People often think the recruiting process is a piece of cake. That couldn’t be further from the truth.
First of all, there’s the whole deal of putting out ads, dealing with onboarding, and throwing in some training costs for good measure. But let’s get real — it’s not just about the money.
It’s like walking a tightrope. You’ve gotta nail the recruitment process to snag that perfect candidate for the job you’re advertising.
When you’re looking to hire someone, it begins with putting out a job ad. But here’s the cool part — emails also join the party. These can be used for everything from sourcing candidates to scheduling interviews.
Don’t know where to start? This is where recruiting email templates come in. Keep reading to find out how to use them and which ones best suit different purposes.
How to Write a Recruiting Email
- Keep a good company image. Every time you talk about your business, it’s like your brand’s speaking. So keep the conversation positive, and make sure your company always shines in a good light;
- Keep it short. This is an email, not a letter. After any required introduction, keep to details needed to communicate your message, such as job title, associated benefits, or asking about candidate experience;
- Use easy words. When it comes to certain jobs, you might need to dive into some tech stuff eventually. But save the nitty-gritty details for later. Besides being short and sweet, keep the language simple;
- Make it personal if you can. Cold email templates may be great, but you don’t want them to come across as that: cold. Whether or not you use an HRIS, you probably have a bit of insider info about your candidates. If not, do some research. Use these snippets to personalize their experience and make it clear you’ve written the email just for them;
- Answer quickly. When someone replies to one of your emails, don’t keep them waiting. Always answer as quickly as possible;
- Proofread. You’re a professional! And your emails should reflect that. After filling in an email template, don’t forget to proofread it for typos or other mistakes before hitting send;
- Optimize for mobile viewing. People lead busy lives, and many of us are attached to our phones. That means many people check emails from their mobile devices. So make sure to check that your email and meeting link look good on mobile and work as they should;
- Have a clear call-to-action. Your CTA should clearly tell people what to do next. That could be a simple reply or following a link to fill out an application form. Also, CTAs are not just for encouraging sales; if you learn from great call to action examples, you can learn a lot about your audience!
But most importantly, you should use a hassle-free email marketing tool, like Sender. Creating a professional email with Sender’s drag-and-drop email builder is like a walk in a park!
20 Recruiting Email Templates for Hiring Process
For many companies, the hiring process is almost never-ending.
If this is true for you, things like a recruiting email template and applicant tracking system can make a world of difference.
It can sound simple, but they can actually make the whole recruitment process easier. And they take a load of work off your team’s plate.
You can organize your recruitment email templates into different subject areas. Emails can be as useful for recruitment as they are for marketing campaigns.
Source and Engage Candidate
It wouldn’t be a recruitment process without some recruiting. After all, sometimes you need to grab a candidate’s attention rather than hope they will accidentally stumble across your posting during their new job search.
Perhaps you already have a great candidate in mind. Or maybe you’ve done some research and found a passive candidate on LinkedIn.
Either way, try using these cold recruiting email templates to break the ice. Make sure you adapt them as needed, and don’t forget to add your email signature with contact details so candidates can reach out to you.
Initiating Contact Email for Potential Candidates
If you have identified potential candidates, send an introductory email. Here’s a simple email template to get you started:
Dear [Name],
My name is [Name], and I work as [position] at [Company name]. I saw your profile on LinkedIn, and you seem to be the perfect fit for our current job opening. We are currently seeking a [job title], and you can find the job description here [link].
If you are interested in this position, I’d be happy to discuss it further. Please contact me at the number or email address below so we can arrange a time convenient for us both.
Kind regards,
[Name]
Referral Email for Potential Employee
If you’re trying to choose between insourcing or outsourcing for new roles, know that both have their benefits. In fact, the majority of employers rate employee referrals above all other sources for generating the best ROI.
Tap into this potential by telling existing employees about any new job role or opening. You never know, they may have a mutual connection that’s the perfect match.
Here’s an email template you can use and adapt:
Dear All,
We currently have a vacancy for [job title] in our [Department]. If you know of anyone who may be interested in this position, please let us know.
The full job description is available here [link].
If any of our current staff refer a successful candidate, they will be eligible for a referral bonus of [amount].
If you have any questions about this position, do not hesitate to contact me.
