Email Template Recruiters

7 Email Templates for Recruiters | Ready to Send

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Recruit CRM Published on Jun 11, 2021

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An important part of being a recruiter is communicating with candidates & clients effectively.

Email is still, by a wide margin, the best way to reach out to both prospective clients & candidates. Trillions of emails get sent every year, but most end up being ignored. To increase the chances of your emails getting replied to, you need great email subjects & messages. This is why we have drafted some awesome free email templates for Recruitment Consultants to use!

Further Resources: 6 sample email templates recruiters can use to keep candidates warm.

For Candidates

1. When Candidates Apply For a Job & You Think They’re A Good Match

Subject: Your Interest In [Job_Title] Role at [Company_Name]

Hey [Candidate_Name],

Thanks for applying. I’ve reviewed your application and feel you would be a great fit for the [Job_Title] role. I would like to schedule an interview with you to take things forward.

Would you be free at [Date/Time] to get on a call? Reply with your phone number and I’ll get back to you.

Best regards,


Sample Email:

Subject: Your Interest In iOS Developer Role at Apple

Hey Ryan,

Thanks for applying.

I’ve reviewed your application and feel you would be a great fit for the iOS Developer role. I would like to schedule an interview with you to take things forward.

Would you be free on 17 Jan 2019 at 9:41 AM to get on a call? Reply with your phone number and I’ll get back to you.

Best regards,


2. Cold Email When You Find A Candidate For A Specific Job

Subject: An opportunity you don’t want to miss!

Hi [Candidate_Name],

Your experience working at [Current_Company] makes you a great fit for the [Job_Title] role at [New_Company_Name] headquarters in New York.

If you’re interested in exploring this opportunity and learning more about the compensation, benefits & culture, reply to this email with your phone number and the time you’d like me to call you.

Look forward to hearing from you!
Best regards,


Sample Email:

Subject: An opportunity you don’t want to miss!

Hi John,

Your experience working at BMW makes you a great fit for the Powertrain Engineer role at Audi headquarters in New York.

If you’re interested in exploring this opportunity and learning more about the compensation, benefits & culture, reply to this email with your phone number and the time you’d like me to call you.

Look forward to hearing from you!
Best regards,


3. Rejecting A Candidate

Subject: Your Job Application To [Job_Title]

Hi [Candidate_Name],

Thank you for taking the time to learn about our company. We really appreciate the work you have put it.

Unfortunately, we will not be going further with your application for the [Job_Title] role because of [Reason].

We will keep in touch and inform you about new opportunities which might be a good fit for you.

We wish you all the best for your career.
Best regards,


Sample Email:

Subject: Your Job Application To Google

Hi Rick,

Thank you for taking the time to learn about our company. We really appreciate the work you have put it.

Unfortunately, we will not be going further with your application for the Android Tech Lead role. We received applications from many more experienced candidates, some with extensive experience in our industry – which you do not have.

We will keep in touch and inform you about new opportunities which might be a good fit for you.

We wish you all the best for your career.
Best regards.

Further Resources: Sample rejection emails recruiters can send candidates


4. Updating Candidates On Their Progress

Subject: Update From [Agency_Name] On Your Job Application

Hey [Candidate_Name]
Hope you are doing well!

Just wanted to give you an update on your application for[Job_Title].Your application has been moved to the [Hiring_Stage] stage.

We will be reaching out to you soon.
Best Regards,


Sample Email:

Subject: Update From Netsky Consultancy On Your Job Application

Hey Mark,
Hope you are doing well!

Just wanted to give you an update on your application for Marketing Manager. Your application has been moved to the Shortlisted stage.

We will be reaching out to you soon.
Best Regards,


For Clients

5. Cold Email To Prospective Clients

Subject:  Do You Want More Candidates?

Hi [Prospect_Name],

I’m [Your_Name] from [Agency_Name]. We specialise in [Your Recruitment Specialisation For Target Type Of Client]. We’ve worked with companies like [Insert 2-3 Clients Here Relative To The Vertical] to [What You have done for that client].

Would you be interested in getting on a quick call to see if we’d be a good fit for your organisation?

Have a great day!


Sample Email:

Subject: Do You Want More Candidates?

Email Body

Hi Rob,

I’m Jessica from Netsky Consultancy. We specialise in IT Recruitment. We’ve worked with companies like Apple, Samsung to provide senior developers.

Would you be interested in getting on a quick call to see if we’d be a good fit for your organisation?

Have a great day!


6. Client Follow up

Subject: Following Up On My Last Message

Hi [Prospect_Name],

I’m reaching out to you again because I’m certain that my firm will be able to get you the candidates that [Company_Name] needs!

Just reply to this email and we’ll take things forward.

We’ve worked with [Similar_Company] and placed X Candidates in [Technical/Executive] Roles. This is why I’m confident that we’ll be able to help [Company_Name] too.

Look forward to working with you!


Sample Email:

Subject: Following Up On My Last Message

Hi Rob,

I’m reaching out to you again because I’m certain that my firm will be able to get you the candidates that Apple needs!

Just reply to this email and we’ll take things forward.

We’ve worked with Samsung and placed 7 Candidates in Executive Roles. This is why I’m confident that we’ll be able to help Apple too.

Look forward to working with you!


7. Submitting Shortlisted Candidates

Subject: Submitting Shortlisted Candidates For [Job_Title]

Hello [Client_Name],

Hope you are doing well!

I’ve shortlisted candidates for [Job_Title]. Please refer to the attachments for the list of candidates. You can give me your feedback by replying to this email.

Best Regards,


Sample Email:

Subject: Submitting Shortlisted Candidates For Project Management

Hello Rob,

Hope you are doing well!

I’ve shortlisted candidates for Project Management. Please refer to the attachments for the list of candidates.

You can give me your feedback by replying to this email.

Best Regards,


Pro Tip: If you are still sending excel files to your clients, maybe you should step up your game and move towards using a recruitment agency software like Recruit CRM.

So instead of sending a static file, you can send a dynamic link of shortlisted candidates and get feedback right into your recruitment database.

Najam Ahmed, from Cloudways, says, "It's best to go with a text-heavy email because it shows that someone took the time to personalise and write the email. Your respondents will care more and will take a keen interest in what you've written."

Read More: 5 tips for writing great recruiting email subject lines.


Since you are still with us, we have some interesting facts for you

  1. Total Number of email accounts: 4.6 billion
  2. Business emails sent/received daily: 212 billion
  3. Business emails sent/received per day per person: 131
  4. Percentage of email SPAM: 45%
  5. Percentage of SPAM that gets delivered: 9%
  6. Percentage of B2B emails that contain marketing messages: 54%
  7. Percentage of consumers who check their email daily: 91%
  8. Percentage of consumers who made a purchase because of an email: 66%
  9. Average click-through rate of B2B marketing emails: 1.7%
  10. Percentage of email opens that occur with two days of sending: 76%

Turn effective emails into templates you can use at scale with Rightinbox’s email template feature. Save time while adding consistency to your email communication.