Ever wondered how to write an email that makes clients actually respond? You're not alone. With hundreds of emails flooding inboxes daily, it’s tough to stand out. Did you know less than 10% of cold emails get a reply? Don't worry, we've got your back.
In this post, we’ll cover email marketing best practices, using multichannel outreach, and share some templates to get you started. Let’s turn those cold emails into warm leads!
Best practices for email marketing
What's the best way to get clients for a staffing agency? Every agency faces this question.
The first step is getting your emails noticed! So, here's how to make your messages stand out.
AIDA framework
The AIDA framework is a proven method of structuring emails:
- Attention: Start with a compelling subject line or opening sentence to grab their attention. The reader won't bother reading if they aren't intrigued right away.
- Interest: Keep them interested with engaging content like statistics, relevant data, or a compelling story. They're hooked and want to know more.
- Desire: Highlight the benefits of your service or product to create desire. Explain how it solves their problems or meets their needs. They'll see the value in what you're offering.
- Action: End with a clear call to action. Tell them exactly what you want them to do next, like visit your website or schedule a call. It guides them toward the next step.
A/B testing
Test out different email elements to see what works. Try out different subject lines, email content, and calls to action. Analyze your results and optimize your emails based on what works. It's a great way to keep improving your email strategy.
Timing
Email marketing is all about timing. Send your emails when they're most likely to be opened. Emails sent between 9 a.m. and 12 p.m. EST tend to get more opens. Don't send emails late at night or on weekends when people are less likely to check them.
Personalization
Make your emails more relevant to the recipient, even if they are part of an automated mass message campaign. Use their names and tailor the content to their specific interests and needs. Emails that feel more relevant and less spammy are more likely to be opened.
Your subject line is the first thing the recipient sees, so make it count:
- Grab attention: Use a catchy and relevant subject line.
- Personalize: Make the subject line specific to the recipient.
- Spark curiosity: Encourage the reader to open the email by piquing their interest.
- Be concise: Keep the subject line short and to the point.
Include email in a multichannel outreach sequence
It's so important to use email marketing in a multichannel outreach strategy that it deserves its own section.
Don’t just rely on emails. Mix in LinkedIn connections, messages, InMails, WhatsApp messages, and cold calls. This diversified approach helps you reach more people effectively.
Leonar can help you craft a multichannel sequence with AI and automation, making your outbound outreach more effective and less time-consuming.
See the difference: Try Leonar free today!
Why it’s important:
- Wider reach: Connect on different platforms.
- Personal touch: Messages feel unique and relevant.
- Higher response rates: More touchpoints increase chances of replies.
- Efficiency: Automate follow-ups and save time.
By using multiple channels, your outreach becomes more impactful and efficient.
Introduction emails templates
Making a great first impression starts with the perfect introduction email. Here are some examples and tips for crafting effective emails.
Example 1: General introduction
Subject Line: Introduction to [Company Name]
Hi [First Name],
We’re excited to introduce ourselves as [Your Company Name], a staffing agency dedicated to helping businesses like yours find the perfect candidates. We specialize in [industry or type of position], and we’re confident we can help you meet your hiring needs.
Looking forward to discussing how we can support your team.
Best regards,
[Your Name]
[Your Contact Information]
Example 2: Personalized approach
Subject Line: Finding the right fit for [Company Name]
Hi [Client Name],
I hope this email finds you well. My name is [Your Name], and I’m with [Your Company’s Name]. We’ve been in the staffing business for [number of years], helping companies like [Client’s Company Name] find top-notch talent.
We specialize in [specific industry], and we’ve helped companies overcome [specific challenges]. I’d love to discuss how we can help you meet your recruitment goals.
Best regards,
[Your Name]
[Your Contact Information]
Example 3: Highlighting success stories
Subject Line: Success stories with [Your Company Name]
Hi [Client Name],
At [Your Company’s Name], we’re all about finding the right hires. Our clients, like [Client Name 1] and [Client Name 2], have had great success with our services. You can read their testimonials [link to testimonials].
We’d love to help your company, [Client’s Company Name], overcome its recruitment challenges with our dedicated team and extensive talent pool.
Looking forward to connecting.
