Do you know what all successful recruitment processes have in common? They set up effective communication with candidates, which reduces the risk of missing out on talent and helps you stand out as an employer of choice. Indeed, you need to communicate often and appropriately with potential recruits through frequent emails. Here are recruitment email templates to send to your candidates throughout the recruitment process!
1) Confirmation of receipt
The email confirming receipt of an application is an essential part of your communication strategy. It will help you avoid multiple mailings and follow-ups with candidates, and get your recruitment process off to a good start.
Example #1
Subject: Confirmation of receipt of your application
Hello (first and last name of applicant),
Thank you for taking the time to send us your application for the position of (job title) at (company name).
We confirm receipt of your application and will review it over the next few weeks. We will get back to you by email to inform you of our decision.
Please do not hesitate to contact us if you have any questions.
Best regards,
(signature)
Example #2
Subject: We have received your application for (job title)
Hello (first and last name of applicant),
Thank you for taking the time to send us your application for the position of (job title) at (company name). We confirm receipt of your application and will review it in the next few weeks.
We will get back to you by email to inform you of our decision.
If your application is selected, here’s what you can expect for the next steps:
– Preliminary interview of approximately thirty (30) minutes by telephone or videoconference;
– Interview with the manager lasting approximately one (1) hour, in person or via videoconference;
– Follow-up to confirm your interest and final details of your application, if necessary;
– Verbal offer from manager;
– Signing of employment contract;
– Start of the onboarding process.
In the meantime, we invite you to learn more about (company name + website link).
Don’t hesitate to contact us if you have any questions.
Best regards,
(signature)
Reasons why we love these recruiting emails
Brief and reassuring: these are two qualities your confirmation email should showcase. It can also quickly outline the next steps in the recruitment process, so that if the candidate is selected, they immediately know what to expect, saving you time later on.
2) Interview scheduling email
As soon as you’ve decided to select a candidate to go further in the hiring process, you should send an email to express your interest to the candidate concerned. You need to communicate with them as soon as possible to avoid risking them choosing another opportunity.
Example #1
Subject: Meeting appointment for the position of (job title)
Hello (candidate’s first name),
Thank you for your interest in the position of (job title). We are interested in hearing from you!
When would you be available to discuss by phone this week or next?
Thank you and have a nice day.
(signature)
Example #2
Subject: Availability for an interview for the position of (job title)
Hello (candidate’s first name),
Thank you for your interest in the position of (job title). We are interested in your application and would like to meet you!
Could you tell us when you would be available for an interview this week?
In preparation for our interview, you can read the job description and do some research on our company to answer a few questions. Don’t hesitate to contact us if you need any further information to help you prepare.
Thanks again for your interest, and see you soon!
(signature)
Reasons why we love these recruiting emails
From this point on in the hiring process, communication can become a little more informal to establish a dialogue with the candidate and determine if they are a culture fit for the team and the company. Interview scheduling emails should be concise, unless you want to share documents and questions beforehand.
3) Candidate follow-up email
If you’re a recruiter, you’ve probably already experienced a situation in which candidates don’t respond to the first appointment-setting email. They may be in contact with other recruiters, or your email may have gone unnoticed in their inbox. So it’s time to get back to your favorite candidate!
Example #1
Subject: Meeting request for the position of (job title)
Hello (candidate’s first name),
How are you?
I’m coming back to you to see if you have read my previous message about the (job title) position for (company name).
If you are still looking for new opportunities, or are simply curious to know more, we could discuss it over the next few days. Otherwise, I wish you all the best in your future endeavors.
Feel free to let me know your availability so that we can meet or talk by phone.
Thanks in advance for your attention. I look forward to hearing from you!
Have a nice day ☀️
(signature)
Example #2
Subject: We are interested in your profile!
Hello (candidate’s first name),
“Perseverance is the nobility of obstinacy.”
I am not trying to be obstinate with this second message, but rather to persevere for the chance to get in touch with you!
The world moves fast these days, so I completely understand that you haven’t had time to reply. However, I’m coming back to you because I’m really interested in your profile.
