20+ Recruiting Email Templates For Recruiters to Win

Khyati Sagar

Senior Writer

recruiting email templates for recruiters guide

Recruiting top talent can be a challenging task, but having effective recruitment email templates can make the process easier. Whether you’re reaching out to passive candidates or engaging with active applicants, a well-crafted email can make a significant difference. Moreover, according to a study, the first recruiting email in a drip has an open rate of 61.4%; hence, it should be highly impactful. With the use of recruiting templates, you can connect better with your potential candidates.

In this blog post, we’ll provide you with a collection of free recruiting email templates designed to help you win over candidates and enhance your recruitment efforts.

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Pro-tip

Personalize your hiring email templates to each candidate whenever possible, demonstrating genuine interest and understanding of their background. Keep your emails concise and focused, highlighting the most relevant information to capture the candidate's attention effectively.

20+ FREE Recruiting Email Templates to Win Candidates

Discover a collection of 20+ free, expertly crafted recruiting email templates designed to help you effectively engage and win over top candidates throughout the recruitment process. Streamline your communication and elevate your recruitment efforts with these best recruiting email templates.

1. Candidate Sourcing Email Templates

A. Introduction Templates

Type of email: Introduction Templates

Exciting Opportunity at [Company Name]

Hi [Candidate’s Name],

I hope this email finds you well. I’m reaching out from [Company Name] with an exciting opportunity that I believe aligns perfectly with your skills and experience. We are currently looking for a [Job Title] to join our team, and I believe you could be a great fit.

Please let me know if you’re interested and available for a chat to discuss this opportunity further.

Best regards,

[Your Name]

[Your Contact Information]

 
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B. Engagement Templates for Candidates

Type of email: Engagement Templates for Candidates

Subject Line: Quick Follow-Up Regarding Your Application

Hi {first name of client},

I wanted to follow up on your recent application for the [Job Title] position at [Company Name]. We were impressed with your background and would love to schedule a call to discuss your application further. Please let me know your availability for a quick chat.

Looking forward to hearing from you.

Best regards,

[Your Name]

[Your Contact Information]

C. Templates for Passive Candidates

Type of email: Templates for Passive Candidates

Subject Line: Exploring Opportunities at [Company Name]

Hi [Candidate’s Name],

I hope this email finds you well. I’m reaching out from [Company Name] as we’re always on the lookout for top talent in [Candidate’s Industry/Field]. While you may not be actively seeking a new opportunity, I wanted to share some information about [Company Name] and see if you’d be interested in exploring potential opportunities with us.

If you’re open to a quick conversation, please let me know your availability.

Best regards,

[Your Name]

[Your Contact Information]

D. Templates for Re-engaging Inactive Candidates

Type of email: Templates for Re-engaging Inactive Candidates

Subject Line: Reconnect and Explore New Opportunities

Hi [Candidate’s Name],

It’s been a while since we last connected, and I wanted to reach out to see how you’re doing. We have some exciting new opportunities at [Company Name] that I believe could be a great fit for your skills and experience.

If you’re interested in exploring these opportunities, please let me know your availability for a quick call.

Best regards,

[Your Name]

[Your Contact Information]

2. Job Interview Email Templates

A. Interview Scheduling Email

Type of email: Interview Scheduling Email

Subject Line: Invitation for Interview at [Company Name]

Dear [Candidate’s Name],

Congratulations on making it to the next stage of our recruitment process! We’re impressed with your qualifications and would like to invite you for an interview for the [Job Title] position at [Company Name].

Please see the details below:

Date: [Interview Date]

Time: [Interview Time]

Location: [Interview Location/Zoom Link]

Please confirm your attendance by replying to this email at your earliest convenience.

We look forward to meeting you.

Best regards,

[Your Name]

[Your Contact Information]

B. Interview Availability Email

Type of email: Interview Availability Email

Subject Line: Interview Availability Confirmation

Dear [Candidate’s Name],

We’re excited to move forward with your interview process for the [Job Title] position at [Company Name]. Could you please provide us with your availability for the upcoming week so we can schedule the interview accordingly?

Looking forward to hearing from you soon.

Best regards,

[Your Name]

[Your Contact Information]

C. Interview Reminder Email

Type of email: Interview Reminder Email

Subject Line: Reminder: Interview Tomorrow at [Company Name]

Hi [Candidate’s Name],

Just a friendly reminder that you have an interview scheduled for tomorrow for the [Job Title] position at [Company Name]. We’re looking forward to meeting you and discussing your qualifications further.

Please let us know if you have any questions or need any additional information before the interview.

Best regards,

[Your Name]

[Your Contact Information]

D. Job Interview Feedback Email

Type of email: Job Interview Feedback Email

Subject Line: Feedback Request: Interview for [Job Title] Position

Dear [Interviewer’s Name],

Thank you for taking the time to interview [Candidate’s Name] for the [Job Title] position at [Company Name]. We value your input and would appreciate your feedback on the candidate’s suitability for the role.

Please provide your feedback on the candidate’s strengths, areas for development, and overall fit for our team.

Thank you for your time and assistance.

