15 Bookmark-worthy recruiting email templates

The lack of proper communication is a monster which swallows good candidates from the recruiting pipeline. The three marks of a good communication during the recruiting process are: Honesty, thoughtfulness and timeliness. We have put together 15 recruiting email templates that capture your many interactions with the candidates.

Email templates for the sourcing process

#1 – General sourcing email

  • What’s the purpose of this email? – A powerful outreach email ensures that you are always getting in touch with the talent market and ensuring that the best lands into your pipeline.
  • When’s a good time to send it? – After a little bit of research on the candidate on their professional and social media networks. Gather as much information as possible, include the highlights from your research in the email, ask for more information via the email if required.
  • What are the email vitals, the must-includes?
    – How you found them (Since you don’t have a personal relationship with them.)
    – The details of your job opening (and your company if required.)
    – What they can or should do next.

    Email subject: Opening for <Job Title> at <COMPANY NAME>
    Email body:

    Hi <CANDIDATE NAME>,

    I stumbled upon your profile on <PLATFORM NAME> and found it quite impressive. We currently have an opening for <JOB TITLE> at <COMPANY NAME> and think you would be an excellent fit given your experience in <Mention what stood out to you from their profile>. Let me know if you are interested and I would love to tell you more about the role.
    Would you like to connect over the phone? If so, do let me know when would be a good time to catch up.

    Best,
    <RECRUITER’S NAME>
    <DESIGNATION>

#2 – Emailing a candidate rediscovered from the talent pool

  • What’s the purpose of this email? –  To rekindle interest in an old candidate for a new role.
  • When’s a good time to send it? – Any business day. .
  • What are the email vitals, the must-includes?
    – The role you are recruiting for
    – Connect back to the previous time they interviewed with you, throw in some details
    – Tell them how and why this time would be different, or how this role would perfect
    – A quick way to contact you in case they have any questions


Email subject: Still interested in joining <COMPANY NAME>?

Email body:

Hi <CANDIDATE NAME>,

When it comes to great candidates like you, opportunity knocks on the door not once, but twice.

I hope everything is going well at your end. We connected <Time frame> ago when you interviewed with <YOUR COMPANY NAME> for the role of a <JOB TITLE>. Unfortunately we moved forward with another candidate for that role but the team was quite interested in your profile.

We now have a new open position for a <JOB TITLE> and think you’ll be an amazing fit. [You can include more information on what stood out to you from previous interactions and why you think they would be a good fit.]

I would love to share more information with you if you are interested. Do let me know and we could quickly catch up on a call.

Wishing you the best,
<YOUR NAME>
<DESIGNATION>

 

#3 – Email template for passive candidates

  • What’s the purpose of this email? –  The best talent out there is most probably already employed in a good role, not looking out for other options. A well-drafted, convincing sourcing email can trigger a ‘Why not?’ in them.
  • When’s a good time to send it? – Any business day. You can also send one or two follow up emails so you have different times of the week covered. You could also reach out to them on multiple platforms or the ones they are most active in like LinkedIn, Facebook etc.
  • What are the email vitals, the must-includes?
    – The role you are recruiting for
    – How you found them
    – Highlights from your research and why you think they’d be an amazing fit
    – A quick way to contact you in case they have any questions
    – Information about your company and what it’s like to work with you

Email subject: Interested in joining an amazing team at <YOUR COMPANY NAME>?
Email body:

Hi,

This is <YOUR NAME> from <YOUR COMPANY NAME>. I saw your profile on <PLATFORM NAME> and found your experience very interesting. Especially your work in <highlight a project or specific skill that you found very valuable> stood out to me.

We are currently recruiting <JOB TITLE> for an amazing team and I think you’d be a great fit.

If this interests you, do let me know and we can take this forward. Meanwhile, I have attached some people’s experiences and culture stories to show you how it’s like to work at <YOUR COMPANY NAME>.

