HOW TO WRITE RECRUITMENT LETTER
How To Write a Recruitment Letter (+ Winning Template)
Learn how to write an effective letter for the recruitment of employees using this winning template.
Finding and hiring the best candidates for your team or company can be a complicated process, but one of the most effective tools at your disposal is a recruitment letter. A well-written and professional letter that resonates with potential candidates can give you a leg up when securing top talent.
In this article, we’ll discuss why creating an effective recruitment letter is essential for attracting quality applicants. We provide a winning email template you can use as a guide. We’ll also look at some tips on writing your own letter to gain the attention of prospective new hires.
What is a recruitment letter?
A recruitment letter is a formal document an employer sends to invite potential job seekers to apply for a position. The goal is to solicit job applications from qualified candidates with the qualifications and skills for the role.
The communication should be personalized to the candidate and provide enough detail to give them a clear understanding of your company, the job description, and what you expect from them. The letter should be well-written and professional to attract top talent and ensure they take the time to read your message.
How to write a recruitment letter in 6 steps
Are you looking to add a recruitment letter to your hiring process? Check out these steps for writing a recruitment letter to fill your staffing vacancies.
1. Understand the position, qualifications, and requirements
Before crafting a compelling recruitment letter, you’ll need to have a good understanding of the role and its qualifications and requirements.
Take time to review the job post or other sources of information to get a better sense of what you’re looking for in an ideal candidate. This can make it easier to write a clear and concise recruitment letter.
Talk with your human resources (HR) department or hiring manager to get a better understanding of the role and any specific job requirements you should include in your letter. Gather information on job title, hours (part-time or full-time), salary, perks like stock options, vacation time, and other benefits to help make your recruitment letter grab the reader’s attention. Be sure to state the minimum requirements for the role, whether that’s a high school or college degree, languages used, etc.
2. Begin the letter by addressing the receiver correctly
One of the most important steps when writing a recruitment letter is addressing the recipient correctly in the salutation. Researching who’ll receive your letter and how they prefer to be addressed can be the difference between getting noticed and having your letter discarded.
For starters, you should have a current list of prospective applicants with basic information regarding how to contact them directly. Crafted letters should also be personalized to each individual, as generic “form letters” are often seen as lazy and unprofessional—something no recruiter wants when searching for qualified candidates.
Using sample letters as a base is great, but be sure to add a personal touch when sourcing candidates.
3. Discuss your company
Take some time to introduce your company and explain why it can be a valuable place for new employees. This is an essential part of the recruitment process, as proper introductions will quickly clarify to potential hires why joining your team or organization can be worthwhile. You can also include a link to your company’s website or social media accounts so they can learn more.
Explaining who you are and what makes your team unique can give prospective candidates an idea of what you offer and allow them to gain better insight into your organizational culture.
Share your company name, mission statement, and details that might be pertinent or attract the reader’s interest. Your tone of voice in the letter should match your employer's brand and messaging.
4. Explain the position you’re hiring for
Explain what position you’re hiring for and why this role could benefit the prospective candidate. This will give readers a much better understanding of what you offer and make it easier for them to decide if this position is something they’d like to pursue.
Think of this section as a sort of “reverse cover letter,” where instead of applicants selling themselves to your company, you’re actively selling your job opportunities and outlining potential benefits. Essentially, you’re creating a recruiter cover letter. Listing specific tasks and requirements can also help avoid confusion or misunderstandings.
Spending some extra time outlining what positions you’re looking to fill can ensure that prospective candidates get a better idea of their daily work at their new job and set your organization up for success in finding workers truly qualified for your specific needs.
5. Provide compensation and benefits
When recruiting new talent, one of the most effective ways to spark interest from prospective hires is by introducing and outlining the various compensation factors and benefits your company or organization can offer.
By discussing these elements, you can give prospective candidates an idea of what working with your team may look like in practical terms, allowing them to decide if working with you would be feasible or beneficial for their plans.
The compensation package may include anything from salary to health care costs and other benefits, including incentives like paid vacations, annual bonuses, stock options, tuition assistance, and more. These components can play a large role in how attractive potential hires think your job offer is and could make all the difference when trying to secure top talent.
6. Discuss the application process and next steps
Provide prospective candidates with a clear process of what they should do to apply for a specific position. Prospective candidates should find all the information they need to move forward outlined in the letter or email.
