You probably already know that email can be a highly effective channel for making contact with prospective candidates, but how much thought are you really putting into the messages you send?
In a competitive market, a poorly crafted recruiting email can annoy busy candidates and reflect poorly on your employer brand, which is the opposite of what you hope to accomplish. A well-crafted recruiting email, on the other hand, can communicate your employer value proposition, inform candidates of your open positions, and convince them they’ll be a great fit as part of your team.
We’ll share ten recruiting email templates you can customize and use to strengthen your application rate and get more accepted offers.
What Is the Purpose of Recruiting Emails?
Recruiting emails are multifaceted. Here are just a few of the things they can help you accomplish.
Source new talent
You may not need recruiting emails if you have a strong pipeline of stellar candidates completing applications regularly. But that’s not the case if you’re like 90% of companies in this market. You have to put in the legwork to find and recruit great candidates actively. Recruiting emails can help you make that initial contact and nurture the relationship.
Maintain candidate engagement
Just because you don’t have a job open right now doesn’t mean you should pass on interacting with talented professionals. Recruiting emails can help you stay in contact with skilled candidates consistently, not just when you’re trying to get them to apply.
Related: The Importance of Candidate Engagement
Prompt candidates to take action
Speed is a crucial asset if you want to out-recruit your biggest competitors. Recruiting emails keep the hiring process moving, reminding candidates about important action items and progressing them efficiently from one phase of the hiring funnel to the next.
10 Recruiting Email Templates to Engage With Top Talent
1. Job opening alert
This recruiting email template is a must-have for active sourcing. It lets you introduce yourself to a candidate and tell them why you think they’re a strong fit for your opening. It ends with a clear call to action for how to take the next step, whether that’s getting on the phone with you to learn more about the role or filling out an application directly.
Template For This Email
Subject line: [Job title] position
[Candidate name],
My name is [recruiter name] and I’m reaching out on behalf of [company name]. I came across your profile and noticed you have strong skills in [name specific skills or experience that caught your attention]. I believe your background aligns well with a new opening we have on our team.
We’re looking for a [job title] who will be responsible for [name primary job duty]. Here’s an overview of the position:
- [Job title]
- [Location]
- [Responsibilities]
- [Experience required]
- [Key benefits/selling points]
Is this an opportunity you’d be interested in? I’d love to set up a short conversation to review the details and answer any questions you might have. Just let me know what time would work best for a call.
If you’d like to apply directly, you can view the full job description and access the application here [link to apply].
Thanks for your time. I look forward to hearing your thoughts!
Best regards,
[Recruiter name]
2. Reconnecting with past candidate
Maybe you’ve already made an initial introduction, but it’s been a while since you last engaged with a candidate. This message will help you rekindle the relationship and get the conversation about your openings going again.
Template For This Email
Subject line: Exciting new opportunities with [company name]
[Candidate name],
I hope this message finds you well. It’s been some time since we last connected. How’s everything going on your end?
I wanted to update you on some exciting developments at [company name]. Since we last spoke, we’ve [insert company news, growth numbers, etc.], and several new positions have opened up on our team. Remembering your background, I thought a couple of them might be of interest.
[Job title 1]
[Brief description]
[Job title 2]
[Brief description]
During our previous interactions, we were impressed with your skills in [mention specific skills] and thought you could be an asset to our organization. If you’re open to discussing either of these positions and other roles that might be a good fit, please let me know when you’re free for a quick call to chat further.
Looking forward to the possibility of reconnecting!
Best,
[Recruiter name]
3. Employee referral
Referrals are one of the most powerful channels to recruit top talent. When you receive one, it’s critical to follow up on it right away. Use this recruiting email template to engage with an employee referral promptly and make a positive first impression.
Template For This Email
Subject line: Referral from [referrer name] – invitation to apply
[Candidate name],
My name is [recruiter name] with [company name]. I’m reaching out because you were highly recommended by [referrer’s name] for the [job title] position we currently have open.
[Referrer’s name] spoke highly of your [cite specific skills or experiences] and believes that you would be a great fit for our team. We’re eager to connect and learn more about your background.
Here are a few key details about the job:
- [Job title]
- [Location]
- [Responsibilities]
- [Experience required]
- [Key benefits/selling points]
If you’re interested in exploring this opportunity, please reply with your current resume and some times you’re available to connect via phone this week.
Thanks for considering bringing your talents to [company name].
Best regards,
[Recruiter name]
4. Thank you for applying
A candidate you’ve sourced has completed an application–wonderful! But don’t kick up your feet just yet. To provide an excellent candidate experience, you need to stay in touch, and that starts with following up right after you’ve seen an application come in to thank the candidate and let them know what they can expect next.
Template For This Email
Subject line: Thanks for applying!
[Candidate name],
I am writing to express my sincere gratitude for completing an application for the [job title] position at [company]. We appreciate your interest in joining our team.
We’re carefully assessing all applications and hope to begin scheduling interviews the week of [date]. In the meantime, please feel free to reach out if you have any questions or need further information about the hiring process. It’s important to us to keep you informed of our progress and next steps.
Thank you once again for considering [company] as your potential employer.
Best,
[Recruiter name]
5. Interview setup
Scheduling interviews is no doubt one of the most tedious parts of a recruiter’s job. Whether you’re doing it manually or using automation to help with scheduling, you can streamline the process by using straightforward, concise scheduling emails.
