?? Foundation

Why Email Is Your Most Important Skill

Before we get into how to write emails, you need to understand why this skill matters more than almost anything else in your first 90 days as a recruiter at US Staffing Agency.

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The Volume Reality

You will write 50�80 emails every single working day. That is not an estimate � it is the operational reality of US staffing. Over a month, that's 1,000�1,600 emails. Small errors compound fast. Good habits compound faster.

3 Reasons Email Is Non-Negotiable

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First Impression
Email is often the very first contact a candidate or client has with you and US Staffing Agency. Before a phone call, before a LinkedIn message � the email lands first. You don't get a second chance at a first impression.
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Legal Documents
RTR and submission emails are not just messages � they are binding compliance records. They document consent, pay rate agreements, and exclusivity. An error here is not just embarrassing � it's a compliance violation.
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Professional Brand
In US staffing, candidates choose which recruiter to work with. Candidates routinely receive outreach from 5�10 recruiters simultaneously. Your email is your differentiator. A personalised, well-structured email gets the callback. A generic blast does not.

What This Module Covers � Your Learning Map

This reference covers six interconnected skills. You will use all of them within your first 30 days.

01
Email Anatomy
The 7 essential components every recruiter email must have.
02
Pre-Send Checklist
7 mandatory audits before you hit Send � in Ceipal or Outlook.
03
Cold Email
How to write initial outreach that gets opened, read, and replied to.
04
RTR Email
Right to Represent � a legal agreement. How to write it correctly.
05
Internal Submission
Candidate data table + skill matrix for manager approval.
06
Etiquette & Compliance
DOs, DON'Ts, legal rules, and formatting standards.
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The Bottom Line

Excellence in email = faster placements, stronger candidate relationships, and a professional brand that wins. Every email you send is either building your reputation or damaging it. This guide makes sure it's always the former.

?? Core Structure

The Anatomy of a Recruiter Email

Every professional email � whether it's a cold outreach, an RTR, or an internal submission � must contain all seven of these components. Miss one, and the email either fails to land or creates compliance risk.

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Universal Rule

These 7 components apply to ALL recruiter emails � regardless of type. Think of them as the skeleton. The content changes; the structure never does.

1

Subject Line

? Role title + location, always. Specific, clear, scannable.

The subject line determines whether the email gets opened at all. Candidates receive dozens of recruiter emails daily. A vague subject line ("Exciting Opportunity!") gets ignored or deleted. A specific one signals professionalism and respects the candidate's time.

Rule: Always include the job title and location. For RTR emails, always lead with "Right to Represent" so the candidate knows this is a legal document before opening.

Good Example Java Developer | Boston, MA | 6-Month Contract
OR: Right to Represent � Java Developer | Boston, MA
? Bad Example "Exciting Job Opportunity!" � gets buried and deleted. Never do this.
2

Salutation

? Professional greeting. Correct first name. Always personalised.

The salutation is the first thing a candidate reads after opening. "Dear Candidate" signals immediately that this is a mass-blast template. It tells the candidate you haven't read their profile. They close the email.

Rule: Always use their correct first name. Check the spelling on their resume or LinkedIn profile. A misspelled name is worse than no name at all � it signals carelessness.

Good Example Hi Rajesh,  |  Dear Priya,  |  Hello Michael,
? Bad Example "Dear Candidate," / "Hi," / "To Whom It May Concern," � all signal mass outreach.
3

Opening (First 2 Lines)

? State your purpose immediately. No warm-up. No filler.

The first two lines determine whether the candidate reads the rest. The purpose of your email must be crystal clear by line 2. Don't open with "Hope this email finds you well" � that's filler that delays your actual message and signals you have nothing important to say.

Rule: Your opening should simultaneously introduce yourself, reference something specific about their profile, and hint at why you're writing � all in 1�2 sentences.

Good Example "I came across your profile on LinkedIn and noticed your 5+ years of Java experience with Spring Boot � exactly what we're looking for in a role I'm working on."
? Bad Example "Hope you're doing well! I'm reaching out regarding an amazing opportunity that might interest you..."
4

Body

? Concise, structured, purpose-supporting. Bullets for multiple points.

