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10 Email Templates For Sourcing Candidates To Talent Pipeline Effectively; Engage and Hire Top Talent With These 10 Email Templates for Sourcing

August 16, 2023

10 Cold Email Templates For Sourcing Candidates To Attract and Hire Top Talent

Recruiters consistently make an effort to reduce the time spent crafting the right message for cold emails while sourcing candidates. They must keep the deliverability, open rates, click rates, and other crucial analytics under check. 
Recruiters want cold emails to be personalized, specific, credible, and, most importantly, to land in people’s primary email boxes, not spam! It should include relevant details about the company, job role, growth opportunity, and how they can reach out.
However, creating a perfect message to suit the needs of every candidate can take time, especially if you plan to reach out in bulk. If not done right, bulk outreach can hamper the company's reputation and the recruiter’s relationship with the job seekers. They might perceive the company as invasive and create distorted perceptions of company values and culture.

So, what is the solution? 

In this blog, I will talk about passive sourcing, a faster way to fill job roles in your business by cutting through competition and building healthy relations with job seekers. Thereafter, we will look at some recruiter email templates for candidates and an easy one-stop solution to assist you in reaching out to potential top talents.

What is passive sourcing?

Passive sourcing refers to looking for candidates actively rather than using job boards and waiting for applicants to fill the role. It involves attracting, sourcing, engaging, and hiring potential candidates proactively. 

With passive sourcing, companies reach out to ‘employed’ candidates and offer them better career opportunities to fill an open position. Recruiters build relationships with potential candidates to build a talent pipeline. They aim to nurture these candidates until a job opening arises. Even 82% of job seekers admitted to switching to a new job when offered the right opportunity. 

But how do recruiters find employed candidates willing to make a switch? 

How to Find Passive Candidates? 

There are four major sources to find passive job seekers: referrals, social media, cold emailing, and past applications. However, passive sourcing begins with establishing a strong employer brand, helping recruiters to enhance engagement and attract top talent. They nurture the relationship over time by communicating with the candidates and engaging with valuable information. 

Passive seekers opt for companies with better growth opportunities and prioritize company culture and values. So, it becomes crucial to set forth company values, job roles, and growth aspects after successfully outlining the job requirements. 

Recruiters must efficiently map out the requirements and strategically converse with each candidate to build relationships. This converts the big talent pool to a pre-vetted talent pipeline that saves time and money on finding the right candidate. 

  1. Referrals 

Referrals can be the primary source of passive sourcing. Recruiters can look through their professional network to find suitable candidates. Moreover, employees at the firm can also recommend people based on the job role and requirements. 

Referrals are much more efficient due to higher chances of hiring and enhanced commitment. Overall, recruiters experience greater ROI as they can hire quickly without going through hundreds of applications.  

  1. Past Applications

Another way to look for candidates to fill open roles is by referring to past applications. These are the people which recruiters have already interviewed and assessed. 

This saves time for recruiters as they need not undergo the entire vetting procedure again. They already have a rapport with the candidates and can pick up from where they left. 

  1. Social Media 

Social media is emerging as a new channel for reaching out to candidates. Recruiters can look at the profiles on LinkedIn or Twitter to find the right match. Thereafter, they can leverage a multi-channel approach to keep them engaged. 

Social media can help recruiters build a relationship slowly with consistent communication. Moreover, it is quick, cost-effective, and scalable. With the right automation tools, like Nurturebox, recruiters can integrate their ATS (application tracking system) with social media to enhance their hiring efforts. 

  1. Cold Email  

Cold is the most effective and scalable method to source and engages passive job seekers. Recruiters can look for suitable profiles through various job boards and social media and reach out via cold emails. 

They give scope for personalization while keeping the message specific and straightforward. Recruiters can easily gauge the candidates’ interest based on click and open rates. Again, recruiters can easily hire top talent using the right tools for scraping and messaging. 

The key to attracting and hiring a potential candidate is to leverage a multichannel approach. Recruiters should aim for 3 touchpoints to enhance engagement. 

They can start with cold email and create a robust pipeline by communicating through various social media channels. A company with a mix of all these sourcing methods and an active ATS system can easily target and hire top talent across the globe.

Why Are Cold Emails Crucial In Multichannel Sourcing? 

Cold emails mixed with social media can boost the number of touchpoints and enhance brand recall. The recruiters can effectively communicate the company culture and growth opportunities, leading to better relationships and candidate engagement. 

Cold emails allow personalizing while being non-invasive. If we compare cold emails to cold calling, recruiters can save time and cost while conveniently building brand rapport. They can send relevant messages to a specific target group leading to enhanced ROI. 

