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Why Are Well-Crafted Recruiting Emails Important?
A robust recruitment email strategy using recruiting email templates will help build your talent pipeline by keeping candidates engaged and interested throughout the hiring process.
Just as termination letter templates help businesses streamline their dismissal processes, recruiting email templates do the same for hiring by helping you communicate frequently and personally at every stage.
They can also boost your employer branding. Candidates you didn’t hire but had positive experiences during your recruiting process are more likely to reapply in the future.
How to Write an Effective Recruiting Email
What is talent acquisition without effective communication? The process becomes disorganized, leaving candidates feeling ignored and undervalued. Effective recruiting emails help ensure your communications are timely, consistent, and complete for every candidate. Here are some key elements to consider.
Stay True to Your Company’s Brand Voice
Your tone should give candidates a glimpse into what it’s like to work at your company. Be genuine and authentic because honesty builds trust.
Make It Scannable
Use formatting like bullets and bold text to call out key information in your recruiting emails. Remember that formatting may look different depending on the candidate’s email client.
Create Concise Subject Lines
Be clear rather than clever to avoid the junk folder.
Some examples:
- We’re looking for a [Job Title]
- [First Name], we’re hiring
- [Company] is interested in your application.
- Invitation for Video Interview—[Company]
- [Company] Interview Request
Keep the Greeting Personal
“Dear Applicant” isn’t likely to make a personal connection. Use their first name to make a personal connection.
Tell a Story With the Email Body
The beginning of your message should introduce your company and what you’re offering. The middle should provide key details the candidate needs to decide or take action on.
Boost Your Brand in the Email Signature
Include your careers page link, mission statement, or recent “best places to work” award. This information helps to verify your email is legit and not a job scam.
11 Recruiting Email Templates for Every Scenario
Use these templates as a starting point, then customize them to fit your company’s brand voice and culture.
Remember to include enough details to intrigue candidates, including pay transparency and your unique employer value proposition.
1. Cold Candidate Outreach
Subject line: Job Opportunity—[Position Title] at [Company]
Hi [Candidate’s First Name],
I discovered your profile on [How/Where] and wanted to discuss a unique job opportunity.
I work for [Name of Company], and we’re interested in hiring a [Position Title]. Your experience in [Skill/Field] would make you a great fit for this role.
I would love to talk and tell you more about the position. Would you be available for a brief phone call on [Date/Time]?
I look forward to hearing from you soon.
Best,
[Your Name]
[Your Email Signature]
2. Past Candidate
Subject line: New Job Opportunity at [Company]
Hi [Candidate’s First Name],
I hope you’re doing well. You applied to our [Previous Role] back in [Month or Year], and although we went in a different direction then, we kept you at the top of our minds.
A [Position Title] position just opened up at [Name of Company], and given your experience, I think you’d be a great fit.
I would love to discuss the role in greater detail and learn how you’ve been since we last spoke. Would you be available for a brief phone call on [Date/Time]?
I look forward to hearing from you soon.
Best,
[Your Name]
[Your Email Signature]
3. Employee Referral
Subject line: [Position Title] Opportunity—Referred to You by [Name of Contact]
Hi [Candidate’s First Name],
[Contact First and Last Name] kindly gave me your email address. They have great things to say about you and your [Expertise/Experience]. They recommended you for one of our open roles at [Name of Company],
I would love to talk with you and tell you more about the position. If this is of interest to you, please use our scheduling link below to schedule a time to meet.
I look forward to connecting.
Best,
[Your Name]
[Your Email Signature]
4. Application Follow-Up
Subject line: [Name of Company] Received Your Application
Hi [Candidate’s First Name],
Thanks for your interest in the [Position Title] at [Name of Company].
One of our team members will contact you within [Time Frame] to update you on the status of your application.
In the meantime, please visit [Relevant Web Address] to learn more about [Name of Company].
Thank you for considering us as your next career destination.
Best,
[Name of Company] Recruiting Team
[Company Logo]
5. Interview Invitation
Subject line: Invitation for Video Interview—[Company]
Hi [Candidate’s First Name],
Thank you for your interest in joining our team. We want you to meet with the team to discuss the [Position Title] role.
You will meet [ First and Last Name], our [Position Title], for your first interview. We anticipate that this video interview will last 30 minutes.
Please forward the best days and times that work for you next week.
