As a recruiter, your inbox is likely inundated with generic, copied-and-pasted messages that candidates used for the last 12 job applications. It’s totally understandable if you reflexively hit “delete.”
The problem is the reverse is also true. Professionals get dozens of impersonal, bulk-sent emails every day. So, if your mountains of LinkedIn outreach messages have primarily been met with crickets, you may need to change your approach.
While you probably already know about the power of personalization, it’s labor-intensive and takes up precious time you don’t have. This is why we’ve created a set of ready-to-use LinkedIn InMail templates. You can easily tweak these to create a personalized message that’s far more likely to get a response.
Why all the fuss about LinkedIn InMail personalization?
Before diving into the “how,” let’s first look at the “why.” Here’s why personalization should be on every recruiter’s radar:
Gain better insight into candidate suitability
While the focus is on enhancing your outreach message, personalization can benefit you even before you start typing the subject line.
Naturally, you need to know more about a candidate than their name to draft a convincing, tailored LinkedIn InMail. You’ll need insight into their:
- Work history
- Expertise
- Achievements
- Interests.
When you take the time to really understand the individual’s career trajectory, you’re more likely to see those subtle indicators that suggest they’ll be a great fit. Conversely, you may also spot important red flags you might have missed.
Stand out in a crowded inbox
The average person gets around 120 business emails a day. But they also receive enough work-related text messages, video calls, and phone calls to spend an average of 3 hours and 43 minutes daily on business communications.
As you can imagine, potential candidates might not immediately scramble to read your InMail message. A bland, cliched, or spammy subject line and predictable opening simply won’t cut it.
However, a personalized, well-crafted message is often a welcome change for recipients, prompting higher engagement rates.
In a LinkedIn Talent interview, expert recruiter, Rachel Saunders, had this to say about candidates’ responses to her customized outreach emails:
I usually get something like,“It’s so refreshing to be contacted by someone who has done their homework.” That’s important to me because it sets the tone for our conversation and gets the candidate more willing to hear about the opportunity I have in mind for them.
Establish rapport
A generic message is like a limp handshake – forgettable and unimpressive. For instance, consider this real LinkedIn message I received from a recruiter:
Needless to say, the level of effort and enthusiasm the recruiter conveyed here directly impacted how much enthusiasm I had for the job.
However, I would have felt far more valued had she expressed why this would be a fitting opportunity, given my specific work experience, qualifications, or interests.
Fast fact: Personalization isn’t just about getting attention – it’s about building credibility and trust from the first interaction. It enhances your professional brand and can spark genuine conversation.
Improve key metrics
Studies show that 90% of marketers use personalization to improve customer experience. Moreover, 77% use email as their primary channel to achieve this.
Why? Because personalization significantly boosts key metrics. Here’s what the numbers say:
- Non-personalized email messages have an open rate of 13.1%, while customized ones have an open rate of 18.8%.
- Regarding subject lines, emails with personalized ones are 50% more likely to be opened.
- Tailored email calls to action perform 202% better than non-targeted CTAs.
- For talent acquisition, recruiters who personalize their communications with candidates report a 40% increase in engagement.
- And finally, LinkedIn reports that personalized InMails perform 15% better than generic ones sent in bulk.
Top tips for effective recruiter LinkedIn InMails
There are a number of universal best practices to keep in mind for any personalized outreach email. Here are the most important ones:
Start with a bang
Your subject line is key to getting your foot in the door. It should grab attention and accurately reflect the email content.
Pitfalls to avoid:
While you want to stir action and create intrigue, steer clear of the following:
- Overused and unoriginal subject lines, like “Exciting job opportunity!”
- Pushy approaches demanding action or immediate attention, for example, “Urgent: immediate role to fill.”
- Clickbait-style subject lines, such as “Your ultimate career opportunity awaits.”
Nail your tone
As a recruiter, you should always be professional. However, you don’t want to come across as stiff or unapproachable. Aim for a conversational and natural tone while still demonstrating respect and your expertise as a hiring specialist.
Be specific but concise
Mentioning specific details unique to the candidate is central to a personalized InMail. Again, avoid reverting to commonly used phrases like “dynamic professional” or “impressive skill set.”
Instead, reference information related to their:
- Current company, job title, and time in that role.
- Degree, qualification, or certification.
- Prior publications.
- Achievements, promotions, or awards.
However, don’t fall into the trap of going overboard with the details. Keep your message short and punchy – much like the length of a sales email.
Fast fact: InMails are 16% more likely to get a response if they are 200–400 characters.
LinkedIn Talent Solutions provided this example of an ineffective InMail due to its “information overload:”
Offer a unique value proposition
Always clarify how and why the candidate can benefit from the particular opportunity. Remember to include short-term gains (like a competitive salary or flexible work arrangements) and long-term growth opportunities. Just be mindful of overpromising or overselling the role.
