9 nurture emails to bring your Talent Pools to life

If you’ve been recruiting for a while, you already know the value of staying in touch with good people. What’s harder is doing it consistently when you’re busy, without turning it into another inbox chore.

That’s where nurture journeys in Pinpoint come in. They make it easy to stay visible to your best candidates all year round, without the effort of starting from scratch every time.

Nurturing is simply about using what you already have – your candidate notes, interview history, and past messages – to build light-touch communication that feels natural.

The goal is simple: when you reach out next time, your name and your company feel familiar.

Pinpoint’s Automations feature enables you to set up rolling automations that can start at a determined time. In the following examples, we’ll be showcasing nurture flows that start when the candidate is tagged into the Pool.

The reliance on tags is why we emphasised the importance of clean, consistent tag management. Make sure to go back a step and update your tags before continuing.

Then, you can start building your Automations. We’ve recommended a cadence and provided templates below for each audience. You can also personalize each email with dynamic fields.

This is what makes Automations work. It saves you time, but it also keeps your communication human. Candidates get messages that sound like you, not a system, and you stay consistent even when things get busy

💡 Interested in more Automations? We have a whole guide waiting for you with 27 recruitment templates to help inspire you.

By now, you’ve hopefully built your first few Talent Pools: Silver Medalists, Speculative Candidates, and Alumni. They’re organized, tagged, and ready to go. So, the next step is making sure they stay alive.

Each of the journeys below has a clear goal, a steady rhythm, and example messages you can use or adapt. Think of them as practical outlines to help you stay consistent without adding extra work.

💡 Don’t forget to use Pinpoint’s dynamic fields to personalize your emails!

These candidates already know your process and your culture. They’ve invested time, built relationships with your team, and probably left the process with a good impression. 

The aim here is to keep that connection warm so when the right role opens, you can reach out confidently.

Start by tagging every Silver Medalist as soon as a role closes. That way, your Pool stays clean and ready to go. 

From there, build a simple nurture rhythm in Pinpoint’s Automations feature. 

• At one month: Send a short thank-you message and let them know you’d like to stay in touch.
• At three months: Share an update about your company or the team they interviewed with.
• At six months: Send a personalized check-in, especially if you have a new opening that matches their background.
• At nine to twelve months: Invite them to re-engage fully. This might mean sharing a role, an event, or even asking if they’d like to stay on your radar.

💡 We will be using a simple, singular flow for this example. However, if you want to go a level deeper, you can add additional tags to your candidates when they’re rejected and create branching conditions to send more relevant emails. 

Example emails for Silver Medalists

Month 1: Thank you, and stay connected

Hi [First Name],

We were really impressed by your experience and enjoyed getting to know you during your interview process. As you’re aware, we ended up hiring another candidate for that role, but I’d love to stay in touch.

Please let me know if you’d be happy for me to contact you when a new opportunity comes up.

Best,

[Your Name]

Month 3: Light company update

Hi [First Name],

I hope you’re doing well! We’ve been busy here at Pinpoint over the last couple of months, and it reminded me that you might be interested in some of the latest content on our team blog.

If you’d like to stay in the loop with opportunities, here’s our careers page where we post new openings first.

Best,

[Your Name]

Month 6: New opportunity

Hi [First Name],

We’ve just opened a new [Job Title] role, and your experience came to mind straight away.

If you’re open to a quick chat, I’d love to tell you more and see if it could be a good fit.

Best,

[Your Name]

Keeping this cadence consistent means you’ll always have a Pool of finalists who are ready and engaged, instead of starting every search from scratch.

Speculative and sourced candidates are often the ones you’d love to hire, just not right now. They’re usually high-caliber, proactive, and worth the time to stay in touch with. 

The aim is to remind them who you are, why your company’s worth their attention, and keep them close enough that when a role does open, the conversation feels natural.

These are also the candidates most likely to drop off if you don’t nurture them. A few small, consistent touchpoints are all it takes to keep the relationship alive.

Here’s a potential cadence:

• At one month: Acknowledge them and share appreciation for connecting.
• At three months: Share something that builds your brand credibility (team news, growth update, a project they’d care about).
• At six to nine months: Offer a personal check-in, a role update, or even a casual conversation.
• At twelve months: Reconfirm their interest or reintroduce your company story.

Example emails for speculative candidates

Month 1: Thank you for connecting

Hi [First Name],

Thanks for getting in touch and sharing your background. While we don’t have an open role that’s the right fit right now, I’d love to keep in touch for future opportunities.

Your experience really stood out, and I think there could be a good match down the line.

Best,

[Your Name]

Month 3: Company update or culture story

Hi [First Name],

We’ve been busy here at Pinpoint over the last couple of months and it reminded me that you might be interested in some of the latest content on our team blog.

If you’d like to stay in the loop, here’s our careers page where we post new openings first.

Hope things are going well on your end.

Best,

[Your Name]

Month 6–9: Personal check-in or opportunity

Hi [First Name],

I wanted to check in and see how you’re doing. We’ve had a few new openings that might be a good fit for your background. Feel free to check out our careers page.

If you’d like to chat about any of these opportunities, I’d be happy to set up a quick call.

Thanks,

[Your Name]

Month 12: Reintroduce and re-engage

Hi [First Name],

It’s been a while since we last caught up, and I wanted to reconnect.

We’ve continued to grow, and I’d love to know if you’re still open to hearing about new opportunities.

You can update your info here if you’d like to stay in touch: [Link].

Take care,

[Your Name]

Whether they’re ready to come back or not, Alumni are strong advocates for your company, and with a little care, they’ll stay connected long after they’ve moved on.

Your goal is to keep the relationship alive. The aim is to remind them that the door is always open, and hopefully encourage anyone else they know to apply for the open roles.

Here’s how we recommend contacting them: 

After they leave: Send a thank-you message that closes the relationship on a positive note.
At three to six months: Share company news, milestones, or updates that make them feel included.
At twelve months: Reconnect with a personal message, either to explore a rehire or ask for referrals.

Example emails for Alumni

After departure: Thank you, and keep in touch

Hi [First Name],

I just wanted to say thank you for everything you brought to the team. It’s been a pleasure working with you, and we’d love to stay in touch.

We’re always proud to see where our former team members go next, so please keep us updated, and if you ever want to reconnect, my inbox is always open.

All the best,

[Your Name]

Three to six months: Company update

Hi [First Name],

Hope everything’s going well since you left. Things have been busy here (take a look at the company blog), and it reminded me of your time with us.

You’ll always be part of the story here, and we’d love for you to stay connected. You can keep up with our news and openings here.

Take care,

[Your Name]

Twelve months: Rehire or referral check-in

Hi [First Name],

It’s been about a year since we last worked together, and I wanted to check in. We’re hiring again in, and several familiar faces have already returned.

If you’d ever consider coming back (or know someone who’d be a great fit!) I’d love to reconnect.

Best,

[Your Name].

You’ve built your Pools, set your tags, and now you know how to keep those candidates engaged. 

With a few light, consistent nurture journeys running in the background, your Pools will stay warm, accurate, and ready whenever you need them.

If you’re ready to take it further, the next chapter will show you how to measure impact and adapt and improve your Talent Pools, so you can show how much time and money they’re saving your team.