Understanding The Basics Of Cold Emails

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Recruit CRM Published on Oct 8, 2020

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The total number of global e-mail users are 3.9 billion which is rapidly increasing day by day. It is expected to reach 4.48 billion by 2024. At some time or the other everyone is supposed to use cold emails. These mails are those that you send to someone with whom you have no prior relationship or acquaintance.

Cold Email Marketing has a response rate of 29% when the email is personalized. For some, It has increased to even 60% to 80% engagement rate. Most recruiters see a response that is as low as 20%. Still, cold emails remain one of the best tools to recruit new candidates. Recruiting agencies are working more in terms of not just quality but quantity too. Bulk emails are sent every week that are well personalized and researched. One tool which remains the most helpful is the AIDA Model.

What is the AIDA Model?

The AIDA Model is the best marketing tool out there. It makes marketing easy just by keeping and following a few steps. This four-step process has such a significant outreach. Attention, Interest, Desire and Action is the acronym for AIDA.

Attention: The first step is to get your reader’s attention. This is simple to follow since all you have to do is just add a good subject line.

Interest: Once you have your reader's attention, the next step is to let them find your mail interesting. This can be done by offering data and proof that supports your opening line.

Desire: Give desire to your readers by offering them the benefits of your product or service.

Action: Finally ask your readers to do a call of action i.e., response to the mail. Now the desire to work with you has been set in their minds. Remember that all your ideas should be delivered in a transparent manner.

Why is it even important for the recruiter? This model has a great effective structure that will help you get responses for your cold emails.

Are Cold And Spam Emails The Same?

How to know your cold email doesn't go to the spam folder? The cold email shouldn't be compared to the spam email. Cold Email and Spam Email are like our North and South Pole. There is a huge difference between sending emails in bulk and targeting one to one business audience. Spam Email uses a false name and no contact is provided. Cold Email provides three things: It addresses the recipient directly with their name. it has a specific request and also mentions their common contact.

If approached in the right way, Cold Emails are precious tools for a recruitment agency or the recruiter.

How To Write The Perfect Cold Email?

Your readers will be getting hundreds of cold emails and that can just get piled up in their inbox. How to write a cold email that gets opened without actually getting deleted? Here are some of the rules that need to be strictly followed:

  • Personalization: Keep your email personalized. It is one of the best ways to get your cold emails opened.
  • Subject Line: This is the first thing that grabs the attention of your reader. Even if you have written a great email body, the subject line still needs to be catchy and creative.
  • Be brief: Nobody is interested in reading long paragraphs. Keep it brief.
  • Keep it simple: Don't use long sentences. Make sure your email is easily readable. Do not use too many fancy words.
  • Be honest: Honesty is indeed the best policy. This is not just for your emails but for recruiting as well.
  • Keep it to the point: Do not unnecessarily pull the conversation. If talking about something, talk in particular and directly.
  • Do not assume: While writing makes sure you two are on the same page.
  • Do not push for calls: Give them a reason to call. Do not push your conversation until the end just for the sake of calling.

What Makes A Subject Line Great?

The best cold email subject line should be creative, expressive, and informative. If you want the reader to read the whole email without deleting it, you need to know a few things i.e., include questions, name, benefits or a call to action. While writing a cold email subject line keep these things in your mind and ask yourself the following questions:

  • Is My Subject Line Enough to Make the Reader Curious?

The main goal of any subject line is to get the email opened by the reader. From the subject line it is up to the body which decides whether it is worth giving time or not. If it doesn’t involve something which makes the reader curious, they will delete it without even reading.

  • Is It Clear?

Your subject line should give the reader the basic idea of your email. Try to capture the attention of the reader. Keep it easy for the readers to understand in a go.

  • Am I Creating a Sense Of Gravity Towards The Email?

When you are sending emails, you are actually expecting replies from the recipient. If after reading your subject line, the reader doesn’t open your email, he is not going to come back.

  • Have I Added A Touch Of Personalization??

Want your reader to open your emails? Personalization is the best way to increase the chances. It is not that tough to do. Just simply add the recipient’s name. If you are not aware of everyone’s name then at least ensure you talk about things that are in relevance.

Here are some of the cold email subject lines that can help your potential candidates click on your email:

  1. Check it out [FName]
  2. [FName].[Company Name]
  3. Are you repeating this same wrong step?
  4. Can you help me out?
  5. Are you ready for [Event]?
  6. [Connection] mentioned you.
  7. Check this out [FName].
  8. I would like to help you.
  9. Did you get what you were looking for?
  10. Question about [goal]
  11. Feeling [Emotions]
  12. Only few seats left. Hurry!