Best regards,
[Your Name]
[Your Contact Information]
Example 4: New partner introduction
Subject Line: Introducing your new partner in talent acquisition
Dear [Client’s Name],
I hope this email finds you well. My name is [Your Name], and I’m a Senior Talent Acquisition Specialist at [Your Company’s Name]. With [number of years] of experience, I have a keen eye for identifying talent that aligns with your company’s goals.
I would love to learn more about your organization and its staffing needs to help find the best candidates for your open roles.
Looking forward to hearing from you soon.
Best regards,
[Your Name]
[Your Contact Information]
Example 5: Talent letter format
Subject Line: Top talent available for your company
Hi [Client Name],
I hope this email finds you well. At [Your Company’s Name], we have a roster of top talent actively seeking new opportunities. This week, we have exceptional candidates for high-level positions in the tech and management sectors.
CMO B2C
- Experience: 20 years in startups, scale-ups, and large groups (FMCG, DNVB, FoodTech)
- Skills: Marketing campaigns, branding, team management
- Looking for: CMO roles in the consumer sector
- Location: Paris
- Salary expectation: 130k€
VP Operations
- Experience: 15 years, mainly in marketplaces and big tech
- Skills: Team management, tech operations scaling, marketplace ops
- Looking for: Growing companies with broad responsibilities
- Location: Paris
- Salary expectation: 100-130k€
If you are interested in learning more about these candidates, please let me know. I’d be happy to provide additional details.
Best regards,
[Your Name]
[Your Contact Information]
By using these templates and personalizing them to fit each client's needs, you can create engaging and effective introduction emails that make a great first impression.
Follow-up email templates
Following up is crucial in maintaining communication with potential clients. Here are some follow-up email templates to keep the conversation going.
Example 1: Post-consultation follow-up
Subject Line: Related to your consultation with [Your Company Name]
Hello [Client's First Name],
Thank you for your time and for signing up for a consultation with [Your Company Name]. It was great to learn more about you and your business.
During our meeting, we discussed:
- [Summary of key points]
- [Other important details]
Please review and let me know if you would be interested in working with us.
Looking forward to hearing from you.
Best regards,
[Your Name]
[Your Contact Information]
Example 2: Checking in
Subject Line: Following up on our last conversation
Hi [Client's Name],
I hope you've been well since we last spoke. I wanted to check in to see if you need any additional hiring support or if there are any new staffing needs on the horizon.
At [Your Company Name], we specialize in finding top talent for [specific industry or position]. We've helped many businesses like yours overcome hiring challenges and find the right candidates.
If you're interested, please give me a call at [Your Phone Number].
Best regards,
[Your Name]
[Your Contact Information]
Example 3: Friendly reminder
Subject Line: Just checking in
Hi [Client's Name],
I hope everything is going well. Just wanted to follow up on my previous email and see if you had any questions or needed more information about our staffing services.
We have a great track record of helping companies like yours find the perfect candidates. If you're still interested, let's set up a time to chat.
Best regards,
[Your name]
[Your contact information]
Example 4: Highlighting success and availability
Subject Line: Ready to help with your hiring needs
Hi [Client's Name],
Finding the right hires is tough, but we can make it easier. Our clients, including [Client 1] and [Client 2], have had great success with our services. Check out their stories [link to testimonials].
We currently have over [number] vetted professionals ready for assignments. If you’d like to discuss how we can assist your hiring needs, let’s set up a time to talk.
Best regards,
[Your Name]
[Your Contact Information]
Example 5: Reconnecting
Subject Line: Following up on our previous discussion
Hi [Client's Name],
I wanted to touch base again and see if you’re in the market for any additional staffing support. We’ve been focusing on [specific industry challenge], and I believe we can provide valuable help for your team.
Please let me know if you’d like to chat further.
Best regards,
[Your Name]
[Your Contact Information]
Using these templates, you can effectively follow up with potential clients, keeping the conversation alive and demonstrating your commitment to meeting their staffing needs.
Final thoughts
A successful client communication strategy is all about crafting effective emails, using multichannel outreach, and leveraging structured templates. By following these practices, you'll be able to communicate with potential clients more effectively.
Want to take your outreach to the next level? Book a demo with Leonar today and see how our AI and automation tools make recruiting easier.
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