Since the message plays a crucial role, let us quickly look at 10 cold email templates to source candidates for passive sourcing.

10 Email Templates to Engage and Nurture Top Talent 

Here are a few cold email templates to help out recruiters. You can tweak these according to your needs and use them to source skilled candidates. 

Case 1: You found the candidate via referral

Subject: (Referee) recommended you for (Job Role)

Hi (Candidate Name), 

In a conversation with (Referee), s/he told us about your brilliance as (job role). We are the top marketing agency in the USA looking for (Job Role).

You will work with brands like Shopify, Netflix, Amazon, and many more. We plan to bring more (job role) with (specific skill requirements). 

Your work at (current company) is remarkable and some of your past work is impressive. Can we discuss your career goals to discover our collaboration opportunities? 

Looking forward to your reply!


Case 2: Outreach with detailed JD

Subject: Work at (Company Name) as (Job Role)

Hi (Name),

I am (designation) at (company’s name). Our company plans to expand and look for (Job Role) with (skill requirements). I came across your profile on LinkedIn. 

Your work at (current company) reflects the diversity and hands-on experience of current automation systems. Your 5 years of experience as (Job Role) working with multiple clients testify to the industry knowledge we are looking for at (company name).

You can check the detailed JD here. (Alternatively, a detailed JD can be mentioned in the message as well). 

Do you wish to discuss this job opening further? 

Let me know, and we can get on a quick call! 


Case 3: Short message to shortlist interested candidates 

Subject: Open to new challenges for 2023?

Hi (Name),

I am a headhunter at (company name) looking to connect with some (Job Role). I saw your profile on Twitter and got caught up in your idea about implementing a new filing system. (Alternatively, add a detail that catches your attention)

Are you willing to discuss job opportunities for our upcoming projects for 2023?

Looking forward to your reply! 


Case 4: Retargeting an old applicant

Subject: New openings for (Job Role)!

Hi (Name),

We discussed open roles at (company name) for (job role) a few months back. Since then, we have been able to serve 15 clients successfully and achieve our yearly goals in just 8 months. 

I checked your portfolio and am impressed by some of your recent works. Would you be interested in joining us to discover new job opportunities?

Let me know if you will be willing to discuss it further!


Case 5: Reaching out to a candidate based on past work 

Subject: Loved your designs for the Hirect campaign (Mention work of the candidate that you find impressive)

Hi (Name),

I was going through Hirect campaign designs and was intrigued to know about the person behind them. I got your contact information from your LinkedIn profile and saw some other projects. 

I am (Designation) at (Company Name). You can be of great value to our team with your design thinking and creative brand integration.

Will you be interested in discussing our collaboration opportunities? 



Case 6: Email from the founder 

Subject:  We are looking for (Job Role)

Hey (Name),

I am (Name), founder of (company name). I have heard much about you from my team and the results you created for (current/ past company). I thought you can be a useful asset to our team. Our company can help your career growth with much-required competitive pay and healthy co-working space. (Mention company USP)

You can check the job description and what our team members say about our company environment here. 

If you’re interested, we can get on a quick call to discuss the open job roles.




Case 7: Looking to fill the role for a specific project

Subject: Want to work for (Client Name)?

Hi (Name), 

I am (Designation) at (Company Name) looking for (Job Role). I came across your profile on LinkedIn. Your past work and contributions at (current company) are remarkable. 

We are starting a new project for (Client Name) and require (Job Role). Your portfolio seems to be a good fit for the project. 

Want to discuss the project further? 

Let me know, and we can get on a quick call!



Case 8: Nurture a candidate for future open roles 

Subject: Your recent LinkedIn post was amazing! (Find a relevant detail to discuss; could be a mutual hobby or a recent post/ achievement)

Hey (Name),

Your recent LinkedIn post about NFTs and the insights you shared was remarkable. Your profile reflected you have been working on this for quite a few years.

Will you be interested in working on an NFT-related project?

I am (Designation) at (Company Name). We are looking for (Job Role) with experience in (Job Requirement). Your profile seems a good fit!

I would appreciate taking this over on a call. Interested?



Case 9: Sharing minimum details

Subject: Can you (Job requirement; example: Code/ Write Blogs)?

Hey (Name),

Your LinkedIn profile showcases exceptional projects with impressive work at (Current Company). I hope to connect with some (Job Role) for exciting upcoming projects. 

Want to explore this opportunity? 



