Recruitment outreach isn’t one-size-fits-all – what works in one market might fall flat in another. But there are proven tactics that consistently drive higher response and engagement rates across the board.
At SourceWhale, we support thousands of top-performing agency recruiters every day with their BD and headhunting outreach. That gives us unique insight into what gets replies – and what gets ignored.
We’ve distilled those learnings into one clear, actionable guide: the essential do’s and don’ts of recruitment outreach. Use this breakdown to cut through the noise and connect more meaningfully with your prospects.
🚫 What Not to Do
❌ Subject Lines
- Benjamin / SourceWhale:
Your name isn’t a reason to open an email. - Don’t use name variables:
“Hi [Name]” may seem personal, but it’s a red flag for automation. - Avoid excessive punctuation:
Subject lines like “Great Finance CV available soon!” scream spam. - Don’t give the whole game away:
If your subject tells them everything, there’s no reason to open. - Avoid full sentences:
Gmail cuts them off. Outlook might too. Short, punchy, and intriguing wins.
❌ Your Intro = Your First Impression
- “Hi X” or “Hope you’re well”
Everyone writes this. It’s boring and wastes your first few words. - Don’t introduce yourself:
“I’m Sarah…” “We are an award-winning agency…”—no one cares (yet). - Too generic? Too forgettable:
Vague industry or achievement statements don’t resonate. Be specific or be ignored.
❌ Body Copy Mistakes
- Links in the first email:
They look automated and tank deliverability. - Avoid bold, caps, colors:
Not only does it look spammy, most hiring managers were taught not to do this – so should you. - Spammy phrases to avoid:
“Opportunity,” “Congratulations,” “Urgent” – all red flags. - Keep it short:
If it’s over 700 characters, it’s in the “delete zone.”
❌ Call-to-Action Pitfalls
- Don’t leave it vague:
“Would be great to catch up sometime” = no urgency. - Don’t ask them to do the work:
“Let me know when works?” puts the scheduling on them. - No Calendly (for BD):
It feels cold and transactional. Save it for later.
❌ Follow-Up Flops
- Just email? Just noise.
Everyone else does that. Call. Message. Stand out. - Don’t go longer than your first message:
Shorter is smarter. <400 characters. - “Just bumping…” = just annoying
You’re trying to build trust, not poke them into irritation.
✅ What To Do
💡 Mindset
- We’re in the friend-making business
People buy from people. Recruitment is no different. - Trust the process
Consistency > luck. This is a game of ratios. - Chase the No’s
Every no gets you closer to a yes.
🛠️ Preparation
- Solid lists > spray and pray
Start broad, then create subgroups with shared traits to personalize at scale. - Know their pain
Example: “Similar leaders say they struggle to find qualified candidates in [location] within [budget/timeframe].” OR “Similar leaders say they are constantly drowning in CV’s and its costing them more money to review and qualify the volume than it would be to pay someone else to do it thoroughly.”
✅ Best Practice: Subject Lines
- Three words max
Less space = more intention. - Create intrigue
“Ex-Deloitte,” “Finished with Y,” “Similar to X” - Don’t mislead:
Spark interest without clickbait. - Already partnered? Say so:
“X / Trinnovo – existing partnership”
✅ Best Practice: Subject Lines
- Use Dynamic variables – Morning, Afternoon Or Evening X:
Specific language makes makes it more human. - Start with them:
“From the outside looking in, it looks like you…” - Leverage personalisation through sublists
- Lead with candidate or problem:
“Working with similar leaders in AML, I hear they’re struggling to…”
✅ Best Practice: Body
- Option 1: The Succinct Solution: Two to three sentences explaining how you solve their pain, ideally with a differentiator (e.g., diversity, triple bottom line)
- Option 2: Candidate Pitch: 4–5 bullet points, 10–15 words max each. Include specifics: tech, budget, experience, availability, geography.
✅ Best Practice: Call to Action
- Be specific: “Are you free tomorrow or Monday?”
- Ask only one question: It forces clarity for you – and for them.
✅ Best Practice: Follow-Ups
- Use calls: Add a phone step to your sequence – this is a key way to stand out.
- Use dynamic variables: “Did you see my message on Monday?”
- Keep it short: Shorter than message #1 – always.
- Advanced tip – Follow-up story arc: Touch on a different pain point from the first message in each follow-up.
💼 Final Word
This isn’t just about sending more messages. It’s about sending smarter ones. Use this as your go-to reference and upgrade your outreach game – one email at a time.
🔁 Bookmark this page, drop it into your team’s Slack, and let it evolve with your outreach strategy.
