8 Min

How to personalize messages when trying to attract passive candidates

November 15, 2021

Ultimate guide to attract passive candidates 

As an entrepreneur and one who works years in the field of human resources, I must admit that finding and gathering the right team is by far the biggest startup or even corporate challenge and too many the most crucial one. This might be ceased if you would have learned how to personalize messages to attract passive candidates.

One simple reason is the chances are near to zero to find the one who fits in from only resumes. It is reported that recruiters spend an average of 3.14 minutes reading a candidate's resume and they have generally made up their mind within the first minute. 

More surprisingly, an analysis in the U.S. A determined that a majority -53% of emails are read, meaning that the recipient presumably looks at the email for, at least, 8 seconds. Some 22% are skimmed (looked at for 2-7 seconds), while the remaining 26% are glanced at (less than 2 seconds).

A personalized message that precisely communicates can make out an alight conversation line between two sides. In my estimation, a personalized message using some simple tricks can make the conversion rates far better. Personalized emails remain momentous and pivotal. Therefore knowing how to personalize messages would be fruitful to grasp better options to attract passive candidates as a lucrative strategy to get over difficulties in regard to the above challenge.

We in QPage have a very critical sensibility in making friendships with our colleagues and this starts at the beginning with well-crafted emails. 

While taking up passive candidates via emails depends on rich and accurate information of the prospect, personifying the tone and style of emails can put some subtle and fluid effects on the open rates. As a recruiter, a strict one :), I do think that it’s an imperative task when you reckon with the measures of attracting passive candidates. 

Work on your tone of voice strategy to be in line with the company and your recruiting strategy. You need to grasp a measure of how to personalize your email. 

Overall, a typified, or as above I mentioned, a unique-personalized message is not a ready-to-use one fit all; A wishy-washy complement, whose structure is completely familiar to everybody; exactly the opposite though: you must do some research for personifying some of the well-written email templates, which fit your need. After that, you should customize it. Every single need will just meet with a unique kind of wording. Work on the subject to be attractive, honest and personalized. Get the best use of emojis here.

Next, the subject is written; a personalized subject at the top of your email clarifies the aim of the communication and it is necessary to be clear on the topic. Consequently, you must revisit it from above to the end, and make out mistakes and whatever may be left out.

In the following, I intend to explain a process to be more explicit through which consideration you find out how to personalize messages with an aim to attract passive candidates. 

I can make sure if you go by these steps, your candidate can’t shrug your email off. 


1- Research 

Firstly, take your time to search out your candidate’s background. With some top Google results, you can dig up some good pieces of information about them. Social media profiles such as Linkedin and Facebook can help in this regard. Dig out if the candidate can enhance your company brand; you should make out if there is a synergy between your company brand and the personal brand of the candidate or you come from different worlds completely. 

I usually check the previous works and portfolio of the prospect. Finally, write the first draft of the email. Note that you have several needs which have to be answered through this cyber conversation. The impact of the research before writing an email is reported highly effective. In a study, it would be clarified most of us still don’t believe how much it can make the outcome better. 

Slightly adjust your tone of voice and the content based on the demographics of the prospect. A message might need to be different for a millennial in Germany to a baby boomer in the US.

2- Customize 

There is a regular mistake to avoid; some still make common mistakes: they write a personal letter to the candidate, instead of personalization. It doesn’t mean you go down the email with “Hi Jenny, I’m who I am”. Delete it immediately. It must be precise, not someone who scribbles tentatively. 

Knit it over the body of the job vacancy, in a way that your candidate predicts it is going to suit her/him, his background and his orb of interests. So, come up to the first line and clear off any word which connotes evidence of a doubt to attract passive candidates attentively.

Think you are writing a well-written paragraph. Your topic sentence inevitably echoes your subject and the headline and the rest are around controlling this knocking ahead. This rule may well be to avoid getting rid of your message somewhere in your candidate’s inbox. It is increasing your chance of reading if you write your candidate’s name in the subject line up to 20%. Yet if it has been shown some irresponsible message, you should work on the tone, and make them close together meaning. 

3- Knit your message

It might be not very time-consuming if you use an already boilerplate template as a maulstick to write a pretty unique email. This piquancy for the first time can show you how to personalize your message. Note that a crafted email is a weapon in the battlefield of grasping passive candidates’ gaze. You can take your time and take a look at some of them. Then, to what extent do you think it should be adequate, use the structure, phrases and tone of the letter.

