How to Write a Staffing Agency Introduction Email to Clients

Last Updated February 21, 2024

Every day, more than four billion people open their email.

So how do you stand out as a staffing agency owner who is introducing your business to potential clients?

The answer isn’t obvious, but with a little bit of research, you’ll learn how to craft a perfect staffing agency introduction email to your target clients in no time.

Before we get into examples of emails that will help you win clients, let’s first discuss email marketing. What works, what doesn’t, and what information is crucial for you to know before pressing send?

The Secrets Behind Effective Email Marketing: Three Statistics to Know

Before drafting an email to send to a potential new client, it’s helpful to gain an understanding of what research has told us about email marketing.

Below are three email marketing-related statistics you should remember and implement in your own strategy.

1. A/B Testing Leads to a Higher ROI

You shouldn’t click send without evidence that what you’re sending is captivating enough for an unfamiliar recipient to open. That’s where A/B testing comes into play.

A/B testing is the process of trying and comparing two different methods to ultimately determine which performs better. Sometimes referred to as split testing, A/B testing–in reference to email marketing specifically–is the process of crafting two different emails and sending one version (A) to one half of the target group and the other version (B) to the other half of recipients. Studies show that business owners who practice A/B testing see better results.

In order to A/B test, you’ll first need a list of people to reach out to, so you won’t be able to implement this strategy until you’ve gathered a list of leads (in this case, potential clients). Once you’re satisfied with the number of leads you have, you can send two separate emails. Then, once you’ve garnered enough responses, you can gather data such as open and click-through rates.

Remember that the more leads you’re working with, the more accurate the data will be. An A/B test with only 10 respondents might not provide reliable data compared to a test with 40 respondents.

After giving it some time, compile the data, note the results, and begin to implement what worked.

The Best Time to Send an Email Is Between 9 a.m.-12 p.m. EST

You’ll want to make sure you’re reaching out to your clients at times when they’re online and more likely to immediately see the notification pop up on their screens. Research shows the best time to send an email is in the morning, between 9 a.m.-12 p.m. EST. The second-best time to reach out is, unsurprisingly, 12 p.m.-3 p.m. EST.

Even if you send a well-crafted, attention-grabbing email, it won’t matter if the recipient doesn’t open it. Don’t risk your message being overlooked by sending it at an odd hour of the day.

Only 23.9% of Sales Emails Are Opened

According to Litmus, the vast majority of sales emails (76.1%) are left unread.

If you’re a first-time business owner, it’s important to know that you’re going to hear “no” more often than not.

What does this mean? Well, it should simply reinforce the fact that you shouldn’t let unwanted results get in the way of your work. Spending hours on email pitching only to have about 1 in 4 emails be opened might sound frustrating, but if that’s the case, you’re actually doing better than the average business owner!

As with anything, you’ll get better with time, experience, and data to help make necessary adjustments. A year from now, your email pitches will be better than they are today because of this! So long as you’re seeing improvements over time, such as increasing open rates, click-through rates, and eventually, more clients, you can rest assured you’re doing things right.

What to Remember Before Writing Your Staffing Agency Introduction Email to Clients

Below are five tips to remember before you get working on securing those new contracts through introduction emails.

Be a Subject Matter Expert in Your Staffing Niche

In the marketing world, it’s no secret that establishing trust with existing and potential customers is of utmost importance. One of the best ways to do this is to develop a reputation as a subject matter expert (SME).

It’s more challenging to come off as an SME in a brief email than if you were to lead an hour-long lecture on your topic of choice. But every little hint that you know what you’re talking about helps.

For example, if you run an IT staffing agency with a certain specialty, such as cybersecurity, and you’re pitching your business’s services to a potential client in the finance industry, you can use data to underscore why prioritizing hiring cybersecurity professionals is so important. You can include in your email that studies have shown that 80% of businesses were hacked at least once in 2023. You can also briefly highlight a cybersecurity professional’s skills, showcasing what they can do to help protect the potential client’s business.

Small tidbits like this can go a long way in establishing trust with clients.

Create an Inviting Subject Line

The subject line is the first thing the client you’re trying to win is going to see. First impressions are everything, and the same rings true in regard to cold emailing.

You’re not going to sell your staffing agency with one clever subject line, but you are going to try to entice the reader enough to open the email.