8 Personalized LinkedIn InMail templates for every scenario
With the basics of messaging a LinkedIn candidate out of the way, let’s dive into some battle-tested InMail templates. Each one is tailored toward a different recruitment scenario.
1. Focusing on candidates’ skills and experience
This template is useful when you’ve noticed that the candidate has specific skills, experience, or expertise that aligns well with your opportunity.
InMail template:
Subject: Our [Name of Team] needs your expertise in [specific area/skill]
Hi [Name],
Your expertise in [specific area] caught my eye, particularly your [one specific skill].
At [Company], we’re looking for a [Role] to help our [Specific Department/Team] with a [project/initiative/strategy]. Your experience with [relevant skill/technology] could be exactly what we need to [reach a specific goal/overcome a particular challenge].
Would you be open to a 15-minute call to discuss how your background could contribute to our success?
Best regards,
[Your Name and Title]
This template works because it:
- References the candidate’s specific focus area and skills rather than a vague “impressive skill set.”
- Shows you’ve done your homework and understand their long-term career progression.
- Connects their expertise to a real opportunity.
- Opens the door for further discussion.
2. Referencing candidates’ posts or publications
Use this template when a candidate has shared insightful content relevant to your industry or the role.
InMail template:
Subject: Loved your thoughts on [specific topic]
Hi [Name],
Your recent [lecture/post/publication] about [specific topic] resonated with me, particularly your point about [specific detail]. I’ve shared it with our [relevant team], and it’s sparked some interesting discussions!
We’re building a team at [Company] focused on [related area], and your perspective on [specific aspect] aligns perfectly with our vision.
Can we have a quick call to discuss how you could help shape our approach to [relevant challenge/opportunity]?
Best regards,
[Your Name and Title]
Types of content to reference:
- LinkedIn articles or posts
- Personal or company blog posts
- GitHub contributions
- Conference talks
- Industry publications or research papers.
Expert tip: Pay close attention to the candidate’s writing style and tone. This will help you craft a message that resonates with them.
3. Acknowledging candidates’ achievements
This InMail template is ideal for LinkedIn candidates with notable career milestones or accomplishments. It’s particularly helpful because more than half of candidates expect recruiters to explain how their achievements make them a good fit for the company.
InMail template:
Subject: Congratulations on your recent [specific achievement]
Hi [Name],
I recently learned about your well-deserved [award/promotion/achievement], and I’m genuinely impressed by how you [specific detail about their contribution/impact].
At [Company], we’re facing similar challenges in [relevant area]. Your experience with [specific aspect] could be invaluable for [candidate’s potential contribution].
Would you be open to discussing how you could make a similar impact here? I’d love to share our vision for [specific project/initiative].
Best regards,
[Your Name and Title]
Best practices when using this template:
- Go beyond the superficial: Add a small detail to show genuine interest, like the award date.
- Connect the achievement to the role: Explain how the candidate’s success is relevant.
- Be tactful: Don’t go over the top with flattery, which makes you seem insincere.
Make sure that whatever skill or accomplishment you recognize aligns with why you’re reaching out, otherwise it may cause confusion and drive a candidate not to respond.
4. Offering enticements
This template works well when you have specific benefits or opportunities that set your role apart.
InMail template:
Subject: Not your average [Job Title] benefits
Hi [Name],
Given your experience in [relevant skill/industry area], I’m reaching out about a unique opportunity at [Company].
In addition to [standard job benefit/s], we’re offering [unique benefit/opportunity] to our next [Job Title]. This might be especially great for you because [explain its relevance to the candidate].
You’d be joining us at an exciting time, as we’re just starting a [specific project/initiative].
Could we schedule a time to discuss how this could be a great next step in your career?
Best regards,
[Your Name and Title]
Common mistakes to avoid:
- Overselling or creating unrealistic expectations.
- Focusing solely on compensation.
- Assuming a particular benefit will appeal to all candidates.
- Using generic and vague descriptions like “great culture” or “dynamic environment.”
5. Highlighting company fit
This template is perfect if you’ve identified a strong alignment between the candidate’s values and interests and your company culture.
InMail template:
Subject: Your [specific interest] + our mission at [Company]
Hi [Name],
I noticed your involvement with [specific initiative/project] and passion for [specific area/cause]. This really resonates with our mission at [Company], where we’re [specific detail about company mission/impact].
We’re looking for a [Role] who shares our commitment to [specific value/goal], and you might be a perfect fit.
Would you be open to discussing how [Company] could align with your career goals?
Best regards,
[Your Name and Title]
Candidate-company fit examples:
- Shared commitment to sustainability.
