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Recruit CRM Published on May 13, 2021

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Communication is vital if you want to maintain a proper relationship with your candidates and clients. Unfortunately, G2, in a survey, has stated that about 52% of candidates don’t receive any form of communication from recruiters about two to three months after applying. This is bound to create a negative candidate experience urging them to not apply for open positions again at the same company. Therefore, the importance of recruiting email templates now increases, and recruiters must note down specific email templates essential for their day-to-day tasks. The best email templates are always within reach. All you’ve got to do is look for it in the right place!

Sample Email Templates For Recruiters

We’ve got some of the best recruiting email templates for you to help your candidates remain engaged and informed at every single stage of the hiring cycle.

I. Candidate Email Templates

1. Candidate Introduction Email

Subject line: {Contact_Company_Name} is looking for a {Job_Name}

Hi {Candidate_First_Name},

This is [Your_Name], and I work as a [Your Job_Title] at {Contact_Company_Name}. I came across your profile on [e.g. LinkedIn or GitHub], and I must say that I was impressed by your experience in [add specific field or achievement that caught your eye].

Here at {Contact_Company_Name}, we are always looking to collaborate with people who’d like to work with one of our clients [X, Y, Z companies].

[If you’re hiring for a niche role, it’s best to specify details about the position, for e.g. We are looking for a [Job_Title – add a link to the job description] to work with one of our clients.

I’d be more than happy to tell you about this role and learn a few things about you too.

Are you available sometime this week? [include date and time] If so, I’d be happy to set up a call. Of course, I’m also excited to coordinate via email or LinkedIn as well, according to your preference.

I hope you have a great day.

[Signature]

2. Candidate Warming Up Email

Subject line: Your application at {Contact_Company_Name} for the {Job_Name} position

Hi {Candidate_First_Name}

I hope this email finds you well. I wanted to update you about the status of your job application for the {Job_Name} position.

[Hiring Manager_Name] is currently reviewing all applications, and we’re expecting to schedule on-site interviews by the end of the following week. I will get back to you again as soon as I have any information.

Please feel free to reach out to me via email or at [e.g. 1-444-555-2222] if you have any questions.

All the best,

[Signature]

Read More: 7 best email templates for agency recruiters

3. Email To Passive Candidates

Subject line: {Contact_Company_Name} is looking for a {Job_Name}

Hi {Candidate_First_Name}

I am [Your_Name]. I came across came across your profile on [e.g. LinkedIn or GitHub], and I was honestly impressed by your experience in [add a specific field or any form of achievement that grabbed your eye].

We are at present looking for a [Job_Title – add a link to the job description] to join our team/our Client’s team. I’d love to inform you more about this position and learn a few things about you as well. Are you available [include Date and Time or a period, e.g. ‘sometime this week’]? If so, I’d be happy to set up a call. I’m also glad to coordinate via email or LinkedIn if you prefer.

I hope you have a great day.

[Signature]

4. Interview Follow-Up

Subject line: Interview with {Contact_Company_Name} / Interview for {Job_Name} at {Contact_Company_Name}

Hi {Candidate_First_Name},

We had scheduled [a few hours ago [at 11 am], but you didn’t make it. I hope everything is well.

Could you kindly let me know if you’re still curious about the {Job_Name} role? If yes then we can reschedule the interview. Otherwise, I’ll be erasing your information from our recruitment database.

Thank you,

[Signature]

5. Talk About References

Subject line: [Reference] referred you for [Job_Name]

Hello {Candidate_First_Name},

I was working with [Reference_Name], helping them [any form of job-related/recruiting activity], and they informed me about your [Referred_Candidate_Role] experience.

I’ve worked with [Reference_Name] for a while, and we’ve talked quite a bit about career goals. So this is where I like to start: learning what you want from your career, so I’m not showing you jobs you absolutely will not be interested in.

As of now, I’m working with a [Client_Company_Industry] company doing [Client_Company_Focus] work, and I believe it could be a good match for you [Add the job details here].

If you are interested in this then kindly let me know, and I can set you up with an interview because of how highly you are recommended by [Reference_Name].

If this [Referred_Candidate_Role] opportunity is not what you're looking for right now, let me know of your interests.

Thanks,

[Signature]

6. Email To Previous Candidates About Exciting New Job Opportunities

Subject Line: Are you interested in a new job opportunity with {Contact_Company_Name}?

Dear {Candidate_First_Name},

I am [Name, Job_Title, Company_Name]. I am not sure if you recollect, but we had met [Approximate Time Ago] when you applied for [Job_Title] at [Contact_Company_Name].

I also told you last time that we would keep your resume in our database and reach out to you whenever the first need arises. So, here I am, reaching back to you because we have a new job opening [Job_Title].

I firmly believe that your skills and experience would make you the perfect candidate for this position.

Would you be available for a quick chat [Include Date And Time] to talk about this exciting opportunity?

If this time doesn’t work for you, please suggest a suitable time, and I will give my best to adjust accordingly.

Have a great day ahead, and hoping to hear back from you soon!

[Signature]

7. Inviting Candidates For Their First Interview Round

Subject Line: Greetings From {Contact_Company_Name}! You’ve been shortlisted for the first interview round!

Dear [Candidate_First_Name],

After carefully reviewing your application, we were taken aback by your great set of skills and work experience. Therefore, I am happy to invite you for a job interview [At The Company Office/Via Phone/Video Call] to get to discuss things in person and answer any relevant questions that you might have.

The interview shouldn't take more than [X_Minutes] and will be led by [Name_Of_Interviewer, Position_At_Company].

Here are a few days and time options that are available for you:

[Monday- Date, Time]

[Wednesday- Date, Time]

[Thursday- Date, Time]

Please let me know which of the above options work the best for you.

I am looking forward to meeting you.

All the best for your interview!

[Signature]


8. Inviting Candidates For Their Second Interview Round

Subject Line: Greetings from {Contact_Company_Name} again! You’ve been selected for the second interview round!

Dear [Candidate_First_Name],

We want to appreciate you again for applying for the [Job_Title] position at our company.

After your last interview round, we were incredibly impressed with your set of skills and relevant work experience. So I am happy to invite you for the second interview round [At The Company Office/Via Phone/Video Call] to get to discuss things further and understand if you’re the best fit for our company.

The interview shouldn't take more than [X_Minutes] and will be led by [Name_Of_Interviewer, Position_At_Company].

In case you accept this invitation, here are a few days and time options that are available for you:

[Tuesday- Date, Time]

[Thursday- Date, Time]

[Friday- Date, Time]

Please let me know which of the above options work the best for you.

I am looking forward to meeting you again!

All the best for your second interview round.

[Signature]

9. Job Interview Feedback Email

Subject Line: Hi {Candidate_First_Name}. We are looking forward to an interview feedback.

Dear [Candidate_Name]

I am reaching out to you to ask you for feedback about the [Candidate_Company_Name] interview process.

As candidate experience is significant to us, your feedback would be of great value. There are a few short questions in the survey that won’t take more than 5 minutes for you to answer.

Here is the [link] to the survey.

I appreciate any help you can provide.

[Signature]

10. Candidate Evaluation Email

Subject Line: Evaluation test from {Candidate_Company_Name} for your position.

Dear [Candidate_First_Name]

Thank you for taking the time to apply for the position of [Candidate_Job_Title].

We want to invite you to complete an assignment for the next round of our selection phase.

Please find the assignment attached to this mail below. The primary objective of this assignment is to gauge your skills, give us an idea of how you approach tasks relevant to your position and provide us with some points we could further discuss upon.

We would really like it if you could return your assignment to us [date and time].

I am looking forward to talking to you soon.

All the best!

Regards,

[Signature]

11. Rejection Email

Subject Line: We’re terribly sorry…

Hi [Candidate_Name],

We want to thank you again for applying for the [Job_Title] position at our company. We can notice that you have put a lot of effort into your application.

However, we regret to inform you that although your CV is very impressive, we are looking for a candidate with a different skillset and work experience.

If a position that might fit your skills open up in the future at our company, I will personally get in touch with you.

We wish you the best of luck with your future endeavours.

Kind regards,

[Signature]

Read More: Sample rejection emails recruiters can send candidates

12. Candidate Job Offer Email

Subject Line: Congratulations {Candidate_First_Name}! You have been offered the role of {Candidate_Job_title} at {Candidate_Company_Name}!

Dear [Candidate_First_Name]

We have been highly impressed with your background and interview rounds. Therefore, we would like to formally offer you the position of [Candidate_Job_Title].

This is a [full/part] time position [mention the working days and hours] with an annual CTC of [X amount].

You will be reporting to the head of the [Department_Name] department. We expect you to start from [date].

There’s a document enclosed with this mail below. Please take a look and give us a call at [Phone_Number] if you have any related queries.

Congratulations on your new journey with [Candidate_Company_Name]!

Kind Regards,

[Signature]

13. Rejection Email

Subject Line: We’re terribly sorry…

Hi [Candidate_Name],

We want to thank you again for applying for the [Job_Title] position at our company. We can notice that you have put a lot of effort into your application.

However, we regret to inform you that although your CV is very impressive, we are looking for a candidate with a different skillset and work experience.