Best,
[Your Name]
[Your Email Signature]
6. Interview Confirmation
Subject line: [Name of Company] Interview Confirmation
Hi [Candidate’s First Name],
We have confirmed your interview with [Name of Interviewer] on [Day, Date] at [Start Time – End Time, Time Zone].
Here’s what you can expect:
[Interview Agenda]
Please plan to discuss your experience and expertise.
The calendar event invitation contains all the relevant interview details. If you have questions, please don’t hesitate to contact us.
For Phone/Video Interviews:
Here is the [meeting link / Video platform / Phone number]. To enter the meeting room, use the [Access code].
For In-Person Interviews:
Our office address is [Company Address]. Please check in with the front desk once you arrive.
Best,
[Your Name]
[Your Email Signature]
7. Interview Reminder
Subject line: Reminder: [Name of Company] Interview [Date/Time]
Hi [Candidate’s First Name],
This is a reminder about your upcoming interview for the [Position Title] role at [Name of Company].
We look forward to meeting you soon! The original calendar event invitation contains all the relevant interview details. If you have questions, please don’t hesitate to let us know.
We wish you the best of luck!!
[Your Name]
[Your Email Signature]
8. Interview Follow-Up
Subject line: [Name of Company] Interview Follow-Up
Hi [Candidate’s First Name],
Thank you for taking the time to chat with us about the [Position Title] role.
[Name of Interviewer] was impressed by your [Expertise/Experience] and enjoyed speaking to you.
We will complete our interviews this week, and you can expect a response from us within [Time Frame].
Thanks again for your time. It was a pleasure to learn more about you!
Best,
[Your Name]
[Your Email Signature]
9. Extend Job Offer
Subject line: Congratulations, Your Offer Letter
Hi [Candidate’s First Name],
Our team was impressed during the interview process, and we are excited to have you join [Name of Company]. We believe your experience and skills will make you an excellent team addition.
Please review the following carefully.
Position
This is a [Temporary/Part-Time/Full-Time] role as [Position Title] at [Name of Company]. You will report to [Name of Direct Manager] in [Department].
As a [Temporary/Part-Time/Full-Time] employee, you will be expected to work [Hours per Week]. Your working hours will be [Start and End Times], with a [Duration] lunch break.
Your first day will be [Date and Time].
Compensation
[Name of Company] will compensate you [Dollars] per [Year, Week, Hour, Etc.] for the stated position.
Benefits
As [Position Title] at [Name of Company], you will receive the following benefits:
Medical Insurance; Dental and Vision Insurance; 401K Matching; Stock Options; 15 Days of PTO; [Add or Remove Benefits]
[Name of Company] also offers employees [List of Perks].
Attached is your complete offer letter. Please indicate your acceptance of this offer by signing the document and emailing it back to me by [Date].
We welcome you to the [Name of Company] team. If you have questions about the attached offer, please contact me at [Phone Number].
Best,
[Your Name]
[Your Email Signature]
10. Rejection Email
Subject line: Your Application for [Position Title] at [Company]
Hi [Candidate’s First Name],
Thank you for applying to our [Position Title] role. We appreciate your interest in [Name of Company].
While we were impressed with your experience, we regret to inform you that we have decided to pursue another candidate with more experience in [ADD HERE].
However, we believe you are a great cultural fit for our organization. We will keep your information on file and contact you if another suitable position becomes available.
We hope you will monitor our career page [Link] for future opportunities and stay connected with us on [Link to Social Profile(s)].
We appreciate your time and interest in working at [Name of Company].
All the Best,
The [Name of Company] Team
[Company Logo]
11. Interview No-Show Follow-Up
Subject Line: Your Interview with [Company]
Hello [Candidate’s First Name],
I’m reaching out about your interview for the [Position Title] position at [Name of Company]. Unfortunately, we didn’t see you at the designated time, and I wanted to ensure everything is okay on your end.
We understand that unexpected circumstances can sometimes arise. If you’re still interested in the role, please let me know, and we’ll try to reschedule the interview.
There is no need to respond if you’ve decided to withdraw your candidacy.
Regardless, we appreciate your interest in working at [Name of Company] and wish you all the best moving forward.
Kind regards,
[Your Name]
Wize Words
Well-crafted recruiting emails can help build a robust talent pipeline and create a stand-out candidate experience. Personalizing each touchpoint and communicating with clarity and encouragement strengthen your employer brand—even if you have to say “no thanks” this time. Equipped with these plug-and-play templates, your HR team can connect with top talent at every stage of the hiring process.
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