- Similar approaches to technology and innovation.
- Aligned views on work-life balance.
6. Leveraging a mutual connection’s referral
With 30–50% of all hires coming through referrals, this is another helpful template. Use it when you’ve received a referral from someone in your shared network to build trust and rapport.
InMail template:
Subject: [Mutual connection’s name] let me in on a secret
Hi [Name],
[Mutual connection’s name] told me about the amazing work you’re doing at [Company], particularly how you’ve excelled in [specific area/skill/task].
I lead recruitment at [Company], and we’re building a team that could benefit from expertise like yours in [specific skill/area]. [Mutual connection’s name] mentioned you might be interested in opportunities involving [specific aspect].
Would you be free this week to discuss how the role could be a good fit for you?
Best regards,
[Your Name and Title]
Key points to remember:
- Always get permission from the mutual connection before reaching out.
- Mention the connection early to establish trust.
- Don’t rely exclusively on the shared connection to get a response. You still need to highlight the company fit and unique benefits.
7. Reaching out to passive candidates
This template will help you reach out to individuals who aren’t actively job hunting but might be open to the right opportunity. Research shows that these passive candidates can comprise as much as 59% of the global workforce.
InMail template:
Subject: Your [specific expertise] caught my eye
Hi [Name],
I’ve been following your work on [specific project] at [Company], and your approach to [specific achievement] really caught my attention.
While I understand you might be happy in your current role, I wanted to share an exciting opening for a [Role] at [Company]. It could interest you given your [specific area of interest/passion/expertise].
Would you be open to discussing how this opportunity could be an excellent long-term career move? I’d be happy to answer any questions you might have.
Best regards,
[Your Name and Title]
Top tips for finding passive candidates:
- LinkedIn advanced search: Use filters to identify candidates with specific skills and experience.
- Industry events: Attend conferences and seminars to network with professionals.
- Employee referrals: Encourage current employees to recommend talented individuals in their network.
8. Sending follow-up emails
Fast fact: Studies found that follow-up outreach emails have a 40% higher response rate than initial messages.
Sometimes, candidates may miss or overlook your first InMail. Others might have ignored it or forgotten to reply. Sending a well-crafted, personalized follow-up shows persistence and genuine interest, often resulting in better reply rates.
Here’s a template you can use for a tailored follow-up email:
InMail template:
Subject: Quick follow-up about [Job Title] opportunity
Hi [Name],
I’m just following up on my previous message about the opportunity to [specific impact/goal] at [Company], which could be an ideal fit for your [specific interest/area of expertise].
I understand you may be busy, but I wanted to reiterate the exciting aspects of this role, like [mention 1-2 key benefits].
If you’re open to a conversation, please let me know a convenient time for us to connect.
Best regards,
[Your Name and Title]
While you don’t want to flood the candidate’s inbox, consider sending a second follow-up a few days after the first if you still haven’t received a reply. It requires a tactful approach to avoid sounding pushy.
Let’s look at real-life examples of first and second follow-up InMails so you can see the difference:
Example of a first follow-up InMail message:
Subject: Revisiting the XYZ Company Product Design role
Hi Jermaine,
I reached out last week about a Senior Product Design role at XYZ Company that matches your impressive Adobe experience.
Your work on the ABC Software interface redesign particularly grabbed my attention, and your user-centric design approach would be invaluable to our Product Development department.
I’d love to share more about our collaborative design culture and the impact you could have on how our customers engage with our Music Discovery Software. Would you be open to a 15-minute chat this week?
Best regards,
[Your Name and Title]
Now, let’s see what the subsequent follow-up would look like:
Example of a second follow-up InMail message:
Subject: One last note about the XYZ Company opportunity
Hi Jermaine,
I know your schedule is hectic, but I wanted to reach out one last time about our Senior Product Design position. We’re scaling our Music Discovery Software team and looking for someone with your level of expertise in creating intuitive user experiences.
This senior role offers full creative autonomy and the chance to shape product features used by our 7 million users globally.
Let me know if you have any questions or if you’d like to explore this opportunity further.
Best regards,
[Your Name and Title]
How technology can streamline your personalized InMail outreach
While the above templates will definitely save you precious time, there are many tools and software that can also simplify your personalized candidate outreach.
Here’s how they can help:
Candidate sourcing
To start your outreach journey, you need to determine who to contact and how to contact them. This is where candidate sourcing tools shine. The days of manually scrolling through LinkedIn profiles are behind us.
Search filters are an excellent way to hurry things along. Wiza leads the pack in this regard. This tool offers a sophisticated filtering system with over 30 advanced candidate filters, like company, location, job title, industry, skills, and more.
