Streamline and improve your candidate communication with these email templates.
Written by Kate Heinz
Using recruiting email templates makes it easy to keep in contact with candidates during every stage of the recruiting process.
But there’s an art to using recruiting email templates.
“I try to be direct and concise, while personalizing the message to the candidate’s profile. There is nothing worse than a recruiter cold blasting out job descriptions that have no relevance to the candidate’s background,” David Chie, CEO of Palo Alto Staffing, told Built In.
Use the following 10 recruiting email templates to keep candidates informed and engaged throughout the recruiting process.
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Email Subject Line: Job Opportunity — [Job Title] Position at [Your Company]
Hi [First Name],
I came across your profile on [Where/How You Found Them] and wanted to reach out regarding a unique opportunity.
I work for [Company Name], and we’re looking to hire a [Job Title]. I think your experience in [Field/Skill] is a great fit for this role.
If you’re interested in learning more, I’d love to connect. Would you be available for a quick phone call on [Date/Time]?
I look forward to hearing from you soon.
[Your Name]
[Your Email Signature]
Why It Matters: Leveraging your talent community and reaching out to past candidates cuts down on the time you spend sourcing, helping to reduce your cost-per-hire. It can also minimize your time-to-hire and mitigate the staggering cost-of-vacancy.
When to Send: Reach out to past stand-out candidates that didn’t receive or accept an offer. Compare their qualifications against the candidate persona to ensure they’d be a good fit before you ask them to reapply.
What to Include in ‘Are You Still Interested?’ Email:
You already have a relationship with the candidate, so personalize this recruiting email as much as possible. This will show that you value them as an individual, not just a resume in a pile.
Email Subject Line: New Job Opportunity at [Your Company] —[Job Title]
Hi [First Name],
I hope this email finds you well. I know you applied to our [Previous Role] back in [Month or Year], and while we went in a different direction then, we kept you top of mind.
A [Job Title] position just opened up at [Your Company] and given your [Detail About the Candidate], I think you’d be a great fit.
I’d love to reconnect, discuss the role and hear about what you’ve been up to since we last spoke. Would you be available for a quick phone call on [Date/Time]?
I look forward to hearing from you soon.
[Your Name]
[Your Email Signature]
A successful referral program can greatly reduce your time-to-fill and improve your quality-of-hire — two important recruitment metrics. Nurture and incentivize your employees for their recommendations, and communicate with referred candidates diligently and frequently.
Why It Matters: Leveraging employees’ networks for recruitment can expand a company’s talent pool. Plus, your best employees likely know really great people that could be your next top performers.
When to Send: During the sourcing stage of your recruitment life cycle, reach out to any referred individuals after you conduct a preliminary review of their qualifications online.
What to Include in a Referral Email:
Treat referral emails similarly to first-touch sourcing emails: Keep your message short and include only the most essential information. However, because you have a mutual connection, make the email more personal.
Email Subject Line: [Open Role] Opportunity — Referred to You by [Contact’s Name]
Hi [First Name],
[Contact’s Name] gave me your email address — we [How you know the contact]. They speak very highly of you and your [Experience/Expertise].
I work for [Company’s Name], and we’re in the market for a [Job Title]. [Contact’s Name] recommended you for the job and I think you’d be a great fit.
I’d love to learn more about you and tell you about the role. Are you free for a quick phone call [Date/Time]?
I look forward to connecting.
[Your Name]
[Your Email Signature]
Send an application follow-up email to a candidate to confirm receipt of their application and inform them of the next steps.
Why It Matters: An excellent candidate experience requires regularly updating candidates about the status of their application. Start a prospective employee’s interview experience off right by letting them know you received their application and you’ll keep them informed as the process develops.
When to Send: Send a confirmation email to a candidate immediately or shortly after receiving their application.
What to Include in a Follow-Up Email:
Your applicant tracking system (ATS) can help automate this process or you can manually send follow-up emails to individual applicants. Whether it’s automated or not, a confirmation email assures candidates their application was properly submitted and received.
Email Subject Line: [Company Name] — We Received Your Application
Hi [First Name],
Thank you for your interest in [Company Name]. We have received your application for the open [Job Title] position and will review your materials thoroughly.
Someone from our team will be in touch to update you on the status of your application within [Time Frame].
In the meantime, please visit [Link to Relevant Web Page] to learn more about our company.
[Company Name] Recruiting Team
[Company Logo]
There are several stages of the interview process, and candidates should be well aware of their status during each. Use the following templates to ensure quality, consistent communication with prospects.
Why It Matters: Apart from planning the details of the interview, the interview invitation email is an important step in making a first impression and keeping the candidate excited about the opportunity.
When to Send: Send an interview invitation email to candidates you’re extremely interested in or those you simply need and want to know more about. Ideally, you can give the candidate at least a few days' notice, depending on whether the interview will be conducted over the phone or in person. For top talent in highly sought-after roles, though, speak with them as soon as possible.
What to Include in an Invitation Interview Email:
Email Subject Line: [Company Name] Interview Availability
Hi [First Name],
Thank you for applying to the [Job Title] position at [Company Name].
After reviewing your application, we are excited to move forward with the interview process.
We would like to schedule a [Interview Format] with [Interviewer], [Interviewer Job Title] at [Company Name]. The interview will last approximately [Length of Interview].
Are you available on [Day, Date] at [Time, Time Zone]?
Please reply directly to this email and let me know if you are available at that time.
[Your Name]
[Your Email Signature]
After you schedule the interview, send a confirmation email to the candidate to restate the set time, location and details, such as how to use your video platform for the interview.
Why It Matters: A confirmation email ensures the correct date and time was scheduled. This is especially important for currently employed candidates who have work responsibilities that may interfere with their interview. Additionally, this can be a particularly anxious time for people in the middle of a job search, so an interview confirmation email is a great way to reassure and comfort candidates.
Because of the growing popularity of video interviews, it’s important to include details on which video platform will be used in the interview, so the candidate can download the application and practice using it before the interview.
When to Send: Send a confirmation email to the candidate once you’ve confirmed the date and time internally, as well as reserved any necessary materials such as a conference space or phone line. Refrain from confirming with the candidate until you’re aligned internally to avoid any confusing back and forth.
What to Include in an Interview Confirmation Email:
Email Subject Line: [Company Name]: [Interview Format] Interview Confirmation
Hi [First Name],
We have confirmed your [Interview Format] interview with [Interviewer] on [Day, Date] at [Start Time - End Time, Time Zone].
To give you a sense of what to expect, here is a brief agenda for the interview:
[Interview Agenda]
During the interview you should plan to discuss your experience in [Talking Points].
We’re looking forward to meeting you soon! You can find these interview details within the calendar event invitation. If you have any questions in the meantime, don’t hesitate to reach out.
For Phone/Video Interviews:
Here is the [Phone number / Video platform that will be used and meeting link]. To enter the meeting room, use this code: [Access code].
For In-Person Interviews:
Our office address is [Address]. When you arrive, check in at the front desk. The security guard will give you a temporary elevator pass. Our office dress code is [Dress Code], but please wear whatever you’re most comfortable in.
[Your Name]
[Your Email Signature]
Interview reminder email templates are easy to create and automate, and they can have a big impact on the candidate’s application process.
Why It Matters: Reminding a candidate of their upcoming interview is one of the small details that makes the difference between a good candidate experience and a great one.
When to Send: Send the candidate a reminder email the day before or morning of their interview. Adhere to business hours when you send the reminder — otherwise it might not be seen.
What to Include: No need to reinvent the wheel here. Include all the same information as you did in the confirmation email. Reformat the message to call out the most important information.
Email Subject Line: Reminder: [Company Name] [Interview Format] Interview [Date/Time]
Hi [First Name],
This is to remind you of your upcoming interview for the [Job Title] role at [Company Name].
When: Your interview will take place on [Day, date] at [Start Time - End Time]
Where: [Phone Number/ Meeting Link / Address ]
Who: You will be speaking with [Interviewer, Job Title]
Agenda:
[Include Agenda]
Be prepared to discuss:
[Talking Points]
For In-Person Interviews:
When you arrive:
Check in at the front desk. The security guard will give you a temporary elevator pass.
Office dress code:
Our office is [Dress Code], but please wear what you are most comfortable in.
We look forward to seeing you!
[Your Name]
[Your Email Signature]
When a really great candidate comes along, don’t wait to follow up with them after their interview.
Why It Matters: The best candidates are probably interviewing at multiple companies. Show them your interest and encourage them to stay engaged with your team by following up after a great interview.
When to Send: While a prompt thank-you email is the mark of a considerate and thoughtful candidate, don’t wait to follow up after an interview if it’s someone you’re highly interested in and excited about. Send a follow-up email shortly after their interview or the following day.
What to Include in a Follow-Up Email:
The ultimate goal of a follow-up email is keep the candidate engaged with your company and interested in the job opportunity.
Email Subject Line: [Company Name] Interview Follow-Up
Hi [First Name],
Thank you for taking the time [Today/Yesterday] to speak with our team about the [Job Title] role.
[Interviewer] was very impressed by your [Experience/Expertise]. We believe you will be a good fit for the role and a strong addition to our growing [Department Team] at [Company Name].
We will be completing interviews this week, and you can expect to hear from someone within [Time Frame].
Thank you again for your time. It was a pleasure to get to know you better!
[Your Name]
[Your Email Signature]
When you’re ready to extend an offer to a top candidate, it has to be perfect. Make sure nothing is missing by having a job offer email template at the ready.
Why It Matters: As a recruiter, you know that great candidates don’t last long as job seekers. Your job offer not only needs to be fair and compelling, it should also serve as the final selling point to seal the deal.
When to Send: In today’s candidate-driven market, send an offer letter as soon as you’ve identified the right person for the job. If you’ve made a verbal offer over the phone, send the formal offer letter over email shortly after.
What to Include in the Job Offer Email:
Your offer letter should neatly summarize all the important details about the job, including compensation and benefits.
Email Subject Line: [Company Name]: Enclosed Is Your [Job Title] Offer Letter
Hi [First Name],
It is my pleasure to offer you the position of [Job Title] at [Company Name]!
Our team was extremely impressed by you during the interview process, and we are excited to have you join the company. We believe your skills and experience will make an excellent addition to the [Department] team.
Please review the following offer details carefully.
Position
The position is a [Full-time/Part-Time/Temporary] role as [Job Title] at [Company Name]. In this position, you will report to [Direct Manager] in [Department].
As a [Full-Time/Part-Time/Temporary] employee, the position requires [Hours/Week]. Your working hours will be [Start Time — End Time] with a [30-Minute/Hour] break for lunch.
Your first day will be [Month, Day, Year].
Compensation
[Company Name] will compensate you [Dollars] per [Hour/Week/Year/Etc.] for the stated position.
Benefits
With the position and as an employee of [Company Name], you will receive the following benefits:
Medical Insurance; Stock Options; 401K Matching; 15 Days of PTO; Dental and Vision Insurance [Add or Remove Benefits]
In addition to these benefits, [Company Name] is also proud to offer its employees [List of Perks].
Attached is your full offer letter. Please sign it to indicate your agreement and acceptance of this offer, and email it back to me by [Date].
We look forward to welcoming you to the [Company Name] team. If you have any questions regarding the attached offer, please contact me directly at [Phone Number].
[Your Name]
[Your Email Signature]
Why It Matters: No news is not good news when it comes to job interviews. Letting candidates know they’re no longer being considered for your open role is respectful of their time and improves their candidate experience.
When to Send: If you sent an interview follow-up email, adhere to the timeline you set for yourself and send a candidate rejection email by the previously stated deadline.
What to Include in a Rejection Email:
Make your decision clear, but let the candidate down gently. Since this is a very important stage in the recruitment process, you can opt for a more formal tone, even if it’s out of character for your brand.
Email Subject Line: Your Application for [Job Title] at [Company Name]
Hi [First Name],
Thank you for applying to our [Job Title] role and for speaking to our team about your experience. We appreciate your interest in [Your Company].
We were fortunate to have a strong group of applicants, and we regret to inform you that we have decided to pursue a more experienced candidate for this role. [Constructive Feedback].
We will keep your resume on file and reach out if we think you’d be a good fit for other roles as they become available.
We hope you will continue to stay connected with us on [Link to Social Profiles] and keep an eye on our career page [Link to Career Page] for future opportunities that may be a better fit.
