Keeping "not now" clients warm without pestering them starts when they say it: write down why and the date they gave. Contact them on that date, not before. Each message gives them something true, such as a market fact from your desk, and asks one question about the plan. Without a date, about every four to six weeks.
| Question | Answer |
|---|---|
| When | On the date they gave. If none, every 4 to 6 weeks |
| How long | Three lines |
| What must be in it | Something true and one question about their plan |
The method
“None of that matters if you aren't getting job orders to place candidates.”A recruiter in r/recruiting, replying to advice about candidate follow-up. This page is about the other list: the clients who place the orders.
- When a client says not now, write four things: what they said, why, what would change it, and the date they gave. "After budget in January" is a date. "At some point" is not, so ask for one.
- Put the date in your system as a date, not as a note. Leave them alone until it arrives.
- On that date, write about their plan, not your needs. Ask whether it still stands.
- Between dates, send something only when you have something true: a change in the market for their role, time to fill on your desk, a salary move.
- If they are still not now twice in a row, change the cadence to every quarter. Stop only when they ask.
3 messages to adapt
Replace every [BRACKET] with a real fact. If you cannot, delete the line.
- When they say not nowSubject: [COMPANY]: when shall I come back?Hi [NAME], Thank you for being straight with me. You said hiring is on hold until [DATE OR EVENT]. I will write on [DATE]. If budget comes back sooner, which role would you fill first? [YOUR NAME]
- On the dateSubject: [COMPANY]: is the plan still [PLAN]?Hi [NAME], You said [WHAT THEY SAID, WITH THE DATE]. Is that still the plan? If it has moved, tell me to when and I will leave you alone until then. [YOUR NAME]
- Something true in betweenSubject: [ROLE]: what I am seeingHi [NAME], One thing from my desk that may help your planning: [ONE TRUE FACT, FOR EXAMPLE TIME TO FILL OR A SALARY MOVE FOR THIS ROLE]. No action needed. It is there for when you restart. [YOUR NAME]
When to send them
- Use the date the client gave. In the free tool, put it under "Don't chase before" and they stay off your Today list until then.
- With no date, about four to six weeks between messages. That is our advice, not a rule.
- Each message should have its own reason. If you have none, wait.
What to avoid
- Writing "any roles?" every month.
- Sharing a candidate's details to tempt a client without the candidate's agreement.
- Claiming market facts you cannot back up.
- Letting a client's "not now" sit without a date.
- Copying a bulk newsletter into a one-to-one message.
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Questions people ask
How often should I contact a client who said not now?
On the date they gave you. With no date, about every four to six weeks. Make sure each message has a reason.
What should I send between check-ins?
Only something true and useful: a movement in the market for their role, time to fill, a pay range. If you have nothing, send nothing.
When do I give up?
When they ask you to. Otherwise move to a quarterly note after two "not nows" in a row.
Can I send a candidate's CV to warm them up?
Only with the candidate's agreement and your agency's policy. Say who they are in general terms if you do not have it.