Best Regards,
<YOUR NAME>
<DESIGNATION>

 

#4 – Requesting referrals from alumni

  • What’s the purpose of this email? – Most employers don’t look beyond current employees for a source of reliable referrals. However, your ex-employees can be great sources for referrals too. They already know what it’s like to work with you and have respect for what you do, so just shoot an email and tap into their network.
  • When’s a good time to send it?Any business day. You can also send one or two follow up emails so you have different times of the week covered.
  • What are the email vitals, the must-includes?
    The roles or role you are recruiting for
    – How they can refer and what details they ought to provide – a link, a form, etc
    – A quick way to contact you in case they have any questions

Email subject: Dear Alumni, we need your help! / We’ve got some new positions. Got friends?
Email body:

Hello <CANDIDATE NAME>

We hope you are doing well.

We are currently recruiting for these positions (link to careers or job listing page) at <YOUR COMPANY NAME>. It would be great if you could connect us to any prospective candidates in your network that might be interested in the position.

If you have someone in mind, please send in their resumes or LinkedIn profiles along with the following information:

1)How do you know them?
2)Which role would you recommend them for?
3)Why do you think they would be a perfect fit?
4)What is their area of expertise? Feel free to call out any others skills or specialities about the person.

If you have any questions, just drop an email and we’ll get back.

Thanks for being a patron.

Looking forward to hear from you,
<YOUR NAME>
<POSITION>

 

#5 – Emailing a referred candidate

  • What’s the purpose of this email? –  Tapping into your employees professional network.
  • When’s a good time to send it? – Any business day. Ideally, as soon as you receive the referral because it’s most likely that the referrer got in touch with them before or after they referred. So the candidate might still have context when you write to them.
  • What are the email vitals, the must-includes?
    – The role you are recruiting for
    – The contact who gave you their reference
    – Why you think they’d be a great fit on the role
    – What they can do next

Email subject – <Job Title> opportunity at <COMPANY NAME> – Referred to you by <REFERRER’s NAME>.
Email body:

Hi <CANDIDATE NAME>,

<REFERRER NAME> gave me your contact information and <he/she> speaks very highly of you and your experience. I had a chance to quickly go through your <LinkedIn profile/resume/or whatever is appropriate> yesterday and found it quite impressive. We have a new opening for <JOB TITLE> at <COMPANY NAME> and think you would be a great fit.

I would love to tell you more about the role and also know you better. Let me know if you are free for a call anytime this week.

Looking forward to connecting with you.

Have a great rest of the day!
<YOUR NAME>
<YOUR DESIGNATION>

 

#6 – Application acknowledgement

  • What’s the purpose of this email? –  A survey by Zety shows that 52% of candidates find their number one frustration to be a lack of response from recruiters. This email ensures that your candidates know you are active, alive and are really recruiting.
  • When’s a good time to send it? – As soon as they apply.
  • What are the email vitals, the must-includes?
    – Thank them for reaching out to you
    – Explain what will happen next
    – Show them what they can do meanwhile

Email subject: <CANDIDATE NAME>, we received your application.
Email body:

Hi <CANDIDATE NAME>.

Thank you for your interest in <YOUR COMPANY NAME>. We have received your application for the position of <JOB TITLE>. One of our team members will get in touch with you in the next two or three working days.

In the meantime, feel free to explore <insert relevant web page> to learn more about <YOUR COMPANY NAME> and what it’s like to work here.

All the best,
<COMPANY NAME> Recruiting Team

 

Email templates for interview co ordination

#7 – Interview confirmation email

  • What’s the purpose of this email? – A powerful outreach email ensures that you are always getting in touch with the talent market and ensuring that the best lands into your pipeline.
  • When’s a good time to send it? – Send it as early as you can because the candidate may have to plan their time of the week to interview with you. Also make sure you are absolutely internally aligned before you confirm the date and time with the candidate. Meaning, make sure your panel members are available, rooms or phone lines are available before you confirm the interview schedule.
  • What are the email vitals, the must-includes?
    -Interview details – date, time, agenda, etc
    -Any additional documents or IDs they ought to bring
    -Details on how they can quickly contact you

Email subject line: <COMPANY NAME> | Interview confirmation
Email body:

Hi <CANDIDATE NAME>,

I hope you are doing well.