If you’re not currently looking for new professional opportunities, I wish you a lot of success and the best of luck! Otherwise, if you’re looking for a job, or if you’re simply curious to learn more about this opportunity, I think we can have a nice chat together.
What do you think? Feel free to let me know when you are available so that we can meet in the next few days.
Thanks in advance for your attention. I look forward to hearing from you!
(signature)
Reasons why we love these recruiting emails
A simple follow-up email can make all the difference in the world, and help you hire the right person for the position. Even if the candidate is no longer interested or available to meet you, it’s always worth keeping in touch to discuss new opportunities in the future.
4) Rejection of application email
While it’s essential to get in touch quickly with selected talents, you should also follow up with candidates who have not been considered for the position. There’s no need to go into too much detail: just be polite and tactful with these email templates.
Example #1
Subject: Follow-up to your application
Hello (candidate’s first and last name),
Following your application for the position of (job title) at (company name), we would like to take the time to follow up with you.
Despite your skills, it is with regret that we must inform you that your application has not been considered for the position.
With your permission, we will keep your application so that we can contact you to share other opportunities in the future.
We thank you for your interest in our company, and wish you every success in your job search.
Have a nice day,
(signature)
Example #2
Subject: Follow-up to your application
Hello (candidate’s first and last name),
We would like to thank you for your interest in the position of (position name) for (company name).
After careful consideration of your profile, we regret to inform you that we have finally selected another candidate for the position. This was not an easy decision to make, as we have received a large number of highly qualified applications.
We encourage you to keep checking our Careers page for new opportunities. We wish you all the best for your future endeavors.
Best regards,
(signature)
Reasons why we love these recruiting emails
Many of us have experienced the discouraging feeling of being ignored by companies after applying for a position. A response, even a negative one, is always appreciated by candidates and brings transparency to your recruitment process. It’s also a good way to improve your employer brand and build healthy relationships with candidates who may join your company in the future.
5) Promise of employment email
Now that you’ve finally found the perfect candidate for the job, it’s time to send a promise of employment to your future hire before organizing an effective onboarding process.
Example #1
Subject: Promise of employment for the position of (job title) for (company name)
We are delighted to offer you a promise of employment for the position of (job title) for (company name). We’re convinced that your skills, experience and personality make you the ideal candidate to join our team, and we look forward to welcoming you!
Here are the details of the job offer, which you can also find enclosed:
Job title: (job title)
Department: (department name)
Start date: (starting date)
Salary: (specify salary offered)
Benefits: (list benefits and other useful information)
Before you take up your new position, we will need you to sign some important documents. You will receive an email from the HR department in the next few days with all the necessary information. If you have any questions about the details of the job offer, please don’t hesitate to contact me.
We look forward to meeting you and working with you!
See you soon,
(signature)
Example #2
Subject: Promise of employment for the position of (job title) for (company name)
Following our discussions, we are pleased to send you a promise of employment for the position of (job title) for (company name). Your profile, your experience and our previous discussions convinced us that you would be the best asset for our team! We look forward to meeting you officially and starting our collaboration with you.
Here are the details of the job offer, which you can also find enclosed:
Job title: (job title)
Department: (department name)
Start date: (starting date)
Salary: (specify salary offered)
Benefits: (list benefits and other useful information)
The Human Resources Department will get back to you with all the documents you need to complete before your official arrival date. We’ll also contact you to give you an idea of what to expect on your first day and during your first few weeks with us. In the meantime, don’t hesitate to contact us if you have any questions!
We look forward to working with you,
(signature)
Reasons why we love these recruiting emails
At this stage, effective administrative management becomes crucial, and you need to make sure that onboarding documents are duly signed. The promise of employment email represents the beginning of an important communication to inform the new employee and ensure that their arrival at the company runs smoothly.
Now that you’ve established effective communication with your potential recruits, don’t forget to do the same during their onboarding by sending them welcome emails. And if you’re feeling a little overwhelmed by the number of emails you need to send out to all your candidates, don’t forget that you can automate the sending of these emails with applicant tracking software (ATS)!
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