Do you wish to warm up your job prospects and clients effectively and increase the chances of your emails getting replied to?
Slow down, we can help you out!
Right from candidate sourcing to rejection emails, we have drafted some ready-to-use handy email templates for you.
Ready to use these templates? Just hit the ‘copy’ button and it’s all yours!
Email templates for reaching out to candidates
1. When the perfect candidate applies for a job
Subject: Your interest in [Job_Title] role at [Company_Name]
Hey [Candidate_Name],
Thanks for applying to [Company_Name].
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 on [Date/Time] to get on a call? Reply with your phone number, and I’ll get back to you.
Best regards,
[Your_Name]
2. When you have to send a cold email to a potential candidate
Subject: A work 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].
If you’re interested in exploring this opportunity and learning more about the job role, compensation, benefits, and work culture, reply to this email with your phone number and the time you’d like me to call you.
Looking forward to hearing from you!
Best regards,
[Your_Name]
3. When you have to reject an applicant
Subject: Regarding your job application for [Job_Title] role
Hi [Candidate_Name],
Thank you for taking the time to learn about our company. We really appreciate the efforts you took.
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 that might be a good fit for you.
We wish you all the best in your career.
Best regards,
[Your_Name]
4. When you have to update 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,
[Your_Name]
Pro Tip: Najam Ahmed, from Cloudways, says, “It’s best to go with a text-heavy email because it shows that someone took the time to personalize and write it. Your respondents will care more and will take a keen interest in what you’ve written.”
Recruiter email template to client for effective outreach
5. When you have to send a recruitment agency introduction email to client
Subject: Introduction – [Your Agency Name] can help you hire top talent
Hi [Client Name],
I’m [Your Name], and I run [Your Agency Name], specializing in [industry/niche]. We’ve successfully placed top candidates at [similar companies] and would love to discuss how we can support your hiring goals.
Would you be available for a quick chat this week? Looking forward to connecting.
Best regards,
[Your Name]
6. When you need to use an RTR email sample
When reaching out to potential clients, an RTR (Request to Respond) email can effectively encourage them to respond.
Here’s a sample you can use:
Subject: Quick follow-up on your interest in [Job Title/Service]
Hi [Recipient Name],
I hope you’re doing well! I wanted to follow up on my previous email regarding the [Job Title/Service]. If you’re still interested, please let me know how you’d like to proceed, and we can set up a time to discuss further.
Looking forward to your response.
Best regards,
[Your Name]
7. When you need to send an email to recruitment agency sample
Subject: Inquiry about recruitment services
Hi [Recruitment Agency Name],
I hope this email finds you well. I am [Your Name], and I am currently seeking assistance with [job placement/recruitment services]. With my background in [Industry/Field], I am interested in learning more about your agency’s services.
Would it be possible to schedule a brief conversation to discuss how your agency can support my hiring/job search needs?
I look forward to your response.
Best regards,
[Your Name]
8. When you have to send cold emails to prospective clients
Subject: Do you want to hire stellar candidates?
Hi [Prospect_Name],
I’m [Your_Name] from [Agency_Name]. We specialize 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 organization?
Have a great day!
[Your_Name]
9. When you have to follow up with clients
(You don’t need a separate subject line here, as you will be using the same email thread)
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.
Looking forward to working with you!
Have a great day!
[Your_Name]
10. When you have to submit the 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 below for the list of candidates. Do let me know about your feedback, too.
Best Regards,
[Your_Name]
You can turn these effective emails into templates that you can use at scale with Rightinbox’s email template feature. This will help you save time while adding consistency to your email communication.
Bonus emailing tips for you
- Always personalize your emails
- Automate the emailing process to send bulk emails in no time
- Write attention-grabbing and compelling subject lines
- Ensure your emails are crisp, clear, and straightforward
- Send timely follow-ups
- Use an appropriate signature
- Have a friendly yet professional tone
Happy recruiting!