The body delivers the core information the candidate needs to make a decision. For cold emails, this is the role snapshot. For RTR emails, this is the consent block. For internal submissions, this is the candidate data table and skill matrix.

Rule: Use bullet points for 3+ items. Dense paragraphs go unread � especially on mobile, where 60% of emails are opened. Every sentence must support your stated purpose. Cut anything that doesn't.

Cold Email Body Example The Role:
� Java Developer | Boston, MA
� 6-month contract | $65/hr W-2
� Financial services team � building microservices
� Your Spring Boot background is a direct match.
5

Call to Action (CTA)

? One explicit next step. Candidate knows exactly what to do.

Without a CTA, the email has no direction. The candidate reads it, thinks "okay, so what now?" � and does nothing. A good CTA removes that ambiguity and makes the next step easy and low-pressure.

Rule: Include exactly ONE CTA per email. Two CTAs create confusion ("Should I call? Or email back?"). For cold outreach, a 15-minute screening call is the ideal CTA � it's low-commitment enough to say yes to, but meaningful enough to start a real conversation.

Good Example "Are you open to a quick 15-minute call this week to discuss the role?"
? Bad Example "Looking forward to hearing from you!" � This is not a CTA. It's a hope. The candidate has no idea what action to take.
6

Sign-off

? Professional close. Matches the tone of the email.

The sign-off is the last thing they read before they decide what to do. It sets the final tone. "Thanks!" is too casual for a professional document. "Regards" can feel cold for a warm outreach. Match the sign-off to the type of email.

Guideline: Cold email ? "Best regards" or "Warm regards". RTR ? "Best" or "Sincerely". Internal submission ? "Best" or "Regards".

Good Options Best regards,  |  Warm regards,  |  Sincerely,  |  Best,
? Avoid "Thanks!" / "Cheers!" / "Take care!" � too casual for professional correspondence.
7

Signature

? Full name � Title � Company � Phone number. Always present.

Your signature is your professional identity. It tells the candidate who you are, where you're from, and how to reach you. Missing a signature forces the candidate to do extra work to find your contact details � and most won't bother.

Rule: Four elements, no exceptions: Full Name � Job Title � Company Name � Phone Number. Set this up as a permanent email signature in Outlook so it auto-populates on every email.

Good Example Alex Morgan | Senior Recruitment Executive | US Staffing Agency | +1-XXX-XXX-XXXX
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Checklist Habit

Before sending any email, mentally run through all 7 components. In your first 30 days, physically check them off. It only takes 30 seconds and prevents errors that cost placements.

? Quality Gate

The Pre-Send Checklist

Seven mandatory checks before every single email you send. No exceptions. This checklist is what separates a recruiter who looks professional from one who looks careless. Click each item below to mark it checked.

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Why This Exists

The most common recruiter mistakes � misspelled names, missing attachments, no CTA, wrong subject lines � all happen because the email was sent in a hurry without checking. This 7-point audit takes 30 seconds. One missed item can cost you a placement or a candidate relationship.

0 of 7 checked � Click each item below to track your review
  • ?
    01 � Subject Line

    Role title + location are present. Subject is specific � not "Exciting Opportunity". E.g.: Java Developer | Boston, MA | 6-Month Contract

  • ?
    02 � Recipient Name

    Candidate's name is correctly spelled in BOTH the salutation ("Hi Rajesh,") AND anywhere it appears in the email body. Check against the source (LinkedIn / resume).

  • ?
    03 � Purpose Clear in First 2 Lines

    Read lines 1�2 in isolation. The reader should know exactly why you wrote within those two lines. No buried lede. No filler opening.

  • ?
    04 � Formatting

    Standard font (Arial or Calibri), readable size (10�12pt), bullets used for any list of 3+ items. No coloured text. No erratic font sizes.

  • ?
    05 � Attachments

    If you mentioned "please find attached" � actually open the attachment and verify the correct file is there. Do not assume. "JD attached" with no file is a classic mistake.

