How do you message a potential candidate?

Reaching out to potential job candidates requires thoughtfulness and care. As a recruiter or hiring manager, you want to make a great first impression that persuades top talent to consider your role and company. Follow these best practices when messaging potential candidates to increase your chances of getting a positive response.

Research the Candidate

Before reaching out to a potential candidate, learn as much as you can about their background and experience. Look at their LinkedIn profile, resume, online presence, and any available work samples. Understanding their skills, accomplishments, and career goals will allow you to tailor your outreach message.

Some key things to research include:

• Current and past roles and responsibilities
• Skills, certifications, and technical expertise
• Industry experience
• Accomplishments and awards
• Education and training
• Companies they have worked for
• Causes, volunteering activities, or other interests

The more personalized you can make your message, the better. Mention shared connections, companies, experiences, skills, or interests that you identified during your research.

Highlight the Right Details About the Role

When describing the role in your outreach message, focus on the details that matter most to candidates. Understand what motivates your ideal candidates and emphasize those attractive qualities.

Important details to include:

• The problem the role aims to solve
• How the role can make an impact
• Opportunities for learning, growth, and advancement
• Technologies, systems, or processes used
• Day-to-day responsibilities and challenges
• The team and department structure

Get into the specifics of the role while also framing it within the big picture of how it fits into company goals and makes a difference.

Sell Your Company Culture

Your company’s culture, values, and mission can be major selling points to engage top talent. Convey the unique aspects of your workplace that you’re proud of.

Important culture details to share:

• Company values and mission
• Work atmosphere and environment
• Diversity, equity, and inclusion efforts
• Learning and development opportunities
• Work schedule, remote work, and flexibility policies
• Benefits and perks
• Community outreach, social impact, and philanthropy

Help candidates see if your culture and values align with their own principles and work style.

Explain the Hiring Process

Transparency about your hiring timeline and process is appreciated by candidates. Share details like:

• Key stages in the hiring process
• Approximate dates or timeframes
• Interview formats and methods
• Assessments or work samples requested
• When candidates can expect to hear updates
• Next steps if interested in proceeding

This sets clear expectations about what to expect and how to prepare. Reduce uncertainty for candidates unfamiliar with your process.

Close With a Clear Call to Action

Wrap up your outreach message with a specific call to action so candidates know how to move forward if interested.

Some examples of strong closing calls to action:

• “If you’re interested in learning more, I’m happy to schedule a quick phone call to discuss the role and your background in more detail.”
• “Please send me your updated resume if you would like to be considered for this opportunity.”
• “Let me know if you have any questions about the role or the interview process. I’m looking forward to your application.”

Make it easy for qualified, interested candidates to take that next step. Close your message with a friendly but direct call to action.

Use a Warm, Conversational Tone

The tone you use in your outreach message says a lot about your company’s culture. Adopt a warm, conversational style that fits with your brand voice and values.

Tips for tone:

• Use natural, friendly language.
• Avoid stiff, overly formal wording.
• Be authentic and add some personality.
• Show excitement about the role and candidate.
• Come across as helpful, not pushy.

A sincere, engaging tone makes candidates feel respected and builds rapport quickly.

Proofread Carefully

Before sending your message, carefully proofread for any errors:

• Typos
• Grammar mistakes
• Incorrect information
• Broken links
• Wrong contact details

Sloppy mistakes undermine your professionalism. Double check that every detail is right.

Follow Up Appropriately

Don’t overdo it with overly aggressive follow up messages if you don’t get an immediate response. Give candidates sufficient time to review your initial note and research the role before reaching back out.

Effective follow up guidelines:

• Wait at least 5-7 days before following up.
• Send just one or two follow up messages spaced apart.
• Change the message or offer something new.
• If you still get no response, move on politely.

With a little patience and care, your outreach messages will connect with qualified, interested candidates.

Conclusion

Messaging potential candidates is an art that takes thoughtfulness, personalization, and care. Do your research, highlight the appeal of the role and company, explain your process, use a warm tone, and proofread carefully. With the right approach, you can grab the attention of talented individuals and turn them into excited applicants.

Key Takeaways

• Research the candidate thoroughly to personalize your message.
• Emphasize the problem the role solves and its impact.
• Share what makes your company culture unique.
• Explain your hiring timeline and process in detail.
• Use a warm, friendly tone to build rapport.
• Proofread carefully before sending.
• Follow up appropriately without being overly aggressive.