Writing recruiting emails is not just another administrative activity to casually deal with. These emails serve as touchpoints between recruiters and candidates.
So, naturally, the way they are crafted can significantly impact the candidate’s experience and overall perception of the company.
Effective recruiting emails must be:
- Clear and concise: Get to the point quickly without unnecessary jargon.
- Professional yet personable: Maintain a professional tone, but don't be too formal.
- Customized: Where possible, personalizing emails can make candidates feel more valued.
Sounds complicated? We can help.
To simplify the chore, we've broken down the recruiting email templates based on specific recruiting stages and use cases, ensuring you are equipped to handle everything from initial outreach to rejection emails.
General guidelines for writing recruiting emails
Before diving into the templates, it’s important to understand the foundational elements of a successful recruiting email. Here are some general guidelines:
- Personalization
Personalized emails have a higher response rate than generic ones. So, it’s only wiser to put some effort to make it more considerate of each candidate as an individual.
Use the candidate's name, mention specific qualifications, and highlight why they are a good fit for the role. And that’s often way more than enough.
- Clear subject lines
Subject lines determine whether your email will be opened or ignored. It’s the first thing that can potentially catch the candidate’s attention from a pile of unread emails.
The best practice is to keep the subject lines under 60 characters and include key details, like the job title or company name.
- Professional and friendly tone
The tone you use in your recruiting emails set the stage for your company’s first impression. You need to be super careful of what you say, and especially, “how” you say it.
Be courteous, respectful, and approachable while maintaining professionalism. If done right, it really adds up to the employer brand.
- Call to action (CTA)
When writing recruiting emails, you cannot expect the response to come in your desired way unless actively prompted towards the same. You need to guide the candidate on what to do next.
Use clear CTAs such as "Reply with your availability" or "Schedule an interview." A little nudge goes a long way, quicker.
1. Cold recruiting email templates
Template 1: Cold outreach to a passive candidate
Subject: Exciting opportunity for [Job title] at [Company name]
Hi [Candidate's first name],
I came across your profile on [LinkedIn/any other platform] and was impressed by your experience in [industry/skill]. We have an open [Job title] position at [Company name], and I believe you'd be a great fit.
Would you be open to a quick chat to discuss this role? I'd love to hear more about your experience and share details about this exciting opportunity.
Looking forward to hearing from you.
Best,
[Your name]
[Your job title]
[Company name]
2. Follow-up email templates
Template 2: Follow-up after no response to cold outreach
Subject: Just checking in – [Job title] opportunity at [Company name]
Hi [Candidate's first name],
I hope this email finds you well. I wanted to follow up on my last message regarding the [Job title] position at [Company name]. We're still very interested in your background and think you'd be a great fit.
If you're open to learning more, I'd be happy to schedule a quick call at your convenience. Please let me know your availability.
Best regards,
[Your name]
[Your job title]
[Company name]
Template 3: Follow-up with more details on the role and company
Subject: More details on the [Job title] role at [Company name]
Hi [Candidate's first name],
Thank you for getting back! I’m glad to hear you’re interested in learning more about the [Job title] position at [Company name].
Here’s a brief overview of the role and our company:
About the role:
The [Job title] role involves [briefly describe key responsibilities, such as “leading project management for our client success team,” or “developing innovative marketing strategies”].
In this position, you’ll collaborate closely with [mention key team members or departments, e.g., “the product and engineering teams”] to [mention key objectives, e.g., “drive product improvements” or “support customer satisfaction”].
About [Company name]:
[Company name] is a [describe the company’s industry, mission, and core values].
We’re passionate about [mention the company’s key goals, such as “innovating in renewable energy” or “creating sustainable tech solutions”].
Our team values [mention core company values, like “collaboration, innovation, and inclusivity”], and we strive to maintain a supportive work environment where team members are encouraged to grow and make an impact.
If this sounds like something you’d be interested in, I’d be happy to schedule a call to discuss further details and answer any questions you may have. Just let me know your availability, and I’ll work to set up a time that’s convenient for you.
Looking forward to connecting!
Best,
[Your name]
[Your job title]
[Company name]
Template 4: Follow-up for confirmation for scheduled call
Subject: Do we still have you here for the [Job title] position at [Company name]?
Hi [Candidate's first name],
Thank you for your interest in discussing the [Job title] role with us at [Company name]! As requested by you, we’ve scheduled a meeting for the same in one of our previous emails.
However, I noticed that the invitation I sent for our scheduled call on [date and time] hasn’t been accepted yet from your end.
Could you kindly confirm if you’ll be able to join us on this date and time? If there’s a better time for you, please let me know, and I’d be happy to reschedule as needed.