I would like to let you know that your interview with <COMPANY NAME> for the <JOB TITLE> is confirmed and will happen on <DATE>, at <PLACE>.

This will be a 2 hour interview where you will be assessed for <Mention skills, project areas, or purpose of the interview – Give them some pointers so they can come prepared>.

Feel free to use the <COMPANY NAME> visitor’s parking space when you come. You can use this email to avail a spot. Looking forward to meeting you at <COMPANY NAME>.

All the best,
<RECRUITER’S NAME>|<PHONE NUMBER>
<DESIGNATION>

 

#8 – Interview reminder email

  • What’s the purpose of this email? – A little thoughtfulness hurts no one, so just do it.
  • When’s a good time to send it? – A day or two before the interview.
  • What are the email vitals, the must-includes?
    Highlight the date, time and venue
    -Reminder for any documents or IDs they ought to bring
    -A phone number they can quickly contact you on

Email subject line: <COMPANY NAME>: Interview reminder
Email body:

Hi <CANDIDATE NAME>,

I hope you are all set and ready to go. I just wanted to quickly iterate the interview details for your convenience.

Date of interview: <DATE>
Time of interview: <TIME>
Interview duration: <DURATION>
Purpose of the interview: <Skills or areas you’ll be assessing>

If you have any other questions, feel free to call me on <PHONE NUMBER>.

All the very best,
<RECRUITER’S NAME>|<PHONE NUMBER>
<DESIGNATION>

 

#9 – After-interview email template [after a positive interview]

  • What’s the purpose of this email? – When a great candidate comes along, don’t wait for them to reach out to you. Make sure to tell them what the next steps look like. Keep them engaged.
  • When’s a good time to send it?The day of the interview or next, or as soon as you have enough information to get back to them.
  • What are the email vitals, the must-includes?
    Thank them for their time and effort.
    – Optional: Highlight their core strengths and why you think they’d be a great fit
    – What they can expect from you next

Email subject line: Thank you!
Email body:

Hi <CANDIDATE NAME>

Thank you for taking the time and effort to interview with us. We had a great time talking to you and getting to know you in person. Our team was quite impressed with you and is currently in the process of deciding the next steps.

Meanwhile, if you have any questions about the role or <COMPANY NAME>, feel free to give me a call.

Looking forward to connect with you soon,
<RECRUITER’S NAME>|<PHONE NUMBER>
<DESIGNATION>

 

#10 – After-interview email template [after a not so positive interview]

  • What’s the purpose of this email? – Shoot a quick email and keep your candidates informed.
  • When’s a good time to send it? – The day of the interview or next, or as soon as you have enough information to get back to them.
  • What are the email vitals, the must-includes?
    Thank them for their time and effort.
    – What they can expect from you next

Email subject line: Thank you!
Email body:

Hi <CANDIDATE NAME>,

Thank you for taking the time and effort to interview with us. It surely helped us to get to know you better and understand your experience and expertise.

Given the criticality of the position, we have more candidates lined up for the position. We look forward to back to back interviews in the next few days. I’ll make sure to let you know the progress as soon as possible.

If you have any questions, feel absolutely free to contact me.

Thank you,
<RECRUITER’S NAME>
<DESIGNATION>

Join our community email template 


#11 – Join our  talent network email template

  • What’s the purpose of this email? – Inviting your candidates to join a thriving talent network of your own, so you can keep them close.
  • When’s a good time to send it?As soon as they apply or when they finish their interviews and wait for the results.
  • What are the email vitals, the must-includes?
    – Formal invite to join the community
    – Link to join the community
    – Details on how and why they would benefit from it

Hi <CANDIDATE NAME>,

Thank you for choosing <COMPANY NAME>.

Here is an opportunity to join our talent network. The members of our talent network get access to inside stories, product updates, beta tests, people experiences, career advice, updates on vacancies as and when they open and so much more. It’s a place to be!

Hope to see you on the other side.

