Recruitment Emails

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Getting people to sign up is half the battle — the other half is the life admin of getting them to actually show up.

This card gives you a ready-made email sequence you can copy, adapt to your tone, and run end-to-end.

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Use this when

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- You need to recruit quickly without reinventing the wheel

- You’re running interviews and want fewer dropouts

- You’re building a panel and want consistent comms

- You want a repeatable recruitment process that scales

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Step-by-step: the email sequence

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Step 1: Start with “Register interest”

This template helps you collect a pool of “warm” participants fast without manual back-and-forth. It also sets expectations early (topic, time, incentive) so the right people opt in.

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Step 2: Follow up with a screening / registration form

This template moves interested people into a consistent screening flow so you can recruit the right participants, not just whoever replies first. It reduces admin by clearly explaining what happens next and when they’ll hear back.

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Step 3: Direct recruit (if you already have a panel)

This template is best when you already have eligible people and want to recruit quickly with a clear, specific invite. It increases conversion by explaining why you picked them and what they’ll get for their time.

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Step 4 :Send the “You’re selected” invite + scheduling link

This template turns a “maybe” into a confirmed booking by giving one obvious next action: pick a time. It also reduces dropouts by confirming what to expect and how they’ll be rewarded.

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Step 5: Send the calendar invite (with consent)

This template locks the session into their calendar and prevents confusion about links, timing, or who they’ll meet. Including consent upfront builds trust and reduces last-minute delays.

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Step 6: Tech instructions email (only if needed)

This template removes friction for participants who aren’t confident with the video tool and helps the session start on time. It’s especially useful when you’re recruiting outside tech-savvy audiences

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Step 7: Reminder email

This template reduces no-shows by resurfacing the essentials (time, link, what to do next) at the moment people are most likely to forget. It also gives a rebook option, which can save sessions that would otherwise drop out.

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This is just to get you started, but the point it to make sure that document ones that work for you so you can save time on admin.