Quality, consistent communication is the hallmark of a successful candidate experience — 81 percent of candidates say that continuous status updates from employers would significantly improve their experience. Using recruiting email templates makes it easy to keep in contact with candidates — especially those you’re interested in — during every stage of the recruitment process. 

But there’s an art to using 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, chief executive officer of Palo Alto Staffing, told Built In.

Use the following 10 recruiting email templates to keep candidates informed and engaged throughout the hiring process during the Covid-19 era.

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Recruiting Email Templates: Ground Rules

Recruiters spend on average 13 hours per week sourcing candidates for a single role. When almost a third of your work hours are dedicated solely to sourcing, time-saving techniques are key to improve the efficiency of your recruitment process.

Email templates help ensure you’re providing all the information candidates need to be successful and comfortable during the process. For example, many candidates and employers prefer video interviews due to the Covid-19 pandemic and your templates can include needed information to make this happen.

While it’s easy to fall into the trap of copy-paste-send when using a template, these templates call for some personalization which could potentially bolster your relationship with candidates early on in the recruitment process.

Also, in addition to double checking your message details, adhere to these following five rules, regardless of the type of recruiting email you’re sending.

 

Maintain Your Employer Brand

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.

 

Be Concise

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. Emails with 75 to 100 words have the highest response rate. 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 candidate, let them know to hold their attention. Additionally, if email conversations veer “off-template,” use your best judgement regarding the length of your replies. With the pandemic upending the lives of many candidates, some situations — such as a candidate’s illness or unforeseen personal matter — merit more detailed responses.

 

Personalize When Possible

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.

 

Be Timely

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.

 

Proofread 

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. Not only does that reflect badly on your company, it also will appear 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.

 

First-Touch Sourcing Email

When you’re reaching out to prospects for the first time, be clear and engaging in your approach, and express concern for their personal safety amid the Covid-19 pandemic. If they’re a really strong candidate, they’ll be sifting through several messages in their inbox. Your main objective when sending an outreach email is to stand out and cut to the chase. 

Why it Matters: A strong, compelling outreach email template is essential to bolstering your applicant pool and continuously building your talent pipeline

When to Send: Send an outreach email to an individual you’d like to have as a potential candidate, but only after you’ve researched them thoroughly. Review their social media and professional profiles, as well as their digital portfolio or website. 

This is vital to vetting their preliminary qualifications — it’s a waste of your time and theirs to ask for an application from an individual you won’t even offer a phone screen interview to. Additionally, take note of personal details that you can include in your email. Personalization is key to compelling the individual to apply.

What to Include in a First-Touch Email:

  • How you found the candidate: Add a personal detail you noticed to develop a solid relationship with the candidate.
  • The role you’d like them to apply for: Let them know what the job is within the first two sentences.
  • Why they would be a good fit: Make the individual want to apply and sell them on their own candidacy.
  • What they should do next: If you want to schedule a formal phone interview, provide dates and times they can select from.

 

Template: First-Touch Source Email

Copy and paste the following recruiting email template into a blank email. Customize the copy within the given fields and anywhere else you see fit.


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 hope you and your loved ones are safe and healthy, and I look forward to hearing from you soon.

Best,

[Your Name]

[Your Email Signature]


 

Are You Still Interested In the Position? Email 

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 to your company. 

What to Include in Are You Still Interested? Email

  • The role they previously applied for: Remind them how you know one another and that you took note of them as a great candidate.
  • Why didn’t they get the previous job: Before they reapply to your company, they need to know what went wrong the last time.
  • Why they’re a better fit for this role: Knowing what is different about his role and why they are an ideal candidate will entice them to apply.
  • The job description: Attach a document or link to the job description so they can review the role.
  • What happens next: Outline any next steps, such as a formal call or coffee meetup, and include relevant date and time information. 

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. Include the following in your email:

 

Template: Are You Still Interested in the Job? Email

Copy and paste the following recruiting email template into a blank email. Customize the copy within the given fields and anywhere else you see fit.


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, or we paused our search because of the Covid-19 pandemic], 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 hope you and your loved ones are safe and healthy, and I look forward to hearing from you soon.

Best,

[Your Name]

[Your Email Signature]


 

Referral Email

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 tenfold. 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:

  • Name of the contact: Mention who is the reference and include their name in the subject line to immediately engage the reader.
  • How you know the contact: Establish a connection to the contact so the candidate knows you are genuine and trustworthy.
  • What you know about the candidate: Explain why they were referred, what the reference had to say and what makes the individual qualified.
  • 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.

 

Template: Referral Email

Copy and paste the following recruiting email template into a blank email. Customize the copy within the given fields and anywhere else you see fit.


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 hope you and your loved ones are safe and healthy and look forward to connecting.

Best,

[Your Name]

[Your Email Signature]


 

Application Follow-Up Email 

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:

  • Confirm you received their application. 
  • Thank them for their interest: Show you appreciate their time and consideration of your company.
  • What happens next: Inform them of the review process and that you’ll keep them updated. Optional: include a date they can expect to hear back from you by.
  • What they can do while they wait: Direct them toward your social profiles, website or blog to keep them engaged while they wait for an update.