Join the network now! <HYPERLINK TO JOIN THE NETWORK>

Cheers,
<RECRUITER’S NAME>
<DESIGNATION>

Rejection emails

  • What’s the purpose of these emails? – Closure. Your candidates deserve appropriate feedback in return for their time and effort. Send them an email and let them know why it didn’t work out. It says a lot about how you treat people even if they are not going to join your company.
  • When’s a good time to send it? – As soon as you have enough information to get back to them.
  • What are the email vitals, the must-includes?
    Thank them for their time and effort.
    – Tell them your decision, clearly!
    – Give them feedback (optional)
    – Show them how they can stay connected.


#12 – Post screening rejection email template

Email Subject: Status of your application to <YOUR COMPANY NAME>
Email body:

Hi <CANDIDATE NAME>,

Thank you for applying to <YOUR COMPANY NAME>. We truly appreciate your interest and all the time you invested in applying for the position. Unfortunately you did not make it to the next round.

As a rapidly growing company, we’ll be hiring for similar positions in the coming months and I request you to keep a tab on our <CAREERS PAGE>  and social channels for updates. We wish you the very best in your job search! Nothing less.

Thank you,
<YOUR NAME>
<YOUR DESIGNATION>



#13 – Post interview rejection email template


Email Subject: Your application to <YOUR COMPANY NAME>

Email body:

Hi <CANDIDATE NAME>,

Thank you for considering us and taking the time to interview us.  We truly appreciate your time and efforts.

Unfortunately we are not taking this forward at this point in time. We had a strong pool of many high-calibre candidates just like you and found someone who very closely matched our requirements. However, we were thrilled to meet you and were quite impressed with your profile. I would request you to keep a tab on our <CAREERS PAGE> and apply to our future job openings.

On our side, We’ll keep a tab on your profile and get back to you when we spot the next suitable role.

Stay awesome,
<YOUR NAME>
<YOUR DESIGNATION>


#14 – Rejection in the final round

Email subject: your application to <Company name>
Email body:

Hi <CANDIDATE NAME>

Thank you for taking the time and going through our interview process.

I regret to inform you that we have made the difficult decision of not taking your candidature further. Given the criticality of the role, we have decided to wait for someone with more <insert what you didn’t find in the candidate. For example: more years of experience.>

Our team was very impressed with your <highlight the strengths of the candidate from the interview process>. You brought with you some remarkable ideas and insights, and an impeccable demeanor. We sincerely hope we could work with you sometime in the near future.

All the best from all of us!
<YOUR NAME>
<YOUR DESIGNATION>

P.S. <CANDIDATE NAME>, please keep a tab on the <CAREERS PAGE> and our <SOCIAL HANDLES> for updates on newly opening roles. We would love to see you join <YOUR COMPANY NAME>.

 

Job offer email template

#12 – Job offer email

  • What’s the purpose of this email? –  Roping in your best candidates as soon as you can.
  • When’s a good time to send it? – As soon as you have the hire decision or you have communicated it over call to them.
  • What are the email vitals, the must-includes?
    – Your excitement and gratitude
    – Date of joining and other reporting details
    – Compensation details.
    – Offer expiry date
    – Their next steps

Email subject: Offer from <YOUR COMPANY NAME>
Email body:

Hi <CANDIDATE NAME>.

We loved interacting with you over the last few weeks and had a great time getting to know you. Our team was very impressed with your insights and experience. So, we would love to officially offer you the <JOB POSITION> at <YOUR COMPANY NAME>.

 As already discussed, your salary will be <$$$> and paid out on the 30th of every month. You’ll be reporting to the <MANAGER DESIGNATION>, <MANAGER NAME>. You can start on <DATE> and report at the <OFFICE LOCATION> at 11:00 A.M.

If you decide to accept the offer, please sign it and send it back to us. Kindly note that this offer is valid for the next 10 days. Please note that <YOUR COMPANY NAME> is an at-will employer which means you or the company are free to end the relationship without any notice period or cause.

Feel free to write to me if you have any other questions.

Shine on,
<YOUR NAME>
<YOUR DESIGNATION>

 

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