert.

Start by asking questions like : 

“How’s your current hiring process working?”

“Any roles that are proving hard to fill?”

“What’s your average time to hire right now?”

Make sure to solve problems and offer suggestions regarding automation, tools, candidate experience, etc. This will increase the chances of getting a retainer deal rather than limiting the call to a one-off interaction.

3. Which KPIs should I track for my business development?

The most important KPIs to track for business development in recruitment are :

  1. New client outreach volume: Track how many new companies or decision-makers you contact weekly. This indicates the quality of your recruiting sales pipeline.
  2. Response rate:  It’s normal not to receive a response from each of your outreach messages. But if you’re getting ghosted repeatedly, there might be some gaps in your outreach strategy.
  3. Discovery calls booked: This tells you how effective your messaging and positioning are. It is a key indicator of your business development outreach strategy.
  4. Hiring deals received: The number of deals closed is the leading indicator. It shows that your outreach strategy is on point and you’re targeting the correct leads. 

4. What are some practices to avoid while sending an Instagram DM?

Your Instagram messages must be personalised to catch your client’s attention. But refrain from sending unprofessional DMs and avoid these 3 red flags : 

1. Sending multiple messages at a time

Don’t blow up everyone’s inbox with back-to-back messages. Instead, frame one well-thought-out message, send it, and wait. Send another message after 3-4 days to follow up.

If you don’t receive any response after that, take it as a sign of their disinterest and move on.

2. Initiating  personal conversations

Just because your potential leads post casual content on Instagram doesn’t mean you can start personal conversations. Be friendly but stick to topics that will benefit your business. 

Draw boundaries if any leads try to get personal. It’ll help you avoid any unpleasant situation and reflect the professionalism of your firm. 

3. Don’t be salesy

First, focus on understanding the lead, their current business situation, and requirements. 

Because if your DM feels like a cold sales email, it’s going straight to the archive.

Instead, build genuine connections that will increase your chances of grabbing deals and getting referrals.