Recruiting Text That Works! How to Write Effective Emails and Texts When Recruiting Physicians, Physician Assistants and Nurse Practitioners.
Outreach recruiting messages to nurse practitioners, physician assistants and physicians needs to be short and compelling. They are getting bombarded with many emails and texts multiple times each hour. If your message doesn’t stand out and isn’t compelling, you have no chance of getting a response from them. Recruiting physicians and nurse practitioners (NPs) is highly competitive, requiring a strategic and personalized approach. The way you communicate—especially via email and text—can make the difference between engaging top talent or being ignored. This guide will help you craft compelling messages that increase response rates and conversions.
My top 2 tips are (in case you don’t want to read the whole article 😊) :
- Your message via text or email needs to be about the details of the role you are recruiting for. People are attracted to details not generalities. If you are using AI to create these messages, you are probably ‘missing the mark’, seeing how AI messages are way too generic. Create a detailed description of the role you are recruiting for in 2-3 sentences. Include exact hours, exact call, exact setting, exact patient volumes they will see, team size and salary range.
- End the message with “want more info? Thx! ” Asking them if they are interested is a bad move, its asking for them for too much, and your reply rates will go down. Asking them for more info, it keeps softer and increases your chance of a response. Your goal here is to get them to respond and interact. The goal isn’t to get them to commit. It’s to get them into a dialogue in which you can tell them more and ask them questions.
- End with “Thanks” or “Thx”, believe it or not, data shows if you end with “thanks” your reply rates go up.
Here are 2 examples (you can steal):
Hi Dr. {{last_name}}! I hope you are well! This just opened 30 minutes east of Boston. Feel free to pass this along. General radiology, abdominal imaging, musculoskeletal imaging, CT, ultrasound, Full-time or Part time (2-4 days per week), a large, multi-specialty medical group serving southeastern New England, $500-550k base salary, 5-10 patients seen per day, working in a team of 5 MDs and NPs.
Want more info?
Thanks!
Anna Craig, NOW Healthcare
We recruit for over 1000 health systems in all 50 states. We help find you your ideal long term role
Hi Dr. {{last_name}}! I hope you are well! This just opened 45 mins south of Detroit. Wonderful town of 45k people. $515K – 650K Base salary, Wide referral base with little surrounding competition – be as busy as you want to be and perform the cases you want to do, Schedule is typically 3 days in clinic and 2 days in OR p/ week, but physicians have significant input into their practice patterns, Opportunity To provide and receive mentorship. 3 MDs and NPs currently. Seeing 12-18 pts/day.
Want more info? thx!
Raymond Stiles, NOW Healthcare
We recruit for over 1000 health systems in all 50 states.
The above are strategies we have implemented after 15 years of recruiting nurse practitioners, physician assistants and physicians. Below are 5 other things to consider when messaging providers, if you want to vary the approach talked about above.
1. Understanding Your Audience
Before writing an email or text, consider your recipient’s perspective. Physicians and NPs are busy professionals, often receiving multiple recruitment messages daily. Your outreach should be:
- Concise – Respect their time with a clear, direct message.
- Personalized – Avoid generic messages; tailor them to the recipient’s specialty, location, and career interests.
- Value-Driven – Clearly communicate why your opportunity is worth their time.
2. Best Practices for Writing Recruitment Emails
Subject Line: The First Impression Matters
Your subject line determines whether your email gets opened. Keep it short, intriguing, and relevant. Examples:
- “Dr. Smith, Exciting Hospitalist Role in Dallas – Interested?”
- “NPs: Competitive Pay & Flexible Schedule in Florida”
- “[First Name], Explore a Rewarding Opportunity in [Specialty]”
Personalization is Key
Always address the candidate by name and reference specific details that make the opportunity relevant to them.
Example: “Hi Dr. Johnson, I came across your profile and noticed your experience in internal medicine. We have a fantastic hospitalist position in Austin offering a flexible schedule and top-tier compensation. Would you be open to a quick chat?”
Keep the Message Concise & Clear
Your email should be no more than 150-200 words. Use bullet points for clarity:
Example: “Hi [First Name],
I’m [Your Name], a recruiter specializing in physician placements. I wanted to reach out about an exciting opportunity:
- Position: Outpatient Family Medicine
- Location: Denver, CO
- Compensation: $275K+ with bonuses
- Schedule: 4-day workweek, no call
Would you be available for a quick 10-minute call this week? Looking forward to hearing your thoughts!
Best, [Your Name] [Your Contact Information] [Your Company]”
Here are some other Clear Call-to-Action (CTA) that you can also use, but are less effective than “Want more info?”
You can end with a stronger CTA that encourages a response:
- “Would you be available for a 10-minute call this week?”
- “Can I send you more details about the role?”
- “Let me know if you’re interested, and I’d be happy to arrange a quick chat.”
3. Timing for Messaging:
Texting can be highly effective but should be used strategically. Keep messages short and professional, and only text during reasonable hours (4p- – 8 PM in the candidate’s time zone). The other best time is Saturdays and Sundays, since most recruiters aren’t working on the weekends, they are getting as many texts and emails on the weekends. So, messaging them on the weekends gets a better open rate.
Text Message Examples
Initial Outreach: “Hi Dr. Adams, this is [Your Name] from [Company]. We have a primary care role in Phoenix with a 4-day workweek, 15-18 pts/day, 220-260k base salary. Would you be interested in learning more?”
Follow-Up Text: “Hi Dr. Adams, just following up on my message. Let me know if you’d like details on this opportunity. Happy to chat at your convenience!”
Reminder Text: “Looking forward to our call tomorrow at 3 PM! Let me know if you need to reschedule.”
Do’s and Don’ts of Text Messaging
✅ Do keep it under 160 characters. ✅ Do provide an easy way to opt-out. ✅ Do keep it professional and polite. ❌ Don’t use excessive abbreviations or emojis. ❌ Don’t send too many messages without a response. ❌ Don’t text after hours unless the recipient requests it.
4. Follow-Up Strategy: Persistence Without Being Pushy
Not everyone will respond to your first message. Follow-up is key, but timing matters:
- First Follow-Up: 3-5 days after the initial email/text.
- Second Follow-Up: 7-10 days later with a different approach (e.g., highlighting another benefit of the role).
- Final Follow-Up: A last check-in, offering to stay in touch for future opportunities.
Example Email Follow-Up: “Hi Dr. Smith, I wanted to follow up on my previous message about the hospitalist role in Dallas. This position offers a great 7 on 7off schedule and a base salary of 270-330k. Would you be open to getting more info on this?
Let me know if this or other opportunities might interest you!
Thx! [Your Name]”
5. Tracking and Improving Your Messaging
Use a CRM or tracking system to monitor response rates. Adjust your messaging based on:
- Open Rates (Optimize subject lines if low)
- Response Rates (Test different approaches if low)
- Conversion Rates (Track how many leads turn into hires)
Conclusion
Effective communication in physician and NP recruitment requires DETAILS about the role. Its requires personalization, clarity, and strategic follow-up. By optimizing your emails and texts, you’ll increase engagement, build stronger relationships, and successfully fill positions faster.
Need help crafting high-converting recruitment messages? Send me some of your examples! Reach out, and let’s connect!
From the desk of David Wolfe, Founder and CEO, NOW Healthcare Recruiting