  • ?
    06 � Call to Action

    The email ends with exactly one clear CTA. The candidate knows what action to take. E.g.: "Are you open to a 15-minute call this week?" � not "Looking forward to hearing from you."

  • ?
    07 � Signature

    Full name, title, company name, and phone number are present and accurate. If using a template, confirm the signature wasn't replaced by someone else's details.

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Pro Tip: Set Up Your Signature Once

In Outlook: File ? Options ? Mail ? Signatures. Create your professional signature template with all four required fields. It will auto-attach to every new email, eliminating check #7 as a concern.

?? Email Type 1 of 3

Cold Email � Initial Candidate Outreach

The cold email is your first contact with a prospective candidate identified via Boolean search or ATS sourcing. This is the email that starts the whole placement process. Get it wrong, and the process never begins.

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What is a Cold Email?

A "cold" email means you're writing to someone who has never spoken to you before. They found you through a job board (Dice.com, LinkedIn) or ATS (Ceipal). They have no relationship with US Staffing Agency yet. Your job is to make them interested enough in 150 words or less to agree to a 15-minute call.

The 4 Elements Every Cold Email Must Have

1
Personalisation
Mention a specific skill, project, or experience from their actual resume or profile. "I noticed your work on Spring Boot microservices at Infosys" is far more powerful than "I saw your profile." It proves you read their information � not just sourced their name.
2
Role Snapshot
Give them the 4 key facts about the role in one short block: Title � Location � Duration � Pay Rate. They need this information to decide if they're even interested. Withholding it forces a reply just to get basic details � and most won't bother.
3
Why They Fit
Connect their background directly to the role requirement. "Your 6 years of Spring Boot experience is a direct match for what the client needs" tells them they're not a random name in a bulk blast � you specifically chose them for a reason. This is what gets replies.
4
Low-Pressure CTA
Ask for a 15-minute call � not a commitment to take the job, not an hour-long interview. The lower the ask, the higher the yes rate. "Open to a quick 15-minute call this week?" is easy to say yes to. "Please send me your resume and confirm your availability for next week" is not.
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The 150-Word Rule

Keep cold emails under 150 words. Candidates skim email on mobile. Long emails signal that you don't respect their time. If you can't say it in 150 words, the email isn't focused enough. Cut anything that doesn't serve the four elements above.

Good vs Bad � Side by Side

Study the annotations. Every element in the GOOD example exists for a reason. Every element in the BAD example is a common mistake with a real cost.

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The One-Cold-Email Rule

Send one cold email per role per candidate. If there's no response after 24 hours, send one polite follow-up that references the original. If still no response � move on. Do not send multiple follow-ups. Do not spam. This damages US Staffing Agency's reputation with candidates and can get your email domain flagged.

?? Email Type 2 of 3

RTR � Right to Represent

The RTR email is a legal document. Not a formality. Not a template to blast out. It establishes a binding agreement between US Staffing Agency and the candidate before their profile is submitted to a client. Every element exists for a specific legal or compliance reason.

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CRITICAL � Do Not Send RTR Before the Screening Call

You must complete a screening call before sending the RTR. The RTR confirms details from that call � work auth, compensation agreement, and consent to BGC/drug screen. If you send RTR without the call: (1) the candidate has not agreed to the pay rate verbally, (2) BGC consent is not valid, and (3) this is a compliance violation that must be immediately escalated to your manager.

What the RTR Email Achieves � 4 Legal Functions

A � Exclusive Representation
Confirms no other agency has submitted or will submit this candidate for this specific role. This prevents duplicate submissions � a serious compliance issue where the same candidate's resume arrives from two agencies, wasting client time and creating billing disputes.
B � Financial Clarity
States the exact pay rate ($/hr W-2) explicitly in writing. The candidate must see the number before submission. If the candidate later claims they didn't know the pay rate, the RTR email timestamp is the record. No ambiguity, no disputes.
C � BGC + Drug Test Consent
Candidate explicitly consents to a Background Check (7 years) and Drug Screen. This consent is documented via email timestamp. Without this, the BGC cannot be legally conducted. The email is the paper trail.
D � Written Confirmation Required
Verbal consent alone is not sufficient. The candidate must reply in writing � "Yes, I agree" or equivalent. No written reply means no submission, regardless of what they said on the phone. Email records are auditable; verbal conversations are not.

