Free Email Templates for Recruiters

 

12 efficient email templates in English that saves you time in hiring!

Use these recruiting email templates when hiring: reach out to make a job offer, reject a job candidate and invite candidates for a job interview.

 

Disclaimer: The following email templates should only act as guidelines. Select and edit the parts that apply to your company. SamuiDaily.com will not assume legal liability for the accuracy of any information provided in whole or in part within these articles.

 

Sourcing Email Templates

First Outreach With Referral

Subject: Hi [ candidate’s name ], [ referrer’s name ] said you’re awesome. Interested in new work by any chance?

Content:

Hi [ candidate’s name ],

You friend [ referrer’s name ] works for the team at [ your company ]. [ Referrer’s name ] has been here for [ the time the referrer has worked ] now and he/she enjoys it much. He/she says you are awesome. We like awesome people, we like working with awesome people, and we are hiring a lot of them. So I would like to reach out to you and say hi.

[ Explain what your company does in one sentence ]. The role is [ explain what the open position is about in one sentence, make it interesting ]. You can read more about it here: [ link to the open position on your careers site ].

I would love to tell you more about the role and what we are up to if you are interested. Let me know!

Thanks,

[ Your name ]

[ Your email ]
[ Your phone number ]
[ The link to the job’s page on your careers site ]

First Outreach Without Referral

Subject: Hi [ candidate’s name ], interested in new work by any chance?

Content:

Hi [ candidate’s name ],

I see on your profile that you did [ their past role that relates to the open position ] for [ the company where they did that role ] before joining [ their next company ] to work on [ their project at that company that relates to the open position ].

I used to work at [ the same company/ a relevant company ] too, and I see that we know [ a mutual connection ] and [ another mutual connection ] in common.

My name is [ your name ] and I am [ your current role ] at [ your company ]. [ Explain what your company does in one sentence ]. Based on your profile, I thought your experience [ their relevant past work ] would be very relevant for some of the challenges we are facing. We are [ your company’s mission ], and we believe that [ the problem/feature you think they’re interested in solving/building ] would help further our mission of [ rephrase your company mission ].

I would love to have a brief chat to tell you more about what we are up to. We can call, meet for coffee, whatever works best for you. Let me know!

Thanks,

[ Your name ]

[ Your email ]
[ Your phone number ]
[ The link to the job’s page on your careers site ]

Second Outreach If No Response

Content:

Hi [ candidate’s name ],

I reached out to you the other day regarding the open position [ the position’s name ] at [ your company ], which I want to follow up.

I don’t email everyone. You were personally recommended as a top player by your friend [ referrer’s name ], and we’re all about connecting the top players together.

Would you like to connect?

Thanks,

[ Your name ]

[ Your email ]
[ Your phone number ]
[ Your careers site’s link ]

Reply To “I’m interested”

Content:

Hi [ candidate’s name ],

Thanks for getting back to me!

I would love to have a brief chat to tell you more about what we are up to. We can call, meet for coffee, whatever works best for you. Let me know!

Thanks,

[ Your name ]

[ Your email ]
[ Your phone number ]
[ Your careers site’s link ]

Reply To “No, thanks”

Content:

Hi [ candidate’s name ],

Thanks for getting back to me.

Too bad it’s not you this time, but if you know anyone who might be interested, please point them in my direction. Here is the job description: [ link to the job description on the careers site ]

Thanks again!

[ Your name ]

[ Your email ]
[ Your phone number ]
[ Your careers site’s link ]

 

Short Listing Email Templates

Reply To Applicants

Content:

Hi [ candidate’s name ],

Thanks for your application to [ your company ].

I would like to confirm that we have received your application in good order.

You will hear back from us by [ insert the ending date of the short-listing stage ].

If you have any questions regarding your application, feel free to email us at [ your email address ] or call us at [ your phone number ].

