TEMPLATES

Keep A Players warm between conversations.

Three emails, two SMS, one abandonment recovery sequence. Use them in order.

A Players have options. If you go quiet for 5 days, they assume you have lost interest and start other conversations. These sequences keep momentum without pressure. The rule: give something useful with every touch. Never chase. Never pressure.

Sequence map

Day 1
Email 1 + SMS 1
Day 3
SMS 2
Day 5
Email 2
Day 7
Abandonment
Day 10
Close

EMAILDay 1 — within 1 hour of first contact

Subject: One thing I meant to mention

Hi [First name],

Really glad we connected earlier.

One thing I meant to say: [one specific detail about the role or company that genuinely adds to what was said in the interview/outreach — not a selling point, an honest observation].

Looking forward to [next step — call/video/decision].

[Your name]

When to use: Send within 1 hour of any positive first contact. The specific detail is what makes this different from a follow-up email. It shows you were listening.

SMSDay 1 — 2–3 hours after Email 1

Hi [First name], [Your name] here — sent you an email earlier about the [role] at [Company]. Worth a look when you get a moment.

When to use: SMS confirmation of the email. Short. No ask. Just lets them know to look out for it.

SMSDay 3 — if no reply to Email 1

Hi [First name], just checking you received my email about the [role]. Happy to answer any questions before we go further.

When to use: Only if no reply after 48 hours. One message. If still no reply, move to Email 2 on day 5.

EMAILDay 5 — if no interview confirmed

Subject: Updated on the [role]

Hi [First name],

Quick update on the [role] at [Company]: [one genuine development — timeline, team change, something about the role that has moved].

Does [date] still work for a call, or is there a better time this week?

[Your name]

When to use: If interview has not been scheduled after 5 days. The update must be real — do not invent one. If nothing has changed, use a question instead: 'I wanted to check if you had any questions before we set up the next step.'

EMAILDay 7 — candidate engaged then went quiet

Subject: Still thinking about the [role]?

Hi [First name],

I wanted to reach out because you had seemed genuinely interested in the [role] before things went quiet.

I understand timing is everything and it might not be the right moment.

If you are still considering it, [date] is the last slot I have before we move to the next stage. If the timing is not right, absolutely no hard feelings — just let me know so I can update the brief.

Either way, worth a quick reply.

[Your name]

When to use: When a candidate showed clear interest (replied to outreach, attended a first call, said they were interested) then stopped responding. This is the one email where you can ask directly. It works because it acknowledges reality without pressure.

EMAILDay 10 — final touch

Subject: Closing this off

Hi [First name],

Last one from me.

If the timing has changed or the role is not the right fit, no problem at all. I will close you off this search.

If you are still interested and life just got in the way, let me know — I can hold the slot for [X days].

Either way, it was good to connect.

[Your name]

When to use: Always the last message. Never send more than this. Ending cleanly is respectful of their time and yours. A well-handled close leaves the door open for future roles.

Three rules for using these sequences

Rule 1.Always personalise [brackets]. A message with a genuine specific detail converts at 3× the rate of a template you can tell is a template.

Rule 2.Give something with every touch. An update, a question, a specific detail. Never just 'following up'.

Rule 3.Ten days and out. If they have not responded after the close email, remove them from this search. Respecting their decision makes them more likely to respond to your next role.

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