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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.
What’s The Average Response Rate For LinkedIn Inmails Vs. Email?
LinkedIn InMails have an average response rate of around 13%, which is not bad but not as good as a personalized email rate of 30%- 40%. If you’re going to choose between the two, it’s typically productive to focus on value-packed campaigning via regular email channels like Gmail, Outlook, or Yahoo.
How Do I Avoid My Recruiting Emails Going To Spam?
With spam records reaching new heights, maintaining a clean recipient list has never been more important for successful email marketing. Be sure to regularly cleanse your mailing list of inactive subscribers and fill it with new ones to keep the communication cycle fresh and growth-oriented.
You can also keep your lists in good shape by using cautious language and avoiding spam-trigger words like “urgent,” “free,” or “guaranteed.” This will help maintain your credibility and ensure your sending domain retains its verification.
What’s The Best Email Format For Contacting Executive-Level Candidates?
Emailing different candidates should require different tone and language strategies. When mailing highly skill-specific or executive candidates, keep wording brief, concise, and professional, focusing mainly on specific achievements or experiences.
It’s also important to use inclusive, unbiased language. Avoid gender-coded words or assumptions about background and career paths. A neutral tone shows respect and widens your chances of connecting with a diverse pool of top-tier talent.
What’s A Good Open Rate For Recruiting Emails In 2025?
In 2022, the global opening rate was 26.8%; however, just a few short years later, it’s shot up to around 42.35% across all industries. When you look a little closer at industry-specific rates, that figure expands to a range of between 22.57% and 59.70%, proving that email isn’t going anywhere soon.
Bearing this in mind, an opening rate of 30%-40% would be the ideal spot for a recruiter. Any lower than 30% could indicate that either your recipient pool is outdated, or your emails simply aren’t being targeted at the right people. Time for a change up!
On What Device Are Most Recruiting Emails Opened?
With 55% of emails opened on mobile devices, your email marketing strategy must be compatible with mobile devices. Emails that aren’t optimized for mobile readability and format will likely be ignored or even deleted.
To make your emails more mobile-friendly, embrace shorter-form mailing structures, snappier subject lines (bonus if you can sneak some personalization in there), and ultra-clear calls to action.
What Email Marketing Tools Are Best For Recruiters In 2025?
Staying abreast of the latest data findings and trends in the recruitment industry is one thing, but incorporating them into your email marketing strategy is another. In 2024, up to 58% of professionals were using automated tools to streamline their marketing strategies, and in 2025, the number is only predicted to rise.
This is where Ongig comes in.
Our recruitment marketing tools can significantly enhance your email marketing efforts by helping you create more engaging and inclusive content. Our platform optimizes job descriptions for readability, SEO, and diversity, and our Smart JD Templates let you save high-performing and bias-free marketing material.
Additionally, Ongig allows for customizing job pages with branded visuals and testimonials, which you can repurpose to add credibility and visual appeal to emails. The Text Analyzer suggests improvements to ensure your email copy impacts different audiences. These insights also make it easier to segment candidate lists and tailor messaging based on role type or industry.
Ultimately, Ongig helps you to create smarter, more impactful email campaigns that drive engagement and boost application rates.
Is Email Marketing Worthwhile for Recruiters?
Email marketing might not be the newest tool in your marketing kit, but armed with the right tactics, it can be one of the most productive. The data speaks for itself. Good timing, clever subject lines, and the right degree of personalization can make all the difference to your recruitment strategy.
Whether you’re hunting down unicorn job seekers or simply trying to breathe new life into a once-cold pipeline, a few simple, data-backed tweaks can transform outreach efforts and help you connect more effectively with potential candidates.
