> ## Documentation Index
> Fetch the complete documentation index at: https://docs.recruitier.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Building an Outreach Campaign

> Set up a complete multi-channel outreach campaign with email integration, tones of voice, pitch decks, and systematic tracking.

## Overview

This guide walks you through setting up a complete outreach campaign in Recruitier, from
configuring your email integration to creating multi-step sequences with consistent
messaging. Whether you are reaching out to candidates about job opportunities or pitching
your services to potential clients, a well-structured campaign dramatically improves your
response rates.

## Why Structured Outreach Matters

Recruitment is a relationship business, and outreach is your first impression. Unstructured
outreach -- random emails without follow-up, inconsistent tone, no tracking -- results in
low response rates and wasted effort. A structured campaign ensures:

* **Consistent messaging** across all touchpoints and team members
* **Systematic follow-ups** so no opportunity falls through the cracks
* **Multi-channel coverage** reaching contacts via both email and LinkedIn
* **Measurable results** so you can optimize over time
* **Professional branding** through tone of voice templates and pitch decks

## The Complete Workflow

<Steps>
  <Step title="Connect Your Email">
    Before starting outreach, ensure your email is connected:

    1. Navigate to **Settings** and find the **Email Connections** section
    2. Click **Connect Gmail** or **Connect Outlook**
    3. Complete the OAuth authorization flow (your credentials never pass through Recruitier)
    4. Verify the connection status shows as active

    Your email signature is automatically imported, cached, and sanitized (via DOMPurify, max
    50KB). Review it in Settings and adjust if needed.

    <Note>
      All emails sent through Recruitier come from your actual email inbox. Recipients see your
      real email address, not a generic system address. This is critical for deliverability and
      professional trust. Messages sent through Recruitier are indistinguishable from messages
      sent directly from Gmail or Outlook.
    </Note>
  </Step>

  <Step title="Set Up Your Tone of Voice">
    Navigate to **Outreach** and select the **Tone of Voice** tab.

    Create one or more tone templates that define your communication style:

    * **Professional**: Formal language, structured format, suitable for enterprise clients
      and senior decision makers
    * **Conversational**: Friendly and approachable, works well for candidates and SMBs
    * **Direct**: Concise and to-the-point, effective for busy executives and time-sensitive
      outreach

    Each tone template guides how the AI composes messages, ensuring consistency. When you
    generate a message (1 credit each), the AI adapts its writing style to match your selected
    tone.

    <Tip>
      If you are part of an agency, ask your admin to create shared tone templates. This ensures
      all team members represent the brand consistently. Shared tones are available to all agency
      members while personal tones are visible only to you.
    </Tip>
  </Step>

  <Step title="Create a Pitch Deck (Optional)">
    If you are doing business development outreach, create a pitch deck template:

    1. Navigate to **Outreach** and select the **Pitch Decks** tab
    2. Click **Create New Pitch Deck**
    3. Write a concise description of your recruitment services, specializations, success
       stories, and unique value proposition
    4. Save for reuse across outreach campaigns

    Pitch decks can be linked to outreach flows. When the AI generates a message, it references
    your pitch deck to incorporate your selling points naturally into the communication.
  </Step>

  <Step title="Build Your Outreach Flow">
    Navigate to **Outreach** and select the **Flows** tab. Click **Create New Sequence**.

    Design a multi-step outreach sequence:

    **Step 1: Initial Contact (Day 0)**

    * Channel: Email
    * Purpose: Introduction and value proposition
    * Content: Personalized message referencing specific data (their job posting, hiring
      activity, or the candidate you are presenting)
    * AI generation: 1 credit

    **Step 2: Follow-Up (Day 3-5)**

    * Channel: Email
    * Purpose: Gentle reminder with additional value
    * Content: Add new information -- a relevant case study, market insight, or additional
      candidate highlight
    * AI generation: 1 credit

    **Step 3: LinkedIn Touch (Day 5-7)**

    * Channel: LinkedIn
    * Purpose: Alternative channel to increase visibility
    * Content: Brief, professional connection request or message

    **Step 4: Final Follow-Up (Day 10-14)**

    * Channel: Email
    * Purpose: Last touchpoint before moving on
    * Content: Short, respectful message offering to reconnect in the future
    * AI generation: 1 credit

    <Tip>
      The optimal number of touchpoints is 3-4. Going beyond 5 without a response risks
      damaging your professional reputation. If there is no engagement after 4 touches, move
      the contact to a "nurture" list for future outreach when you have new, relevant information.
    </Tip>
  </Step>

  <Step title="Apply the Flow to Targets">
    You can apply outreach flows in two ways:

    **Job-specific outreach**: From any job detail page, create an outreach flow tied to that
    specific job. The job context (title, company, description) is available for AI message
    personalization, making the outreach highly relevant.