Recruiting Cold Email Templates

“Good communication is just as energizing as black coffee, and just as hard to sleep after.”

60% of the candidates have experienced good communication through and after the process with the company. Ensuring time to time communication to stay in touch which is really important. Cold Email is essential to connect with your new candidates but finding the perfect template is very hard. What kind of question should we send to the candidates? What kind of cold email template will actually work?

Here are some templates which every successful recruiter should use:

Template 1:

10 things to do in 2020

Hey [FName]

Spotted your recent post on LinkedIn. I think I haven’t managed those things till yet. Career change didn't make it in the list, but I think you will be perfect for [Role] that we are hiring.

I would love to tell you a little more- do you have some time tomorrow at 2-4 in the afternoon?

[Your Name]

Template 2:

3 reasons why [Company] is your perfect next stepping stone

Hey [FName],

We are hiring for content writers over at [Company]. There are 3 simple reasons why this is a great fit for you.

  • It is one of the fastest-growing companies in the US.
  • We have got one of the world’s top experienced people so it’s a great place to learn.
  • It is near the place where you can enjoy your favourite food.

I would love to tell you more about your roles. Do you have time tomorrow evening?

[Your Name]

Template 3:

Where did you get the idea for the [Recent Blog Post] on LinkedIn?

Hey [FName]

Beautifully written on [Topic], I ended up sharing it with my team and they loved it. I lead recruiting at [Company]. We are interested to replace our blogs with some good and well-researched ones.

I am looking for someone to lead our content team - would you be interested to talk about this in the morning at 11?

[Your Name]

Template 4:

I can see why everyone loves your work…


I have to say that [company] is impressed with your work. I have spoken to some of my friends in London and everyone has been praising you. I put in a little research and got to know why!

I thought you would be a perfect fit for our marketing team at [company]. We have a good number of working freaks who live, work, and enjoy coffee.

Do you have time for a quick chat on Saturday at 11 am to explore more?

[Your Name]

Template 5:

Want to grab a meal?

Hey [FName],

I am [Your Name], I head up a recruiting at [Company].

We are actually hiring a sales team at the moment.

I really admire your work. Would you be open to having a quick chat to talk about what we have for you?

[Your Name]

Template 6:


Hey [FName]

Our entire team loved your work on the recent video trending at number 1 on Youtube [Insert Details]

Any chance you would love to come in and share a little information about your best practice with the team?

They would really appreciate it…

[Your Name]

Template 7:

Just got off the phone with [Connection]

Hey [FName]

We are hiring for [Role] over at [Company]. So, we have been looking for it within our network.

I am just off the phone with [Connection]- all he talked about was your work and how I had to talk to you.

So how about it? Are you interested? We are looking for a passionate candidate and I am pretty sure you would be perfect.

How about a call tomorrow at 12, if you are free?

[Your Name]

Template 8:

Coffee with me and [Connection]?

Hey [FName]

I am [Your Name], a recruiter at [Company]. We are hiring for the [Role] and I have been contacting my network and found out you to be the best candidate.

I also found out that [Connection] is a close friend of yours - he suggested that you as a candidate would be a great fit.

Would you be interested to grab a coffee and take it further? I will make sure [Connection] comes along as well

[Your Name]

Template 9:

Impressed by your design style

Hey [Designer]

I just look through your [Recent Projects] and have been impressed by the way you portray your ideas and approach. We are looking to add a lead designer to our team, and it seems that you are a perfect fit for us.

Would be great to speak this week - Let me know the best time and how to reach you.

Looking forward to your reply and the kind of role you want to approach.

[Your Name]

Template 10:

Looking for the best content creator to join [Company]


My name is [Name] and I am the CEO at [Company Name]. I found your profile on Linkedin while I was just reading articles. I was impressed by your profile and decided to drop a note.

It might be new to see the CEO reaching potential candidates and discussing career opportunities. But our company finds the best people and we put them together and succeed. We do fun activities, face challenges, and complete exciting projects. That is why I focus a lot of my personal time in recruiting the potential candidates for our company.

We might have a position to tell you about and start a conversation. But we want to hear from you first to make sure that we are on the same page.

Kindly, let me know if you are interested to learn and explore with us. I will connect you with someone from our team soon.


If you think this article from Recruit CRM has helped you in understanding more about cold emails then please let us know in the comments below.