Kind regards,
[Name]
Candidate Sourcing
Social media. Sourcing tools. Personal or professional blogs. When it comes to scouting for top talent, your recruiting team is spoiled for choice.
If you’ve done some research and identified qualified candidates, use this email template to reach out to them:
Dear [Name],
My name is [Name], and I work as a recruiter for [Company name]. I read some blog pieces you’d written on [subject] and was very impressed. We are currently seeking a [job title], and you can find the full job description here [link].
While I appreciate you are currently working for [Company name], I feel we can offer you a competitive salary and opportunities for career progression.
If you are interested, please do not hesitate to contact me to discuss further.
Kind regards,
[Name]
Schedule a Phone Screen Interview
While you may have had hundreds of applications, it’s essential to get back to everyone — as we said earlier, these emails are a reflection of your brand. And with research showing that lack of communication is a leading cause of negative candidate experiences, this will make all the difference to company success.
So avoid only contacting those who are successful. Instead, update each candidate on whether they will progress to the next stage or not. This is also the perfect time to reach out to previous candidates — we’ll explain how to use cold recruiting email templates for this later on.
Application Follow-Up Email
So, you’ve moved on to the next stage of the recruiting process. Chances are you have many applications for one job title to sift through.
As you narrow things down, you can use this follow up email template to update candidates that didn’t meet expectations.
Dear [Name],
Thank you for your recent application for [job title]. On this occasion, I’m sorry to say your application will not be taken any further. We wish you the best of luck in the future and would welcome any future applications from you.
Kind regards,
[Name]
Are You Still Interested in the Position? Email for a Past Candidate
In many cases, you may have personal details on file for past candidates who didn’t meet expectations for a similar role.
If you think they’d be a better fit for this role, it’s worth emailing them about it. We’ve done the hard work of crafting such an email – simply copy and paste the template below!
Dear [Name],
Last year, you applied for [job title] with us. On that occasion, we were unable to take your application to the next level. However, a new vacancy as [job title] has recently opened up, and we have identified you as a potential fit for the role. You can find the job description here [link].
If you are interested in this vacancy, please contact me as soon as possible so we can take your application to the next stage.
Kind regards,
[Name]
Interview Process
Hopefully you’ve narrowed down a great bunch of qualified candidates who are ready for the interview stage. It’s time to share the good news!
Use this email template to let them know they have moved forward and what to expect throughout each stage of the interview process. This includes details like the location of an in-person interview or a link for a virtual interview, keeping in mind the latter is becoming more popular with employers today.
Don’t forget to include other details about the process, such as who they will meet at each scheduled interview or questions your team might ask them.
Also, share with the candidate company brochures so they can do their own research. When applicants are preparing for a job interview, it can be a stressful time. So put their mind at ease. Here’s a template to help you get started.
Dear [Name],
Thank you for your application for [job title]. We would like to invite you to an interview where we will further discuss the job and your competencies.
The initial stage of the interview process will take the form of a with our HR manager [Name]. Please select your interview slot from the following dates:
[Date 1]
[Date 2]
[Date 3]
If you are successful, the second interview format will take place with the team lead, [Name], followed by a final interview with [Name], the head of [Department].
If you are still interested in this position, please contact me to arrange a convenient date and time for this interview. I’m looking forward to hearing from you.
Kind regards,
[Name]
Interview Invitation Email
Interviews are one of the most important stages of the recruitment process. So you want your interview request emails to set the right tone.
Make sure the subject line is clear, concise, and gets to the point. Something like “[Job Title] Interview – [Company name]” is all you need to stand out in people’s inbox.
Email Inviting for Interview
Once the recruiting process is closed, you will have a list of candidates you are interested in.
Hopefully, they’re still interested in you, too! Use this email template to invite them for an interview, sharing the need-to-know info like time and location.
Dear [Name],
Thank you for your application for [job title]. We are happy to invite you for an interview on [date] at [time]. The interview will take place at [location] and will be conducted by [Name(s)].
Please confirm that you can attend on this date, If it’s unsuitable, we can look at rearranging.
Kind regards,
[Name]
Confirmation Email for Interview
Out of all the best recruiting email templates you might use, this will likely be one of the shortest. The idea is purely to confirm details of the interview — a reminder of sorts, if you will.
