A survey conducted by Software Advice, a recruiter software consulting firm, found that almost 70% of candidates preferred being contacted via email during the initial outreach phase. Your emails don’t always feel so welcome, though. Do they? It’s not like you’re spamming people with junk products or inappropriate messages. You have job opportunities, career advancement offers and promises of a better work life!

So why do your emails get ignored (and how can you improve your open and response rates)?

7) Your messages don’t contain enough information about the role to interest candidates.

The solution

Learn a little more about your candidates and what will likely appeal to them. Do their social profiles indicate that they’re family oriented? Mention your company’s ability to provide flex time or perhaps that they have an awesome childcare package. If your candidate boasts of their industry knowledge, mention the company’s commitment to offering continuing education courses.

Determine what your candidate values and play up these factors. Highlight the issues that they care about to grab their attention, and let them know what your role has to offer.

6) Multiple recruiters from your firm are contacting the candidate about the same position.

The solution

Coordination and communication are the only solutions here. While you may not have control over how many recruiters are assigned to each open position, you can help your team create a more organized and efficient environment. Utilize the right tools to track your team’s communication with candidates.

Organizing candidate communications and profiles into neat pipelines is tremendously helpful in helping you search for candidates much faster. However, dedicated candidate messaging apps will allow you to organize candidate conversations so that you can easily track them over time and between recruiters on your team.

Speaking of conversations…

5) You lose track of candidate conversations and relationships over time, which tells the candidate that you’re not paying attention (even if you are).

The solution

The best way to avoid this problem is to use a dedicated messaging app and to organize candidate communications with the candidate’s profile. Having candidate information and notes readily available will make responding to candidates and following up with them a simple, streamlined process. These profiles should include:

  • Candidate contact information
  • Information about their career path
  • Downloadable resumes
  • Photos to make finding candidates in full pipelines easier

Shameless Plug: Jobjet’s line of recruiting tools will create these profiles for you using verified candidate data with the click of a button. Then, you can track all of your messages and communications in one place.

4) You send off that fast introductory email with typos, misspellings, or the wrong candidate’s name.

The solution

Over 60% of employers disregard resumes that contain typos. Imagine how frequently candidates ignore outreach emails with similar issues. If you’re sending outreach emails to multiple candidates against crushing deadlines, consider using email templates. Before sending out these templates, try one of these tactics to ensure that they’re error free:

  1. Utilize a Chrome Extension like the free one we offer to confirm a candidate’s information or try Grammarly to check for any typos.
  2. Ask a team member to proofread your message.
  3. Design a proofreading process that works for you.

Proofreading Process Tip: Try writing an email and then letting it sit unsent while you take care of other small tasks. Come back to it after 20 minutes or so to check for any errors. Then, send it off.

The cardinal sin in sending a cold email is misspelling the recipient’s name. With so many spelling variations, it’s easy to type your greeting without considering that a candidate’s name may be spelled differently. Using autofill tags for candidates’ names is a simple way to avoid this when emailing several different candidates. These tags reduce the risk of error and will enable you to speed up your outreach process.

3) You’re not keeping in contact with candidates frequently enough.

The solution

This may seem counterintuitive, but emailing candidates more frequently and on a schedule can prove to be effective. Schedule email campaigns that serve as a way of informing candidates about you and your company over the course of several weeks. This will keep you at the front of their minds and allow you to build a relationship with them.

After sourcing your candidates, create a campaign that will send your emails on a regular schedule. Consider sending one email as an intro about yourself and your firm, another with information about the company you’re recruiting for, and one about the open role and team culture. This may seem challenging, but once you have a template established, it can easily be altered for any role. Using automation will help you reach out to more candidates on a frequent basis.

2) You’re contacting candidates too frequently.

The solution

See the above section about scheduling email campaigns.

1) Your bland emails aren’t being seen because they’re buried in your candidate’s inbox.

The solution

Schedule your emails to be sent during off-hours when they’re more likely to be seen. Sending emails between 6 and 7 a.m. or around 8 p.m. will produce higher response rates because these emails won’t be buried deep in the candidate’s inbox.

Sending emails on the weekend is also a tactic worth testing, because significantly fewer emails are sent on these days. The opportunity also shows the risk though. Make sure your emails are concise, genuine and valuable. Think about how much you hate getting spam or unwanted business emails on the weekend. Whatever you send during these valued hours better be worth it.


Email is alive and well in the world of recruiting. With a few changes and an organized team, it can still be one of the most effective tactics for contacting candidates. We hope these suggestions help!