Running sourcing campaigns is not about sending more emails.
It’s about sending the right message, at the right time, with the right context.
At SupportFinity, we’ve analyzed thousands of outreach workflows and identified clear patterns behind successful campaigns. This guide walks you through the proven best practices that consistently drive higher response rates and faster hiring outcomes.
1. Use the Proven 3-Email Campaign Structure
The highest-performing sourcing campaigns typically include:
Email 1 – Introduction & Opportunity
Email 2 – Value Reinforcement
Email 3 – Final Follow-Up / Clear Call to Action
⏱ Recommended Wait Time
Allow 2 to 3 days between each email.
Why?
It keeps momentum without overwhelming the candidate.
It maintains visibility in their inbox.
It increases reply probability without damaging your employer brand.
Consistency beats volume. Three well-crafted emails outperform long, aggressive sequences.
2. Personalization Wins — Use AI to Scale It
Generic outreach gets ignored.
SupportFinity’s AI helps you:
Personalize emails based on skills, background, and experience
Highlight why the role fits that specific candidate
Adjust tone (formal, friendly, executive-level, etc.)
Generate compelling subject lines that increase open rates
Create persuasive and engaging call-to-actions
AI allows you to personalize at scale without sacrificing quality.
Instead of:
“We have a great opportunity for you.”
Write:
“Your experience leading distributed backend systems at scale stood out. We’re building a similar architecture and believe your background could be a strong match.”
Compelling, specific messages dramatically increase engagement.
3. Always Include a Clear Call to Action
The most successful campaigns make it easy for candidates to take the next step.
Two proven methods:
✔ Include the Job Link
Providing a direct job link:
Reduces friction
Allows immediate application
Increases completed submissions
✔ Invite the Candidate to an Interview
Instead of asking, “Are you interested?”, try:
“I’d love to schedule a short 20-minute conversation this week. Here’s my availability.”
Clear direction increases response rates.
4. Seamlessly Blend ATS + Campaigns (When Using SupportFinity ATS)
If you're using SupportFinity ATS, you can simplify everything:
Pull jobs directly from your SupportFinity ATS
Insert the job link automatically into your campaign
Ensure every email is synced with your hiring pipeline
This eliminates manual copy-paste workflows and ensures candidates who apply are automatically tracked inside your ATS.
Campaigns + ATS working together create a smooth, end-to-end recruiting engine.
5. Review Candidate Intent Signals
One of the most important — and often overlooked — signals is candidate intent.
Inside SupportFinity, you can monitor:
Email opens
Link clicks
Reply behavior
Engagement signals across your campaign
Intent tells you:
Who is interested
Who needs a follow-up
Who may not be responsive
High-intent candidates should be prioritized immediately.
Successful sourcing is not just about sending messages — it’s about reading engagement signals and acting quickly.
6. Leverage Candidate History Before Reaching Out
Before launching a campaign, always review the candidate’s history.
With SupportFinity, you can see:
Previous campaigns sent
Response behavior
Engagement history
Past interactions with your team
This helps you:
Avoid duplicate outreach
Adjust messaging tone
Identify responsive candidates
Focus on high-probability conversations
Recruiters who use historical context consistently achieve higher reply rates.
7. Keep It Human, Keep It Clear
Best-performing sourcing emails share three traits:
Clear value proposition
Concise and respectful tone
Direct next step
Avoid:
Long corporate language
Vague descriptions
Overly aggressive follow-ups
Candidates respond to clarity, relevance, and authenticity.
The Formula for High-Performing Campaigns
✔ 3 emails
✔ 2–3 days between messages
✔ AI-powered personalization
✔ Clear job link or interview invitation
✔ Monitor candidate intent
✔ Review candidate history
✔ Sync with your ATS
When these elements work together, sourcing becomes predictable and scalable.
Final Thoughts
Successful campaigns are not about volume.
They are about structure, personalization, and intelligent follow-up.
With SupportFinity, you can combine AI-powered personalization, built-in campaign automation, intent tracking, candidate history, and ATS integration into one seamless workflow — helping you convert sourced talent into applicants and applicants into hires faster than ever.
If you need help setting up your first high-performing campaign, contact our team to assist you.