Case 10: Highlighting the benefits to attract a candidate 

Subject: Get a 23% salary hike and work with top brands

Hey (Name),

I am (Designation) at (Company), and came across your work on LinkedIn. Our company plans to onboard (Job Role) for the coming quarter as we are scaling our operations globally. 

We are looking for a (Job Role) who can (Skill Requirements). You can check the detailed JD here. 

Your profile is a good fit for our company. We would love to have you on our team. 

You can work with top FinTech brands such as Amex, Stripe, SoFi, etc. We can discuss the salary and perks if you are interested and are willing to offer a 23% hike. 

Can we get on a quick call to discuss more? 



Ultimate Solution to Acquiring Top Talents - NurtureBox

Passive sourcing can be a game changer for your talent acquisition strategy, keeping you ahead of your competitors. No longer having to sell through competitive packages and less-experienced candidates. It is equal to getting the first step of sourcing and engaging the top talents in your company checked off your to-do list. What if you get an additional helping hand at this stage of sourcing and reaching out to candidates?

Nurturebox is an automation tool that integrates with your ATS (applicant tracking system) system for effectively sourcing potential candidates. You can easily find contact information from the prospect's LinkedIn page and add it to your outreach pipeline with a single click. 

You need to download the plugin, integrate your ATS system, and find suitable candidates to reach out to. Get away with the admin tasks of tracking the applications, taking care of repetition, and trying to personalize each message with Nurturebox. 

Get the Chrome extension now, it is absolutely free! 

Amidst today’s noisy digital world, brands find it challenging to create meaningful connections with their customer base and target audience. Getting the target consumer’s attention and persuading them to buy from you gets even trickier. Hence, content marketing has become more crucial than ever for brands to attract, educate, and retain customers.

Content creation is a top priority for 80% of marketers, and there is no reason it shouldn’t be. Consistent, high-quality, and engaging content impacts your audience’s decisions through education and persuasion.

Depending on your business goals and requirements, the role of Content Marketers you hire will vary. The primary responsibilities revolve around forming consistent brand messaging and deciding upon a unique and identifiable voice, style, and pitch across various distribution channels.

From raising brand awareness to attracting a relevant audience to your website, boosting social media presence and engagement, generating leads, and building brand loyalty – content marketing drives all the growth efforts for your brand. When done effectively, it can help you:

  • Build positive brand awareness
  • Make your audience stick around for longer
  • Get better traction on social media
  • Gain more trust of your audience than ever
  • Generate qualified leads
  • Improve conversion rates
  • Boost business visibility with SEO
  • Position your brand as an authority
  • Cultivate loyal brand fans

While content marketing is a broad role with numerous areas of expertise involved, it’s vital to thoroughly understand your company’s current marketing goals and the related requirements. In this blog, we will dive deep into the step-by-step approach to hiring a Content Marketer.

What is The Role of a Content Marketer?

A Content Marketer must be deeply passionate about telling your brand’s story to the world. The objective is to educate and nurture the target audience to establish brand authority using thought-leadership and drive more people to buy from you.

As a candidate is expected to be a mediator between the brand and the target audience, they are primarily responsible for planning, creating, and sharing valuable content to grow their company’s awareness and engagement to bring more business.

To be more specific, the role of a Content Marketer requires a perfect blend of creativity and attention to detail in an individual. It’s a balancing role, as they need to ensure creating content that resonates and strengthens business relationships, using strategies that position your business as authentic and problem-solving.

Take a look at the core responsibilities of a Content Marketer that most businesses expect them to take over:

  • Research and Competitor Analysis: The first and foremost step to creating a content marketing strategy is effective initial research. It not only helps a Content Marketer understand the nuances of the industry through competitor analysis but also study and understand the target audience thoroughly.
  • Building Content Marketing Plans: Once the competitor research and target audience analysis is done, a Content Marketer needs to work on the different plans for all the business objectives, targeted channels, segments of the audience, and the bigger marketing strategy. A content marketing plan typically consists of:
  • Specific goals along with a pre-decided timeline
  • Various channels to be targeted for content distribution
  • Types of content to be created
  • Budget for the entire staff, outsourced services, and paid promotion (Collabs and Ads)
  • Creating Editorial Calendar: Creating, managing, and maintaining a content calendar is one of the most crucial responsibilities of a Content Marketer. It is a centralized visual document that enables effective collaboration among the marketing team and helps Content Marketers ensure on-time production and delivery.
  • Content Creation: Once the strategy and calendar have been approved by relevant stakeholders, Content Marketers need to do the on-ground work. This task usually depends on the scale of your company and content marketing strategy. Suppose an organization already has a set of writers, then the Content Marketer doesn’t need to create content by themselves.
  • Search Engine Optimization (SEO): Producing quality content that educates your target audience and resonates with them, isn’t enough. You need to optimize your content creation to make it search engine-friendly. While most companies need a dedicated SEO specialist for keyword research and planning, Content Marketers need to closely collaborate with them and should be well-versed in the basics of SEO.