We truly appreciate your time and consideration of [Company Name].
The [Company Name] Team
[Company Logo]
In addition to double-checking your message details, adhere to these rules, regardless of the type of recruiting email you’re sending.
While your tone should change depending on the candidate’s level of seniority, the voice you use should align with your employer brand. If you’re corresponding with an executive, your language should be more formal than how you would communicate with a recent college graduate.
Ultimately, your message should be consistent but tailored to your specific candidate persona. If you pride yourself on having an exciting startup culture, use a conversational voice and tone when communicating with candidates. A formal voice will sound stuffy compared to your relaxed office dynamic.
No one likes reading a long email, especially when it comes from a stranger trying to sell something. Regardless of the stage in the process, keep your recruiting email templates short. Provide only the most essential information to avoid confusing or disengaging the candidate.
However, that doesn’t mean your emails should be devoid of personality. If you’re excited about a potential candidate, let them know to hold their attention. Additionally, if email conversations veer “off-template,” use your best judgment regarding the length of your replies. A candidate’s illness or unforeseen personal matter could merit more detailed responses.
As you tinker with a template to ensure it suits your needs, be purposeful about the words you choose to include in the email. Make sure the language is simple, easy to understand and doesn’t unintentionally intimidate people into thinking your application process will be overly complicated. This best practice applies at all phases of recruitment, whether you’re crafting job description details for first contact or offering information about the technical aspects of the interviewing process for job openings in fields like software engineering or data science.
Your goal should be to create a stellar candidate experience for every applicant. That means you can’t throw candidates into a cookie cutter process and expect them to feel valued and appreciated. Tailor your recruiting email templates to the individual, adding personal details and touches when possible.
Utilize your applicant tracking system and other recruitment tools to record personal information — from reference letters, cover letters and your personal research — and notes from previous conversations you’ve had with candidates. This lets them know that you’ve done your research and are invested in them as a prospective employee.
The longer you wait to send an important follow-up email or application status update, the more time you’re allowing for another employer to swoop in and hire your candidate. Be prompt with your email correspondence and stick to any timelines you set for yourself.
If a candidate has to follow up with you regarding information you said you would send, you’ve waited too long. A good rule of thumb is to respond in no more than 24 hours, but know that the average response rate for email is typically two hours.
When using recruiting email templates, the chances of a typo popping up are high — more than half of people admit they’ve made embarrassing errors in emails. That reflects badly on your company, and it appears to the candidate that you don’t care enough to send grammatically correct emails. Ensure that no placeholder text makes its way into an email.
Additionally, double check that all personal details you added are both accurate and relevant to the candidate before you press send. No one wants to feel like they’re being confused with or compared to someone else, especially a job seeker who is doing their best to stand out.
It’s more common for users to open their emails on a mobile device rather than a desktop computer. Capitalize on this trend by optimizing your emails to be read on a mobile screen so that you get the most out of your email recruiting efforts.
Set your font sizes to be large enough that a recipient can easily read them on a smaller screen. Don’t clutter your messages with images or clickable buttons that can make emails load slow and look crowded on mobile devices. Make the subject line appealing, but keep it short and front load the email copy so that you catch the reader’s attention when they glimpse the preview text even before opening the message.
The purpose of sending these emails is to get someone whose career goals you believe align with the job opening to take action. You want that person to fill out an application, submit their resume, schedule an interview and eventually maybe even accept a job offer. Don’t be vague about what you need from them to be able to move into the next stage of the process.
Are you just looking for a reply to gauge the person’s interest? Do you need them to send contact information for their references? Whether you’re establishing initial contact or corresponding with an applicant who you’ve already got moving through the recruiting pipeline, be sure your email clearly communicates a call to action that lays out what steps they should take.
To write an effective recruitment email, use the following tips:
An example of a recruiter email can include the following:
Hi [candidate name],
My name is [name] and I work as a recruiter at [company name]. I came across your profile on [website or platform], and wanted to reach out regarding an opportunity at [company name].
We're looking to hire a [job title] at [company name], and I think your experience is a great fit for this position!
If you're interested in learning more, it would be great to connect! Would you be available for a phone call or video conference on [date/time]?
I look forward to hearing from you and hope you have a great day!
