Most recruiter messages get ignored. Candidates receive dozens of generic InMails weekly, and they've learned to tune them out. The subject line screams "recruiter template," the opening paragraph is about the recruiter's company rather than the candidate, and the role description could apply to anyone.

Getting replies from cold outreach isn't about tricks or hacks. It's about demonstrating that you've actually looked at someone's profile and have a specific reason for reaching out.

Why Most Outreach Fails

The typical recruiter message fails for predictable reasons. It opens with "I came across your profile" (meaningless, since that's obviously true). It spends the first paragraph talking about the client or agency. It describes the role in vague terms that could apply to thousands of jobs. And it asks for a call without giving the candidate any reason to say yes.

Candidates can spot a mass message instantly. When your outreach looks identical to every other recruiter's, you're competing on pure luck. Some percentage of candidates happen to be looking at that exact moment, and they'll respond. Everyone else hits delete.

The messages that get replies do something different. They prove you've done your homework. They lead with what's relevant to the candidate. They're specific enough that the candidate knows whether the opportunity is worth exploring.

What Makes Outreach Work

Before writing anything, spend two minutes on research. Look at their current role, their career progression, projects they've highlighted, content they've posted, or skills they've emphasised. Find one specific thing you can reference that shows you're not copying and pasting.

Lead with the candidate, not yourself. Your opening line should be about them or the opportunity, not about your agency or how you found them. The candidate's first question is "why should I care?" Answer it immediately.

Be specific about the role. "Senior developer role at a fast-growing startup" could be anything. "Lead engineer for a fintech building payment infrastructure, Series B, 40-person team" gives candidates enough to know if they're interested.

Keep it short. Three to four sentences is often enough. Long messages don't get read. You're trying to start a conversation, not close a deal.

Make responding easy. Ask a simple yes/no question or offer specific times. Don't ask candidates to "let you know when they're free for a chat" because that creates work for them.

Templates That Work

For passive candidates (not actively looking):

Hi [Name],

I noticed you've been at [Company] for [X years] building [specific thing from their profile]. I'm working with a [company type] that's solving [specific problem], and they're looking for someone to lead [specific area].

It's [key detail: remote/salary range/team size/etc]. Worth a conversation, or happy where you are?

This works because it references something specific, describes the opportunity concisely, and makes responding effortless.

For candidates with relevant project experience:

Hi [Name],

Your work on [specific project/achievement] caught my attention. I'm hiring for a [role] at [company type] where that experience would be directly relevant.

The role involves [one sentence on what they'd do]. Interested in learning more?

For referrals or mutual connections:

Hi [Name],

[Mutual connection] suggested I reach out. I'm working on a [role] search for [company/company type] and your background in [specific area] looks like a strong fit.

Do you have 15 minutes this week to hear more?

Referral messages can be more direct because trust is already partially established.

For candidates who've engaged with your content:

Hi [Name],

Thanks for [liking/commenting on] my post about [topic]. Since you're clearly thinking about [related area], thought you might be interested in a [role] I'm working on.

It's [brief description]. Would you like the details?

Following Up

Most responses come from follow-ups, not initial messages. If you don't hear back, send a brief follow-up after three to five days. Keep it short and add something new if possible: a detail about the role, a recent company announcement, or simply acknowledging they're probably busy.

Two or three follow-ups is reasonable. Beyond that, you're likely annoying someone who isn't interested. Add them to your talent pool and try again in six months when circumstances may have changed.

Track your outreach in your ATS so you know who you've contacted and when. This prevents embarrassing double-messages and helps you measure what's working.

The Bottom Line

Cold outreach works when it doesn't feel cold. The extra minute spent researching a candidate and personalising your message is the difference between getting ignored and starting a conversation.

Test different approaches, track your response rates, and refine over time. The recruiters who consistently get replies are the ones who treat outreach as a skill to develop, not a numbers game to grind through.

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