While the practices discussed above are primary responsibilities of a Content Marketer, they also need to be proactive with

  • Content editing and ensuring adherence to a certain style guide    
  • Continous publishing and distributing content
  • Measuring and analyzing performance

How to Hire a Content Marketer: Step-By-Step?

Content marketing has become the key to driving growth for businesses. Unlike a few years ago, it’s not possible now to get away with a one-person team for content marketing. You need deeply trained individuals for specialist roles.

Let’s now dive into the step-by-step approach of hiring a Content Marketer. But before you even source your first candidate, you should have a clear expectation of the skillset and experience to look out for top content marketing candidates.

Top Must-Have Skills in a Content Marketer

Apart from having relevant industry experience, a good Content Marketer must possess the following skills.

  1. Excellent Writing Skills

A Content Marketer’s prior skillset should be writing excellent attention-grabbing content. From long-form blog posts to website copy, ad copies, social media content, video scripts, emails, newsletters, e-books, whitepapers, and more – a Content Marketer should be able to adapt to the business’s specific requirements and create quality content.

  1. Audience Research

Identifying user behavior is vital for framing the story in the right direction. So a Content Marketer must know how to identify and analyze the needs and pain points to develop a buyer persona. User research can be performed through social listening, relevant communities, in-person calls with customers, analyzing sales call recordings, and more.

  1. Keyword Research

Creating valuable thought-leadership content isn’t enough. Researching the right set of keywords is an essential skill to further educate your target audience on the Whys, Hows and Whats of your business, and have your website rank on Google.

  1. Data-oriented Content

Content that’s not backed by relevant data points does not build enough trust. Experienced content marketing professionals would always prefer data over hollow claims. No doubt that only data doesn’t help a content piece succeed, but it’s essential..

  1. Project Management, Planning, and Publishing –

A Content Marketer is also expected to break down and analyze the pain points to turn keyword research into content ideas. So a professional must be able to identify and solve content gaps.

Further, they must know how to create a content calendar, decide the different types of content, and choose relevant platforms to publish and schedule marketing campaigns.

  1. Content Promotion

Creating a valuable content piece, for example - an ebook, isn’t enough. Your content marketing team needs to promote it proactively for bringing enough attention and engagement.

  1. Performance Analysis

Setting up goals and plans is one thing, but continuously executing, measuring, and analyzing content performance is another. A Content Marketer should always be monitoring key performance parameters to figure out the upcoming plans with the necessary updates required.

Not to forget - stakeholders and marketing heads need the performance reports regularly. So Content Marketers must be able to collect and comprehend all the data to make it worth presenting.

Step 1: Create a Candidate Persona

Let’s sort out the priorities first, and decide the type of content marketing candidates you want to recruit. From exceptional research skills to storytelling, communication skills, relationship building, audience engagement, and more capabilities must be comprehensively considered. Identify and break down the skill requirements for Content Marketers:

  • What are the educational qualification criteria for the role?
  • How many years and what type of work experience do you want in candidates?
  • What are the specific skill sets you’re looking for?
  • Which industry experience would you primarily prefer?
  • Are there any tools your candidates should be hands-on with?
  • What are some personality traits that will fit your company?
  • Where do they look for a new job?
  • What are their career and life goals?

Forming a candidate persona by answering all these questions would ensure you are not shooting in the dark while sourcing candidates. Further, it helps you determine the traits of the ideal candidate, and plan your sourcing and recruitment strategy further.

Step 2: Document the Role Requirements and Decide on Your Recruiting Process

Next step is determining your role requirements suiting primarily to organizational needs and business goals. A content marketing professional is expected to own the entire content strategy, creation, and distribution. But what about your business’s unique requirements?

You might need someone comfortable with frequently creating long-form content pieces like blogs, ebooks, or whitepapers, or creating engaging video content based on your industry trends.

Talk to various relevant stakeholders for seeking the complete detailed company requirements for the role.

Before you enter the recruitment funnel, outline your talent acquisition process. Identify various strategies, channels, and other informational insights you would need – and maintain a collaborative document.

As you update the tactics and tweak your recruitment process for meeting hiring requirements optimally – keep your document up to date.

Step 3: Prepare a Content Marketing Job Description

Once you have finalized the role requirements with respect to your current content marketing goals and team, you can start sourcing candidates. Preparing the job description is the first task you’ll need to do.

