Bench sales email templates

Template 1: consultant availability

Use when you are marketing one consultant to vendors you already work with.

Subject: [Primary skill] | [X] yrs | [Work authorization] | [Location] | Available [date]

Hi [First name],

[Consultant first name] is available for a new project:

- Skill: [Primary skill and two supporting technologies]
- Experience: [X] years in [primary skill]
- Work authorization: [Type]
- Location: [City, ST] - open to [remote / hybrid / onsite]
- Availability: [Immediate / date]
- Rate: [$X/hr C2C or W2] (or "open to discuss")

If you have a matching requirement, reply with the job details and I will send the resume right away.

[Your name]
[Company] | [Phone]

Template 2: submitting to a specific requirement

Use after a vendor shares a requirement and you have confirmed the details.

Subject: Submission - [Job title] - [Req ID] - [Consultant name]

Hi [First name],

Please find attached the resume for [Consultant name] for [Job title] ([Req ID]).

- Matching skills: [3 skills from the requirement]
- Experience: [X] years
- Work authorization: [Type]
- Current location: [City, ST]
- Availability: [Date]
- Rate: [$X/hr, C2C or W2]
- Interview availability: [Days and times]

Please confirm receipt and let me know the next steps.

[Your name]

Template 3: follow-up after no reply

Send once, three to four business days after the first email. Keep the subject line the same so it threads.

Subject: Re: [Original subject]

Hi [First name],

Following up on [Consultant name], a [skill] consultant available [date]. If you have a requirement that fits, I can send the profile today. If this is not the right time, let me know and I will check back next month.

[Your name]

Template 4: introducing yourself to a new vendor

Use for a first contact with a vendor or prime you want to work with.

Subject: [Company] - IT consultants in [Technologies]

Hi [First name],

I am [Your name] at [Company]. We place [W2 and C2C] consultants in [technologies] and currently have profiles available in [two or three areas].

Could you tell me which technologies you are hiring for most, and who I should send profiles to? I will keep submissions specific to your requirements.

[Your name]
[Company] | [Phone]

Template 5: confirming the rate before submitting

Use when a vendor’s requirement does not state a rate or the format.

Subject: Rate confirmation - [Job title] - [Consultant name]

Hi [First name],

Before I submit [Consultant name], can you confirm:

- Rate range for [C2C / W2]
- Contract length and start date
- Whether the position is remote, hybrid or onsite
- Payment terms

I will submit as soon as I have these details.

[Your name]

Template 6: closing the loop after an interview

Use the day after the interview to ask for feedback.

Subject: Feedback - [Consultant name] - [Job title]

Hi [First name],

[Consultant name] interviewed for [Job title] on [date]. Could you share any feedback and the expected next steps? [He/She/They] remain interested and available.

[Your name]

Tips that make these work

Small habits decide whether a vendor answers.

• Put the facts a vendor filters on (skill, experience, work authorization, location, availability) in the first lines.
• Send one consultant per email so replies stay clear.
• Send in the vendor’s morning hours.
• Keep a record of who you emailed and when, so you can follow up once and stop.

Mistakes to avoid

These are the usual reasons an email gets archived.

• Long introductions before the facts.
• Attaching a resume with no summary in the body.
• Sending the same profile to several vendors for the same requirement without checking the end client.
• Following up more than once or twice.

Keep the record in one place

Whatever you send, log it. MatchWire records submissions against the candidate and job, with the vendor contact and rates on each one, so anyone on the team can see what was sent before writing the next email.

Frequently asked questions