Here are seven crucial tips to remember when you’re crafting your email subject line:

• Grab their attention.
• Personalize it.
• Spark their curiosity.
• Don’t use all caps.
• Keep it concise but compelling.
• A/B test on your first go-round.
• Include a call to action.

We’ll touch more on subject lines later on in the article once we get to examples of cold email templates for staffing agencies.

Remember to Personalize Your Email

The business introduction email templates below will help you save time when it comes to selling your staffing agency to other businesses; they provide guidance. However, you shouldn’t merely copy and paste an email or email template and press send to a multitude of potential business partners.

Every email you send should be tweaked and personalized, even if it’s just a couple of minor adjustments. Perhaps you could dedicate a sentence in each email to noting a common hiring challenge in the client’s specific industry before pointing out how your staffing business can help address that challenge in the next sentence. For instance, the banking industry is dealing with a lack of skilled financial services professionals. You could note this in your email to a hiring manager in the banking field, then proceed to point out how your company could take responsibility for tackling a challenge like that if you were to work together.

Finally, make sure to reference your possible client’s business’s name in the email, so they feel like a name rather than a number.

Utilize a Call to Action

Any good marketer will implement a call to action (CTA) in their pitch, and the same goes for emailing clients. A CTA is any phrase that asks or encourages the reader (or receiver) to do something, such as reaching out to the writer’s (or sender’s) company. It’s imperative that you give the receiver a reason to open the email.

It starts with the subject line. If you don’t include a call to action here, you can at least include a call to response. For example, if you run a medical staffing agency and you’re pitching a hiring manager in the healthcare space, you can write a subject line as follows:

“Are You One of the Hospitals Suffering from a Nursing Shortage?”

Since there’s a nationwide nursing shortage, there’s a good chance the receiver will resonate with this subject line and be tempted to open the email. And by asking a question like this, even if their answer is “no,” they’ll still be aware of the nursing shortage and might be tempted to open the email to see what it’s all about.

If you simply email a client with the subject line, “Do You Need a Medical Staffing Agency?” you’re giving away your ultimate question too early. If they don’t feel like working with a staffing agency is a priority at the time, they’ll quickly read over the email.

Moving onto the body of the email, you’ll want to include at least one CTA. You can optimize your call to action by considering the following tips:

• Use language that’s action oriented.
• Create a sense of urgency.
• Consider using first person when it’s practical.
• Keep it straightforward.
• Ensure it includes how they will benefit from following up on your call to action.

Invest in Email Marketing Software

By utilizing email marketing software, you gain access to platforms that simplify processes such as A/B testing, segmentation, landing page buildouts (which you can link to in your email), and other advanced tracking efforts. Many platforms also allow you to easily create newsletters to send to leads and existing clients.

Plus, many of the top email marketing software programs cost as little as $3-$13 per month, so it’s well worth the investment.

Email marketing software can massively assist and enhance your marketing efforts. It’s worth looking into before you get started with marketing your staffing agency.

Staffing Agency Introduction Email Template

Keeping in mind the email marketing tips and strategies noted in this article, below is a staffing agency introduction email template you can send to a target client.

[Subject Line]

Hi [insert client name],

Hiring the right people is essential to any business’s long-term success. At [your staffing agency name], we prioritize helping businesses like [insert client name] find candidates who will play a part in reaching your growth goals.

We specialize in staffing the [XX] industry, so I wanted to reach out to you to ask about your company’s recruitment and staffing needs. Having experience in this industry for [XX period of time], I know it can be challenging to find qualified candidates due to [industry challenge].

[Your staffing agency name] has invested our time and resources into optimizing our talent pipeline to provide our clients with reassurance that we’ll find the absolute best candidates for the positions they need to staff. For example, [Insert specific example of what tool, method, etc. separates your staffing agency from your competition].

If you think [insert client name] could benefit from additional hiring help or would simply like to find out more about our services, feel free to give me a call at XXX-XXX-XXXX.

Best regards,

XXXX

This staffing agency introduction email to clients is personalized, mentioning the client’s company directly, along with its industry. There’s also a hint of the writer being a subject matter expert, highlighting their experience along with an industry challenge that they can help the client overcome.

Finally, the message ends with a call to action. However, it’s important that your initial CTA isn’t too aggressive and you don’t come off as impatient. You also don’t want to come across as impersonal.

Follow-Up Emails

Unfortunately, the majority of cold email proposals go unread. After about one week, make note of who has and has not opened your email and plan accordingly. Your email marketing software should make organizing the data relatively simple. Circle back to every target client with a follow-up email.