If a position that might fit your skills open up in the future at our company, I will personally get in touch with you.

We wish you the best of luck with your future endeavours.

Kind regards,

[Signature]

Read More: Sample rejection emails recruiters can send candidates

14. Candidate Job Offer Email

Subject Line: Congratulations {Candidate_First_Name}! You have been offered the role of {Candidate_Job_title} at {Candidate_Company_Name}!

Dear [Candidate_First_Name]

We have been highly impressed with your background and interview rounds. Therefore, we would like to formally offer you the position of [Candidate_Job_Title].

This is a [full/part] time position [mention the working days and hours] with an annual CTC of [X amount].

You will be reporting to the head of the [Department_Name] department. We expect you to start from [date].

There’s a document enclosed with this mail below. Please take a look and give us a call at [Phone_Number] if you have any related queries.

Congratulations on your new journey with [Candidate_Company_Name]!

Kind Regards,

[Signature]

15. Candidate Onboarding Email

Subject Line: Greetings from {Candidate_Company_Name}! Welcome Onboard {Candidate_First_Name}.

Dear [Candidate_First_Name]

We are all very excited to welcome you aboard!

As agreed, your start date is [Date], and we expect you to be at our office by [Time]. Please note that our dress code is generally [Casual/ Business Casual].

We’ve organised your first days to help you settle in our company correctly. You can find more details in the attached schedule.

Kind Regards,

[Signature]

recruiting email templates

II. Client Email Templates

1. Subject line: Beautiful careers page; I can help with the unfilled roles!

Hi [Contact_Name],

I was sifting through your company careers page, excellent job on the page, by the way, it looks very slick, and I found quite a few open technical roles.

At [Agency], we specialise in hiring front-end engineers.

We’ve worked with [Clients], and I think we’d be able to offer you a lot of value, in terms of money and service.

I have a few candidates that I think would be perfect for [Job_Name]. Would you mind if I send the details over?

I am looking forward to hearing from you soon.

[Signature]

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

2. Subject Line: My plan to fill your open roles

Hey [Contact_Name],

I have a terrific plan that I can explain you in the next 10 minutes, which can help {contact_company_name} fill all your open roles.

I recently used a similar idea to help our client {contact_company_name} build a world-class sales team.

[Contact_Name], let’s schedule a quick 10-minute call so I can share this plan with you.

When works best for you?

[Signature]

3. Subject Line: Rockstar marketers for {Contact_Company_Name}

Hey [Contact_Name],

I am a big fan of what you’re doing over at {Contact_Company_Name}.

I saw that you have a few marketing roles that have been open for over six weeks. I have ten rockstar marketers that would be perfect - do you mind if I send them your way?

[Signature]

4. Subject Line: 3 ways [Agency] can help {Contact_Company_Name}

Hey [Contact_Name],

I’m a director at [Agency]. I’ll keep this short. There are three ways we can help you:

  1. We specialise in C-Level marketing recruiting, so I’m confident we can help you fill your VP Marketing role
  2. We have taken the liberty of finding three candidates that would be a great fit so that you can move faster than usual
  3. We have a proven track record. You can verify this by asking [Reference_Name]

I’d love to work with you; as soon as you give me the green light, we can talk about the next steps...

[Signature]

Read More: Understanding the basics of cold emails

5. Subject Line: We can help you fill some empty BD roles…

Hi [Contact_Name]

We’ve noticed that [Contact_Company_Name] has seen significant growth in the last quarter. At [Agency], we specialise in recruiting top class sales talent for major B2B firms.

Here are some of the firms where we have placed great sales leaders:

a. Salesforce,

b. Oracle

c. Nutanix

d. Siemens, and so on.

We have archives of recognising top sales talent, resulting in 75% of our placements hitting 125% of the quota in their first year.

I would love to have a chat with you to learn more about your recruiting strategies for this quarter and discern how we can help you build your A-plus team.

Do let me know if you’d be up for a quick chat tomorrow at, say, 5 pm?

Kind regards,

[Signature]

6. Subject Line: {Mutual_Connection_Name} wanted me to get in touch.

Dear [Contact_Name]

[Mutual_Connection_Name] recommended that I connect with you.

I currently work at [Agency], and we have recently helped [Company_Name] hire for a similar role to the [Job_Position] that you are currently recruiting for.

I’m thereby getting in touch to see if you’d be interested in having a quick chat to see if I can grant you the same service?

I am flexible with my availability. Let me know the Date and Time that works for you.

Kind Regards,

[Signature]

Let us know in the comments below if our recruiting email templates were helpful to you. For more such sample email templates, you can visit this link.