These are the actual message structures that work. Use them as starting points in Claude, then personalize for each candidate.
Email 1: The Opener (Day 1)
Subject line: Keep it short, specific, and not salesy. Examples that work: “[First name] - quick question,” “Saw your work at [Company],” “[Mutual connection] suggested I reach out”
Body structure: One specific observation about them. One sentence on the role and why they’d be a fit. One simple question to get a reply. Total: under 100 words.
Email 2: The Follow-Up (Day 5)
Don’t repeat your first email. Add something new. A detail about the team they’d join, a recent company win, or a specific challenge the role solves. End with the same simple ask. Under 75 words.
Email 3: The Different Angle (Day 10)
Change the approach entirely. If your first two emails focused on the role, this one could share a relevant article, mention a company milestone, or ask a low-commitment question like “Is this something you’d want to hear more about, or should I stop reaching out?” Honesty and directness work at this stage.
Email 4: The Breakup (Day 15)
Keep it short. “I’ve reached out a few times and I get it, timing might not be right. If things change down the road, I’m here. Either way, keep up the great work at [Company].” This one actually gets the highest reply rate because it removes pressure.
Under 300 characters. Don’t pitch. Just connect. Example: “Hi [Name], saw your background in [specific skill/industry]. We’re building something at [Company] that might be interesting to you. Would love to connect.”
Under 150 words. More casual than email. Reference that you just connected. Briefly mention the role. Ask if they’re open to a 15-minute chat. Don’t send a wall of text.
Every message must include something specific to the candidate. Generic messages get ignored. The goal of the first message is to get a reply, not to fill the role. Don’t oversell. Keep it short. Assume they’re busy and not looking. Give them a reason to be curious.