This article is part of a larger series on Hiring.
Most communication when hiring new employees occurs via email—a time-consuming process that becomes burdensome when looking into hundreds of applicants. While you want to make each correspondence personal, using recruiting email templates makes your life easier and more efficient by allowing for high-quality and consistent communication.
To help you, we’ve created nine email templates for recruiters that you can download and modify to fit your company’s needs.
Email to Passive Candidate
Email to LinkedIn Connection
Email to Referral
Application Receipt Email
Email to Schedule Interview
Interview Confirmation Email
Interview Follow-up Email
Offer Letter Email
Job Rejection Letter Email
1. Passive Candidates
Cold recruiting involves reaching out to qualified candidates that don’t know you or even your brand. As such, you will need to tell them about your company, the job you think they’d be a good fit for, and the next steps to proceed with the recruitment process. By detailing this clearly in your email to them, they may gain interest enough to respond.
- Tell the candidate how you found them
- Introduce and provide a brief background of your company
- Briefly describe the role and why they’re a good fit
- Ask for a phone call
Click below to download our free passive candidate email template.
Related Article: Ultimate Guide to Recruiting Passive Candidates
2. LinkedIn Connection
One of the simplest ways to find employees is by checking your existing network on social media channels like LinkedIn. Through this platform, you can search for candidates who match your needs. Even if you’re not already connected with a particular candidate, you can still message them. To get your point across without losing interest, it’s important to be concise, especially if the person doesn’t know you.
- Describe how you’re connected
- Be extremely brief
- Ask to speak soon, same day if possible
Click below to download our free email template for LinkedIn connections.
Related Article: How to Post a Job on LinkedIn
Employee referral programs are highly beneficial for companies, as referred employees are more likely to stay in their position, be a better cultural fit, and recommend even more high quality candidates. When reaching out to a referred candidate, be clear when indicating who referred them and why they might be a good fit for your company.
- Name the contact to establish a connection immediately
- Briefly describe what you know about the candidate’s experience
- Ask for a phone call soon to discuss further
Click below to download our free referral email template.
Related Article: How to Create an Employee Referral Program
4. Application Receipt
When a candidate applies to your open position, it’s a good practice to acknowledge the receipt of their application. Besides letting applicants know that their application was properly received, it can also be used to notify them of the next steps of the recruitment process and other important things to expect. However, take note that some job posting sites and free job boards will automatically send an application receipt for you—so make sure you’re not sending two receipt emails.
- Thank them for applying
- Let them know your internal process
- Tell them you’ll let them know one way or the other, but only include this language if you’re going to send rejection emails—more on these below
Click below to download our free job application receipt template.
Related Article: Job Application Form & Best Practices
5. Interview Scheduling
One crucial and time-sensitive step of hiring employees is the scheduling of interviews. When you see an applicant you want to speak to, don’t wait to schedule them for an interview. In today’s job market, high-quality workers are being courted by multiple employers, so you need to act fast. Be decisive, not rash.
- Remind them of the company and position
- Describe the interview format
- Tell them who they’re interviewing with
- Ask for a specific time but also request alternatives if the candidate isn’t available at your preferred time
Click below to download our interview scheduling email template.
Related Article: How to Conduct a Job Interview
6. Interview Confirmation
When an interview is scheduled, always send a confirmation. In this email, you can include information about the interview, like a video call link or address and room number, and more details about the interviewer and your process.
- Confirm the interview date, time, and location
- Include a call in phone number or video call link, if applicable
- Briefly describe the interview agenda
Click below to download our interview confirmation email template.
Related Article: Best Interview Questions for Employers
7. Post-interview Follow-up
Don’t leave candidates hanging, especially if you have a great candidate that just finished their interview. Follow-up within one day of speaking to them—the best candidates are probably already off on another interview, and by sending a follow-up, you keep your company at the front of their minds.
- Detail what impressed you about the candidate or their skills
- Let them know your process and the next steps
- Provide a date they should expect to hear from you
Click below to download our free post-interview follow-up email template.
Related Article: Free Interview Evaluation Forms and Scorecards
8. Offer Letter
When you’ve determined which candidate you want to hire, it’s time to send an offer letter. Your offer letter should describe in full detail everything you’ve agreed to and a discussion of your company benefits. You can create an offer letter and attach it to the email or you can include the offer letter as the text of the email.
- Job details and requirements
- Compensation and benefits
- Offer expiration date
Click below to download our free offer letter email template.
Related Article: What to Include in an Offer Letter
Don’t send this email until you’ve received a signed offer letter from your selected candidate, as you may need to find a different one from the same pool should they decline. While some companies simply ignore rejected candidates, that’s not the best approach. Treat candidates as humans and let them know that you’ve decided to move in a different direction.
- Thank them for their application
- Make your decision clear and final
- Provide a sentence or two of feedback
- Wish them the best
Click below to download our free job rejection letter email template.
Related Article: How To Write a Job Rejection Letter
Effective recruitment management includes giving candidates a pleasant application experience. This means having a streamlined and structured process, including your email correspondence with them. Given that, when drafting your mail, remember to be direct, brief, and clear.
Using recruiting email templates eases your burden as a recruiter. Although we’ve provided the most important details to our template, don’t be afraid to add elements that will establish your employer brand to make your emails stand out from the rest.