10 Essential Recruiting Email Templates

Streamline and improve your candidate communication with these 10 email templates
Kate Heinz
February 11, 2020
Updated: September 21, 2021
Kate Heinz
February 11, 2020
Updated: September 21, 2021

Quality, consistent communication is the hallmark of a successful candidate experience — 81% 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. 

Use the following 10 recruiting email templates to keep candidates informed and engaged throughout the hiring process. 




Table of Contents


Recruiting Email Templates: Ground Rules

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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. However, it’s easy to fall into the trap of copy-paste-send when using a template. This makes your communication noticeably less personalized, harming your relationship with candidates early on in the recruitment process.

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


Rule #1: 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.


Rule #2: 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 75-100 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. Some situations — such as a candidate’s illness or unforeseen personal matter — merit more detailed responses. 


Rule #3: 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.


Rule #4: 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.

Use this as your metric: 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.


Rule #5: Proofread

When using recruiting email templates, the chances of a typo popping up are high, especially when 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.


1. Sourcing Email Templates

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When you’re reaching out to prospects for the first time, be clear and engaging in your approach. 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. 


First-Touch Sourcing Email

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: Because you don’t (yet) have a relationship with this candidate, you can’t expect them to read a long-winded email from you. Keep your message short and to the point with only the most essential information:

  • How you found the candidate — Add a personal detail you noticed to quickly develop a solid relationship with the candidate.
  • The title of the role you’d like them to apply for — Let them know what the job is within the first two sentences.
  • Why you think 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 screening interview, give them a set of dates to choose from, whether that’s “sometime next week” or “next Tuesday at 1:00 p.m. CST.” 


Template: First-Touch Sourcing 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.


Subject Line: Job Opportunity – [JOB TITLE] Position at [YOUR COMPANY]


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.






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Second-Touch Sourcing 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: 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 contributor, not just a resume in a pile. Include the following in your 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 they didn’t 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 this role that makes them an ideal candidate will entice them to apply.
  • The job description — Attach a document or link them to the corresponding job description on your career page so they can review the role. 
  • What happens next — Clearly outline any next steps, whether that’s a formal call or coffee meetup, and include any relevant date and time information.  


Template: Second-Touch Sourcing 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.


Subject Line: New Job Opportunity at [YOUR COMPANY] [JOB TITLE]


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.







2. Referral Email Template

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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: Treat referral emails similarly to first-touch sourcing emails by keeping your message short and including only the most essential information. However, because you have a mutual connection, make the email more personal with the following:

  • Name of the contact — Mention who the reference is and include their name within 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.


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.


Subject Line: [OPEN ROLE] Opportunity — Referred to You by [CONTACT’S NAME]


[CONTACT’S NAME] gave me your email address — we [HOW YOU KNOW CONTACT]. They speak very highly of you and your [EXPERIENCE/EXPERTISE].

I work for [COMPANY 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]?

Looking forward to connecting.







3. Application Follow-Up Email Template

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Send an application follow-up email to a candidate to confirm receipt of their application and inform them of the next steps, whether they’ll happen internally or not.

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: 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. Include the following in your application follow-up email:

  • Confirm you received their application — Verify their application was received.
  • 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.


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.


Subject Line: [COMPANY NAME] – We Received Your Application


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





4. Interview Email Templates

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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.


Interview Invitation Email

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:

  • 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 the interview, or offer a range of dates the candidate may select from.

Click here for additional interview invitation email tips.


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.


Subject Line: [COMPANY NAME] Interview Availability


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.






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Interview Confirmation Emails

After you scheduled the interview, send a confirmation email to the candidate to restate the set time, location and details. 

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. 

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: Keep your interview confirmation email clear and simple with the following information:

  • Interview details — Restate the date and time of the interview.
  • Meeting information — Include the link to the designated video conferencing meeting, conference line number and access code or office address.
  • Interview agenda — If there are specific items you’d like to cover and the candidate should prepare for (i.e. assessment or exercise), 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 as productive and informative as possible for the hiring manager.
  • Dress code — For in-person interviews, let the candidate know what they should wear. If you have a casual office, there’s no need for the interviewee to feel uncomfortable in a suit.
  • A calendar event — Send the candidate an event invitation that they can add to their calendar. Include the interviewer on the invite to ensure everyone is looking at the same details.


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.


Subject Line: [COMPANY NAME]: [INTERVIEW FORMAT] Interview Confirmation


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:


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.