RTR Email � Annotated Good Example

Every sentence in this email exists for a specific reason. The annotations explain the function of each element.

? RTR EMAIL � CORRECT FORMAT
Subject: Right to Represent � Java Developer | Boston, MA
Leading with "Right to Represent" tells the candidate this is important before they open it. Sets legal tone immediately.
Hi Rajesh,
Thanks for our conversation today. To move forward with submitting your profile:
References the specific screening call � builds continuity and establishes that verbal consent already happened.
I need your written consent on the following:

?  No other agency has submitted you for this specific role
?  Pay rate: $65/hr W-2 (no benefits during contract)
?  You consent to Background Check (7 years) + Drug Screen
Three-point consent block. Each item is legally distinct. Pay rate stated explicitly � no ambiguity on W-2 vs C2C.
Please reply: "Yes, I agree" to confirm.
Exact reply instruction. Removes friction. Makes it easy to give written consent. Anything less than written confirmation = no submission.
Best,
Alex Morgan | US Staffing Agency
Short but professional close. RTR emails are formal documents � keep them concise.
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What Happens if a Candidate Doesn't Reply?

If the candidate doesn't send a written "Yes, I agree" � you cannot submit their profile. Period. Send one follow-up. If still no response, move to the next candidate. Submitting without written RTR consent is a compliance violation, regardless of how well the screening call went.

?? Email Type 3 of 3

Internal Submission Email

The internal submission email is sent to your Recruitment Manager before any external submission. It is the quality gate that determines whether a candidate profile reaches the client. There is no fixing errors after external submission.

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This Is the Quality Gate

Accuracy and completeness in this email determines whether a profile reaches the client. Once submitted externally via VMS or Ceipal, you cannot recall or correct errors. An inaccurate submission damages US Staffing Agency's credibility with the client � and yours with your manager.

5 Required Elements of the Internal Submission Email

1
Purpose: Request manager's 'Good Fit' verdict before sending to client or MSP via VMS.
2
Attachments: Updated formatted resume + Job Req details. Both must be actually attached, not just referenced.
3
Candidate Data Table: Standardised table with 6 mandatory fields. Covered in full below.
4
Skill Matrix: Quantified skills table from screening call data. No guessing, no inflating.
5
Tone: Professional, concise, fact-based. This is a structured verdict request � not a sales pitch.

The Candidate Data Table

Include this standardised table in every internal submission email. No field can be left blank. If you don't have a value, go back and find it � never leave a field empty or write "N/A" without confirming it.

Field Requirement & Why It Matters Sample Value
Full Legal Name
Exactly as on government-issued ID. Must match BGC documents.
? BGC discrepancies cause delays and failed checks.
 Rajesh Venkataraman
Work Authorisation
Specify type precisely: USC, GC, H1B, EAD, TN, CPT. If H1B � is transfer needed?
? Vague entries ("needs visa") are unacceptable and cause submission rejection.
 H1B (transfer required)
Contact Details
Phone number with country code + email address on file in Ceipal.
? Managers and clients need to reach the candidate independently.
 +1-609-555-0182 | rajesh@gmail.com
Pay Rate
Candidate's ask rate. Must state $/hr W-2, no benefits � explicitly.
? Never list C2C or 1099 as W-2. Never omit "no benefits".
 $65/hr W-2 (no benefits)
Availability
Interview: list actual available time slots. Start: exact date or notice period.
? "Flexible" is not an answer. Get specific slots from the candidate.
 Interview: Mon�Wed 6�9PM ET | Start: Feb 14 (2 wks notice)
Compliance
BGC consent confirmed. Any active charges disclosed (even minor ones).
? Concealed charges discovered at BGC stage are a serious compliance failure.
 BGC consent: Yes | Active charges: None disclosed

The Skill Matrix

Managers scan this matrix to assess candidate fit in seconds. The data must come from your screening call � not from the resume alone. Never guess. Never inflate.

