// Recruitment Strategies, Recruitment Technology

Hi [First Name] isn't enough! Personalise your candidate outreach in executive search

Imagine you’re reaching out to a candidate with extensive industry experience and well-defined career goals. You wouldn’t just send them a standard job description, right? How would you add a personal touch to transform routine candidate outreach into a meaningful connection?

Would you craft a message that highlights how their unique skills align perfectly with your client’s needs and culture?

Would you reference previous interactions and discussions to show that you’ve been paying attention to their professional journey and genuinely understand their aspirations?

Personalisation in executive search means customising your communication and engagement techniques to match each candidate’s unique preferences, background, and career goals. It’s all about moving past generic outreach and creating meaningful interactions that truly resonate with each person.

In executive search, personalisation  isn’t just a nice-to-have – it’s a strategic advantage that can set you apart in a crowded market. Here’s a breakdown of what personalised outreach means, how it fits into modern recruitment, and the tools and techniques you can use:

Understanding personalisation in executive search

Personalisation means customising your engagement approaches to each candidate, going beyond generic messages to create interactions that feel genuine and considerate of their professional journey. What does that look like in practice?

Here are some examples of personalised outreach to candidates in the tech sector:

Highlighting relevant experience
Hi [First Name], I noticed your impressive work on blockchain technology at TechCorp. We have a similar project here at InnovateX that could really benefit from your expertise.”

Referencing career goals
Hi [First Name], I remember you mentioned wanting to transition into a leadership role. We have an opening for a team lead in our AI department that I think would be a great fit for you.”

Mentioning past interactions
Hi [First Name], it was great talking with you at the Tech Summit last month. Based on our conversation, I think you’d be perfect for our new role of project manager at Tech Solutions.”

Aligning with interests
Hi [First Name], I saw your recent article on cybersecurity trends. We’re currently looking for someone to lead our cybersecurity team, and I believe your insights could really drive our strategy forward.”

Tailoring to industry experience
Hi [First Name], with your extensive background in fintech and your recent achievements at [Company Name], I wanted to discuss an exciting opportunity we have at FinTech Innovations that aligns with your skill set.”

These personalised messages show candidates that you’ve taken the time to understand their background and interests, making your outreach more engaging and effective.

Example of a generic vs a personalised message

Imagine you’re reaching out to a candidate, Sarah, with extensive experience in the tech industry and a clear goal of leading innovative AI projects. See for yourself in the example below the difference between a standard message and a personalised one:

💬 Generic Message

“Dear Candidate, we have an exciting new senior role opening at our company. Please review the attached job description and let us know if you’re interested.”

💬 Personalised Message

Hi Sarah,

I hope you’re doing well. I recently came across your LinkedIn profile and was really impressed by your extensive background in the tech industry, especially your work as a Senior Software Engineer at [Company Name]. 

Your role in leading the development of the new cloud-based platform and your contributions to AI-driven solutions really stood out.

[Client Name] is currently seeking a Director of Engineering to lead their new AI initiative. Given your passion for AI and your career goal of transitioning into a leadership role where you can drive innovative projects, I believe this position would be a perfect fit for you.

In this role, you’d have the opportunity to lead a talented team, work on cutting-edge AI technologies, and have a significant impact on our product development strategy. We’re really excited about the potential of our AI projects and think your expertise could help take them to the next level.

I’d love to discuss how your skills and career goals align with what [Client Name] is looking for. Do you have time for a 30 minute call this week?

Best regards,  

Alex

In this personalised message, you:

1. Highlight her relevant experience by mentioning her current role and specific projects she’s led (cloud-based platform and AI-driven solutions).

2. Align with her career goals by referencing her desire to move into a leadership role and continue working on innovative AI projects.

3. Specify the role and clearly state the position (Director of Engineering) and the focus (AI initiative).

4. Demonstrate attention to detail by showing that you’ve reviewed her profile and understood her professional journey and aspirations.

The second message sounds way better and more genuine, right? That’s why this personalised approach makes outreach more engaging and relevant, upping the chances of a positive response.

What’s the psychological impact of personalisation on candidates?

Personalisation isn’t just about making your messages look good – it has a profound psychological impact on candidates and cam impact response and engagement rates. How?

Listen to this episode of The Recruiting Future Podcast with Matt Alder as experts discuss effective personalisation techniques in recruitment and how it  can make a difference by.

• Indicating interest and showing candidates that you’ve taken the time to understand their background and career goals. This helps them feel more respected and appreciated.
• Helping build relationships and trust by referencing past interactions and tailoring your communication making it more likely for candidates to engage with you.
• Creating a positive candidate experience which makes them more inclined to pursue opportunities with you.

Strategies for Personalising Outreach

As executive search consultants, mastering the art of personalisation in outreach can really boost your recruitment success. Take a look at these tactics with examples of how you can personalise our approach and build meaningful connections with top talent:

1. Thoroughly research and get a deep understanding of your candidate

💡 It’s important for the candidate to feel like you as executive recruiters understand their background and what they can bring to the table.

Before reaching out to a candidate, conduct thorough research to understand their professional background, skills, career achievements, and personal interests. This information forms the foundation for crafting personalised messages that resonate with the individual.

💬 Example

“Hi John, I am impressed with your leadership in IT modernisation projects at XYZ Company. Your expertise in AI implementation aligns perfectly with our client’s upcoming initiative.”

2. Tailor your message to address specific skills, goals, or experiences

💡 It’s all about showing that you’ve done your homework and that the opportunity fits the candidate’s career goals.

Personalisation involves tailoring your message to address specific skills, experiences, or career goals that align with the role and company culture. Show candidates that you understand their unique strengths and how they can contribute to the organisation.

💬 Example

“Hi Rachel, It is great to see how you have successfully grown mobile application development teams. We have an exciting opportunity at ABC Tech to lead their new mobile strategy, which would be a perfect match for you.”

If you want to generate high-quality initial drafts quickly using job information like notes and job descriptions Use our AI first drafts feature and ensure your message have a polished and consistent writing style.

3. Personalise subject lines and openers

💡Candidates will appreciate that personal touch. It shows you’re genuinely interested in starting a conversation.

Capture the candidate’s attention right from the start with personalised subject lines and opening statements. Use their name, reference a mutual connection, or highlight a shared interest to make your message stand out in their inbox.

💬 Example

Ann, Want to shape the future of mobile app development at ABC Tech?

4. Follow up with a personal touch

💡 A genuine follow up would surely keep the candidate engaged and interested in exploring opportunities further.

After initial contact, follow up with a personal touch to reinforce your interest and commitment to the candidate. Reference specific discussions or updates in their professional journey to show continued engagement and build rapport.

💬 Example

“Hi James, following up on our conversation about the exciting AI project at XYZ Tech. I’d love to discuss how your recent achievements align with our team’s goals.”

What are some of the key considerations in personalising outreach?

Balance automation with personalisation

While automation tools can make things run smoother and faster, finding the right balance between automation and personalisation is key. Automation can handle repetitive tasks like reaching out first and setting up meetings, but personalisation is what makes candidates feel like you really care about them.

▶️ How do you achieve this? Start with automated templates for that first contact, but then tweak them to fit each candidate’s profile. It saves time and keeps that personal touch intact.

Ensure data protection and respect candidate privacy 

When it comes to using candidate data to personalise, complying with data protection laws and respecting candidate privacy are non-negotiable aspects. Collecting and using candidate data ethically and transparently not only builds trust but also protects your executive search firm from legal risks.

▶️ How can you guarantee this? Always get candidates’ consent before contacting them and make sure their data is managed securely throughout the recruitment process.

Maintain consistency in messaging

When candidates get consistent messages that match your client’s values and their expectations, it builds trust and shows you’re reliable. Clear, coherent communication also gives a unified impression, making their experience better and boosting your chances of successful recruitment.

▶️ How do you make sure your messages stay consistent? Use a standardised approach to personalise messages across all channels so every candidate gets a clear and professional communication every time.

An easy way to send multiple personalised messages across channels is by creating multi-touch outreach campaigns with our AI recruitment platform. Experience the difference it can make in boosting response and engagement rates.

Tools and Techniques for Effective Personalisation in Executive Search

As modern recruiters, using the right tools and techniques for personalisation can significantly enhance your recruitment efforts. Here are essential tools and examples of how they facilitate effective personalisation:

CRM Systems and Candidate Databases

CRM systems and candidate databases are key for organising candidate data and tracking interactions. They allow you to maintain a detailed record of candidate information, making it easier to customise your messages based on past interactions and preferences.

When you use a CRM system to keep track of candidate preferences for specific job types or industries, it helps you personalise follow-up communications effectively.

Email Marketing Tools

When you use email marketing tools, they have features like merge tags and dynamic content that let you customise your emails based on recipient data. This helps ensure your messages resonate with each person’s preferences, which boosts how engaged they are and how often they respond.

By personalising email subject lines and content to match a candidate’s skills and interests, you can improve the likelihood that they’ll open your emails and respond positively.

Data Analytics

Data analytics provide insights into candidate behaviour patterns, preferences, and trends. You can utilise these insights to tailor messaging strategies, predict candidate responses, and optimise outreach efforts for better recruitment outcomes.

By analysing candidate engagement metrics you can refine communication strategies and identify the most effective outreach methods.

Social Media and Professional Networks 

Social media platforms, especially LinkedIn, play a crucial role in engaging with candidates and to build relationships professionally. You can share relevant content, interact directly with candidates, and align outreach efforts with candidates’ career aspirations and interests.

For example, you can engage with candidates through personalised messages on LinkedIn, highlighting new job opportunities that align with their skills and career objectives.

Personalising outreach at scale with technology 

Personalising every outreach message manually can take up a lot of time. How do you manage it efficiently at scale?

Simply put, consider using a recruitment platform. Here’s how it can help you:

• Streamline outreach campaigns for multiple candidates and clients.
• Add new candidates swiftly to messaging sequences with a Chrome extension. Edit messages in real time and communicate effectively across all channels.
• Tap into the collective knowledge of your entire team to gather comprehensive candidate information beyond resumes. Ask questions and receive instant answers right within the platform.
• Create customised multi-step campaigns across various channels.
• Automate follow-ups and scheduling to reduce hours of work to mere minutes.
• Use job details such as notes and descriptions to effortlessly generate high-quality initial drafts.

Evolving trends of personalisation in executive search

Personalisation in executive search is changing fast thanks to advanced AI and machine learning. 

These technologies analyse extensive candidate data to figure out exactly how to connect with each person on a personal level. It’s not just about making you more efficient; it’s about helping you engage candidates in meaningful ways.

Hyper-personalisation is also a big part of this shift. Now, you can craft messages that align perfectly with a candidate’s preferences and behaviours. This approach goes beyond surface level interactions, forging deeper connections right from the start.

Automation is also playing a pivotal role, thanks to AI-powered CRM and ATS systems. These tools make it easier than ever to personalise communications at scale, ensuring every candidate feels valued and understood.

Data-driven insights from analytics are also transforming the way you can refine your outreach strategies continuously – based on real-time data about candidate behaviours and responses.

Another important factor is using multiple communication channels to provide candidates with a cohesive, personalised experience. Whether it’s through email, social media, or other platforms, consistent messaging across channels reinforces your commitment to understanding and meeting a candidate’s needs.

To stay ahead in this ever-evolving field of executive recruitment, you need to embrace technology, master the art of leveraging data, and balancing automation and personalisation. 

It’s all about using technology to your advantage and making those meaningful connections to achieve standout recruitment results in a fiercely competitive market.