Why Email Templates Matter
The average physician receives 100+ emails per day. To stand out, your recruitment emails need to be:
- Personal(not obviously templated)
- Concise(under 150 words)
- Valuable(what's in it for them?)
- Actionable(clear next step)
Below are 10 proven templates with actual response rates from our network of healthcare recruiters.
Template 1: The Direct Approach
Best for: Initial outreach to physicians who match your opportunity exactly
Subject: [Specialty] opportunity in [City] - [Key differentiator]
Body:
Dr. [Last Name],
>
I'm reaching out because we have a [specialty] position in [City] that matches your background perfectly.
>
Quick highlights:
- [Compensation range or structure]
- [Schedule/call details]
- [One unique benefit]
>
Would you be open to a 15-minute call this week to share more details?
>
Best,
[Your name]Response rate: 12-15%
Template 2: The Mutual Connection
Best for: When you have a referral or shared connection
Subject: [Mutual connection] suggested I reach out
Body:
Dr. [Last Name],
>
[Mutual connection name] mentioned you might be interested in exploring new opportunities. They spoke highly of your work in [specific area].
>
We're currently looking for a [specialty] to join [organization name] in [City]. The role offers [1-2 key benefits].
>
Would you be open to a brief conversation? Even if the timing isn't right, I'd value your perspective on what [specialty] physicians are looking for.
>
Best,
[Your name]Response rate: 22-28%
Template 3: The Value-First Approach
Best for: Building relationships before you have a specific opportunity
Subject: Salary data for [specialty] in [region]
Body:
Dr. [Last Name],
>
I put together a compensation report for [specialty] physicians in [region] and thought you might find it useful.
>
Key findings:
- Median base salary: $[X]
- Average sign-on bonus: $[X]
- Most common call schedule: [X]
>
Happy to share the full report if you're interested. No strings attached.
>
Best,
[Your name]Response rate: 18-22%
Template 4: The Curiosity Hook
Best for: Standing out in a crowded inbox
Subject: Quick question about your practice
Body:
Dr. [Last Name],
>
I noticed you've been at [current organization] for [X years]. Curious—what would need to be true for you to consider a new opportunity?
>
I ask because we have a [specialty] role in [City] that offers [unique benefit], and I wanted to understand if it might be worth discussing.
>
Either way, I'd appreciate your perspective.
>
Best,
[Your name]Response rate: 15-18%
Template 5: The Follow-Up
Best for: Second touchpoint after no response
Subject: Re: [Original subject line]
Body:
Dr. [Last Name],
>
I wanted to follow up on my previous email. I know you're busy, so I'll keep this short:
>
The [specialty] position in [City] is still available, and we've had strong interest. Before we move forward with other candidates, I wanted to give you one more chance to explore it.
>
Is this something you'd like to discuss? A 10-minute call is all I need.
>
Best,
[Your name]Response rate: 8-10% (from those who didn't respond initially)
Template 6: The Passive Candidate
Best for: Physicians who are likely happy but might be open
Subject: Not looking? That's okay
Body:
Dr. [Last Name],
>
I know most physicians aren't actively job searching—and that's fine. But I've learned the best opportunities often come when you're not looking.
>
I'm working with [organization name] on a [specialty] position that offers:
- [Unique benefit 1]
- [Unique benefit 2]
- [Work-life balance detail]
>
Even if the timing isn't right, I'd love to keep you in mind for future opportunities. Would you be open to a brief introduction?
>
Best,
[Your name]Response rate: 10-12%
Template 7: The Local Angle
Best for: Physicians with ties to your location
Subject: Opportunity to return to [City/Region]
Body:
Dr. [Last Name],
>
I noticed you completed your residency at [local program] / grew up in [area]. We have an opportunity that might let you return:
>
[Organization name] is looking for a [specialty] to join their team in [City]. The role offers [key benefit] and [lifestyle benefit].
>
Would you be interested in learning more about coming back to [region]?
>
Best,
[Your name]Response rate: 20-25%
Template 8: The Career Growth
Best for: Mid-career physicians looking for advancement
Subject: Leadership opportunity in [specialty]
Body:
Dr. [Last Name],
>
Your experience at [current organization] caught my attention. We're looking for someone with your background to lead our [specialty] department at [organization name].
>
This is a [Department Chief/Medical Director/etc.] role that offers:
- [Leadership responsibility]
- [Compensation/equity detail]
- [Autonomy/decision-making power]
>
Is this the kind of opportunity you'd be interested in exploring?
>
Best,
[Your name]Response rate: 14-18%
Template 9: The Lifestyle Pitch
Best for: Burned-out physicians or those seeking work-life balance
Subject: What if you could practice medicine AND have a life?
Body:
Dr. [Last Name],
>
I talk to a lot of [specialty] physicians who are burned out. The hours, the call, the admin burden—it adds up.
>
That's why I wanted to share this opportunity: [Organization name] in [City] is looking for a [specialty] who values work-life balance.
>
- [X] days per week
- Call: [Light/shared/etc.]
- Admin support: [Detail]
>
If you've been feeling like there has to be a better way, let's talk.
>
Best,
[Your name]Response rate: 16-20%
Template 10: The Breakup Email
Best for: Final attempt before closing the file
Subject: Should I close your file?
Body:
Dr. [Last Name],
>
I've reached out a few times about the [specialty] opportunity in [City] and haven't heard back. No worries—I know you're busy.
>
Before I close your file, I wanted to check one last time: is this something you'd like to explore, or should I focus on other candidates?
>
Either way, I wish you the best in your career.
>
Best,
[Your name]Response rate: 12-15% (often with an explanation)
Email Best Practices Summary
Do:
- Personalize the first line
- Keep it under 150 words
- Include specific numbers (salary, schedule)
- End with a clear, easy CTA
- Follow up 2-3 times
Don't:
- Use "Dear Doctor" or generic greetings
- Write long paragraphs
- Attach documents in first email
- Be pushy or salesy
- Give up after one email
Getting Physician Contact Information
These templates work best when you have direct contact information—personal emails and mobile numbers that bypass hospital spam filters.