Whether it’s dating or recruiting, ghosting slips away the best ones!
You might be busy with your internal processes, but if you don’t keep your candidates warm, they won’t wait for you.
Read this blog to understand what this really means, the best practices, and 12+ email templates that won’t let you lose the chance.
How does keeping candidates warm matter?
Candidates might lose interest if you do not actively update or engage them. Therefore, it’s important to contact them even if the results aren’t confirmed yet.
Here are a few reasons why it matters:
- Prevents candidate drop-off: Keeping candidates updated is necessary to prevent them from dropping out of the process.
- Increases hiring speed: When you keep candidates engaged, it is more likely that they will respond instantly, which could help you hire faster.
- Enhances candidate experience: A simple “we’re still reviewing” or “we’ll update you soon” can go a long way! Clear communication can make applicants feel valued and provide a good candidate experience.
- Future-proofs your hiring needs: A candidate lacking some skills today can be a potential employee tomorrow. Stay in touch to build your talent pool.
- Builds your employer brand: Your brand reviews matter, and keeping candidates warm can leave a positive impression.
12+ email templates to keep candidates warm throughout the hiring process!
1. Personalized candidate outreach email
Subject line: [Company name] has an open position for you!
Hi [Candidate’s name],
I came across your profile on [Platform] and was highly impressed with your work experience. [Company name] is seeking a [Job title] to join their team, and I noticed that you have remarkable experience in [Candidate niche], which aligns perfectly with our hiring team’s requirements.
I’d love to discuss this opportunity in more detail, so in case you’re keen on hearing more, feel free to respond to this email, or you can reach out to me at: [Phone number] [LinkedIn profile]
Maybe we can chat sometime next week?
Looking forward to hearing from you!
Kind regards,
[Your name]
2. “Thank you for applying” email
Subject line: Thank you for applying to [Company name]Dear [Candidate’s name],
Thank you for applying for the [Job title] position at [Company name].
We’re glad to inform you that we’ve received your application.
However, we’ll get back to you after reviewing more applications.
In case you’re selected, the next step will be a quick interview regarding this position.
We wish you luck!
Best regards,
[Your name]
3. Requesting a resume from the candidate
Subject line: Request for your resume – [Job title] at [Company name]Dear [Candidate’s name]
I hope you’re doing well.
I appreciate your interest in the [Job title] at [Company name]. We’ve gone through your application and want to move forward.
To help us proceed, please send your updated resume as soon as possible.
The resume should include all the updated details, such as your recent experience, education, interests, and skills.
Please attach it directly to this email.
If you have any questions, feel free to reach out.
Looking forward to hearing from you soon.
Best Regards,
[Your name]
4. Reply after receiving a resume from the candidate
Subject line: Thank you for submitting your resume for [Job title]
Greetings!
Thank you for sending your resume for the [Job title] position at [Company name]. We have received your resume and are in the process of reviewing it.
Our company is reviewing multiple applications, and we will contact you if you are shortlisted. We appreciate your patience.
If you have any questions or need further assistance, stay in touch.
Kind regards,
[Your name]
5. Updating a shortlisted candidate after receiving their resume
Subject line: Moving forward with your application [Job title] at [Company name]Dear [Candidate’s name],
We’re pleased to inform you that you have been shortlisted for the next stage of the hiring process.
We will get in touch with you soon!
Thanks & regards
[Your name]
6. Scheduling a candidate interview email template
Subject line: Interview invitation for [Job title] at [Company name]Hi [Candidate’s name],
I appreciate your interest in the [Job title] at [Company name]. We are impressed with your qualifications and would like to move ahead with the further application process.
We would like to schedule an interview with you to gain a deeper understanding of your education, expertise, and experience.
Please let us know when you are available. The interview will be conducted [virtual/in-person] and will last approximately [mention minutes].
Thanks for your time!
Warm regards,
[Your name]
7. Follow-up after the interview template
Hi [Candidate’s name],I hope you’re doing well. Thank you again for your time for the interview.We’re still undergoing the review process. We’ll get back to you as soon as we make a decision.
We appreciate your patience.
In case you have any doubts, feel free to reach out.
Thanks & regards,
[Your name]
8. Sending an email to confirm the position
Subject line: Congratulations, you’re selected for the position [Job title] at [Company name]Congratulations,[Candidate’s name],
I’m happy to inform you that you have been selected for the position [Job title] at [Company name]. We are very impressed with your qualifications and are thrilled to have you on board.
Next, we’ll provide you with all the necessary details required to confirm your availability regarding your start date, onboarding details, or any other information.
Please feel free to reach out if you have any doubts.
We are looking forward to having you onboard and the contributions you’ll make!
Best regards,
[Your name]
9. Polite rejection email template
Subject line: Thank you for 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]. After careful consideration and reviewing multiple applications, we have decided not to move forward with your application.
We truly appreciate the effort you put into this position.
Thank you again for your time, and we wish you luck for your future endeavours.
Best regards,
[Your name]
10. Candidate outreach email for referrals
Subject line: Request for referrals for [Job title] at [Company name]Dear [Candidate’s name],
I hope you’re doing well. I am reaching out to you in case you know someone in your network who could be an excellent fit for this role [Job position] at [Company name].
We are looking for someone who has [mention skills you’re looking for].
If anyone comes to your mind, please reply to this email and send their profile.
Thank you, and let me know if you have any doubts.
Best regards,
[Your name]
11. Document verification email
Subject line: Document verification for [Job title] applicationGreetings!
Congratulations on your position [Job title] at [Company name]. As part of the process, we’d like you to send the documents mentioned below for further verification and background check steps:
- [Document 1]
- [Document 2]
- [Document 3]
Please make sure the information is correct and all the documents are up to date.
We appreciate your prompt response and look forward to moving with your application.
Best regards,
[Your name]
12. Request for references email
Subject line: Request for professional references – [Job title] applicationDear [Candidate’s name],
I hope you’re doing well. As a part of the process, please provide us with a few professional references.
Kindly share their names, contact information, email address, and your relationship with them. The references should be former managers, colleagues, or clients who can talk about your qualifications and work behaviour.
If you have any questions, feel free to reach out.
Best regards,
[Your name]
13. Update on hiring process email
Subject line: Update on hiring process for your job application at [Company name]Dear [Candidate’s name],
I hope this email finds you well. I am writing to provide an update on the hiring process for your job application at [Company name] for [Job position]. Due to [mention the reason], the process has been delayed.
We truly appreciate your patience and time with us. We understand and assure you that we will keep you updated in case there is any change.
If you need any assistance, feel free to reach out.
Thanks & regards
[Your name]
14. Follow-up after rejection email (potential employee in the future)
Subject line: Keeping you in mind for future rolesGreetings, [Candidate’s name],
I hope this email finds you well. Thank you again for your interest in [Job position] at [Company name]. While we’ve decided to move forward with another candidate, we are impressed with your skills and qualifications.
We believe you could be a great fit for future opportunities and would love to stay in touch with you.
If you’re open to this, we’d be more than happy to reach out to you first for the job opening in the future.
Thanks once again for your time and patience.
Best regards,
[Your name]
15. Using instances of previous informal conversations
Subject line: We have an opening for you closer to your new loftHi [Candidate’s name],
I am [Your name], a recruiter from [Company name].
I hope you don’t mind the check-in!
We met approximately two months before you began your job search for [Job title]. I recollect you were searching for another loft around then. How did the house chase go?
Even though we chose to proceed with a more experienced competitor, my hiring manager was really intrigued by both your plan aptitudes and your uplifting demeanor during the interview.
As a result, we currently have another opening for a [Job title] that closely matches your profile.
If you’re interested, I’d love to give you some more insights concerning the role. Looking forward to hearing from you soon.
Warm regards,
[Your name]
16. Mentioning references
Subject line: [Employee name] shared your profile with us. Hi [Candidate’s name],
[Company name] is looking for potential candidates for their [Job title] role, and [Employee name] referenced that you may be a decent fit.
From what I have seen in your [LinkedIn] profile, you have an amazing foundation in [Candidate skill set], and you’ve done some fascinating things in the [Candidate specialization] domain, which is our need for this new role.
At [Company name], we’re continually searching for more extraordinary individuals like [Employee name], so we’d love to become more acquainted with you.
Please do reach out to us if you ever get the opportunity!
Kind regards,
[Your name]
17. Invitation to join your recruitment agency’s community
Hi [Candidate’s first name], This is [Your name], a recruiter from [Company name], and I welcome you to join our community, which we have created exclusively for candidates like you! As an individual from our organization, you will receive select news about the business, updates on the various projects we are involved in, career advice directly from our senior recruiters, and new job openings that might interest you.
We would love to have you a part of this network, and we hope you find it fulfilling.
If you have any queries, don’t hesitate to respond to this email.
[Call-to-action]: Join our community here: [Link]
Don’t forget to follow our social media for more updates! [Social media details]
Best Regards,
[Your name]
Frequently asked questions
1. What makes a great email template for candidate engagement?
Emails are the primary source of communication.
However, to convey your message as appropriately as possible, you need to add your own touch to it. It needs to be personalized, clear, and timely.
It shouldn’t feel boring or spontaneous to read. It should evoke interest and make the candidate feel valued. Avoid using jargon, AI-driven words, and generic language.
Tailor the message to ensure each individual understands it.
2. How do I personalize my emails without sounding too informal?
Here are a few tips you can use not to sound informal:
- Avoid the use of casual language such as “I’m gonna” or ‘I gotta”.
- Balance the tone: It should be a mix of a friendly, professional, and conversational approach.
- Use their name thoughtfully, for example, you can start the email with “Hi [Name]”, “Hello [Name]”, etc.
- Be polite, empathetic, and considerate.
- Mention something specific from your interaction.
- Add a personal touch.
3. What are some of the common mistakes to avoid while sending warm-up emails?
To make your emails worth reading, keep in mind these mistakes and avoid them next time.
- Sending emails at the wrong time: Avoid sending your emails at odd hours like midnight, early morning, or holiday hours.
- Being too generic: Stop sending the same email to multiple candidates. It reflects your efforts and could determine them as impersonal. Personalize by including the candidate’s experiences, skills, interests, hobbies, and other relevant details.
- Not following up: Never stop updating the candidates. Stay in touch with them throughout the process to make sure they do not lose interest.
- Too much focus on the job position: Make your emails a little chill. Do not just talk about the position; highlight the company culture, values, etc., to give them a glimpse of what’s coming next.
- Being too pushy: Avoid creating unnecessary pressure on candidates. Give them a chance to understand and react.
Blog summary
In this blog, you’ll understand the importance of keeping the candidates warm and engaged throughout the hiring process. This blog outlines 12+ email templates for various steps during the process and best practices to maintain their interest.
Give it a read and excel in the game of engagement.
