We’re in a challenging hiring market. Finding the ideal candidate can seem like a stroke of luck. Most of the good ones aren’t actively searching for a new job. But that doesn’t mean they’re unreachable.

A proactive approach can make all the difference in snagging these high-quality candidates. But if you go about it the wrong way — like many companies and agencies do — you won’t be able to pique their interest.

In this article, we look at practical ways to capture the attention of these candidates. It starts with finding them where they are, crafting an attractive message they won’t ignore, choosing the best platforms for initial contact, and initiating a conversation.

When recruiting, it’s not just who you reach out to but how you reach out that matters.

Look for ideal candidates in the right places

Most top-notch candidates are likely already employed. They’re passive candidates. They aren’t scouring job boards or sending out resumes to multiple companies.

So, you need to ask yourself: are they truly interested in your organization? Or are they just on the hunt for any job? Their motivation could clue you on if they are a great candidate. The best candidates often aren’t actively searching, which usually is a sign they’re performing well in their current role.

Proactive sourcing is key in this scenario. Instead of waiting for these candidates to come to you, act like a headhunter and approach them first.

Start conversations to gauge their interest in the opportunities your company offers. It may seem straightforward to say, “We’ve noticed your outstanding profile and believe you’d be a great fit for our current sales opening. Let’s talk.” But actually doing it requires effort and strategy.

Use the right approach to attract candidates

Many companies and recruitment agencies use the same ineffective strategy. They send out similar messages to a wide range of candidates. It’s not uncommon for individuals to receive two or three recruitment messages per day. They simply ignore them or they get lost in their overflowing inbox.

The problem often lies in the message itself. If your initial contact is just a generic, “Hi, I’m from Company X, and we have an opening that suits your profile. Can we talk?” there’s a high chance your message will be archived, deleted, or ignored.

To capture the attention of a standout candidate, your messaging must be appealing.

Pay attention to your messaging

Think about it from their perspective. If you were happy in your current role, what would prompt you to consider another opportunity? Would it be better compensation? A supportive team environment? Or added benefits like gym membership reimbursements? You can’t know for sure what a person values most in a job. So your message should highlight a range of irresistible reasons to explore a new opportunity with your company.

In sales, you can’t always know for sure what drives a person’s decision. The same goes for recruiting. You might think offering a salary that’s 20% above the market rate would be irresistible. But what if the candidate is already earning a hefty commission? In that case, the extra money might not make much difference to them.

Candidates can turn down offers simply because another one provides better health and wellness benefits. Even if the new offer proposes less money. The key is to craft a message that’s broad enough to attract various interests. But it should be interesting enough to provoke curiosity and keep the conversation going.

You have to strike the right balance in your message. You don’t want to overwhelm candidates with a lengthy list of benefits. However, a too-brief message won’t give them enough information either. Go for a professional and friendly tone. Don’t go overboard with emojis or other gimmicks.

Get the messaging right

One of the best ways to create an impactful message is to consult your current team. If you’re hiring for a sales role, for instance, talk to your existing sales team. Ask them why they chose to work for your company and what keeps them there. Their answers can provide valuable clues about what makes your workplace appealing. Maybe it’s the strong sense of community among team members. Perhaps it’s the excellent relationships they’ve built with responsive clients. Of course, high commissions and extra perks like a Presidents Club or expense allowances can also be valid reasons.

Include these real testimonials in your message. You’re not just offering a commission. You’re offering a work environment that keeps your current team happy and engaged. Highlighting these aspects will make your message more appealing to potential candidates.

Craft the ideal message

How do you craft a message that’s neither too long nor too short? One that incorporates all the great things your team has said about working at your company? It can be challenging, but you can follow a simple and effective template.

Your message should have three key sections: who you are, why the candidate should consider the role, and why they should want to work for your company.

Start with a concise introduction, where you mention your role and the profile you’re looking for. For example:

“Hi, I’m Chris, the Talent Partner at PRIMA. We’re searching for someone with your skills.”

The next section should answer the question, “Why you?” Show that you’ve done your homework by mentioning specific experiences or skills they have that align with your company’s needs or culture. For instance, you could say:

“Your work at XYZ Company caught our attention. We noticed that the sales culture there seems to align well with ours. Your experience with their types of products and services would be a great fit for our sales team.”

By personalizing the message in this way, you show that you’ve actually looked at their profile. You’re not just sending a generic message to everyone. This targeted approach is more likely to intrigue the candidate enough to respond.

Not every candidate appreciates receiving Inmails on LinkedIn or Indeed. For this reason, a personalized message can make a big difference. Mass messages might attract a lot of attention, but they’re also likely to miss that one perfect candidate. The one who would have responded to a more tailored approach.

The “Why us?” section is your chance to incorporate insights from your current team. Use one or two sentences to highlight the best aspects of working at your company. It can be the amazing clients, the strong position in the market, the higher commissions, or the supportive work environment that prioritizes mental health. In fact, you may notice in your candidate’s posts that they would answer more positively to certain aspects of working at your company. Put those first.

By structuring your message in two or three concise paragraphs, you make it easy for the candidate to understand who you are, why they should consider your opportunity, and what makes your company special.

This approach might not increase the total number of responses, but it will improve the quality of the conversations you have. And it will move you beyond simple “Not interested, thanks” replies.

Contact candidates the right way

The recruiting industry has seen a lot of changes over the past 15 years. We used to rely heavily on cold calling, even calling candidates at their workplace. That approach would be frowned upon today. You must adapt and find effective ways to engage potential candidates.

LinkedIn and Indeed are currently the most popular platforms to consider. However, depending on your location, there may be local job boards or social platforms that are just as effective. The level of seniority for the position can also influence your choice of communication. Email is always a solid choice if you have the candidate’s address.

Phone calls still work, but try to schedule them for more appropriate times. Try outside of standard business hours, like before work, during lunch, or after work. This shows respect for the candidate’s time and sets the stage for a more meaningful conversation.

Building rapport is more critical than ever in today’s market. Aim for a quick five- to ten-minute chat to introduce yourself. Later on you can dive into more personal forms of communication.

Make sure to establish some level of dialogue before moving to more direct methods like texting, which can feel invasive to some people.

Even if the initial contact happens through LinkedIn, Indeed, or email, try to transition to a phone conversation as soon as it seems appropriate for the candidate. Phone conversations create deeper connections than text-based interactions.

Catch them before they slip away

In recruitment and talent attraction, timing is everything. You might reach out to an exceptional candidate one week and hear, “I’m not interested.” Yet, if you contact them just a week later, the response could be different due to changing circumstances. They may have conflicts with a manager or developed a dissatisfaction with the work environment.

You never really know when a candidate might become open to new opportunities. Keep the lines of communication open and seize the moment when it presents itself.

Don’t waste momentum. If an ideal candidate shows interest, you have to be flexible and act quickly to keep their attention. If your schedule is jam-packed, you might need to carve out time outside regular business hours. A brief but meaningful chat creates an opening for further dialogue.

You could say something like, “I reached out to you because of your impressive background and the great work you’re doing at your current job. I’d love to discuss how you could contribute to our team when you have more time.”

If the candidate is willing to continue the conversation immediately, seize that opportunity. If they prefer to schedule it for later, lock in that appointment right away. Waiting too long to follow up can be risky. Not only might you lose their interest, but you could also trigger their curiosity about other opportunities. If they start to consider other roles or companies, you’ve essentially encouraged them to broaden their job search. That could lead them away from your offer.

So, act quickly and secure their attention while you can. Timing, indeed, is everything.