If you’re expecting phone calls, make sure to include the direct phone number for the appropriate recruiter. If you’d like a return email with their resume or portfolio attached, that should be the call to action. Keep in mind that you need to have a system for staying organized when dealing with a lot of applications or follow-up responses.
You should also explain the next steps if they’re selected for a job interview. This could include setting up a call or meeting with you and specifying any other requirements applicants must fulfill to advance in the recruitment process.
End your recruitment letter by outlining what the next steps are for potential candidates. You may ask them to fill out an application form on your website or email their resume and contact information. If you prefer a more personal approach, suggest the receiver contact you to discuss specifics regarding their qualifications and abilities—from there, you can decide how best to proceed.
Recruitment letter template
Start with the recruitment letter example below and tailor it based on your talent acquisition needs.
Hi [Name],
We at [Company] have recently been searching for an individual with experience in the [industry/trade/specialization], with a particular focus on finding the right person to fill our open position of [job title]. This is a great opportunity to join us in an exciting and rewarding role with a competitive salary and benefits package.
Details of the role include:
Job Title: [Job title]
Annual Salary: [Annual salary range]
Hours: [Hours required, on-site/in-person or remote]
Responsibilities: [Responsibilities outlined]
Qualifications: [Qualifications outlined]
If you’re interested in learning more about what we can offer, please fill out an application form on our website at [website URL], or contact our recruiter [name] directly at [email/phone number]. We look forward to hearing from you!
Sincerely,
[Your name]
Recruitment letter FAQ
Not sure if a letter is a good idea for your recruitment process? Do you know how to find qualified candidates to contact? Let’s tackle some of the most common questions on this topic.
Are recruitment letters an effective way to secure top talent?
The short answer is yes—recruitment letters can be an effective way to attract top talent for your organization. When crafted and executed properly, a recruitment letter can demonstrate to potential candidates that your organization is worth being a part of and that the role will match their skills and interests.
An effective recruitment letter should be personalized to the candidate, emphasizing any unique benefits or opportunities that working with your company provides. Additionally, it should highlight how their personal qualifications and experience make them a good fit for the specific position. This sets your organization apart from other employers and creates an engaging experience for the job applicant.
How can you find quality candidates to recruit?
Finding quality candidates to recruit for your organization can be accomplished through a variety of sources. Referrals from your existing team or external professionals in the field are great starting points, as they’ll be familiar with the industry and your organization’s needs.
Job boards, job fairs, colleges or universities, and professional associations offer access to potential candidates who may not be actively looking for new opportunities.
Another way to find quality candidates is by building relationships with industry leaders and leveraging their networks. Social media platforms like LinkedIn feature powerful search functions that allow you to connect with various professionals and view their profiles, qualifications, and experience. Participating in professional events also allows you to meet potential leads.
Ultimately, finding quality candidates for recruitment requires patience and dedication. Using multiple resources and actively engaging with them is key to finding the best talent for your organization.
When do you send a recruitment letter?
The ideal time to send a recruitment letter is when you’re actively looking to fill a position. This allows potential candidates to know the role is available and learn what they need to do to apply.
Is a business recruitment letter similar to a college recruitment letter?
A business recruitment letter differs from a college recruitment letter in that it focuses on recruiting for a specific job rather than a school program. However, it’s similar to a college recruitment letter in that it should highlight the opportunities, benefits, culture, and any other unique aspects of your organization.
Additionally, like a college recruitment letter, the goal is to make a strong impression on potential candidates and convince them to join your team.
Is a recruitment letter the same thing as a cover letter?
A recruitment letter is not the same thing as a cover letter, although they have some similarities.
A recruitment letter focuses on convincing potential candidates to join your organization and highlights why the role is right for them. On the other hand, a cover letter is sent by a candidate in response to an open job listing and aims to show how their qualifications make them a good fit for the position.
While recruitment and cover letters are written by different parties, they should both be tailored to the candidate, highlighting their skills and experience in a persuasive manner.
Find the best talent for your team on Upwork
Finding the best talent for your team is essential to the success of your organization. With Upwork, you can find top professionals in a wide range of fields and industries who are ready and willing to join your team. Through our easy-to-use platform and powerful search tools, you can narrow your candidate pool and find qualified professionals who best fit your criteria.
With your finished recruitment letter ready, all that’s left is to reach out to your desired candidates and invite them to apply. With Upwork, you can access a global talent pool and take the recruitment process one step closer to success.
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