Candidate sourcing email is the first explanation of a role that many passive prospects will see. I make the message specific enough to earn attention and complete enough for the candidate to make an informed choice. That means naming the work, not just the title, and avoiding a long list of requirements copied from the job description.
Initial sourcing email
Subject: [Role] focused on [specific work] at [Company]
Hi [First Name],
I am reaching out because of your experience with [specific skill, project, or responsibility]. I am recruiting for a [Role] at [Company], where the person in this role will [specific outcome]. The team is [location or work arrangement] and works closely with [team or customer].
I know you may not be actively looking. Would you be open to a brief conversation to see whether the work is relevant to your plans? I am happy to send the role details first, and it is completely fine if the timing is not right.
Best, [Recruiter Name]
Referral sourcing email
Hi [First Name],
[Referrer Name] suggested I contact you about our [Role] opening. The position focuses on [specific work] and would partner with [team]. Your background in [relevant detail] is why they thought an introduction could be useful.
Would you be open to a short conversation? I can answer questions about the manager, scope, location, and process before asking for any next step.
Best, [Recruiter Name]
Sourcing email for a specific project
Hi [First Name],
I saw your work on [specific public project or area]. Our [team] is working on [accurate project description], and we are looking for a [Role] to own [responsibility]. The role would involve [two concrete activities], not just general [function].
Is this kind of work worth a conversation for you? If yes, I can share the details and expected process. If not, I appreciate the direction.
Best, [Recruiter Name]
Follow-up email
Hi [First Name],
Following up with one additional detail about the [Role] position: [specific scope, team context, or approved compensation information]. The team hopes to [realistic next step] by [date]. If you would like to learn more, reply here or choose a time at [link]. If not, no response is needed.
Best, [Recruiter Name]
Sourcing process checklist
Before sending, I verify the candidate's name, current role, relevant experience, location, and the facts I share about the opening. I personalize one or two lines, not every sentence. I include an honest reply path, track the source and message, and stop when a candidate declines or asks not to be contacted.
The email should start a useful exchange. If the candidate replies with a question about compensation, remote work, reporting lines, or the interview process, I answer that question directly before asking for time on the calendar.