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Never Inflate the Matrix

An oversold candidate who fails the technical interview permanently damages your credibility with the manager and client. A 6/10 rating that's accurate is worth more than a 9/10 that's fabricated. Managers know the difference.

Skill / Tool Years of Exp Last Used Rating (1�10) Notes from Screening Call
Java 9 years 2024 (Current) 9/10 Primary language � enterprise + microservices
Spring Boot 6 years 2024 (Current) 9/10 REST APIs + microservices. Framework expert.
AWS 3 years 2024 (Current) 7/10 EC2, RDS, Lambda, ECS. Hands-on but not expert level.
Kubernetes 2 years 2023 6/10 EKS in production � not a primary skill.
SQL / PostgreSQL 7 years 2024 (Current) 8/10 Complex queries, stored procedures.

Visual Skill Strength (from example above)

Java
9/10
Spring Boot
9/10
SQL / PostgreSQL
8/10
AWS
7/10
Kubernetes
6/10
Data from screening call � Last updated: Feb 2025
?? Professional Standards

Email Etiquette � DOs and DON'Ts

These are not suggestions � they are the professional standards of US Staffing Agency. Every item on the DON'T list actively damages your placement rate, your candidate relationships, or the company's reputation.

? YOU MUST DO THESE
?
Personalise Every Email

Mention a specific skill, project, or experience from their actual resume. "I noticed your work on microservices at Flipkart" outperforms "Dear Candidate" every single time. This is the single biggest driver of reply rates.

?
Proofread Before Sending

Read the full email aloud once. Check the candidate's name spelling in the greeting AND in the body. Read it on your phone to see how it looks on mobile. A typo in someone's name signals you didn't read their profile.

?
Use Bullets for 3+ Items

Any list of three or more items becomes a bullet list. Dense paragraphs go unread on mobile. Bullets are scannable in seconds. Paragraphs require commitment to read.

?
State Purpose in First 2 Sentences

The recipient should know exactly why you wrote within the first two sentences. Everything after supports that purpose. Don't bury the reason under pleasantries.

?
Follow Up Once � Politely

If no response after 24 hours, send one polite follow-up that references the original email. Keep it short: "Just following up on my email below regarding the Java Developer role." If still no response � move on.

? NEVER DO THESE
?
Mass Blast Generic Templates

"Dear Candidate" or copy-paste outreach gets zero response. Candidates receive 20+ recruiter emails daily and recognise a template immediately. Personalisation is not optional � it is the entire strategy.

?
Include Confidential Bill Rates

The client bill rate is US Staffing Agency's commercial information. Never share it with candidates. They receive only their own pay rate. Disclosing the bill rate creates pricing disputes and is a confidentiality breach.

?
Mislead on Sponsorship

Never suggest or imply H1B sponsorship if the client has not confirmed it. This is a legal and compliance risk. If you're unsure, check with your manager before answering the candidate.

?
Use Passive-Aggressive or Casual Tone

"As per my last email..." signals frustration. "Hey buddy" is unprofessional. Both extremes are wrong. Maintain professional, warm, and direct US Staffing Agency tone in all external communications.

?
Assume the Candidate Remembers

Always state role title, location, rate, and duration explicitly � in every email. Never assume they remember from a previous call or email. Context is lost between conversations. Provide it every time.

6 Most Common Email Mistakes � And Why They Cost You

These are not hypothetical. These happen to new recruiters regularly. Know them before you make them.

? Typo in Candidate Name

You sourced a candidate named "Priyanka" but wrote "Priya" in the greeting. Or you wrote "Rajeesh" instead of "Rajesh".

Why it costs you:
The candidate instantly knows you didn't read their profile. They feel like a number, not a person. Response rate drops to near zero.
? Vague Subject Line

Subject line reads "Great Opportunity" or "Quick Question" or "Role for You".