Here is the [PHONE NUMBER / MEETING LINK]. To enter the meeting room, use this code: [ACCESS CODE].


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.








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.


Subject Line: Reminder: [COMPANY NAME] [INTERVIEW FORMAT] Interview [DATE,TIME]


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]


Who: You will be speaking with [INTERVIEWER, JOB TITLE]



Be prepared to discuss:



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! 






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

  • What impressed you — Refer back to the interview and include a specific detail that stuck 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.


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.


Subject Line: [COMPANY NAME] Interview Follow-Up


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! 







5. Rejection Email Template

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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: 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. Include the following in your email when rejecting a candidate:

  • 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 (state for how long, if applicable) 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.


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.


Subject Line: Your Application for [JOB TITLE] at [COMPANY 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,






6. Request for Work Samples Email Template

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When you want to see more of a candidate’s work, be clear in how and what you ask for.

Why it Matters: If you have specific file constraints, deadlines or sample requirements, a template can help ensure every request for work samples is easy to follow. 

When to Send: Send a request for work samples with enough notice for the candidate to gather their samples and format them as requested. Asking for several samples by the end of the business day is difficult for full-time employees and can cause unnecessary stress. Setting unrealistic deadlines paints the image of an unreasonable employer. 

What to Include: This is a pretty straightforward recruiting email, so prioritize being clear and concise with your ask. Include the following:

  • What you need — Specify the type of sample you need (i.e. writing sample, website wireframes, project roadmap, etc.).
  • How many you need — Clearly state how many of each sample type you’d like the candidate to provide. Offer a range to accommodate candidates that may have more of one and less of another.
  • File format requirements — Make it extremely clear which format files should be submitted. Having to go back and ask for additional samples wastes your time and theirs.
  • Submission details — Explain how they should send their work samples, whether that’s over email or through a secure link. Include all necessary access information.
  • Submission deadline — Let them know when you need the samples by. 
  • Why you need work samples — Briefly explain your request for work samples and how they will be factored into your decision making process.


Template: Request for Work Samples

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.


Subject Line: [COMPANY NAME]: Work Samples for [JOB TITLE] Application 


Thank you again for your application to the [JOB TITLE] role. We’re reviewing your application materials and would like to see samples of your work to better evaluate your [RELEVANT SKILL(S)] abilities.

Please reply to this email with [QUANTITY] examples of your [WORK] by [DEADLINE]. All files should be submitted as [FILE FORMAT(S)].

If you have any questions, please let me know.







7. Candidate Assessment Request Email Template

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If you want a candidate to complete an assessment outside of the office, provide them explicit instructions on how to do so.

Why it Matters: Job assessment tests typically weigh heavily into the decision making process. As a result, it’s important that each prospect receives exactly the same, clear directions. Templating your email helps standardize how you provide information and sets the framework for a fair evaluation.

When to Send: Ensure assessment requests are sent well before the deadline so candidates have a reasonable amount of time to complete it.

What to Include: Much like your request for work samples email, provide crystal clear directions for completing the assessment, along with a set deadline. 

  • What it evaluates — Explain what the assessment measures and why it matters.
  • Directions for completing it — Provide them the materials to fill out or a link to access the information to complete an online evaluation.
  • The deadline — State when the assessment must be completed and submitted. Include a date and time.
  • Essential information only — Anything more could confuse the candidate and impact how they complete the assessment. A great candidate may appear worse off simply because of your poor direction.


Template: Candidate Assessment Request 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.


Subject Line: [COMPANY NAME]: [JOB TITLE] Candidate Assessment to Complete


As part of your application to the [JOB TITLE] role at [COMPANY NAME], we ask that you complete the following [ASSESSMENT NAME] evaluation.

Every candidate at this stage is required to complete the assessment to be considered for the position. Results are used to gauge [SKILLS] abilities.

You may access the evaluation by clicking this link and creating a unique profile: [INCLUDE LINK]

Please complete the assessment by no later than [DAY, DATE] at [TIME, TIME ZONE].

If you have any questions or have trouble completing the assessment for any reason, please notify me immediately. 







8. Job Offer Email Template

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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: Your offer letter should neatly summarize all the important details about the job, including compensation and benefits. Ensure your job offer entails the following: 

  • Your excitement — Tell the candidate you’re eager to have them as a part of a 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 the health care, insurance, financial and vacation benefits the job includes.
  • Employee perks — Let them know about some of the exciting perks you offer employees.
  • Offer expiration date — Whether you plan to rescind your offer after a certain day or just want an answer soon, let the candidate know when you’d like to hear back from them. 