Best regards,

[Your Name]

[Your Contact Information]

E. Second Interview Confirmation Email

Type of email: Second Interview Confirmation Email

Subject Line: Confirmation: Second Interview at [Company Name]

Dear [Interviewer’s Name],

Congratulations on successfully completing the first round of interviews for the [Job Title] position at [Company Name]. We were impressed with your qualifications and would like to invite you for a second interview.

Please see the details below:

Date: [Second Interview Date]

Time: [Second Interview Time]

Location: [Second Interview Location/Zoom Link]

Please confirm your attendance by replying to this email.

We look forward to seeing you again.

Best regards,

[Your Name]

[Your Contact Information]

E. Interview Cancellation Email

Type of email: Interview Cancellation Email

Subject Line: Cancellation of Interview for [Job Title] Position

Hi [Candidate’s Name],

Unfortunately, we need to cancel the interview scheduled for [Interview Date] for the [Job Title] position at [Company Name]. We apologize for any inconvenience this may cause.

We will reach out to you shortly to reschedule the interview.

Thank you for your understanding.

Best regards,

[Your Name]

[Your Contact Information]

F. Interview Reschedule Email

Type of email: Interview Reschedule Email

Subject Line: Rescheduling of Interview for [Job Title] Position

Hi [Candidate’s Name],

Due to unforeseen circumstances, we need to reschedule the interview for the [Job Title] position at [Company Name]. We apologize for any inconvenience this may cause and appreciate your understanding.

Please see the updated details below:

New Date: [New Interview Date]

New Time: [New Interview Time]

New Location: [New Interview Location/Zoom Link]

Please confirm your availability for the new schedule.

We look forward to meeting you.

Best regards,

[Your Name]

[Your Contact Information]

3. Background Check Email Templates

A. Background Check Consent Request Email

Type of email: Background Check Consent Request Email

Subject Line: Background Check Consent Request for [Candidate’s Name]

Dear [Candidate’s Name],

As part of our standard hiring process, we conduct background checks on all candidates who receive a job offer at [Company Name]. Before we proceed with the background check process, we require your consent.

Please review the attached background check authorization form, fill it out, and return it to us at your earliest convenience. If you have any questions or concerns regarding the background check process, please don’t hesitate to contact us.

Thank you for your cooperation.

Best regards,

[Your Name]

[Your Contact Information]

B. Background Check In Progress Notification Email

Type of email: Background Check In Progress Notification Email

Subject Line: Background Check in Progress for [Candidate’s Name]

Dear [Candidate’s Name],

I hope this email finds you well. I wanted to inform you that we have initiated the background check process for your application at [Company Name]. Our background check provider will be contacting you shortly to complete the necessary steps.

Please let us know if you have any questions or need any assistance during this process. We appreciate your cooperation and look forward to potentially welcoming you to our team.

Best regards,

[Your Name]

[Your Contact Information]

C. Background Check Results Notification Email

Type of email: Background Check Results Notification Email

Subject Line: Background Check Results for [Candidate’s Name]

Dear [Candidate’s Name],

I hope this email finds you well. I wanted to inform you that we have received the results of your background check for the [Job Title] position at [Company Name]. The background check report indicates that you have successfully passed the check.

We are pleased to move forward with your application and would like to discuss the next steps of your onboarding process. Please let us know your availability for a brief call or meeting to discuss the details.

Congratulations, and we look forward to potentially having you join our team.

Best regards,

[Your Name]

[Your Contact Information]

4. Email Templates for Candidate Rejection

A. Standard Rejection Email

Type of email: Standard Rejection Email

Subject Line: Update on Your Application at [Company Name]

Dear [Candidate’s Name],

Thank you for taking the time to apply for the [Job Title] position at [Company Name]. We truly appreciate your interest in joining our team.

After careful consideration, we regret to inform you that we have decided not to move forward with your application at this time. Please know that this decision was not easy, as we received many qualified applications.

We appreciate the effort you put into your application and want to thank you for considering a career with [Company Name]. We wish you all the best in your future endeavors.

Best regards,

[Your Name]

[Your Contact Information]

B. Application Not Selected for Interview

Type of email: Application Not Selected for Interview

Subject Line: Update on Your Application at [Company Name]

Dear [Candidate’s Name],

Thank you for applying for the [Job Title] position at [Company Name]. We appreciate your interest in our company.

After reviewing your application, we have decided not to move forward with your candidacy at this time. While we were impressed with your qualifications, we have selected other candidates whose skills and experience more closely align with our current needs.

We want to thank you for your interest in joining our team and wish you success in your job search.

Best regards,

[Your Name]

[Your Contact Information]

C. Post-Interview Rejection Email

Type of email: Post-Interview Rejection Email

Subject Line: Update on Your Application at [Company Name]

Dear [Candidate’s Name],

Thank you for taking the time to interview for the [Job Title] position at [Company Name]. We appreciate the opportunity to learn more about you and your qualifications.

After careful consideration, we have decided not to move forward with your application. While we were impressed with your skills and experience, we have selected another candidate who we believe is the best fit for the role.