Why it costs you:
Email gets buried or ignored. By end of day, it's gone from their inbox view. You never even get a chance at the content.
? Missing Attachment

You wrote "Please find the JD attached" � but forgot to attach the file.

Why it costs you:
The candidate has to email back asking for the file. This wastes time, signals disorganisation, and delays the process. Often the candidate simply moves on.
? No Call to Action

Email ends with "Looking forward to hearing from you!" with no specific ask.

Why it costs you:
The candidate doesn't know what to do. Should they call? Email? Send a resume? Without a clear next step, most do nothing.
? RTR Sent Before Screening Call

You sent the RTR email before completing the verbal screening call with the candidate.

Why it costs you:
This is a compliance violation. The candidate has not agreed to the pay rate. BGC consent is not valid. Must be immediately escalated to manager.
? Wrong Tone

Email sounds passive-aggressive ("As per my last email...") or too casual ("Hey buddy, got a quick question!").

Why it costs you:
One unprofessional email can end a candidate relationship permanently. It also reflects on US Staffing Agency's brand � not just yours.
?? Presentation Standards

Email Formatting Best Practices

How the email looks is as important as what it says. An email with great content but poor formatting loses credibility before it's read. Formatting signals professionalism � or the lack of it.

Aa
Font
Arial or Calibri � 10�12pt

Dark text on white background. No coloured text � it renders differently across email clients. Coloured text can appear invisible or garish on recipient screens.

=
Line Spacing
1.5 line spacing

Dense single-spaced text is unreadable. 1.5 gives breathing room without wasted whitespace. Your manager and the candidate should be able to scan comfortably.

�
Bullet Points
Use for any list of 3+ items

Break up any list of three or more points into bullets. Paragraphs of lists go unread � especially on mobile. Bullets are scannable; paragraphs require sustained attention.

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Length
Cold: 3�5 paras � RTR: 4�6 paras

Concise is professional. Longer than needed = the important parts get buried or skipped. Every sentence must earn its place. Cut filler ruthlessly.

B
Bolding
Key terms + section headers only

Bold the role title, pay rate, and key action items. Do not bold entire paragraphs � if everything is emphasised, nothing is. Reserve bold for the most important 5�10% of content.

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Mobile First
60% read on phones

Test your formatting on a mobile screen before sending. Long sentences and wide tables break on small screens. If it doesn't look good on your phone, it doesn't look good for 60% of recipients.

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The Mobile Test

Before sending any external email, forward a draft to your own phone and read it as if you're the candidate. Is the subject line visible in full? Can you read the first two lines without scrolling? Are the bullet points clean? If something feels off � it is.

The Bold Usage Rule

Bolding is a visual hierarchy tool. When used correctly, it guides the reader's eye to the most important information.

? Bold These
  • ? Role title (Java Developer)
  • ? Pay rate ($65/hr W-2)
  • ? Key action words (Reply: "Yes, I agree")
  • ? Section headers in submission emails
  • ? Consent items in RTR email
? Never Bold These
  • ? Entire paragraphs
  • ? Your name in the body
  • ? Every bullet point
  • ? Generic phrases ("I hope you're well")
  • ? Anything decorative that adds no meaning
?? Legal Requirements

Email Compliance & Legal Requirements

These are not best practices � they are requirements. Violations have real consequences for you and US Staffing Agency. Understand each rule and the reason behind it.

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The Non-Negotiables

Compliance failures in US staffing are not minor mistakes. They can result in client relationship damage, legal disputes, compliance audits, and in serious cases � termination. Know these rules before you send your first email.