Template For This Email
Subject line: Invitation to interview – [job title] position
[Candidate name],
Thanks again for applying for our [job title] opening.
After reviewing your application, we believe your skills are a strong fit for the role and are interested in talking further. We’d like to set up a 30-minute interview that will be conducted over Zoom by the hiring manager, [hiring manager’s name].
Here are some available time slots:
- Time slot 1
- Time slot 2
- Time slot 3
Would any of these times work for you? If not, please propose some alternate times you’re available.
We’re eager to learn more about your experiences and how you can contribute to our team.
[Recruiter name]
6. Pre-interview reminder
Keep the pre-interview momentum going–and reduce no-shows–by confirming key details the day before a scheduled interview. This recruiting email template is a prime candidate for automation using your ATS.
Template For This Email
Subject line: Interview confirmation for [day]
[Candidate name],
Just a quick reminder that you’re scheduled for an interview with [interviewer name] on [day] at [time]. The interview will be conducted [over the phone/over video call/at location].
[Provide any important details, like a Zoom link or parking info]
If this time slot no longer works for you, please let us know at your earliest convenience.
We look forward to speaking with you!
[Recruiter name]
7. Interview thank you
Candidates greatly value transparency in the hiring process. One way to give that to them is with regular updates. After completing an interview, send an email thanking the candidate for their time and giving them a clear picture of the timeline for when they can expect to hear back.
Template For This Email
Subject line: Thank you
[Candidate name],
Thank you for taking the time to interview with us for our [job title] opening. Learning more about your skills and background in [insert detail about their candidacy] was a pleasure.
We’re currently in the process of evaluating all candidates and will let you know as soon as we have an update. Our tentative date for wrapping up interviews is [date].
Thank you once again for your enthusiasm about joining the [company name] team.
All best,
[Recruiter name]
8. Action required
There are a few key lag points in the recruiting process: reference checks, background/drug screenings, and pre-employment assessments are among them. Use this email as a gentle nudge to get candidates to complete open action items on their to-do lists so you can keep the hiring process moving.
Template For This Email
Subject line: Important! Action required
[Candidate name],
I hope this message finds you well. I’m reaching out because we’re awaiting an important piece of information to finalize your application for our [job title] opening.
At your earliest convenience, please complete the following action items:
- Action item 1
- Action item 2
- Action item 3
Please reach me at [your phone number] with any questions. Thanks again for your continued interest in working for [company name]!
[Recruiter name]
9. Offer letter
A strong offer letter is important in sealing the deal with your candidates of choice. The perfect offer letter conveys warmth and enthusiasm while clearly communicating your unique value proposition.
Template For This Email
Subject line: Job offer – [job title] position with [company name]
[Candidate name],
It’s my pleasure to inform you that we would like to extend an offer for the position of [job title] with [company name].
We were thoroughly impressed with the qualifications, experience, and enthusiasm you demonstrated throughout the hiring process, and we believe you could make a meaningful impact on our team.
Here are the key details of the offer:
- Job title
- Location
- Salary
- Start date
- Benefit highlights (sign-on bonus, retirement contributions, insurance eligibility, etc.)
You will find full details in the formal offer letter attached. Please note that this offer is contingent upon completing [any additional requirements, such as background or reference checks].
We understand that you may need some time to review the offer, and are happy to answer any questions. Kindly inform us of your decision by [decision date].
Once again, thank you for your interest in [company name]. We look forward to the prospect of having you on the team!
Warmly,
[Recruiter name]
10. Rejection letter
It’s never pleasant to let a candidate know they’ve been rejected. However, a mindfully written rejection letter can tactfully deliver the news while preserving the positive employer brand you’ve worked hard to build.
Template For This Email
Subject line: Update on your application with [company name]
[Candidate name],
We are grateful for your interest in the [job title] position with [company name] and for your time and effort in the interview process.
After careful consideration, we regret to inform you that we have chosen not to move forward with your application. We received interest from many qualified candidates, and the decision-making process was challenging. Please know that this decision in no way reflects on your skills or experiences, which we found impressive, and we welcome you to apply with us again in the future. You can stay informed about openings on our careers page at [link].
We hope you find an opportunity that aligns with your qualifications and career goals. We look forward to the possibility that our paths may cross again in the future.
All best,
[Recruiter name]
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Tips for Writing Effective Recruiting Emails
Write straightforward subject lines
Ensure your emails are opened by using direct language that makes the content of your message obvious, like ‘New opening – [job title]’ or ‘Interview with [company name].’
Use a consistent voice
The language and tone of your messages should be the same from one email to the next, and they should be aligned with your employer brand. Having one person write and/or edit all of your email templates is a great way to promote consistency.
Personalize your message
While automating your recruiting messages can save time, it can also lead to emails that feel stale and impersonal. Avoid this by incorporating personalization into your messaging. For example, customize your initial outreach email with unique details from the candidate’s LinkedIn profile that make it clear you’re speaking to them individually, not just mass emailing candidates.
Related: Best Recruiting Messages to Enhance Your Candidate Outreach
Optimize for mobile devices
Use simple formatting that won’t get cut off or skewed on a smaller screen. Test your emails using various devices to make sure they look picture-perfect no matter where the candidate is viewing them.
Provide additional opportunities to engage
Support your email messaging by adding engaging content like videos, employee testimonials, and blog posts. This way, even if a candidate isn’t ready to apply today, they can still take another step in learning more about your company and building the trust that leads to the most fruitful recruiting relationships.
