Did you know that 81% of candidates state that recruiters who provide regular updates on the hiring process improve the candidate experience?

Of course, no one has the time to draft so many emails for hundreds of candidates manually. 

That’s why we’ve designed these email templates for recruiters like you, to help you save time while ensuring your outreach remains engaging, informative, and tailored to each candidate. 

From application acknowledgments to post-interview follow-ups, get ready to enhance your candidate experience and keep your pipeline warm! 

Keeping candidates warm and why it’s important

a recruiter keeping a candidate engaged through email templates for recruiters.

In the fast-paced world of recruiting, where countless resumes flood your applicant tracking system and CRM, recruiters must understand the importance of keeping candidates warm throughout the hiring process. 

But what does it mean to keep candidates warm, and why is it so vital?

Keeping candidates warm refers to maintaining regular communication and engagement with applicants at various stages of the hiring process. It’s about treating applicants as valued individuals and ensuring they feel informed and involved in a great candidate experience. 

Here are three reasons why nurturing candidates is crucial to the recruitment process:

  1. Helps build a positive candidate experience: Every interaction leaves an impression, and by keeping candidates warm, recruiters create a lasting impression of professionalism, care, and respect. Candidates who feel valued and respected are more likely to positively perceive the company, even if they are not selected for the position.
  2. Nurturing relationships for future openings: A candidate may not be the perfect fit for a current role but may be an ideal match for a future opportunity. By maintaining a warm connection, recruiters cultivate a talent pool of passive candidates who are more likely to consider future openings with the company.
  3. Strengthens the employer brand: Word of mouth spreads quickly, and candidates with a positive hiring experience will likely share their impressions with others. This enhances the company’s reputation as an employer of choice, attracting top talent in the long run.

To help you create a positive impression through regular communication with your candidates, keep reading for sample email templates ready for your use. 

Just hit the ‘copy’ button, and the templates are all yours!

5 email templates to use for candidate engagement 

1. Receiving a candidate’s application or resume

Subject line: Thank you for choosing [Company_name]!

Hi [Candidate_name],

Thank you for applying for the [Job_title] position at [Company_name]. We appreciate your interest in joining our team.

We have received your application/resume and wanted to express our gratitude for considering [Company_name]. Our team is currently reviewing all applications/resumes, and if your profile aligns with our requirements, we will reach out to you for further steps.

In the meantime, feel free to explore our website to learn more about our mission and values. If you have any questions, please don’t hesitate to reach out.

Thank you again for your interest in [Company_name]. We wish you all the best!

Kind regards,


2. Status update on the hiring process

Subject line: Update on your job application for [Company_name]

Hi [Candidate_first_name],

I hope this email finds you well.

We have received a large number of job applications and are currently in the process of reviewing them thoroughly. Our team is carefully evaluating each candidate’s qualifications and experience to find the best fit. We appreciate your patience as we go through this process.

We will notify all applicants of our decision after completing the review. If your qualifications align with our requirements, we will reach out to you directly for the next steps.

You can expect a follow-up email or phone call by [timeframe]. 

Thank you for your interest in [Company_name], and we look forward to potential opportunities in the future.

Best regards,


3. Follow-up email after an interview round

Subject line: Thank you for interviewing with [Company Name]

Hi [Candidate_first_name],

This is [Your_name] from [Company_name], and I wanted to express our appreciation for your time and effort in the interview process for the [Job_title] position. 

We thoroughly enjoyed speaking with you and learning more about your skills, experiences, and passion for your work. Your qualifications stood out, and we believe you would be a valuable addition to our team.

Please note that we are currently evaluating all candidates and finalizing our decision. We kindly ask for your patience for a little longer. We will provide an update on our decision as soon as possible.

Once again, thank you for your interest in [Company_name], and we look forward to potentially working together in the future.

Best regards,


4. Delays in the hiring process

Subject line: Update on your hiring process with [Company_name]

Hi [Candidate_first_name],

Thank you for applying to [Company_name] for the [Job_title] position. 

This is to inform you that due to unforeseen circumstances, we’re experiencing delays in the evaluation and decision-making process in our hiring process. We apologize for any inconvenience this may cause and assure you that we are working diligently to complete the process as soon as possible.

Your candidacy continues to be of interest to us, and we’ll be sure to notify you of our decision as soon as we have completed our evaluation.

Thank you for your patience. If you have any questions, please don’t hesitate to reach out.

Kind regards,


5. Requesting additional information or references

Subject line: Help us learn more about you! Additional info needed

Hi [Candidate_first_name],

Thank you for your interest in the [Job_title] position at [Company_name]. We appreciate your application/resume and the time invested in our selection process.

As we near the final stages of evaluation, we kindly request the following personal details:

  • [Specific information needed, e.g., project details, certifications, or skills]

Your prompt response is invaluable as we finalize our decision-making process. If you have any questions, please feel free to reach out to us.

Thank you for your cooperation and enthusiasm. We are excited to learn more about you!

Best regards,


5 warm email templates to use when sourcing candidates

email templates for recruiters

1. Using instances of previous informal conversations

Subject Line: We have an opening for you closer to your new loft

Hi [Candidate_first_name],

I am [Your_name], a recruiter from [Company_name]. I hope you don’t mind the check-in!

We met around two months before you went on 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 measure. As a result, we presently have another opening for a [Job_title] close to 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,


2. Mentioning references

Subject: [Employee_name] shared your profile with us!

Hi [Candidate_first_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,


Tip: Employee referral programs could be a solid source for new candidates! So make good use of an appropriate email format for your inward reference demand email. 

3. Candidate outreach for referrals

Subject: We’re searching for a [Job_title] at [Company_name]

Hi [Candidate_first_name],

We hope this email finds you well. 

[Company_name] is currently searching for a [Job_title] to join their team, and we would like to know if you know a peer who comprehends [Candidate prerequisites] and has insight in [Candidate skill set]. 

If you have anyone in mind who might make the best candidate, please share their name, contact information, and resume.

We appreciate your cooperation with us! Please don’t hesitate to reply. 

Warm regards,


4. An exclusive invitation to join your recruitment agency’s candidate community

Subject line: Join our [Company_name]’s exclusive community of candidates!

Hi [Candidate_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 get select news about the business, different projects we are dealing with, career advice directly from our senior recruiters, and new job openings you might be willing to apply to.

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,


5. Personalised recruitment email

Subject Line: [Company_name] has an open position for you!

Hi [Candidate_first_name],

I came across your profile on [Platform] and was highly impressed with your work experience. [Company_name] is hoping to hire a [Job_title] for their team, and I see that you have a remarkable experience in [Candidate niche], which is exactly what our hiring team is on the lookout for!

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,


When you use these templates, don’t forget to personalize the templates to each candidate and maintain regular communication throughout the hiring process. Remember to showcase your company’s culture and values to help candidates envision themselves as part of your team. 

Incorporating a QR code using a dynamic QR code generator in an email could also be a good additional feature to try if you want your candidates to scan any data.

With these tips and our templates in hand, you’ll foster solid connections, enhance your candidate experience, and ultimately attract top talent. 

Check out some more resources on email templates for you and your recruitment peers: