Compliance & Safety<\/strong><\/p>\nThis method is for legitimate recruiting outreach only. Always respect candidate privacy, opt-out requests, and local data laws. Heartbeat does not provide medical advice or legal counsel.<\/p>\n<\/blockquote>\n
TL;DR (copy\/paste structure)<\/strong><\/p>\n\n- Identity<\/strong>: who you are and why you are reaching out.<\/li>\n
- Relevance<\/strong>: role type + location\/region (first line if possible).<\/li>\n
- Ask to ask<\/strong>: confirm it is ok to share details.<\/li>\n
- Two time options<\/strong>: two specific windows in their local time.<\/li>\n
- Easy out + stop rule<\/strong>: make “no” simple; stop immediately on opt-out and suppress.<\/li>\n<\/ul>\n
<\/span>Framework: \u201cPermission first\u201d pattern<\/span><\/h2>\nThe “Permission first” pattern keeps you out of the job-ad trap and gets you to a scheduled conversation faster.<\/p>\n
\n- Ask to ask<\/strong>: confirm it is ok to share details before you pitch.<\/li>\n
- Be specific<\/strong>: role type + location\/region + one real constraint (setting, schedule, call, start window).<\/li>\n
- Two-choice scheduling<\/strong>: give two time windows so they can answer in one tap.<\/li>\n
- Easy out<\/strong>: make “no” simple and polite.<\/li>\n
- Stop rules<\/strong>: opt-out means stop, log, and suppress across channels.<\/li>\n<\/ul>\n
The trade-off is\u2026 you will get fewer long back-and-forth threads, but more clean outcomes (booked call, send details, or close-out) and fewer complaints.<\/p>\n
<\/span>Step-by-step method<\/span><\/h2>\n<\/span>1) Choose the channel based on urgency and context<\/span><\/h3>\n\n- SMS<\/strong>: best for quick scheduling and short confirmations. Keep it tight and include opt-out language.<\/li>\n
- Email<\/strong>: best when you need more context (setting, schedule, call expectations) or you are not confident the number is personal.<\/li>\n<\/ul>\n
Channel guidance:<\/strong> if you are unsure whether a number is personal vs office, start with email or a very light “is this a good number for you?” check. Do not push.<\/p>\nCandidate experience note:<\/strong> localize time zones and avoid early\/late hours. You are trying to start a conversation, not win a response at any cost.<\/p>\n<\/span>2) When to use<\/span><\/h3>\n\n- Cold outreach<\/strong> when you have enough relevance to be specific (specialty + region + one constraint).<\/li>\n
- Warm leads<\/strong> (referrals, prior applicants, conference lists) when you want to re-open the door without dumping details.<\/li>\n
- Locums timing<\/strong> when you need a quick “open to coverage?” before you send dates and logistics.<\/li>\n<\/ul>\n
<\/span>3) Build the message in 5 parts (copy this structure)<\/span><\/h3>\n\n- Identity<\/strong>: your name + recruiting context.<\/li>\n
- Relevance<\/strong>: role type + location\/region (first line if possible).<\/li>\n
- Ask to ask<\/strong>: “open to hearing details?”<\/li>\n
- Two time options<\/strong>: two specific windows in their local time.<\/li>\n
- Easy out<\/strong>: “If not you \/ not now, tell me and I will close the loop.”<\/li>\n<\/ol>\n
<\/span>4) Stop rules (non-negotiable)<\/span><\/h3>\n\n- If they opt out<\/strong> (e.g., “STOP,” “unsubscribe,” “do not contact”): stop immediately, log it, and suppress across SMS and email.<\/li>\n
- If they say “no”<\/strong>: acknowledge and close out. Do not argue.<\/li>\n
- If it is the wrong person<\/strong>: apologize, suppress that number\/email, and move on.<\/li>\n
- If a gatekeeper says do not contact<\/strong>: treat it as a stop and suppress.<\/li>\n
- If you get a complaint signal<\/strong> (anger, “how did you get this,” etc.): stop and route to your compliance process.<\/li>\n<\/ul>\n
<\/span>5) Email: what to keep out of the first message<\/span><\/h3>\n\n- Do not paste a full job description<\/strong>: your first goal is permission to talk, not full qualification.<\/li>\n
- Do not attach files<\/strong>: ask permission first, then send a one-pager if they want it.<\/li>\n
- Do not negotiate comp by email in touch 1<\/strong>: keep it to relevance, timing, and next step.<\/li>\n<\/ul>\n
<\/span>6) Use a 3-touch sequence (not a barrage)<\/span><\/h3>\n\n- Touch 1<\/strong>: availability check (ask to ask + two times + easy out).<\/li>\n
- Touch 2 (24-72 hours later)<\/strong>: shorter follow-up with one new detail (setting, schedule, call, start window) and the same easy out.<\/li>\n
- Touch 3 (5-7 days later)<\/strong>: close-the-loop message that makes it easy to say “not now” and keeps the door open.<\/li>\n<\/ul>\n
Stop earlier if you get a “no,” “not interested,” “wrong person,” or any opt-out.<\/p>\n
<\/span>7) Route replies into a simple decision tree<\/span><\/h3>\n\n- Yes<\/strong> – confirm best time + preferred channel; send 2-3 bullet details only.<\/li>\n
- Not now<\/strong> – ask for a better month\/week; set a reminder; do not keep pinging.<\/li>\n
- Send details<\/strong> – send a short summary and ask one question (availability window or license state).<\/li>\n
- No \/ stop<\/strong> – acknowledge, confirm suppression, and end.<\/li>\n<\/ul>\n
<\/span>Diagnostic Table:<\/span><\/h2>\n
![\"54193\"](\"http:\/\/hc.heartbeat.ai\/wp-content\/webp-express\/webp-images\/uploads\/2026\/02\/availability-check-templates-555b2623.png.webp\")
<\/p>\n