For the most part, you would send an interview confirmation email as a reminder after a quick call or as an online meeting invitation.
Dear [Name],
This is just a short email to confirm your interview details. The interview will take place at [location)] on [date)] at [time)].
Please reply to let me know that this email has reached you.
Kind regards,
[Name]
If this template doesn’t fit you, we’ve got more confirmation email templates perfect for any scenario.
Reminder Email for Interview
Whatever the timeframe of your hiring process, you’ll probably want to send a reminder email closer to the actual date of the interview.
And don’t forget to update your subject line to reflect the urgency of the email. Try using “REMINDER” in all caps or an alarm bell emoji.
We’ve done the work for you — just copy and paste the below template.
Dear [Name],
This is just a reminder that you are due to attend an interview next [day] at [time]. The interview will take place at [location].
Kind regards,
[Name]
Coordinating Interview Invitations via Email
It’s not only the candidates that need to know interview info. You should also email anyone involved in the interview so they are up-to-date too. Here’s a short and sweet template to do just that.
Dear [Name],
This is just to confirm that you are part of the panel interviewing [Name] for the role of [job title].
The interview will take place on [date] at [time] and is being held at [location]. Please confirm that you can attend on this date.
Kind regards,
[Name]
Follow-Up with Absentee Candidates
If a candidate misses an interview, don’t jump to conclusions. True, this can make them appear unprofessional, especially if they didn’t give you a heads up.
But chances are they have a legitimate reason for not turning up, so give them the benefit of the doubt. Use the below to create your own follow up email templates. This allows you to check in with them and arrange a new time and date for another interview.
Dear [Name],
You were due to attend an interview today at [time]. You have missed the interview, and we hope everything is okay.
If you are still interested in the vacancy, please contact me, and we can look at rescheduling the interview.
Kind regards,
[Name]
Post-Interview Communications
Whatever the outcome of a candidate’s interview, you’ll need to let them know how they did. Update your applicants with these follow up email templates.
Post-Interview Follow-Up Email
Some organizations will send a courtesy email — this is really just a quick thank-you to the candidate for attending the interview. Take a look at this template.
Dear [Name],
We would like to thank you for attending the interview today for [job title]. When we have finalized interviews with all candidates, we will be in touch to let you know whether or not we will proceed with your application.
Kind regards,
[Name]
Successful Candidate Follow-Up
When a candidate has performed well at an interview, quickly follow up with them. You want to keep the ball rolling! Here’s an email template for your best candidates.
Dear [Name],
Thank you for attending today’s interview for [job title]. We are happy to inform you that you have been successful and will be moving forward to the next stage of the recruitment process.
Your next interview will take place with the team leader, [Name]. This is an opportunity for them to learn more about your relevant experience and skills and for you to find out more about the team and job role.
Your interview has been scheduled for [Date] at [time] and will take place in person at [location]. If this is not suitable, please let me know and we can find an alternative date.
I’m looking forward to hearing from you.
Kind regards,
[Name]
Providing Interview Feedback
Job seekers can learn a lot from your interview feedback. But the benefits go both ways. Research shows most candidates will avoid applying to an open position with a company that didn’t give them feedback on a previous application.
So your company can really stand out by taking time to offer feedback. Use this email template to let unsuccessful candidates know what their strengths were or where they fell short.
Dear [Name],
Thank you for attending today’s interview for [job title].
The panel was impressed with your technical skills, however, after careful consideration, we felt that you lacked the experience needed for this position.
If you feel it would be beneficial, I would be happy to have a call with you to discuss feedback on your interview.
We wish you every success in the future and would welcome your application for a more junior position.
Kind regards,
[Name]
Individual Rejection Post-Interview
If you only had a few candidates, you want to send individual rejections. Take a look at this template.
Dear [Name],
Thank you for attending today’s interview for [job title].
We very much enjoyed meeting you, however, we have decided that we will not be moving forward with your application on this occasion.
However, if you don’t mind, we will be keeping your details on file, and if a suitable position arises, our HR department will be in contact with you.
Kind regards,
[Name]
Mass Rejection Correspondence
Of course, it may be the case that you have multiple candidates and simply don’t have the time to send an email to each. If that’s the case, this email template could be a life-saver.