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.


Subject Line: [COMPANY NAME]: Enclosed Is Your [JOB TITLE] Offer Letter


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. 


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].


[COMPANY NAME] will compensate you [DOLLARS] per [HOUR/WEEK/YEAR/ETC.] for the stated position.


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].







9. Onboarding Email Template

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Continue your stellar candidate experience by helping employees prepare for their first day on the job and first few months in the new role.

Why it Matters: The candidate experience isn’t over until the new hire’s first day, so set them up for success by letting them know what to expect of your onboarding program.

When to Send: Send the new hire’s onboarding information via email a week prior to their first day. This will allow them enough time to prepare and ask clarifying questions they may have.

What to Include: Depending on your onboarding program, include some or all of the following details. Know that you will need to create individual onboarding email templates for each department or team.

  • Their first day agenda — Let them know what time to arrive, who they’ll be meeting with throughout the day and what they’ll discuss. 
  • What to wear — They should have received this information within your interview confirmation and reminder emails, but provide it again anyway.
  • How to get into the building and office — Remind them of your address and inform them of nearby public transportation options. Since they likely won’t yet have a building ID badge, explain what they should do to be admitted to your office.
  • Identification or documentation to bring — Let them know of any forms they will need to fill out and any documentation they need to bring to do so.
  • What to do about lunch – Let them know if their manager will be treating them to lunch for the first day, whether or not lunch is provided in the office and what restaurants are located nearby.
  • Summary of your onboarding program — Briefly explain how and over what time period the individual’s onboarding will take place. This should be reviewed in more detail with their manager, but clue them into major milestones and objectives.


Template: Onboarding 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.


Subject Line: [COMPANY NAME]: Your Onboarding and First Day Details


We’re looking forward to your first day at [COMPANY NAME]

To help you prepare, below is some information about what you can expect:

Your Arrival: 

Please arrive no later than [TIME]. Our office is located at [OFFICE ADDRESS]. When you arrive, please check in with the security guard to receive your temporary ID badge. You will be given an official badge shortly after your start date.

Your Agenda:

Attached is an agenda for your first day. It’s subject to change slightly, but that is a good indicator of who you will be meeting with.

Documents/ID to Bring:

Please bring the following forms of identification with you: [LIST OF DOCUMENTATION]

What to Wear:

As you know from your interview, our office dress code is [DRESS CODE].


Most employees eat lunch in the kitchen, and there are several food options close by, including: [LUNCH OPTIONS].

Your Onboarding Plan:

Attached is also an overview of what your onboarding will consist of over the next [TIME FRAME]. Your manager will review it in more detail with you during your first week.

If you have any questions, do not hesitate to ask.

We’re excited to have you on the team. Welcome aboard!







10. New Hire Announcement Email Template

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Let your team know about the arrival of the new employee and provide a little background about the individual. You can also copy the new hire on the email and explain how excited you are to welcome them to the team. 

What it Matters: Letting your employees know ahead of time of a new hire’s arrival allows them to get to know the individual before their first day. This creates a welcoming company culture and brings the new hire into the fold before they start.

When to Send: Send your new hire announcement email the week ahead of their first day. Avoid sending the email on a Friday, as those can be left unread as employees head into the weekend. 

What to Include: This should be a very warm and welcoming email that gives the employee a better glimpse into your office culture. Ask your new hire to share a few fun facts about themselves to include in the announcement email. This will help the rest of your team get to know the candidate on a personal level. 


Template: New Hire Announcement 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.


Subject Line: Welcome [FIRST NAME]!


It is with great pleasure that I introduce the newest member of the [COMPANY NAME] team, [FIRST LAST NAME]!

[FIRST NAME] is joining us on the [DEPARTMENT] team as our [JOB TITLE]. [HE/SHE/THEY] come from a [DESCRIBE LAST COMPANY] with an impressive amount of experience in [SKILL/FIELD].


A little bit more about [FIRST NAME]:


We’re very excited to have [HIM/HER/THEM] join us. [FIRST NAME’S] first day is [START DATE]

Welcome aboard, [FIRST NAME]!







These are the 10 essential recruiting email templates every recruiter, HR professional and young startup need to keep top candidates engaged. Using these templates, you can create a first-in-class candidate experience that will draw job seekers in. Leverage your ATS and additional recruitment tools to help streamline the process even further.





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