Professional email templates for finding, vetting, and managing marketing talent. Simply copy and paste the below templates into your workspace and customize as needed.
Cold Outreach to Freelancers & Fractional Marketers
Template 1: Initial Outreach Based on Portfolio
Subject Line: Your [specific work] caught my attention - [Company Name] opportunity
Hi [Name],
I recently came across your [portfolio/LinkedIn profile/specific project] and was particularly impressed by your work on [specific aspect that stood out]. Your approach to [specific marketing skill] aligns well with what we're looking to develop at [Company Name].
We're a [brief company description] currently seeking a [freelance/fractional] marketing professional to help with [brief description of project or role]. Based on your experience with [relevant experience], I believe you might be a great fit.
Some key aspects of this opportunity:
• [Brief bullet on scope/timeframe]
• [Brief bullet on skills needed]
• [Brief bullet on what makes this opportunity interesting]
Would you be open to a 20-minute call next week to discuss this opportunity in more detail? I'm available [provide 2-3 time options] if any of those work for you.
Looking forward to potentially collaborating,
[Your Name]
________________________________________________________________________________________________________________________________________________
Template 2: Targeted Outreach for Specific Expertise
Subject Line: [Company Name] seeking [specific expertise] expert for [timeframe] project
Hi [Name],
I'm reaching out because [Company Name] is looking for a marketing professional with specialized expertise in [specific marketing area], and your background suggests you'd be an excellent fit.
We need help with [specific project/challenge] over the next [timeframe]. The ideal person would bring experience in [key skill areas] and a proven track record of [specific accomplishments].
A bit about us: [2-3 sentences about your company, products/services, and target audience]. We're looking for a [freelance/fractional] relationship that could potentially grow over time.
If this sounds interesting, I'd love to share more details about our needs and learn about your approach to [relevant marketing area].
Are you available for a brief conversation this week? I'd be happy to work around your schedule.
Best regards,
[Your Name]
________________________________________________________________________________________________________________________________________________
Template 3: Outreach Based on Referral
Subject Line: [Mutual Connection] suggested we connect about marketing opportunity
Hi [Name],
[Mutual Connection] recommended I reach out to you regarding a [freelance/fractional] marketing opportunity at [Company Name]. They spoke highly of your work in [specific area] and mentioned you might be interested in new projects.
We're looking for someone to [brief description of role/project], starting [timeframe]. This would involve [key responsibilities] and would require approximately [time commitment].
Based on what [Mutual Connection] shared about your experience with [relevant experience], I believe you could bring valuable expertise to this initiative.
Would you be interested in learning more? I'd be happy to schedule a call to discuss details, including scope, timeline, and compensation.
Thank you for considering this opportunity.
Warm regards,
[Your Name]
________________________________________________________________________________________________________________________________________________
Referral Requests to Advisors/Investors
Template 1: Specific Marketing Role Referral Request
Subject Line: Seeking your recommendation: [Specific Marketing Role] for [Company Name]
Hi [Name],
I hope this email finds you well. I'm reaching out because we're currently looking to bring on a [freelance/fractional] [specific marketing role] at [Company Name], and I value your network in the marketing space.
We're specifically looking for someone who:
• Has strong experience in [specific marketing area/skill]
• Has worked with [industry/company size/relevant characteristic]
• Can commit to [time commitment/project duration]
Our ideal timeline is to have someone in place by [target date]. The initial project involves [brief project description], with potential for ongoing work if it's a good fit.
If you know anyone who might be a match, I would greatly appreciate an introduction. I've attached a brief overview of the role that you're welcome to share directly.
Thank you in advance for any connections you might be able to facilitate.
Best regards,
[Your Name]
________________________________________________________________________________________________________________________________________________
Template 2: General Marketing Talent Network Request
Subject Line: Expanding our marketing talent network - seeking your insights
Hi [Name],
As [Company Name] continues to grow, we're building relationships with skilled marketing freelancers and fractional CMOs for upcoming projects. Given your extensive experience in the [industry/marketing] space, I'm reaching out to see if you might be willing to share some recommendations.
We're particularly interested in connecting with professionals who specialize in:
• [Marketing specialty 1]
• [Marketing specialty 2]
• [Marketing specialty 3]
While we don't have an immediate project to fill, we're taking a proactive approach to building our network of trusted marketing talent for when needs arise.
If you know stellar marketing professionals who work on a freelance or fractional basis, I'd greatly appreciate your recommendations. Even names or social profiles would be helpful, and of course, direct introductions would be wonderful if you're comfortable with that.
Thank you for considering this request. I'm happy to return the favor if you're ever looking for connections in [your area of expertise/industry].
Warm regards,
[Your Name]
________________________________________________________________________________________________________________________________________________
Template 3: Request to Investor for High-Level Marketing Talent
Subject Line: Seeking your network's help: Strategic marketing leadership for [Company Name]
Hi [Name],
As we prepare for our next growth phase at [Company Name], I'm reaching out to our investors and advisors for help connecting with high-caliber marketing leadership.
We're looking to engage a fractional CMO or senior marketing strategist who can help us [specific business objective, e.g., "prepare for our Series B by scaling our acquisition channels" or "rebuild our positioning for the enterprise market"].