We want to thank you for your interest in our company and for considering a career with us. We wish you all the best in your future endeavors.

Best regards,

[Your Name]

[Your Contact Information]

5. Email Templates for Candidate Selection

 A. Offer Letter Email

Type of email: Offer Letter Email

Subject Line: Job Offer from [Company Name] for [Job Title] Position

Dear [Candidate’s Name],

I am pleased to offer you the position of [Job Title] at [Company Name]. We were impressed with your qualifications and experience, and we believe that you will be a valuable addition to our team.

Please find attached the formal offer letter, which outlines the terms and conditions of your employment, including salary, benefits, and start date. We kindly ask you to review the offer carefully and let us know if you have any questions or require any clarifications.

We are excited about the possibility of you joining our team and look forward to your positive response.

Best regards,

[Your Name]

[Your Contact Information]

B. Acceptance Confirmation Recruiting Letter Template

Type of email: Acceptance Confirmation Recruiting Letter Template

Subject Line: Update on Your Application at [Company Name]

Dear [Candidate’s Name],

Thank you for your interest in the [Job Title] position at [Company Name]. After careful consideration, we regret to inform you that we have decided not to move forward with your application at this time.

While we were impressed with your qualifications, we have selected another candidate who we believe is the best fit for the role. We want to thank you for your time and effort throughout the interview process and wish you the best of luck in your future endeavors.

Thank you once again for considering a career with [Company Name].

Best regards,

[Your Name]

[Your Contact Information]

6. Client Communication Templates

A. Introduction Email Templates

Type of email: Introduction Email Templates

Subject Line: Introduction to [Client Name]

Dear [Candidate’s Name],

I hope this email finds you well. My name is [Your Name], and I am reaching out from [Your Company Name]. I wanted to introduce myself and express my excitement about the opportunity to work with you.

At [Your Company Name], we specialize in [Your Company’s Services/Products]. We believe that our expertise and dedication to excellence can help [Client’s Company Name] achieve its goals.

I would love to schedule a call or meeting to discuss how we can best support your needs. Please let me know your availability, and I will coordinate a time that works for you.

Looking forward to hearing from you.

Best regards,

[Your Name]

[Your Contact Information]

B. Follow-Up Email Templates

Type of email: Follow-Up Email Templates

Subject Line: Circling Back on Our Meeting

Dear [Candidate’s Name],

I hope this email finds you well. I wanted to follow up on our recent meeting to discuss [Specific Topic/Project]. It was a pleasure meeting with you and learning more about [Client’s Company Name].

I believe that our services can greatly benefit [Client’s Company Name], and I am excited about the possibility of working together. Please let me know if you have any further questions or if there is anything else you would like to discuss.

Looking forward to your response.

Best regards,

[Your Name]

[Your Contact Information]

C. Appointment Request Email Templates

Type of email: Appointment Request Email Templates

Subject Line: Meeting Request

Dear [Client Name],

I hope this email finds you well. I am writing to request a meeting to discuss [Specific Topic/Project]. I believe that a meeting would be beneficial to both parties and would allow us to explore potential collaboration opportunities.

Please let me know your availability for a meeting, and I will coordinate a time that works for both of us.

Thank you for considering my request. I look forward to hearing from you.

Best regards,

[Your Name]

[Your Contact Information]

D. Email Templates for Sharing Candidate Lists

Type of email: Email Templates for Sharing Candidate Lists

Subject Line: Potential Candidates for Your Review

Dear [Client Name],

I hope this email finds you well. As discussed, I have attached a list of potential candidates for the [Job Title/Position] at [Client’s Company Name].

Please review the list and let me know if any of the candidates stand out to you. I am happy to provide more information or schedule interviews with any of the candidates you are interested in.

Looking forward to your feedback.

Best regards,

[Your Name]

[Your Contact Information]

E. Email Templates for Sharing Resumes

Type of email: Email Templates for Sharing Resumes

Subject Line: Resumes of Potential Candidates

Dear [Client Name],

I hope this email finds you well. Attached, please find the resumes of potential candidates for the [Job Title/Position] at [Client’s Company Name].

Please review the resumes and let me know if any of the candidates are of interest to you. I am available to provide more information or schedule interviews as needed.

Looking forward to your feedback.

Best regards,

[Your Name]

[Your Contact Information]


Conclusion

From sourcing and scheduling interviews to providing feedback and extending job offers, these recruiting email examples and templates are designed to help you communicate professionally and efficiently. By using these templates, you can ensure that your communication with candidates is clear, consistent, and respectful, ultimately leading to a positive candidate experience.

Remember, personalized communication tailored to the individual candidate is key to building a strong employer brand and attracting top talent.

Frequently Asked Questions

Recruiting email templates are pre-written messages for various recruitment stages, like candidate sourcing and interview scheduling, ensuring consistent and efficient communication.

Using recruiting email templates saves time, maintains professionalism, and helps recruiters focus on other tasks.

Measure effectiveness through metrics like open rate, click-through rate, response rate, and conversion rate, which indicate engagement and success in moving candidates through the recruiting process. Adjustments can then be made to improve template impact.

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