- Use Referrals 

I’ve learned one good technique is to use referrals. First, mention the name of whom one creates the referral. Next, when you will be assured that this person is qualified by conciliating his resume and your job vacancy requirements, write your message through the process we've reviewed above. For instance:

 [Employee’s name] have thought that you would be a fit-in-[Job title-ing] for our team.

Write to make your email prepare to highlight how your recipients’ dexterity and agility are conciliated by your specific requirements. This works in terms of how to personalize messages, and attract passive candidates, their attention and curiosity. For instance, write that your experience will be a good match with our requirements here in [your company’s name].

Then, send it to a mutual friend. For instance, every time I send through a friend the connection between us by this would be very strong and potent. According to one of the managers I hired many years ago, this is my magic to use referrals and make connections. 

- Cold Emails

Your next step is to write an email content and start by putting yourself in their shoes: the first question coming up in their mind is how you have found them. So, you should start your letter with the answer to the question. Let them know how much you are interested in their outcomes, or their prospects shown through their works. As a subject, this would be a good one:

{{Prospect name}} and {{Company Name}} 🙌🏼. Thoughts on opportunities?

Shortly describe why you think the candidate is a good fit. Your company value proposition and the vision. Bring a cause and meaning to the job.

Refer the prospect to a landing page with more information about the perks you offer, culture, testimonials and the team.

- Past candidate 

Seldom did you reach out to an already passed candidate, but now you think he is a good fit for a new position. This is a regular trend among recruiters. Having forgotten you, the recipient shall be reminded by an intro sentence evincing who you are. As an example, you can put it in this way:

 Reaching out with a new job vacancy at {{company name}}

The recipient may not be surprised by hearing from you again, but to some degree, s/he would have been curious; to make them ensure be straightforward about the reason you decided to reach out to them over. It should be good if you inform them by the new ground convinced you to send this email. Again, if I were you, at least in my experience it works, I would pull up an incentive encouraging them. This provokes their piquancy and forces them to think about emulating with other potential recipients. 


- Mutual Interests

This stimulus, by which I mean all the technique used to personalize messages, make them think twice, just because they believe that you are understanding them pretty prudently. This is also the reason why we need to learn how to personalize messages. 

In another experience I would like to tell, again swiftly, we would have faced off by an expertise barrier in a procedure. My superiors wanted me to find a new manager for the project as soon as possible. If there is no mutual interest in Raymond Chandler’s novels, Zaid never answers me, because Chandler is his favorite writer. I sent him a report about chandler’s new manuscript that came across by a collector, and then we started to talk about the work. This line finds his dead-end up to our project. I call it the Chandler line!

There is another step through which we can make our message highly formed; digging up a more communal and conversational estuary between you two, and putting up some common interests can make a really nice sense of intimacy. A good scheming, in this regard, is related to gathering and sharing mutual basic facts, for instance, if you were going to the same co-ed high school. So, first, search out if there is a communal fact or interest, then it would be great, whether it is a cultural or background experience to mention in the email. One good trick is to use a previous conversation in social media;

For instance: 

Subject: {{Your Twitter username}}, following conversation on {{Twitter chat}}

‘Hey {{Recipient’s nick name}},

I’m {{Your name}}, {{Your Twitter username}}, on Twitter. Surprisingly, when I’m not tweeting, I’m recruiting for {{Company name}}. We’re looking for a teammate for {{Job title}}. I believe you are fit (add some interesting facts}}, so I thought to tell you a bit too about it and get to know you better if you’re interested.

- The surroundings and style of the email 

Choosing the best time to send the email is highly recommended by person-to-person communication gurus. Respect and use correct words to show your inner self-esteem; avoid any ambiguity though. Use slang upon your audience. The tone of the email should be subtle and fluid. 

Overall, build upon an authentic sense of writing style: punctuation, length of the lines and also the length of each paragraph must be condensed. I should tell you that of course there are more techniques but for a rookie recruiter, a good step could be passed off, if he considers this article as a door to how we can personalize our messages.

Final point

It’s imperative to mind that personalization doesn’t mean that there’s one quite unique template for every prospect. It’s about the number of ways recipients believe in your message. Every single response from the passive candidate could be a pointer to how and why your job vacancies are occupied. Use every piece of information to craft a more accurate picture of your recipients and make them go by the second thoughts.

The better you understand your candidate, the honest your relationship becomes. And clear relationships are always the best way to grow co-operations. 

The last tip is you can get the benefit of recruiting platforms such as QPage AI Assistant to automate the whole process such from personalized content to smart fields to place within emails autonomously.

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