Digital marketing may have undergone numerous transformations, but good old email still remains a popular choice for recruiters. There’s no denying it gets the job done—but only if you know how to use it effectively.

In 2025, recruiters are battling more competition for candidate time, overcrowded inboxes, and shorter attention spans than ever before. This can make it tough to reel in the candidates you need and stay on top of the latest trends in email communication.

As a recruiter, it’s your job to know what talented job-seekers are looking for in an email ad, and how you can tailor yours to attract them while boosting open rates, getting more replies, and landing dream candidates for your clients.

We dug into the latest email marketing data to find out what’s actually working for recruiters right now, so you can stop guessing, start sending, and maybe even get a few enthusiastic replies that don’t start with “Thanks, but I’m happy where I am.” Let’s get stuck in answering the questions everyone in recruitment wants to know.

How Do I Get More Candidates To Respond To My Outreach Emails?

Ditch the generic and make it personal! Personalization has always been a crucial component of successful email marketing, and this remains absolutely true in 2025. The use of personalized subject lines and email content can increase open rates by as much as 26%, as well as lay down a more solid foundation for continued communication.

But these days, using people’s first names isn’t enough to actualize the potential of personalization. Referencing specific career preferences, previous work experience, and general interests can reinforce a candidate’s interest in a much more impactful way.

When’s The Best Time To Send Recruiter Emails To Get Replies?

Current data tells us that the best time to send emails is from Tuesdays to Thursdays between 9 and 11 AM. On Mondays and Fridays, people’s inboxes tend to be at their fullest, leading to less attention paid per mail and a higher chance of yours being ignored.

Mid-week mornings are a generally more productive time of the week for most people from a workflow perspective, making them a little more likely to respond to your comms—hopefully with something positive.

How Many Follow-Ups Should I Send To A Candidate Who Doesn’t Reply?

The art of the follow-up email is something few have mastered. But it’s high time we all got to it and learnt how to circle back in a way that is neither pushy nor self-effacing. Data helps: according to this 2025 study, the follow-up limit for email marketing sits at a humble two.

After two follow-ups, your emails risk becoming a nuisance, which may make recipients annoyed and unlikely to respond to future mails.

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