?? RTR Email = Legal Document
  • Creates a binding agreement between US Staffing Agency and the candidate
  • Candidate's written consent is archived in email records and is auditable
  • Protects against duplicate submissions from competing agencies
  • Provides compliance documentation for any dispute or audit
  • NEVER send RTR without verbal consent from screening call
  • RTR sent without consent = immediate escalate to manager
?? Data Protection Rules
  • NEVER include SSN, date of birth, or sensitive personal data in emails
  • Candidate data table is for internal use only � never forward externally
  • NEVER share bill rates (the agency's commercial info) with candidates
  • BGC results are handled by the client only � never discussed in email
  • NEVER forward candidate data outside of internal US Staffing systems
?? Cold Email Restrictions
  • NEVER include SSN or date of birth in cold outreach
  • NEVER imply H1B sponsorship without client confirmation
  • NEVER mention another candidate's profile, name, or details
  • NEVER promise compensation figures you haven't confirmed
  • One cold email + one follow-up maximum per role per candidate
?? Email Forwarding Rules
  • NEVER forward candidate submission emails to external parties
  • NEVER CC candidates on internal submission discussions
  • All email activity must be logged in Ceipal against the candidate record
  • Undocumented email activity effectively does not exist for compliance purposes
  • Archive all RTR emails � they are legal records
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The Golden Rule of Compliance

If you're unsure whether something is compliant � do not send the email. Ask your manager or a senior recruiter first. It is always better to delay an email by 10 minutes than to send a non-compliant message that takes days to resolve.

?? The End-to-End Picture

Email Workflow � From Job Req to Placement

Every email you send fits into this chain. Know where you are in the pipeline at all times � and know which emails are triggered at which stage. Not every stage has an email. The ones that do are critical.

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Why This Map Matters

New recruiters often send emails out of sequence � RTRs before screening calls, or submission emails before RTRs. This workflow map shows the correct order. Deviation from this sequence creates compliance problems and delays placements.

01
NO EMAIL YET

Receive Job Requisition

Search and source candidates using Boolean strings in Ceipal / LinkedIn Recruiter. Identify profiles that match the JD requirements � work auth, skills, location, availability.

02

Initial Candidate Outreach

Write a personalised cold email: role snapshot + personalisation + 15-min call CTA. Under 150 words. One email per candidate per role. Wait 24 hours before following up.

03
NO EMAIL YET � PHONE CALL

Screening Call

Conduct the screening call. Confirm: work authorisation, key skills, compensation expectations, availability for interviews, and start date. Get verbal agreement on all RTR points before ending the call.

04

Right to Represent � Get Written Consent

Send RTR immediately after the screening call while the conversation is fresh. Three-point consent block: exclusivity + pay rate + BGC/drug screen consent. Wait for written "Yes, I agree" reply before proceeding.

05

Submit to Manager for Approval

Candidate data table + skill matrix sent to manager. Attach updated formatted resume + Job Req. This is the quality gate. Manager reviews and either approves or provides feedback. No external submission until approved.

06
SYSTEM ACTION � NO EMAIL

Manager Approval ? External Submission

Manager approves ? profile moves to external submission via VMS or Ceipal. This is now in the client's hands. Document the submission in Ceipal against the job order and candidate record.

07

Interview Scheduling & Candidate Briefing

If client requests an interview: coordinate scheduling, brief the candidate on interview format and expectations, debrief post-interview. This is covered in the Interview Coordination module.

Speed + Quality = Placements

? Speed Wins Because...

  • First qualified submission often gets the interview � clients move fast
  • Candidates respond within 24 hrs of outreach � then move to next recruiter
  • Clients use staffing agencies precisely because they have urgent needs
  • A cold email sent at 9AM beats the same email sent at 5PM � timing is a tactic

?? Quality Means...

  • Accurate candidate data table � no errors in name, visa, or rate
  • Honest skill matrix � no overselling, no inflated ratings
  • Professional RTR documentation � legally airtight, clear consent
  • Zero typos in the candidate's name � basic respect that signals professionalism
??

Speed Without Quality = Rejected Profiles

Quality without speed = missed opportunities. You need both � simultaneously. This is what separates high-performing recruiters from average ones. The workflow above, done correctly and efficiently, is your competitive advantage.

?? Your Daily Toolkit

Email Tools � What Goes Where

You will use three tools every day for email-related work. Each has a specific function. Using the wrong tool for the wrong task creates gaps in documentation and wastes time.

??

