The physician recruiter’s guide to writing effective DocMail messages

Posted by Doximity TF Team

email-messaging-800px.pngYou’ve put the power of Doximity search to work and you’ve found some candidates who are right for your position. You’re ready to reach out to physician candidates via DocMail, but how are you going to craft a message that gets them to open, read, and respond?

Let’s start with some basics about DocMails.

“DocMails” are what we call the messages sent by physicians on Doximity. They’re delivered both to a physician’s verified email addresses and native Doximity Inbox through the website and mobile application. With Doximity Talent Finder physician recruiters can also send DocMails to physician members on Doximity. Compared to a cold email or call, a DocMail via the Doximity social network serves as a warm introduction.

Doximity Talent Finder DocMails also have an average ClickThru Rate of 24%  meaning approximately 1 in every 4 physicians you send a DocMail to will click through to not only read your message, but also the job description attachment (the average recruitment and staffing email will receive between a 2% and 3% CTR). You can attach an image or PDF document your DocMail message, as well as include links within the attached job details.

emessage-icon-800px.pngLike any first impression, the messages you send to physician candidates over DocMail require great writing and strategy­. The physician candidates who receive your DocMail get to know you based solely on your writing ability, punctuation, and tone. It reveals a lot about your personality and professionalism – and reflects employer brand. So long before you hit the “send” button, ask yourself these questions:

1. Who am I writing for?

2. What's essential to communicate upfront?

3. What truly makes this opportunity stand out from the rest?


Now that you’ve answered these questions, start writing your DocMail with these strategies in mind:

Personalization is paramount

Personalization has the single biggest impact on responses, but sadly, it’s often overlooked. Personalization is how you establish relevancy, so make sure you personalize your message to your recipient  and don’t forget to use sincere pleasantries in your greeting and closing.
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Write a Relevant Subject Line

This is your first shot at getting a conversation started. Be relevant. Be brief and to the point. And be specific – overly creative and cute subject lines typically have a much lower DocMail response rate, so cut to the chase.

Write in second person

Introduce yourself to the candidate, but orient your overall message toward the reader, not yourself. The message isn’t about you, it’s about how you can help the physician.

Show you’ve done your research

Tell the physician why he or she is an ideal candidate for your position and they'll likely to keep the conversation going. Do you have established connections with their practice or colleagues? Help physicians easily connect the dots relevant to your opportunity and organization.   

Include a clear call to action

Encourage the physician candidate to learn more about your opportunity by clearly telling them what to do next, e.g., “Feel free to reply to this message,” or “Would a call on Tuesday work for you?”

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DocMail is not a mass email solution

DocMail allows you to deliver personalized messages crafted for specific candidates you’ve researched through Doximity. You are allowed to send up to ten DocMails to physicians at a time, but DocMail is not a mass email solution. This helps to ensure every message is what physicians members expect relevant to their clinical interests. It’s also why they’re likely to respond to your DocMail.

Physician responses to DocMail

When a physician candidate responds to your DocMail, you’ll receive an email notification and a direct DocMail response to your Doximity inbox. You can access and respond to interested physicians from either location. If a physician doesn’t click through a DocMail to view the attached details within ten days of the initial send date – and the DocMail is complete with all necessary fields – you’ll receive a DocMail credit.   

Effective communication takes time: time to formulate thoughts; time to figure out what you’re really trying to say; and time to write your message in a clear way. Put these DocMail tips to work and physician candidates will find your messages hard to ignore. Moshe Usadi, MD, a Family Medician Physician with the Carolinas HealthCare System, had this to say about a DocMail message:

As a family medicine physician, I receive a lot of recruiting emails. Shortly after joining (Doximity) I received a message about a locum tenens opportunity in my hometown. For the first time, a recruiting service provided a match that made sense for me. I’m not sure how I would have found this opportunity had it not been for Doximity.” 

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Topics: Writing effective DocMail messages, Physician recruiter's guide to DocMail messages

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Hire the right physicians on Doximity, the world's largest medical network. Physician recruiting news & best practices from the Doximity Talent Finder Team.


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