But what makes it extra convenient is that it also doubles up as a LinkedIn email finder tool and contact verifier to build talent pipelines effortlessly. Wiza’s Chrome extension acts like a digital skeleton key that reveals candidates’ personal contact information directly from their LinkedIn profiles.
This integrated approach means no more toggling between different tools or manually copying and pasting contact details.
Data enrichment
Data enrichment technology transforms basic profile information into detailed candidate insights to kick-start your personalization efforts.
For example, ClearBit excels in providing company context and professional relationships. There’s also ZoomInfo, which offers deep insights into B2B relationships and company hierarchies.
Wiza, again, goes above and beyond. Its data enrichment capabilities stand out by providing 40+ data points per candidate, including:
- Current role duration.
- Skills development patterns.
- “Open-to-work” status indicators.
- Educational background.
- Professional certifications.
These details are precisely what you need to fill out our personalized LinkedIn InMail templates to add authenticity.
But when dealing with a large number of candidate profiles, all this data can quickly become overwhelming. Tools like Wiza have bulk-export features that allow you to export hundreds of candidate searches and saved lists from LinkedIn Recruiter to CSV files or your ATS systems.
AI-powered personalization
Once you have the lowdown on potential candidates, AI tools can use your gathered data to craft the outreach message itself.
62% of top recruiters are optimistic about AI’s role in talent outreach and acquisition – and with good reason. Machine learning software like the above can help by:
- Analyzing candidate communication patterns.
- Suggesting an appropriate writing style and tone of voice.
- Generating personalized conversation starters.
- Identifying common interests and talking points.
ChatGPT is one of the most widely used generative AI tools for recruiters. The success of the message it generates hinges on the quality of your prompt.
On the other hand, LinkedIn’s Talent Blog offers this template to help optimize your prompt:
ChatGPT prompt template:
- Write a personalized outreach message to a candidate named [Candidate’s Name] for a [specific role] at [Company Name].
- Highlight how their experience in [specific skill or field] and [relevant accomplishment from their LinkedIn profile or resume] makes them a strong fit for the position.
- Emphasize the company’s [key value, such as innovation or work-life balance] and how this aligns with the candidate’s background. Include a brief mention of the company’s growth opportunities and the impact they could make in this role.
- End with a friendly invitation to discuss the opportunity further, and make it clear you’re excited to connect.
Email automation
Finally, innovative automation tools help you maintain personal connections at scale. Think of them as your virtual outreach coordinator, ensuring no candidate falls through the cracks.
These tools, such as Mailshake, Zapier, and Yesware, offer valuable capabilities like:
- Sequence automation with smart delays.
- A/B testing.
- Response detection and sequence adjustment.
- Personal calendar integration
- Custom tracking parameters.
Recruiters will increasingly look to automated scheduling to reduce admin tasks that provide little value so that they can stay competitive.
Don’t just reach out – stand out
The personalization tools, templates, and techniques we’ve explored aren’t just theoretical concepts. They’re a practical roadmap to nailing your candidate outreach.
Every LinkedIn InMail you send is an opportunity to showcase not just a job opening but your entire employer’s brand. Personalized messages demonstrate that you see candidates as individuals with unique stories, not just skills on a profile.
Remember that successful recruitment isn’t just about reaching out – it’s about standing out. Your next great hire might be just one perfectly crafted InMail away.
Commonly asked questions
How can I personalize my outreach emails at scale?
Use a combination of technology and templates. Start with tools like Wiza to build targeted candidate lists and enrich profiles with detailed data points. Then, create template variations for different candidate personas, using the enriched candidate information to customize key points. Lastly, use email automation tools to send personalized emails in bulk and schedule follow-ups.
What’s the best way to reach out to passive candidates?
Focus on their achievements and interests rather than your immediate needs. Research their work thoroughly, reference specific projects or contributions, and explain how their expertise could positively impact your organization. Respect their current commitments and express understanding if they’re not immediately interested. Even if they’re not interested now, keep the lines of communication open for future opportunities.
What’s the best etiquette for sending follow-up emails?
Limit follow-ups to two messages spaced 3–5 days apart. Each follow-up should add value, so reference new information or a different aspect of the opportunity. Always maintain a professional, respectful tone and provide an easy way for candidates to decline if they’re not interested.
How can I measure the success of my personalized InMail campaigns?
Track key metrics like open rates, response rates, conversion rates (like interviews scheduled), and overall time to hire. You can also use A/B testing to optimize subject lines, message content, and sending times.
Many tools and platforms can help with these tasks, including:
- LinkedIn Talent Insights: Provides detailed InMail performance metrics and benchmarks.
- Salesforce: Offers comprehensive relationship tracking and pipeline analytics.
- AB Tasty: Enables sophisticated message testing and optimization.
