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Client prospecting emails for recruitment agencies

ChatGPT, Claude or Gemini draft short, specific emails to hiring managers from your notes, for you to edit and send. Free to about $27£20€24A$38C$38 a month.

At a glance

  • What it costsFree–$27Free–£20Free–€24Free–A$38Free–C$38 a month

  • Worth, in extra profit or time saved in the worked example$379£285€339A$547C$536 a month

  • Pays for itselfIn a few days

  • Sign up and configure; no technical skills neededEasy to set up

Figures come from the worked example below, using its stated assumptions. Tool prices checked . How we check prices

The problem

New clients come from steady outreach, and writing a specific email to each hiring manager takes time a busy recruiter rarely has. 15 tailored emails a week at 15 minutes each is nearly 4 hours a week, about 16 hours a month, so it's the first thing dropped when roles are busy.

What the AI does

Paste your notes into ChatGPT, Claude or Gemini: the company, the role they're advertising or the growth you've noticed, the sectors you place in and a relevant recent placement described without naming the candidate. Ask for an email of under 120 words with one clear question. Edit each draft so it sounds like you, check every fact and send it from your own email. Never paste a CV or candidate details into an assistant for this.

A worked example

A two-consultant engineering recruitment agency in Sheffield wants more clients. One consultant spends Friday mornings emailing hiring managers at manufacturers who are advertising roles themselves.

Before

15 tailored emails a week at 15 minutes each: about 16 hours a month

After

If a draft plus editing takes 6 minutes: about 6.5 hours a month

What it's worth

About $379£285€339A$547C$536 a month saved, at no cost on the free plans. About 9.5 hours a month saved (about 16 hours down to about 6.5), worth about $379£285€339A$547C$536 at an assumed $40£30€36A$58C$56 an hour, if the edit really takes about 6 minutes (an assumption to test). The free plans of ChatGPT, Claude and Gemini can do this; a paid plan is about $27£20€24A$38C$38 a month for one person. Any new client won is extra and isn't counted here.

How to set it up

  1. Write a short note for each prospect: the company, the role or growth you've spotted, your relevant experience and one question to ask.
  2. Paste the note into ChatGPT, Claude or Gemini with an example of one of your emails that got a reply, and ask for a draft of under 120 words in the same tone.
  3. Edit the draft, check every fact about the company and remove anything you can't back up.
  4. Send it from your own email with your agency's full name and a line saying how to opt out.
  5. Log replies in your CRM and stop emailing anyone who asks.

What goes wrong

  • Never paste candidate CVs, names or details into an assistant for outreach. Describe placements in general terms, such as 'a quality engineer for a car parts supplier'.
  • Drafts can sound generic or invent details about the company. If a line could be sent to any firm, rewrite it.
  • PECR lets you email corporate addresses without prior consent, but sole traders and some partnerships count as individuals, and every email needs a working opt-out.
  • Don't promise candidates you haven't got. A speculative 'perfect candidate' email that falls apart damages trust with the hiring manager.

More ideas for Recruitment agencies

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CV screening with Jev for recruiters: you still decide

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UK GDPR candidate consent for recruiters with Recruitly

Recruitly automates candidate consent requests, renewals and anonymising old records, with an audit trail. From about $25£19€23A$36C$36 a month.

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Last updated October 17, 2026.