Ask if they saw your message from [insert date]. Don’t be afraid to follow up with your leads who haven’t responded with a second message. In this message, feel free to brag about your staffing agency a bit. If you’ve been in the industry for a long period of time, have a client testimonial page on your website, or have a high TrustPilot or Google Reviews rating, you can include that in your email in hopes that it signals trust to the reader. However, make sure to remain personable, polite, and professional.

Here’s an example:

[Subject Line]

Hi [insert client name],

I hope you’ve been doing well since my last message. I wanted to reach out once more to see if [insert client name] is in the market for any supplementary hiring help or if you foresee the need for hiring assistance in the future.

[Insert your staffing agency name] assists business owners and hiring managers in the [insert your niche industry] find ideal candidates. We’ve been in the business for [X] years and, recently, have taken note of the nationwide trend of the shortage of qualified [XXXX position] candidates in particular.

We actually specialize in finding top [insert said position] candidates thanks to our [insert example of a tool, method, etc. that separates your staffing agency from your competition]. If you’re interested in learning more from someone else in your position who utilizes our services, here is a link to our client testimonial page: [insert link].

If you have any thoughts or questions, please don’t hesitate to give me a call at XXX-XXX-XXXX. Thank you, and have a great rest of your [insert day of the week].

Best Regards,

XXXX

While it’s important not to give up after one attempt, remember that pushing harder won’t win your staffing agency a client. Smarter, not harder, is the key.

Therefore, your closing statement shouldn’t be a sentence where you directly ask them to use your services. Leave it open-ended; don’t make them feel pressured. You want to appear personable and approachable, not anxious.

After two emails go unread or unreplied to, it’s up to you to determine what you want to do next. Some business owners will choose to send a third message, while others might shift gears and prioritize different clients.

Other Ways Staffing Agencies Win Clients

If you haven’t found a ton of success with email marketing, don’t fret. There are other ways staffing agencies can find new clients.

Request Referrals

Requesting referrals from your existing clientele might be the easiest way to land new contracts. It’s wise to ask clients with whom you have a particularly strong relationship, as they’ll be the most likely to go the extra mile to refer new business.

You can offer incentives for your clients to provide referrals as well by creating a referral program. An example of a referral program can be something as simple as this: whichever one of your clients is responsible for referring the most new signed contracts for your agency at the end of each year receives a $500 gift card.

Prioritize Networking

Staffing and recruiting are all about relationships. If you know how to network, there’s a good chance you’ll find success.

A few basic ways to network include:

• Reaching out to industry leaders or existing connections on LinkedIn.
• Joining social media groups with industry leaders who offer regular advice.
• Attending staffing and recruiting conferences.

The more relationships you cultivate, the more contracts you open your business up to.

Engage in Competitor Analysis

Any successful business owner prioritizes competitor analysis when building their business.

Competitor research first requires you to identify your competitors. You can do this through market research, listening to customer feedback, and browsing online channels, such as forums and social media. One specific way you can perform market research is by keying in on your top-ranking keywords—or keywords you hope to rank highest for that are most relevant to your staffing agency’s services—and noting the other sources ranking highest for those terms. If you aren’t ready to spend money on online marketing efforts, a simple Google search can do the trick.

Competitor research also involves noting what your opponent is not doing and filling in those gaps. You want to pinpoint these areas and strive for innovation. You don’t want to blend in with every other business. Staffing agencies get contracts and win clients by standing out from their counterparts.

Optimize Your Website

First impressions are lasting. And while an email will be your first impression for many of the target clients you handpick, for most others, it will be your website.

Because of this, it’s crucial to prioritize web design. Focus on having a well-laid-out, easy-to-follow, informative, and inviting website.

You’ll want to incorporate a few CTAs on your site, but you should also provide general information along with value for your visitors. Posting weekly blogs about various staffing industry topics is one example of providing value.

There are a plethora of platforms that can make building a website doable for those who don’t have a background in web design, such as Wix, Squarespace, and WordPress.

In Conclusion

Well-crafted staffing agency introduction emails to clients could be the difference between landing contracts or losing out on potential business. Over time, you’ll learn what works and what doesn’t, leading to increased confidence that the strategies you’re implementing will be effective. And if you’re just starting out, using these cold email templates can give you a solid platform to build upon.