Regards,

[ Your name ]

[ Your email ]
[ Your phone number ]
[ Your careers site’s link ]

Reply To Unqualified Candidates (after Short-listing)

Content:

Hi [ candidate’s name ],

Thank you for your application to [ your company ].

We do not think there is a great fit at this very moment, but I encourage you to keep an eye on our careers site [ link to your careers site ], keep us updated, and consider re-applying as your skills and contributions to [ the type of project your company is working on ] grow and expand.

Cheers,

[ Your name ]

P.S. We want to learn and improve your candidate experience. Would you help by giving us feedback? [ link to your survey here ]

[ Your email ]
[ Your phone number ]
[ Your careers site’s link ]

 

Phone Screening Email Templates

Invitation To Phone Screening

Content:

Hi [ candidate’s name ],

Thank you for applying for the [ name of the role ] role at [ your company’s name ]. I would love to learn more about you. Would you like to set up a time for a [ insert minute ] phone call?

Would [ insert day ] or [ insert another day ] work for you? Let me know before [ insert the time and date of the response deadline ] and I’ll send you a calendar invite.

Looking forward to speaking with you.

[ Your name ]

[ Your email ]
[ Your phone number ]
[ Your careers site’s link ]

Reply To Unqualified Candidates (after Phone Screening)

Content:

Hi [ candidate’s name ],

Thank you for taking the time to chat.

There are a number of things that I like about your application, unfortunately I do not think that is a great fit at this very moment. I would encourage you to keep an eye on our careers site [ link to your careers site ], keep us updated, and consider re-applying as your skills and contributions to [ the type of project your company is working on ] grow and expand.

I am happy to answer your questions if you would like any specific feedback about your application.

All the best!

[ Your name ]

P.S. We want to learn and improve your candidate experience. Would you help by giving us feedback? [ link to your survey here ]

[ Your email ]
[ Your phone number ]
[ Your careers site’s link ]

 

 

 

Interviewing Email Templates

Invitation To Interviewing

Content:

Hi [ candidate’s name ],

I like a couple of things about your experience and how you present it.

I would be happy if you could come by the office for an interview. Would [ insert day ] or [ insert another day ] work for you?

Here is the interview agenda:

[ insert the agenda of the interview ]

Our office is located at [ the address of your office ]. You can reach there by [ information about public transport and/or car route, including parking options ].

Thanks,

[ Your name ]

[ Your email ]
[ Your phone number ]
[ Your careers site’s link ]

Reply To Unqualified Candidates (after Interviewing)


Content:

Hi [ candidate’s name ],

Thank you so much for the interview. We really appreciate it.

There are a number of things that I like about your application, unfortunately I do not think there is a great fit at this very moment. I would encourage you to keep an eye on our careers site [ link to your careers site ], keep us updated, and consider re-applying as your skills and contributions to [ the type of project your company is working on ] grow and expand.

I am happy to answer your questions if you would like any specific feedback about your application or interviews.

All the best!

[ Your name ]

P.S. We want to learn and improve your candidate experience. Would you help by giving us feedback? [ link to your survey here ]

[ Your email ]
[ Your phone number ]
[ Your careers site’s link ]

 

Job Offering Email Templates

Job Offer

Content:

Hi [ candidate’s name ],

It was our pleasure to meet and get to know you.

We would like to offer you a position at [ your company ] as [ the role ], with the following compensations and benefits:

[ list of salary, health care, insurance, office equipment, vacation days, etc. ]

Your expected starting date is [ date ].

This offer is valid until [ date ]. To accept the offer, you just need to [ insert what candidates need to do in order to accept the offer ]. If you have any questions, feel free to reply to this email or call [ employee name ] on [ employee phone number ].

We are looking forward to having you as a team member and helping you reach your full potential at [ your company ].

Regards,

[ Your name ]

[ Your email ]
[ Your phone number ]
[ Your careers site’s link ]


 

Any template missing? Feel free to tell us and we will happily add it.

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