The Golden Rule: Everything Must Be in Ceipal

Every email action must be reflected in Ceipal. If it's not in Ceipal, it effectively doesn't exist from a compliance and pipeline management perspective. A call that isn't logged, an RTR that isn't recorded, a submission that isn't documented � these are invisible to your manager and to the system.

??

Outlook

  • Cold outreach emails to candidates
  • RTR emails � primary channel
  • Internal submission emails to manager
  • Follow-up and interview coordination
?? Set up your email signature template once � it saves time on every email for the rest of your career.
??

Ceipal (ATS)

  • Log all email activity against candidate records
  • Trigger RTR workflow from candidate profile
  • Track job order status through pipeline
  • Pull candidate data for submission tables
?? Undocumented activity does not exist. Log everything in Ceipal before you move to the next task.
??

MS Word

  • Format candidate resumes for submission
  • Draft long-form submission notes
  • Proofread complex emails before copy-paste
  • Prepare skill matrix data for submissions
?? Use Word for composition when the email is complex � then paste the final version into Outlook.

Which Tool for Which Email?

Email Type Write In Log In Send Via
Cold Email Outlook (or Word draft) Ceipal � candidate record Outlook
RTR Email Outlook Ceipal � RTR workflow Outlook
Internal Submission Word (data table) ? Outlook Ceipal � job order + candidate Outlook
Follow-Up Outlook Ceipal � note against record Outlook
?? Close of Module

Key Takeaways � What Must Be Automatic

If you remember only five things from this entire module, make it these. These are the principles that, applied consistently, will define your performance as a recruiter at US Staffing Agency.

01

Email is your primary tool.

You will send 50�80 emails every working day. That compounds. Excellence in email compounds too � so do mistakes. Your email quality is the single most visible indicator of your professionalism in the first 90 days.

02

The Pre-Send Checklist is mandatory.

Seven checks before every Send: subject, name spelling, purpose clarity, formatting, attachments, call to action, and signature. In your first month, run through them explicitly before every email. After that, it becomes automatic.

03

Personalisation is not optional.

Generic emails get zero response. One specific detail from their resume � a skill, a company they worked at, a technology they used � changes everything. "I noticed your Spring Boot work at Wipro" takes 30 seconds to write and doubles your response rate.

04

RTR is a legal document. Treat it that way.

Never send RTR before the screening call. No verbal agreement = no RTR. No written reply = no submission. The three-point consent block � exclusivity, pay rate, BGC consent � must be present and confirmed in writing every single time.

05

Speed + Quality wins placements.

You and 5 other agencies receive the same job order simultaneously. Be the first to submit a high-quality, accurate candidate profile. Speed without accuracy gets rejected. Accuracy without speed gets beaten. You need both � every time.

Quick Glossary � Terms You'll Hear Daily

RTR
Right to Represent � legal email confirming US Staffing Agency's exclusive right to submit the candidate for a specific role, including pay rate and BGC consent.
W-2
Employment type where US Staffing Agency withholds taxes for the contractor. Pay rate is expressed as $/hr W-2. Distinct from C2C (Corp-to-Corp) or 1099.
VMS
Vendor Management System � the client's platform through which external candidate submissions are made after manager approval.
BGC
Background Check � a 7-year criminal and employment history check conducted by the client. Candidate must consent in the RTR email.
ATS
Applicant Tracking System � US Staffing Agency uses Ceipal. All candidate activity, email logs, and job orders are managed here.
CTA
Call to Action � the one specific next step you ask the recipient to take. Every email ends with exactly one CTA.
Work Auth
Work Authorisation � the candidate's legal right to work in the US. Types: USC (citizen), GC (green card), H1B, EAD, TN, CPT. Must be confirmed on every screening call.
MSP
Managed Service Provider � a third-party company managing the client's contingent workforce program. Submissions may go through the MSP's VMS instead of directly to the client.
??

Your Goal for Day 1 on the Desk

By the time you send your first live cold email, you should have your Outlook signature configured, Ceipal access set up, and the 7-component anatomy memorised. Print the Pre-Send Checklist and keep it at your desk for the first two weeks. Every great recruiter starts with the basics done perfectly.