- A specific reason. Not "your impressive profile", but the project, the move or the skill that caught your eye.
- The basics of the role. Sector or client, location or hybrid split and, once signed off, the salary range. The pay transparency guide explains why that is becoming the norm for EU roles.
- A small ask. Fifteen minutes on the phone, not "send me your CV".
- An easy no. People who can say no without explaining themselves reply more often.
- The privacy notice. Short, with a link; more on that below.
A headhunting message gets read when the first two lines say why this person, and not the next one on the list. The five templates below work by email or on LinkedIn. Shorter versions for the first approach are in the template library.
[…] Highlighted in yellow: fill in your own details.
What the first message needs
Five outreach templates
Hi [first name],
I'm filling a [role] for [client or description, e.g. "a family-owned manufacturer in the North West"], and your work on [specific point, e.g. "the ERP migration you led last year"] is why I'm writing to you rather than anyone else.
The basics: [location and hybrid split], [X] to [Y] a year, reporting to [job title]. They need someone to own [main responsibility].
Would you have 15 minutes in the next few days for a confidential call? If the timing's wrong, a one-word no is absolutely fine.
Best wishes,
[Your name]
[Privacy notice with link]
Hi [first name], I'm recruiting a [role] for [client or description] and your experience with [area] stood out. Could I send you the details? Privacy notice: [link]
Hi [first name],
I'm working on a [role] search for [description, e.g. "a listed engineering group"]. The client's name stays confidential at this stage; I'm happy to share it when we speak.
Your name came up because of [specific point]. If you're open to a conversation, I can call outside working hours, say [day] after [time], or whenever suits you.
Kind regards,
[Your name]
[Privacy notice with link]
Hi [first name],
I can see you've only been at [employer] for [time], so I won't try to tempt you out of something that's just started. I'm recruiting a [role] for [client or description] and would like to get back in touch in a few months, if that's all right with you.
Best wishes,
[Your name]
[Privacy notice with link]
Hi [first name],
I wrote to you on [date] about the [role]. Since then [news, e.g. "they've moved to three days at home"]. If that changes anything, I'd be glad to hear from you. If not, I won't chase you on this one again.
Thanks,
[Your name]
Why one follow-up is enough after a cold approach is covered in the follow-up guide.
The privacy notice
If you take someone's details from LinkedIn, a company website or another public source, Article 14 of the GDPR (and of the UK GDPR) requires you to give them the privacy information at the latest when you first contact them (Article 14(3)(b)). A short sentence linking to your full candidate privacy notice is common practice. There is a sample in the template library under "Privacy notices". Have it checked by your data protection officer or solicitor before you use it. This section isn't legal advice.
Mistakes to avoid
- Stock phrases instead of a reason. "Exciting opportunity" and "great profile" read like a mail merge.
- Too long. Nobody reads more than three short paragraphs on a phone.
- Asking for a CV first. People who aren't interested yet won't send one.
- Chasing three times. Once, with something new to say, then stop.
- Naming a confidential client. Agree with the client what you can say before you start.
Every email from your thread with the candidate
The reply to your outreach is often harder than the outreach: the candidate asks about pay, the team or who the client is. LetterForge drafts that reply from your thread with them, with the role and your notes, and you send it from your own mail app. The demo shows how it looks. The app is coming soon: see pricing, join the waitlist, or read how LetterForge relates to the AI Act.
FAQ
- How long should a candidate outreach message be?
- Three short paragraphs by email, two or three sentences on LinkedIn. The reason you're writing to this person goes in the first line.
- Does the privacy notice have to go in the first message?
- If you didn't collect the details from the person themselves, yes: Article 14(3)(b) GDPR requires the information at the latest with the first communication. A short notice with a link is common; whether it's enough in your case is a question for your data protection officer.
- Should I mention the client's name?
- Only if the client has agreed. For confidential searches, describe the company instead and name it on the call.
Sources
- Regulation (EU) 2016/679 (GDPR), Article 14, in particular paragraph 3(b). https://eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=CELEX:32016R0679 (accessed 20 Oct 2026)
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