Looking forward to our conversation and sharing more about this opportunity!
Best regards,
[Your name]
[Your job title]
[Company name]
3. Application-oriented email templates
Template 5: Application received confirmation
Subject: We just received your application!
Hi [Candidate's first name],
Thank you for applying for the [Job title] position at [Company name]. We're currently reviewing applications and will reach out if we'd like to proceed to the next step.
We appreciate your interest and patience during this process.
Best regards,
[Your name]
[Your job title]
[Company name]
Template 6: Application status update
Subject: Keeping you in the loop for your application with us!
Hi [Candidate's first name],
I wanted to provide a quick update on your application for the [Job title] position at [Company name]. We’re currently in the process of shortlisting candidates and expect to finalize the next steps soon.
Thank you for your patience!
Best,
[Your name]
[Your job title]
[Company name]
4. Interview scheduling email templates
Template 7: Interview invitation
Subject: Interview invitation for [Job title] at [Company name]
Hi [Candidate's first name],
Thank you for applying for the [Job title] position at [Company name]. We were impressed by your application and would love to invite you to interview with us.
Please let us know your availability over the next week, and we’ll do our best to schedule a time that works for you.
OR
Here (hyperlinked with a Calendly link) are some our preferred time slots. In case you’re readily comfortable with any of them, you can simply book a slot here with your application ID.
If not, please let us know your availability over this thread. We would look into our schedules to accommodate the same.
Looking forward to speaking with you!
Best regards,
[Your name]
[Your job title]
[Company name]
Template 8: Interview rescheduling
Subject: Sorry! We need to reschedule your interview
Hi [Candidate's first name],
Due to unforeseen circumstances, we need to reschedule your interview for the [Job title] position. Apologies for the inconvenience.
Could you provide a few alternative times for next week?
OR
Can you please look into our availability here (calendly link) and let us know your bandwidth accordingly?
Thank you for your understanding, and I look forward to speaking with you soon.
Best,
[Your name]
[Your job title]
[Company name]
5. Interview reminder email templates
Template 9: Interview reminder
Subject: Quick reminder: Your interview with [Company name] on [date]
Hi [Candidate's first name],
This is a quick reminder about your upcoming interview for the [Job title] position at [Company name]. Here are the details:
Date:
Time:
Location/Zoom link:
Looking forward to speaking with you!
Best regards,
[Your name]
[Your job title]
[Company name]
Template 10: Day before interview reminder
Subject: See you tomorrow at the interview with [Company name]
Hi [Candidate's first name],
Just a quick note to remind you of your interview scheduled for tomorrow for the [Job title] position at [Company name].
Here are the details:
Date:
Time:
Location/Zoom link:
Please let us know if you have any questions ahead of time.
Best of luck, and we’ll speak soon!
Best regards,
[Your name]
[Your job title]
[Company name]
6. Post-interview follow-up email templates
Template 11: Thank you after the interview
Subject: Thank you for interviewing for [Job title]
Hi [Candidate's first name],
Thank you again for interviewing with us for the [Job title] position at [Company name]. We enjoyed learning more about your experience and skills, and we’ll be in touch shortly with our decision.
Please let us know if you have any further questions.
Best regards,
[Your name]
[Your job title]
[Company name]
Template 12: Follow-up after the final interview
Subject: Kudos to you for completing the final interview for [Job title] position
Hi [Candidate's first name],
Thank you for taking the time to meet with us again for the [Job title] position. We’re in the process of making a final decision and will reach out in the next few days with an update.
We appreciate your continued interest!
Best regards,
[Your name]
[Your job title]
[Company name]
Template 13: Interview feedback request from candidates
Subject: Request for feedback on your interview experience at [Company name]
Hi [Candidate's first name],
Thank you for taking the time to interview with us for the [Job title] position at [Company name]. We appreciate the effort you put into the process, and it was a pleasure getting to know more about your skills and experience.
To ensure we continuously improve our recruiting experience, we would love to hear your feedback on your interview experience with us. If you’re open to it, please take a moment to share your thoughts on the following:
- Application process: Was the information clear and straightforward?
- Interview experience: How was your interaction with our team, and were there any areas for improvement?
- Overall impressions: Did the process give you an accurate sense of the role and company culture?
Your insights will be invaluable in helping us refine our process, so thank you in advance for your input.
Best regards,
[Your name]
[Your job title]
[Company name]
7. Rejection letter email templates
Template 14: Rejection after application
Subject: Application status update for [Job title]
Hi [Candidate's first name],
Thank you for applying for the [Job title] position at [Company name].
