I want to share a simple, repeatable approach I use with clients to write a single-paragraph email that actually wins a recruiter phone screen within 24 hours. I’ve been on both sides of the hiring table — screening CVs, running interviews and coaching candidates — and the truth is recruiters are overwhelmed. A crisp one-paragraph message that respects their time, shows clear fit and finishes with a low-effort call to action cuts through the noise. Below I explain exactly what to say, why it works, and give ready-to-send templates you can adapt in seconds.
Why a one-paragraph email works
Recruiters scan. They triage based on role requirements, immediate hiring pressure and whether the candidate seems like an easy next step. A long email or a CV dump asks for too much cognitive effort. A single paragraph that does three things — states who you are, proves you meet the core requirement(s) with a short evidence point, and asks for a quick next step — tells a recruiter everything they need to decide to book a phone screen.
Core structure I recommend
Keep to one short paragraph (2–4 sentences) with this micro-structure:
- Opening identifier: your name, current role/title and the role you’re applying for.
- Fit evidence: one concise achievement or concrete skill that matches the job brief (numbers or strong specifics win).
- Availability + CTA: suggest a quick 15–20 minute window in the next 24–48 hours and invite the recruiter to pick a time or call you now — make it low friction.
Why specifics beat adjectives
Saying “I’m a strong communicator” is weak. Saying “I led a cross-functional project that cut onboarding time by 30%” is concrete and credible. Use numbers, technologies, or client names when you can — but never lie. If you can’t quantify, use a short, tangible example: a tool you use daily (e.g., Salesforce, Python, Tableau), the scale you operated at (e.g., 50-person team, £2m budget), or the stage of hiring you supported (e.g., graduate intake of 200 hires).
Subject lines that get opened
Your subject line needs to be direct and relevant. Here are options you can copy — pick one that fits your context:
| For advertised roles | Application: [Role title] — availability for 15 min call today |
| For speculative reach-outs | Experienced [function] available for immediate phone screen |
| For internal referrals | [Referrer name] suggested I contact you about [role] |
Three ready-to-send one-paragraph templates
Paste and personalise one of these. Keep the whole message (subject + body) as short as possible — the recruiter should be able to read it in 10 seconds.
Template A — Responding to an advertised role
Hi [Recruiter name], I’m Éloïse Durand, a Talent Acquisition Specialist with 5 years’ experience hiring for professional services; I led the campus hire programme that increased retention by 18% in year one — I’m very interested in the [Job Title] you advertised and can be available for a 15–20 minute screen today or tomorrow (I’m free 2–4pm today or 9–11am tomorrow). If any of those suit, I’ll take the call — or tell me a time that works for you. Best, Éloïse — [mobile number]
Template B — Speculative approach to in-house recruiter
Hi [Recruiter name], I’m Éloïse Durand, a career strategist and former recruiter specialising in mid-market hiring; I’ve placed 30+ hires across tech and professional services and I’m open to new roles now — I’d welcome a quick 15–minute call to discuss potential matches, I’m free today 3–5pm or tomorrow morning. If convenient, I can take a call on [mobile number]. Thank you, Éloïse
Template C — Referred candidate
Hi [Recruiter name], [Referrer name] suggested I reach out about [team/role]; I’m Éloïse Durand, with [X] years in [function] and direct experience with [key skill or result], for example I [short quantifiable impact]. I can do a 15-minute screen today between 1–3pm or tomorrow morning — call me on [number] or suggest a time. Best, Éloïse
How to personalise quickly
- Swap one specific proof point per application: pick the result or tool that best mirrors the job spec.
- If the job advert lists three must-haves, pick the strongest single one you have evidence for and highlight that.
- Use the recruiter’s name (not “Hi there”) and keep your sign-off to a phone number. Recruiters often prefer to call rather than email further.
Timing and follow-up — turning a send into a booked screen
Timing matters. Recruiters are likelier to answer immediately in these windows: early morning (8–9am) when they plan the day, just after lunch (1–2pm) or late afternoon (4–5pm). Send your email during those windows if you can.
- If you get a reply: accept a suggested slot or offer two tight alternatives; confirm the channel (phone or Teams) and the number you’ll use.
- If no reply within 12–24 hours: send a one-line follow-up: “Following up on my note below — I’m available today 2–3pm if you’ve got 15 minutes.” Keep it short and retain the one-paragraph principle.
- If you’re offered a later slot: be flexible but avoid open-ended delays. If they offer next week and you’re keen, book it — but ask if a short earlier screen is possible to move things faster.
What to do before you hit send
Do these three quick checks before sending:
- Proof-read for the recruiter’s name and role title. Mistakes kill credibility.
- Confirm your phone is on and any voicemail is professional. Recruiters call fast when they’re interested.
- Have your top 30-second pitch ready. If they call, you must articulate fit quickly — your one-paragraph email sets the expectation for a concise conversation.
Example 30-second phone screen pitch
“Hello, it’s Éloïse — thanks for calling. I’ve spent five years recruiting across tech and professional services, most recently leading campus recruitment where I scaled hires from 50 to 150 per year and improved first-year retention by 18%. I’m especially strong at stakeholder management and early-career attraction, and I’d be excited to support [company] with your upcoming intake. What would you most like to know from my background?”
Common mistakes to avoid
- Don’t repeat your whole CV — the email is to start a conversation, not substitute for an application form.
- Avoid generic adjectives without evidence (“passionate”, “hard-working”) — show, don’t tell.
- Don’t ask too many questions or request multiple next steps; one clear CTA wins.
Use the templates above, adapt the proof point to the role and respect the recruiter’s time. When your message is short, specific and action-oriented, you make it easy for a recruiter to say “yes” — and that’s exactly what gets a phone screen booked within 24 hours.