The ideal candidate would bring:
• Experience scaling marketing for companies in the [relevant stage/industry]
• Strong strategic perspective on [relevant marketing area]
• Track record of [specific accomplishment relevant to your needs]
Given your investment experience with similar companies, I thought you might know marketing leaders who work in a fractional capacity. A warm introduction to someone you respect would be incredibly valuable.
I've attached a brief overview of what we're looking for, which you're welcome to share with potential candidates.
Thank you for your continued support of [Company Name].
Best regards,
[Your Name]
________________________________________________________________________________________________________________________________________________
Follow-Up Emails After Interviews or Tests
Template 1: Positive Follow-Up After Initial Interview
Subject Line: Thank you for discussing the [role] opportunity at [Company Name]
Hi [Name],
Thank you for taking the time to speak with me yesterday about the [freelance/fractional] marketing opportunity at [Company Name]. I particularly enjoyed our conversation about [specific discussion point] and was impressed by your insights on [another specific point].
Your experience with [relevant experience] seems well-aligned with our needs, especially as we work to [company objective related to the role].
Next Steps:
As discussed, the next stage in our process is [brief description of next stage, e.g., "a brief test project" or "a conversation with our CEO"]. I'll be in touch by [specific date] to arrange this.
In the meantime, please don't hesitate to reach out if you have any questions or need any additional information about the role or our company.
Thanks again for your interest in working with us. I look forward to continuing our conversation.
Best regards,
[Your Name]
________________________________________________________________________________________________________________________________________________
Template 2: Follow-Up After Test Project
Subject Line: Feedback on your test project for [Company Name]
Hi [Name],
Thank you for completing the test project for the [role] opportunity at [Company Name]. We appreciate the time and effort you put into [specific deliverable].
I wanted to share some feedback from our team:
Strengths:
• [Specific positive aspect of their work]
• [Another specific positive aspect]
• [Third specific positive aspect]
Areas for Discussion:
• [Something you'd like to discuss further about their approach]
• [Another point for discussion - avoid framing as weaknesses]
Based on your work and our previous conversations, we'd like to [next step in the process, e.g., "schedule a final conversation to discuss working together" or "introduce you to our CEO"].
Are you available [provide 2-3 options] for a [duration] call?
Thanks again for your thoughtful work on this test project. We're looking forward to the next conversation.
Warm regards,
[Your Name]
________________________________________________________________________________________________________________________________________________
Template 3: Rejection With Constructive Feedback
Subject Line: Update regarding the [role] opportunity at [Company Name]
Hi [Name],
Thank you for your interest in the [freelance/fractional] [role] opportunity at [Company Name] and for the time you've invested in the process.
After careful consideration, we've decided to move forward with another candidate whose experience more closely aligns with our specific needs at this time.
I wanted to share that our team was particularly impressed by your [specific positive aspect of their application/interview/test]. However, for this particular project, we needed someone with more extensive experience in [specific area].
We've genuinely enjoyed getting to know you and would like to keep your information on file for future opportunities that might be a better match. We often have marketing projects come up, and your skills in [specific strength] could be valuable for upcoming initiatives.
I wish you the best in your search and professional endeavors. Please don't hesitate to reach out if you'd like any clarification or additional feedback.
Best regards,
[Your Name]
________________________________________________________________________________________________________________________________________________
Template 4: Extending an Offer
Subject Line: [Company Name] - Offer for [Freelance/Fractional] [Role]
Hi [Name],
I'm pleased to inform you that we'd like to move forward with engaging you as our [freelance/fractional] [role] at [Company Name]. Your experience in [key strength] and your thoughtful approach to [specific aspect from interview/test] convinced us that you'd be an excellent addition to our team.
Here's a summary of what we're proposing:
• Role: [Specific title/role]
• Engagement Type: [Freelance/Fractional]
• Time Commitment: [Hours per week/month]
• Initial Project Period: [Timeframe]
• Rate: [Rate and payment terms]
• Start Date: [Proposed start date]
I've attached a detailed scope of work document that outlines the specific responsibilities, deliverables, and timeline.
If these terms look good to you, please let me know, and I'll prepare a formal agreement. If you'd like to discuss any aspects of this offer, I'm available for a call at your convenience.
We're excited about the possibility of working together and the value we believe you'll bring to [Company Name].
Looking forward to your response,
[Your Name]
________________________________________________________________________________________________________________________________________________
Tips for Customizing These Templates
- Research Before Reaching Out
- Always review the recipient's work, website, or LinkedIn profile
- Reference specific projects or accomplishments that genuinely impressed you
- Tailor the outreach to their specialization
- Personalization Is Key
- Replace generic statements with specifics about your company and needs
- Adjust the tone to match your company culture
- Include relevant industry terminology or challenges
- Be Clear About Next Steps
- Always include a specific call to action
- Suggest concrete times for calls rather than leaving it open-ended
- Set expectations about your hiring/selection process
- Keep It Concise
- Aim for 200-300 words maximum for initial outreach
- Use bullet points for easy scanning
- Focus on what's most relevant to the recipient
- Format for Readability
- Use short paragraphs
- Include white space
- Ensure your signature includes multiple ways to contact you
