Chapter 09. First Contact
How to Use This Chapter
Use this chapter after the candidate has already been shortlisted on facts. It will not fix poor search relevance, but it will help you avoid losing a good candidate with a weak, generic, or pushy message.
Remember in One Phrase
The first message should quickly show why you reached out to this specific person and why the next step may be appropriate.
| If Your Task Is | Go to Section | What You Get |
|---|---|---|
| Understand why there are no replies | Why candidates are not responding | Diagnosing the problem before writing |
| Check your message | First message quality checklist | Criteria before sending |
| Respond without pressure | Response scripts | Phrasing for different reactions |
| Maintain a warm pool | Warm pool tracker | A way to avoid losing candidates |
Quick Chapter Map
1. Check candidate relevance before writing.
2. Note 1–2 facts from their profile.
3. Link the fact to the role's requirements.
4. Offer a gentle next step and a respectful opt-out.
Minimal Start
In 30 minutes, take one weak message and rewrite it for three real profiles. For each profile, use one verified fact, one relevance explanation, and one simple next step. The copy-paste formula is in Appendix D.10.
Principle
Sourcing often breaks not at the search stage, but at first contact. A good search with a poor message will still fail.
Why candidates do not respond
The role is irrelevant.
The message is too generic.
It is too long.
The value of the company or role is unclear.
No information on compensation, location, or flexibility when it matters.
The candidate is overloaded.
The recruiter asks for time before giving context.
There is no trust in the sender.
Diagnostics
Symptom Likely Problem What to Fix
Few replies Subject line, sender trust, or Improve the first line and
text relevance
"Why did you contact me?" Weak personalisation Add profile-to-role connection
Many salary questions Compensation is a key filter Give a range or explain the
process
Interested replies but few Low search relevance Refine the evaluation map
qualified candidates
Candidates disappear after Slow handoff or process Improve SLA and updates for
reply the candidate
First Message Quality Checklist
Specific reason for outreach.
Clear role context.
Value from the candidate's perspective.
Honest information.
One simple next step.
No fake urgency.
No exaggerated praise.
No unverified claims.
A respectful way to decline.
Response Scripts
Not interested:
Thank you for the quick reply. I will close this on my side. If timing changes later, I would be happy to revisit the conversation.
What is the salary?
Fair question. Planned range: [range] plus [components if known]. If that does not match expectations, I understand. If the range is close, I can send a short brief.
Recruiters constantly spam:
I understand. I reached out only because of [specific fact from the profile]. If this is not relevant, I will not follow up again.
Warm Pool Tracker
Candidate Status Motivation Next Trigger Last Contact Next Action
Name Not ready yet Leadership role New lead role 14 Jun Return in 90 days
remote
AI Prompts for This Chapter
The full prompt for handling a candidate response is in Appendix G.6. Use it only as a draft: do not argue with the candidate, do not create pressure, and do not invent details about compensation, format, or stage.
Key Takeaways / Where to Go Next
Take away not a single polished text, but a contact system: fact, relevance, gentle next step, respect for decline, and clear status in the database. If the candidate has responded or reached initial screening, move to Chapter 10 to evaluate them on facts, not impressions.