    **Company-level outreach**: From a company detail page, create an outreach flow targeting
    the company's decision makers. Use this for business development outreach where you are
    pitching your services or a speculative candidate.

    For each target:

    1. Select the appropriate contact(s) from discovered decision makers
    2. Choose your channel (email or LinkedIn)
    3. Select your tone of voice and optionally attach a pitch deck
    4. Review and personalize the auto-generated message before sending
    5. Send the initial message (from your real email address)

    Subsequent steps in the flow serve as scheduled reminders for your follow-up actions.
  </Step>

  <Step title="Monitor and Optimize">
    After launching your campaign:

    * **Track responses** in the activity timeline on each company or job page
    * **Update pipeline statuses** as contacts respond (Prospect to Contacted to Meeting, etc.)
    * **Review engagement patterns** to see which messages get the best response rates
    * **Refine your messaging** based on what works -- iterate on your tone, pitch, and timing
    * **Compare channels** -- Track whether email or LinkedIn performs better for your audience

    Over time, you will develop a sense for which tones, messages, and timing work best for
    your market. Use this data to continuously improve your outreach templates.
  </Step>
</Steps>

## Campaign Templates by Use Case

<CardGroup cols={2}>
  <Card title="Candidate Placement" icon="user">
    **Goal**: Present a candidate to a hiring company

    * Lead with the candidate's strengths (without revealing identity)
    * Reference the company's specific job posting
    * Offer to schedule an introduction call
    * Follow up with additional candidate highlights
  </Card>

  <Card title="Business Development" icon="building">
    **Goal**: Win a new client for recruitment services

    * Reference their hiring activity data from Client Discovery
    * Share your specialization and track record
    * Offer a free consultation or market insight
    * Include a pitch deck link
  </Card>

  <Card title="Job Marketing" icon="briefcase">
    **Goal**: Attract candidates to a specific role

    * Highlight what makes the opportunity exciting
    * Include key details (salary, flexibility, company culture)
    * Make it easy to express interest
    * Follow up with additional role information
  </Card>

  <Card title="Re-engagement" icon="rotate">
    **Goal**: Reconnect with inactive contacts

    * Reference your previous interaction
    * Share a new relevant opportunity or market update
    * Keep it brief and low-pressure
    * Offer value before asking for anything
  </Card>
</CardGroup>

## Credit Costs for Outreach

| Action                                         | Credits |
| ---------------------------------------------- | ------- |
| AI message generation (per message)            | 1       |
| Sending via connected email                    | Free    |
| LinkedIn message reminder                      | Free    |
| Lusha email-only lookup (if contact missing)   | 15      |
| LinkedIn contact search (if contact missing)   | 50      |
| Lusha full contact lookup (if contact missing) | 60      |

<Note>
  A typical 4-step outreach flow with 3 AI-generated email messages costs 3 credits for
  the message generation. The actual sending is free. Contact discovery costs are only
  incurred if you need to find the contact's email address.
</Note>

## Best Practices

1. **Personalize every message** -- Generic templates get ignored. Reference specific details
   about the recipient, their company, or their hiring needs.
2. **Lead with value** -- Explain what you can do for them before asking for anything.
3. **Keep it concise** -- Decision makers are busy. Get to the point in 3-4 sentences.
4. **Follow up systematically** -- Most responses come from the 2nd or 3rd touchpoint.
5. **Use multiple channels** -- Email and LinkedIn together have higher response rates than
   either alone.
6. **Track and iterate** -- Review which messages get responses and refine your templates
   over time.
7. **Respect boundaries** -- If someone asks not to be contacted, honor that immediately
   and remove them from your outreach list.
8. **Be consistent** -- Use tone of voice templates to maintain brand consistency, especially
   in agency settings.
9. **Test with yourself first** -- Send a test email to your own address to check formatting,
   signature rendering, and overall impression before launching a campaign.

## Related

* [Email Integration](/outreach/email-integration)
* [Creating Outreach Flows](/outreach/creating-flows)
* [Tone of Voice](/outreach/tone-of-voice)
* [Pitch Decks](/outreach/pitch-decks)
* [Message Composer](/outreach/message-composer)