After careful consideration, we have decided to move forward with other candidates whose qualifications better match our current needs.
We appreciate your interest in our company and wish you the best of luck in your job search.
Best regards,
[Your name]
[Your job title]
[Company name]
Template 15: Rejection after interview
Subject: Update on your interview for [Job title]
Hi [Candidate's first name],
Thank you for taking the time to interview for the [Job title] position at [Company name]. We truly appreciate your interest and effort.
After careful consideration, we have decided to move forward with other candidates for this role. However, we were impressed by your background and encourage you to apply for future opportunities.
In case you’re looking forward to receiving constructive feedback on your interview, kindly get in touch with our interview panelists with your CV. Here are their details-
[Panelist name 1], [Designation], [email ID]
[Panelist name 2], [Designation], [email ID], etc.
Thank you again, and best of luck in your job search!
Best,
[Your name]
[Your job title]
[Company name]
8. Reference check request email templates
Template 16: Reference check request from candidate
Subject: Requesting references for [Job title] application
Hi [Candidate's first name],
As part of the final steps for the [Job title] position at [Company name], we’d like to request references from you.
Could you please provide the contact information for 2-3 professional references who can speak to your work experience?
Once we’ve reviewed the references, we’ll move forward with the next steps.
Thank you, and looking forward to receiving the information.
Best regards,
[Your name]
[Your job title]
[Company name]
Template 17: Reference check request to referee
Subject: Reference request for [Candidate’s name]
Hi [Referee's first name],
I hope this email finds you well. [Candidate's name] has applied for the [Job title] position at [Company name], and they listed you as a reference.
I’d appreciate it if you could provide feedback on their professional background, work ethic, and any relevant skills.
It would be helpful if you could reply at your earliest convenience or let me know a time when we can speak.
Thank you for your time and assistance!
Best regards,
[Your name]
[Your job title]
[Company name]
9. Offer letter email templates
Template 18: Job offer email
Subject: Hey, you made it to the position of [Job title] at [Company name]!
Hi [Candidate's first name],
I’m beyond excited to extend you an offer for the [Job title] position at [Company name]. We believe your skills and experience are a great match for our team.
Attached is the formal offer letter, including details on the compensation package, benefits, and start date. Please feel free to review and let me know if you have any questions.
We’re thrilled at the prospect of having you on board and look forward to your response!
Best regards,
[Your name]
[Your job title]
[Company name]
Template 19: Follow-up on the job offer
Subject: Did you check out our exciting job offer for [Job title] at [Company name]?
Hi [Candidate's first name],
I wanted to check in to see if you had any questions regarding the job offer we sent for the [Job Title] position at [Company name]. We’re excited about the possibility of you joining our team and hope to hear from you soon!
Best regards,
[Your name]
[Your job title]
[Company name]
10. Offer acceptance and confirmation email templates
Template 20: Offer acceptance acknowledgment
Subject: Congratulations and welcome to [Company name]!
Hi [Candidate's first name],
Congratulations on accepting the offer for the [Job title] position at [Company name]! We’re thrilled to have you on board and can’t wait for you to join the team.
Please expect an official welcome packet with more details about your first day and onboarding next week. In the meantime, don’t hesitate to reach out if you have any questions.
We’re excited for what’s ahead and look forward to working with you!
Best regards,
[Your name]
[Your job title]
[Company name]
11. Onboarding welcome email templates
Template 21: Welcome email to new hire
Subject: Welcome to the team at [Company name], [First name]!
Hi [First name],
Welcome to [Company name]! We’re thrilled to have you join us as a [Job title]. Your first day will be [start date], and we’re excited to get you started on your journey with us.
Here’s a quick outline of what to expect during your first week:
Day 1: Orientation and team introductions
Day 2: Work demonstration and getting familiar with the work hierarchy
Day 3: Assigning of a trainer/buddy to help you understand the work
Day 4 & 5: Extensive training to help you blend in
You’ll attend your first project kickoff with your team at the beginning of the following week.
Please let me know if you have any questions before your start date.
Looking forward to working with you!
Best regards,
[Your name]
[Your job title]
[Company name]
Template 22: Onboarding check-in
Subject: How’s your first week going at [Company name]?
Hi [First name],
I just wanted to check in to see how your first week has been going at [Company name]. I hope everything is going smoothly so far!
If you have any questions or need assistance with anything, don’t hesitate to reach out. We’re excited to have you on board and want to ensure you have everything you need.
Best regards,
[Your name]
[Your job title]
[Company name]
12. Referral request email templates
Template 23: Requesting referrals for a job opening
Subject: Do you know someone for this role at [Company name]?
Hi [First name],
I hope you're doing well. We’re currently looking for a [Job title] at [Company name], and your network might include individuals who would be a great fit for this role.
If you know of anyone with strong experience in [skill or industry], we’d love an introduction. Please feel free to share this email with them or reply with their contact information.
Thanks for your help!
Best regards,
[Your name]
[Your job title]
[Company name]
13. Job posting invitation through referral email template
Template 24: Invitation to apply after employee referral
Subject: Invitation to apply – [Job title] at [Company name]
Hi [Candidate's first name],
You’ve been referred to us by [Referrer’s name], who thought you’d be a great fit for our open [Job title] position at [Company name].
We’d love for you to apply! If you're interested, please use the following link to submit your application: [link to job posting].
Looking forward to hearing from you!
Best regards,
[Your name]
[Your job title]
[Company name]
14. Re-engagement email templates for passive candidates
Template 25: Re-engaging past candidate for new role
Subject: Exciting new opportunity at [Company name] – Interested?
Hi [Candidate's first name],
I hope you’ve been well! We previously connected about a different opportunity at [Company name].
This time, I wanted to reach out again because we have a new [Job title] opening that seems like a great fit for your experience and skills.
If you're open to discussing this role, I’d love to chat. Please let me know if you’re interested!
Best regards,
[Your name]
[Your job title]
[Company name]
Template 26: Invitation to reapply for future positions
Subject: Thank you for applying! Stay in touch for future opportunities
Hi [Candidate's first name],
Thank you for the time and effort you invested in applying for the [Job title] position at [Company name]. We truly enjoyed getting to know you and learning about your skills and experiences.
While we’ve decided to move forward with another candidate at this time, we were impressed by your qualifications and believe you could be a strong fit for future roles within our team.
We encourage you to keep an eye on our Careers page or reach out if you see another position that aligns with your skills and interests.
In case we evaluate you to be a great fit for any upcoming role, we shall reach out to you from our end as well.
Thank you again for your interest in [Company name], and we hope to reconnect in the future.
Best regards,
[Your name]
[Your job title]
[Company name]
15. Internal team coordination email templates
Template 27: Interview panel confirmation for team members
Subject: Interview panel confirmation for [Candidate's name]
Hi [Team member’s name],
We’ve scheduled an interview with [Candidate's name] for the [Job title] position. You will be part of the interview panel along with [Other panelists' names].
Here are the interview details:
Date:
Time:
Location/Link:
Interview Format: [e.g., Behavioral interview]
The resume along with other necessary details of the candidate are enclosed below.
Please let me know if you have any questions or need additional information before the interview.
Best regards,
[Your name]
[Your job title]
[Company name]
Template 28: Feedback request from the interview panel
Subject: Requesting interview feedback for [Candidate's name]
Hi [Panel member's first name],
Thank you for participating in the interview with [Candidate's name] for the [Job title] position. I’d appreciate it if you could share your feedback on the candidate's performance by [feedback deadline].
Please fill out the interview evaluation form here: [link to feedback form].
Your insights will help us make a final decision, so I appreciate your thoughtful input!
Best regards,
[Your name]
[Your job title]
[Company name]
16. Recruiting event email templates
Template 29: Invitation to recruiting event
Subject: You shouldn’t miss out on joining us for our [Event name] on [date]
Hi [Candidate's first name],
We’ve an incredible news for your growth and learning!
We’re hosting a [recruiting event] on [date] at [Location], and I’d like to personally invite you to attend. This will be a great opportunity to learn more about [Company name], meet with our team, and discuss potential roles.
If you’re interested, please RSVP by [RSVP deadline]. We hope to see you there!
Best regards,
[Your name]
[Your job title]
[Company name]
Template 30: Post-event follow-up with attendees
Subject: Thank you for attending [Event name] at [Company name]
Hi [Candidate's first name],
Thank you for attending [Event name] at [Company name]! We enjoyed meeting you and learning more about your experience and career interests.
If you’d like to explore any current job opportunities or have any follow-up questions, feel free to reply to this email or check out our careers page here: [link to Careers page].
Looking forward to staying in touch!
Best regards,
[Your name]
[Your job title]
[Company name]
In this article, we’ve tried to cover maximum possible instances where you may have to send out emails in a recruiting process. So, it’s safe to say that our list of 30 recruiting email templates can be your all-in-all solution for writing emails this recruiting season.
With little to no customization to add your company persona to the templates, you’ll definitely set the stage high for your employer brand.
Sounds incredible, right? Thank us later!
