MatchWire

Hotlist email template

Last updated 2026-10-22

Short answer

A hotlist is a short table of consultants who are available now, sent to a vendor list. Include name or ID, skill, experience, work authorization, location and availability. Keep it short and current, because a stale list teaches vendors to ignore you.

A hotlist works only if vendors can scan it in a few seconds and find a match. The format below keeps the columns vendors search on and nothing more.

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Hotlist email

Replace the rows with consultants who are genuinely available this week.

Subject: Available consultants - [Company] - [Month Day]

Hi [First name],

Our current available consultants:

| ID | Skill | Exp | Work auth | Location | Available |
|----|-------|-----|-----------|----------|-----------|
| C-101 | Java, Spring Boot, AWS | 9 yrs | [Type] | [City, ST] / Remote | Immediate |
| C-102 | Data engineer: Spark, Airflow | 7 yrs | [Type] | [City, ST] | 2 weeks |
| C-103 | Salesforce developer: Apex, LWC | 6 yrs | [Type] | Remote | Immediate |

Resumes and rate details on request. If you have a matching requirement, reply with the details.

[Your name]
[Company] | [Phone]

Subject line patterns

Keep subject lines factual and dated.

Available consultants - [Company] - [Month Day]
[Technology] consultants available - [Company]
[Number] consultants available for immediate start - [Month Day]

Tips that make these work

Small habits decide whether a vendor answers.

  • List only consultants who are really available and marketable.
  • Lead with the technologies you have the most demand for.
  • Use IDs instead of names if you want vendors to ask you for the profile.
  • Remove consultants as soon as they are placed.
  • Send on a steady schedule, such as once or twice a week, instead of daily blasts.

Mistakes to avoid

These are the usual reasons an email gets archived.

  • Padding the list to look bigger.
  • Leaving placed consultants on the list.
  • No work authorization or location, which forces the vendor to reply just to ask.
  • Using a long paragraph for each consultant.

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

How many consultants should a hotlist include?

As many as are truly available, ordered by the demand you see. A short accurate list is better than a long stale one.

Should I include rates on a hotlist?

Many teams leave rates out of the broadcast and give them on request, since rates vary by requirement.

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