An application follow-up email should be sent to an applicant to confirm receipt immediately following submission. Your applicant tracking system (ATS) can help automate this process. An automated email assures candidates their application was properly submitted. 

You can, however, manually send follow-up emails to individual applicants. Still, a confirmation email should be sent to assure their application was received, whether it’s automated or not.  

 

Template: Application Follow-up Email

Copy and paste the following recruiting email template into a blank email. Customize the copy within the given fields and anywhere else you see fit.


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.

Best,

[Company Name] Recruiting Team

[Company Logo]


 

Interview Invitation Email 

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 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:

  • The role  the interview is for: Job seekers occasionally apply to multiple open positions at a company. Let the candidate know which role the interview is for.
  • Why you’re interested in them: Let the candidate know you’re excited about them and interested in learning more.
  • The interview format: Mention whether it will be a phone, video or in-person interview.
  • Who the interviewer is: Tell the candidate who they will be speaking with and their role in the interviewing process and/or at the company.
  • The interview timeframe: State approximately how long the interview will take. This will help them plan their schedule accordingly.
  • When the interview will take place: State the date and time, with time zone details of interview, or offer a range of dates the candidate can select from.

 

Template: Interview Invitation Email

Copy and paste the following recruiting email template into a blank email. Customize the copy within the given fields and anywhere else you see fit.


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.

Best,

[Your Name]

[Your Email Signature]


 

Interview Confirmation Emails

After you scheduled 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 job seekers, so an interview confirmation email is a great way to reassure and comfort candidates. 

The Covid-19 pandemic has resulted in video interviews becoming the norm, versus a rarity. As a result, 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: 

  • Interview details: Restate the date and time of the interview. Keep it clear and simple. 
  • Meeting Information: Include a link to the video conferencing meeting, or the conference phone number and access code, or the office address.
  • Interview agenda: If there are specific items you’d like to cover and the candidate should prepare for it, such as an exercise or assessment, let them know ahead of time.
  • Talking points: As a recruiter, you can provide the candidate with tips on what to discuss so the interview is productive and informative.
  • Dress code: Let the candidate know if you have a casual office or a formal one where most people wear suits.
  • A calendar event: Send the candidate an event invitation that they can add to their calendar.

 

Template: Interview Confirmation Email 

Copy and paste the following recruiting email template into a blank email. Customize the copy within the given fields and anywhere else you see fit.


Email Subject Line: [Compnay 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.

Best,

[Your Name]

[Your Email Signature]


 

Interview Reminder Emails 

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.

 

Template: Interview Reminder Email

Copy and paste the following recruiting email template into a blank email. Customize the copy within the given fields and anywhere else you see fit.


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! 

Best,

[Your Name]

[Your Email Signature]


 

Interview Follow-up Emails

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. In fact, they’re only on the market for 10 days on average before getting hired. 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:

  • What impressed you: Refer back to the interview and include a specific detail that struck out to you.
  • Why they are a good fit: Connect what impressed you to how it will serve the candidate well in the role. This is key to selling the role while you continue to assess candidates.
  • What they can expect from you: Let them know you’ll be in touch soon and provide a specific time frame if possible.

The ultimate goal of a follow-up email is keep the candidate engaged with your company and interested in the job opportunity. 

 

Template: Interview Follow-up Email

Copy and paste the following recruiting email template into a blank email. Customize the copy within the given fields and anywhere else you see fit.


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! 

Best,

[Your Name]

[Your Email Signature]


 

Job Offer Email 

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 tech 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 excitement: Tell the candidate you’re eager to have them as part of the team.
  • Job details: Restate the job title, the department and working hours.
  • Compensation: State the salary you’re prepared to pay the candidate.
  • Benefits: Mention healthcare, insurance, financial and vacation benefits provided with the job. 
  • Employee perks: Let them know about some of the exciting perks employees are offered.
  • Offer expiration date: Let the candidate know the date when you’d like to hear back from them at the latest.

Your offer letter should neatly summarize all the important details about the job, including compensation and benefits.  

 

Template: Job Offer Email 

Copy and paste the following recruiting email template into a blank email. Customize the copy within the given fields and anywhere else you see fit.


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].

Best,

[Your Name]

[Your Email Signature]


 

Rejection Email 

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:

  • Thank them for their application: Reiterate that you appreciate their time, consideration and interest in your company.
  • Your decision: Clearly state that you will no longer be considering them for the job.
  • Constructive feedback: Job seekers are four times more likely to apply to an open position in the future if offered feedback during the initial application process. Briefly explain why you’re going in a different direction.
  • You’ll keep the door open: Let them know you’ll keep their resume on file and reach out if a more suitable opportunity becomes available.
  • Encourage them to stay connected and reapply: Urge them to subscribe to your career page and join your talent community to stay informed on new opportunities.
  • Another thank you: Show that you truly appreciate the candidate and the time they dedicated to this process.

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. 

 

Template: Rejection Email

Copy and paste the following recruiting email template into a blank email. Customize the copy within the given fields and anywhere else you see fit.


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].

All the Best,

The [Company Name] Team

[Company Logo]


Dawn Kawamoto contributed to this story.

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