Table of contents
After analyzing hundreds of recruitment campaigns at FidForward, we’ve identified three sequence templates that consistently outperform traditional outreach. These battle-tested templates can achieve response rates between 25% and 40% when properly customized.
The difference between random outreach and strategic sequences is significant. Recruiters using structured templates report:
- 2-3x higher response rates compared to one-off messages
- Increased candidate engagement through systematic follow-ups
- Significant time savings by eliminating guesswork
Let’s dive into the exact templates that deliver these results.
Template 1: The fast-track approach
This template is designed for urgent hiring needs where you need to reach many candidates quickly while maintaining a personal touch.
The email template
Subject line:
Position at the most interesting company
Email body:
Hey {{firstName}},
I was looking for the most interesting profiles in Europe and came across yours :)
I'm working with one of the most promising companies based out of Spain,
founded by a pair of former executives of large, well-known scale-ups -
some of the smartest people I know!
They recently raised a pre-seed round to create the future of eCommerce
with AI - and your profile fits what they're looking for.
If you are interested to hear more, can we talk this week or next?
-Your name
Wait 24 hours, then…
LinkedIn follow-up message
Connection request message:
Sent you an email, now we're connected :)
Why this template works
- The subject line creates curiosity without being clickbait. “Most interesting company” makes candidates want to know more without overselling.
- The opening is personal and flattering. Starting with “I was looking for the most interesting profiles” immediately positions the candidate as special, not just another name on a list.
- Social proof without name-dropping. Mentioning “former executives of large, well-known scale-ups” and “smartest people I know” builds credibility without requiring specific company names that might not resonate.
- The ask is soft and flexible. “Can we talk this week or next?” gives options without pressure, increasing the likelihood of a positive response.
- The LinkedIn message creates continuity. By referencing the email, you’re building a multi-channel narrative rather than sending disconnected messages.
Template 2: The balanced outreach
This template uses the same messaging as Template 1 but with a different approach to sending. It’s perfect for regular recruitment campaigns where you want more control over personalization.
The email content remains identical to Template 1, but this version allows for individual sending and customization. You can enhance personalization by:
- Adding a
{{personalizedMessage}} variable with candidate-specific details
- Customizing the company description for each send
- Adjusting the tone based on the seniority level
Best for:
- Mid-to-senior level positions
- Ongoing talent pipeline building
- Roles requiring specific skill matches
Template 3: The persistent follow-up
This is our highest-performing template, designed for hard-to-fill positions and passive candidates who need multiple touchpoints.
The complete 5-step sequence
Step 1 - Initial email (Day 0):
Same as Template 1
Step 2 - Wait 48 hours
Longer wait shows respect for their time
Step 3 - LinkedIn connection (Day 2):
Sent you an email, now we're connected :)
Step 4 - Wait another 48 hours
Gives time for connection acceptance and consideration
Step 5 - LinkedIn follow-up message (Day 4):
{{firstName}}, did you have time to see my email?
The psychology behind persistence
This template achieves the highest response rates because it leverages several psychological principles:
- The mere exposure effect: Multiple touchpoints increase familiarity and trust. Candidates who see your name repeatedly are more likely to respond.
- Respectful persistence: The 48-hour gaps between messages show you’re interested but not desperate. This timing respects their schedule while maintaining momentum.
- The Zeigarnik effect: The gentle follow-up “did you have time to see my email?” creates an open loop that our brains want to close, prompting action.
- Cross-platform visibility: Using both email and LinkedIn ensures you reach candidates where they’re most active. Some check email religiously, others live on LinkedIn.
Choosing the right template for your role
Quick decision framework
Use the Fast-track approach when:
- Filling 5 or more similar positions
- Working with less than 2 week deadlines
- Targeting 200 or more candidates
- Recruiting for junior to mid-level roles
Use the Balanced approach when:
- Building ongoing talent pipelines
- Recruiting for specialized technical roles
- Need maximum personalization flexibility
- Working with 50-150 candidates
Use the Persistent follow-up when:
- Recruiting for C-level or VP positions
- Targeting passive candidates
- Previous campaigns had less than 20% response rates
- Filling niche roles with limited talent pools
Response rate comparison
| Template | Typical Response Rate | Time to Complete | Best Volume |
|---|
| Fast-track | 25-30% | 24 hours | 200-500 candidates |
| Balanced | 25-30% | 24 hours | 50-150 candidates |
| Persistent | 30-40% | 96 hours | 30-100 candidates |
Customization tips for maximum impact
Essential personalization variables
The system supports three key personalization variables:
{{firstName}} - The candidate’s first name from their profile{{lastName}} - The candidate’s last name{{personalizedMessage}} - A custom message you can add for each candidate
While the templates show {{firstName}} in the examples, you can enhance personalization by adding a {{personalizedMessage}} that references specific details about the candidate’s background, skills, or experience.
Industry-specific adaptations
- For tech roles: Replace “eCommerce with AI” with relevant tech stack or problem space. For example: “building the future of DevOps tooling” or “revolutionizing data infrastructure.”
- For sales roles: Emphasize growth and earning potential: “They’re scaling rapidly this year and need someone with enterprise sales experience.”
- For creative roles: Focus on culture and impact: “They’re looking for someone who can own the entire brand narrative and shape how millions perceive their product.”
Use the {{personalizedMessage}} variable to add these role-specific details while keeping the main template consistent.
Subject line variations that work
Beyond “Position at the most interesting company,” these subject lines consistently perform:
- “Quick question about your background”
- “
{{firstName}}, saw your impressive profile”
- “Opportunity with funded startup”
- “Your experience caught my attention,
{{firstName}}”
Remember to keep subject lines personal but not overly specific since you’re limited to the three supported variables.
Timing optimization
Send initial emails:
- Tuesday through Thursday
- Between 10-11 AM or 2-3 PM (recipient’s timezone)
- Avoid Mondays (inbox overload) and Fridays (weekend mode)
LinkedIn messages:
- Wednesday through Friday
- 9-10 AM or 5-6 PM
- Higher engagement during commute times
Common mistakes to avoid
- Don’t use generic templates verbatim. While these templates provide structure, copying them exactly makes you sound like everyone else. Add your voice and specific details.
- Don’t skip the wait periods. Sending messages too quickly appears desperate. The strategic pauses are crucial for response rates.
- Don’t forget mobile optimization. 68% of candidates read recruitment emails on mobile. Keep paragraphs short and scannable.
- Don’t neglect the follow-up. Many responses come after the first message. The follow-up is often where the magic happens.
Measuring and improving your results
Track these metrics for each template:
- Open rate (aim for 40%+)
- Response rate (target varies by template)
- Positive response rate (50%+ of responses)
- Interview conversion (30%+ of positive responses)
If your metrics fall short, test:
- Different subject lines (can improve opens by 20%)
- Shorter/longer email copy
- Different value propositions
- Alternative send times
- More specific personalization
The bottom line
These three templates aren’t just theoretical frameworks – they’re proven sequences that consistently deliver results. Whether you need speed, balance, or persistence, there’s a template designed for your specific recruitment challenge.
Start with one template, customize it for your industry and role, then measure results. Within a week, you’ll see why structured sequences transform recruitment outcomes.
Remember: the best template is the one you actually use consistently. Pick one, commit to it for at least 50 candidates, then optimize based on your results.
Ready to implement these templates? You can deploy them with one click using FidForward.