Here are the necessary components you must have in your job description:

  • Job Title: The position you’re looking to fill. For example - Content Marketing Specialist or Content Marketing Manager.
  • Roles & Responsibilities: An outline of the candidate’s day-to-day activities. From ideation to implementation and the impact on the organization, everything should be covered.  
  • Skill Requirements: Skills and abilities a candidate must have to perform the job successfully.
  • Perks and Benefits: The compensation details, perks of the job, and any other benefits.
  • About the Company: Why should a candidate consider working with your company?

Content Marketer Job Description Template


The job of a Content Marketer is to perform competitor research, create user persona, and write plagiarism-free content for blog articles, social media, and the company website. They need to stay updated on the latest SEO techniques.


  • Develop, write and deliver persuasive copy for the website, email marketing campaigns, sales collateral, videos, and blogs
  • Build and manage an editorial calendar; coordinate with other content crafters to ensure standards
  • Measure impact and perform analysis to improve KPIs
  • Include and optimize all content for SEO
  • Contribute to the localization of processes and content to ensure consistency across regions
  • Review and implement process changes to drive operational excellence


  • Proven content marketing, copywriting, or SEO experience
  • Working knowledge of content management systems like WordPress
  • A well-maintained portfolio of published articles, blogs, copy, etc
  • Proven experience of working under pressure to deliver high quality output in a short span of time
  • Proficiency in all Microsoft Office applications, Google Suite
  • Fluency in English or any other required language

Soft Skills

  • Excellent verbal and written communication skills
  • Excellent writing and editing skills
  • The ability to work in a fast-paced environment
  • The ability to handle multiple projects concurrently
  • Strong attention to detail and the ability to multi-task projects and deliverables

Step 4: Source Candidates

Once you have the tailored job description in hand, it’s now time to do the groundwork and source candidates. Create an attractive job post to promote your job across job boards and social channels.

  • Begin with what to expect from the role at your company?
  • Why should candidates apply for the position?
  • Highlight the growth opportunities
  • State the company vision and mission
  • Briefly describe the recruitment process

Prepare an impactful job post and also execute paid job ad campaigns if required. The next step would be promoting your jobs on various job boards and hiring platforms. You can leverage the following platforms for hiring Content Marketers:

  • LinkedIn
  • Indeed
  • Instahyre
  • ZipRecruiter
  • Monster
  • GlassDoor
  • CareerBuilder

Not to forget - almost 3/4th of the workforce includes passive candidates, so you cannot miss out on passive talent sourcing as well. Reach out to qualified candidates on communities, LinkedIn, Twitter, and even Facebook to offer them suitable opportunities.

Step 5: Evaluate Candidates and Interview Shortlisted Ones

Once you have filtered candidates based on their experience and skills listed on their profile, it’s time to evaluate them deeply. Ask them to create a content strategy for your website, along with a value-adding content piece like a small blog. The topic of the article must fall within the scope of the strategy.

Interview the candidates whose profiles got shortlisted. Keep in mind the parameters covering skills, relevant experience, and personality traits of candidates.

Step 5: Make the Hire

Reach out to selected Content Marketers and communicate about the compensation.

Further, extend your offer letter to all the candidates who have been selected. In the case of passive sourcing, extend to only those who were aligned with you on the compensation and are willing to move forward.

Ensure having a deadline for the joining date and mention the necessary documents required by your recruiting team.

  • Get the required documents and set up the offer agreements with candidates
  • Organize an orientation session for the onboarded candidates
  • Introduce them to the entire team and the marketing teams they will be working with
  • Guide the new candidates about your company management tools and communication channels
  • Provide candidates with forms for benefits and perks like Health Insurance.

Supercharge Your Hiring for Content Marketer with Nurturebox

Inbound candidate sourcing doesn’t work effectively anymore. Do you also find challenges in closing quality candidates through job posts even after spending on ads?

Don’t worry, passive candidate sourcing can be an optimal solution for hiring top content marketing candidates.

Nurturebox is a one-stop talent sourcing and engagement platform which is powered by automation. Here’s how you can source product managers from LinkedIn using Nurturebox:

  • Install the Nurturebox Chrome plugin and sign up.
  • On your LinkedIn profile, start sourcing Content Marketers with boolean searches stating the required experience from targeted locations and including other criteria
  • Add the qualified candidates to your sourcing campaign pipeline with just a click
  • Automate the candidate engagement through email, Whatsapp and LinkedIn direct messages for reaching out and nurturing candidates at scale.

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