Dear [Name],
Thank you for attending today’s interview for [job title].
After careful consideration, we have decided not to proceed with your application. However, an application from you for any suitable vacancies in the future is more than welcome.
Thank you for your interest in working with [Company name].
Kind regards,
[Name]
Declination Email
Another option for unsuccessful candidates is a declination email. You can send this out if an applicant didn’t meet your initial job requirements or was unsuccessful after the interview.
Use the below template as a guide. Make sure it’s personalized as much as possible and you thank the candidate for time and interest in your company.
Dear [Name],
Thank you for attending today’s interview for [job title].
We were very impressed with your [experience] at [Company name]. However, after careful consideration, we have decided not to take your application to the next stage. On this occasion other candidates more closely matched the skills and criteria required for this role.
I would like to take this opportunity to thank you for your interest in the position and wish you every success in finding a career opportunity that matches your experience and skill set.
Kind regards,
[Name]
Post-Interview Process
After the interviews, it’s time to narrow down your chosen candidate and email them a formal offer letter. You may have to send several emails during this stage, as your new hire may want to negotiate the nitty-gritty job details.
So it’s worth having a few templates on hand.
Job Proposal Email
So, you’ve found your ideal candidate? Great!
It’s time to email them to make it official. Confirm details such as salary and benefits and give a proposed start date. Also, include details about the onboarding process or any online learning courses they need to complete before they start.
Here’s an email template for a job proposal.
Dear [Name],
Having moved through the recruitment process, we are delighted to formally offer you the position of [job title].
As discussed, the agreed salary and benefits will be [details]. We would like you to start on [date], and there will be a 7-day onboarding and orientation process.
On the date mentioned, please report to your line manager, [Name], at [location], who will introduce you to your team and then explain the onboarding process.
Kind regards,
[Name]
Extending a Job Offer
Here’s another way of making a job offer. Typically, this would be sent after an initial offer. If the candidate has negotiated their contract, you’ll need to outline the terms they want before they accept.
Consider the offer details carefully, make sure the terms are clear, and include any relevant details that need to be in writing at this stage.
Copy and paste this email template and tweak the wording based on their negotiations.
Dear [Name],
Thank you for your email on [date]. After careful discussion with the relevant managers, we have decided to extend our initial offer with the following details:
• Flexible working hours, including [number of days] remote working per week;
• A signing bonus of [amount];
• An annual incremental salary increase of [percentage].
We hope this offer meets your expectations and ask you to respond to this email as soon as possible. If you have any further questions, do not hesitate to contact me.
Kind regards,
[Name]
Welcoming Newly Hired Employee
They signed. They delivered. Chances are, this is the first email your new recruit receives on their company email address!
Take this opportunity to welcome them to the company, outline their first few days, and get them set up. For example, you might share a branded email signature and specify with the candidate company guidelines for using it.
Also, get the boring (but rather essential) bits out the way. Confirm their bank details or other legal details so that you can get them onto your payroll software system and wrap up the onboarding process.
Take a look at this template for new hires.
Dear [Name],
We are delighted that you have accepted our job offer and look forward to welcoming you to the team.
As discussed in the previous email, your start date is [date] at [time].
Our dress code in the office is smart/casual, though we do ask you to wear business attire for external or client meetings.
Your first week will consist of onboarding and orientation to meet other team members and to understand our work processes. I have attached an agenda setting out what will happen that week.
Welcome to the team!
Kind regards,
[Name]
Key Takeaways
So, there you have it. After reading this article, your recruiting game should be off the charts and you should be prepared for whatever comes your way. But, incase you need a reminder, here are some key takeaways:
- Your recruiting team can use recruiting email templates throughout every stage of the hiring process, from sourcing to onboarding;
- Even a cold recruiting email template can be made more engaging with a bit of research and personalization;
- The best email templates for recruiters can help reduce HR’s workload;
- Keep your recruiting email templates short and clear;
- Make sure everyone involved in the hiring process is on the same page by using templates to email not only candidates but people conducting the interviews too;
- Pay attention to personal detail when sending any recruitment email;
- Good candidate communication can make all the difference to the candidate experience and company success.
Whole lotta templates, huh? But if you need some more… We got you:
