Email drafting taking up all your time?
These 40+ customizable recruiting email templates are designed to fast-track your workflow.
Hit “copy,” and it’s all yours!
How to write a recruiting email?
Crafting an effective recruitment email requires a blend of personalization, clarity, and engagement. Here’s how you can achieve that:
1. Craft a compelling subject line
- Be specific and personal: Use the candidate’s name and the job title or a key benefit to immediately capture interest.
- Create urgency or excitement: Phrases like “Exclusive opportunity” or “Your next career move” can entice candidates to open the email.
2. Make the first impression count
- Say it with their name: Directly addressing the candidate fosters a personal connection from the get-go.
- Avoid clichés: Skip overused openings like “Dear applicant” to make the message feel more personal.
3. Introduce yourself & the organization
- Who you are: Share your name and role, but keep it brief and engaging.
- Company snapshot: Share a glimpse into the company’s culture, achievements, or what sets it apart.
4. Explain why you’re in their inbox
- Highlight their qualifications: Point out specific aspects of their background or work that caught your eye.
- Mutual connections: Mention any mutual connections or references, if applicable.
5. Detail the job opportunity
- Role overview: Provide a clear outline of the job responsibilities and their importance to the company.
- Why it’s special (the USP): Emphasize what makes this opportunity exciting or unique.
6. Personalize the pitch
- What’s in it for them: Match the benefits of the position to the candidate’s career goals or interests.
- Growth opportunities: Highlight potential for development, learning experiences, or unique aspects of the company culture.
7. Include a clear call to action
- Clear next steps: Make it crystal clear what you want them to do next, like setting up a chat.
- Alternative contacts: Offer additional ways to get in touch, like a phone number or LinkedIn profile.
8. Sign off professionally
- Closing: End your email with a professional sign-off and include your full name, job title, and contact details.
- Postscript: Add a P.S. to highlight an additional detail or reminder, making your email more memorable.
9. Proofread & test your email
- Accuracy check: Triple-check for typos and clarity in messaging. Use a mail tester to ensure your emails have a high deliverability rate and avoid common issues like landing in spam folders.
- Formatting: Send a test email to check for formatting issues and that all links are functional.
10. Always follow up
- Friendly reminder: If you haven’t received a response in a week, send a polite follow-up to express continued interest.
Bonus tips:
- Leverage email tracking tools for insights on open rates and to test different email strategies.
- Keep your email approach fresh by incorporating feedback and adapting to the changing job market.
Candidate sourcing email templates
With hundreds of emails competing for candidate attention, there is a good chance your emails may never even be read, let alone responded to. To help improve your chances, consider using an email subject line generation tool. Here are a few email templates we have compiled that have a high chance of getting a reply.
1. Templates for introduction
When to send: Ideal for initial contact with potential candidates. Send after identifying prospects through LinkedIn, job boards, or referrals, aiming to introduce yourself and the opportunity.
I. Subject line: Interested in joining the team at [Client_company_name]?
Hi [Candidate_first_name],
I am [Your_name], and I work as an agency recruiter at [Your_company_name]. I came across your profile on [Website/platform], and I was really impressed by your experience in [Field of expertise or achievement that caught your eye].
At [Client_company_name], they are always looking to grow their team with talented people and achieve greater things together!
[Include specific information about the position or company]I am currently looking for a [Job_title] to join their team. I would love to collaborate and share more about this position and learn a few things about you as well.
If you’re interested, it would be great to connect!
Let me know if you are available during [Mention a specific date/time]. If so, I’d be happy to set up a phone call/video conference.
I’m also happy to coordinate via email or LinkedIn if you prefer.
I hope you have a great day!
Best wishes,
[Your_name] [Signature]II. Subject line: [Candidate_first_name], interested in joining the team at [Client_company_name]?
Hi [Candidate_first_name],
I’m [Your_name] from [Your_company_name]. Hope you don’t mind the outreach; I found your details through [Platform/website].
It looks like you’ve had some great experience with [Skillset/industry/company] which is what compelled me to email you.
I am looking for a [Job_title] and need someone with an experience similar to yours.
Over the years at my client’s company, [Client_company_name], they have been able to [mention company details and/or achievements]. They would love to expand their team and hence are looking for a candidate who can [Mention job role/responsibilities in brief].
I am hoping that you would be interested in this opportunity. If not, would you be willing to connect me with one or two colleagues with similar professional backgrounds as yourself?
Either way, we look forward to hearing back from you.
Take care, and have a great day ahead!
Best wishes,
[Your_name] [Signature]2. Templates for keeping candidates engaged
When to send: Use these after an initial positive interaction. Keep the communication warm and ongoing, especially if the recruitment process has longer intervals between stages.
I. Subject line: What’s new with your application at [Client_company_name]?
Hi [Candidate_first_name],
Hope you are doing well.
Just a quick check-in to let you know about the status of your application for the [Job_title] position.
[Name_of_hiring_manager] is currently reviewing all [assignments/applications], and we’re in the process of scheduling interviews. You can expect to hear from us by the end of next week. I will contact you again shortly.Meanwhile, feel free to reach out to me via email or at [phone number] if you have any questions!
All the best,
[Your_name] [Signature]II. Subject line: [Candidate_first_name], here’s an update on your application at [Client_company_name].
Hello [Candidate_first_name],
Thank you for showing interest in the [Job_title] position at [Client_company_name]. Our team really enjoyed getting to know you.
As our next step is to evaluate all the candidates, please allow up to [Number of days/timeline] for us to reach back to you.
In the meantime, if you have any questions, please don’t hesitate to reach out to us via email or call us at [phone number].
Have a great day!
All the best,
[Your_name] [Signature]3. Templates for passive candidates
When to send: Target individuals not actively job searching but fit the role perfectly. Reach out after researching their background and ensuring their experience aligns with the job requirements.
I. Subject line: Interested in new opportunities as a [Job_title]?
Hi [Candidate_first_name],
I am [Your_name], currently working as a [Job_position] at [Client_company_name].
I happened to stumble upon your [Job profile/ work achievement] and was pretty impressed by your [Expertise of experience with specific work or skillset].
We love what you have done for your current role as a [Current job title of candidate], and we would love to offer you an opportunity to help your growth in this field.
Presently, we are looking for a [Job_title] of similar acumen and experience. We believe you can really boost the creativity level of our client’s team!
Do let us know if you want to know more about the role. Also, when do you think is the best time to connect with you?
Best wishes,
[Your_name] [Signature]II. Subject line: [Client_company_name] wants people like you!
Hi [Candidate_first_name],
I hope this email finds you well.
My name is [Your_name], and I work as an agency recruiter here at [Your_company_name].
I was on the hunt for some excellent [Job_title] talent when I came across your profile. You have a great background in [Field of expertise], and we would love to have you onboard at [Client_company_name].
I know [Candidate’s_present_company] is a great place to work, and I also know that you aren’t actively looking for something new at the moment. But if you’re open to hearing more about [Client_company
_name] and our open position, I think you’ll be impressed with what we have to offer.
Let me know which times are suitable so we can get on a quick call. Please don’t hesitate to get in touch through email, phone call [phone number], or LinkedIn [LinkedIn profile].
Looking forward to speaking with you.
Warmest Regards,
[Your_name] [Signature]4. Templates for old candidates in your database
When to send: Ideal for re-engaging candidates who have previously applied or been interviewed but weren’t selected. Send when a new, fitting role becomes available.
I. Subject line: Are you interested in a new job opportunity with [Client_company_name]?
Dear [Candidate_first-name],
I’m [Your_name], working as a recruiter with [Your_company_name].
I am not sure if you remember, but we had an interaction around [Approximate time frame] when you applied for the position of [Job_title] at [Client_company name].
As mentioned in our last interaction, we kept your resume in our talent database and promised to reach out to you when another vacancy is available of your interest. I am reaching back to you as we have a new job opening for a [Job_title].
I believe that your skillset, traits, and experience would make you the perfect candidate for this position, and I hope you are still interested in joining my client’s team.
Would you be available for a call sometime around [Date and time] to talk about this exciting opportunity?
If this time doesn’t work for you, please let me know, and we’ll arrange a suitable time for you.
I hope to hear back from you soon!
[Your_name] [Signature]II. Subject line: [Candidate_first_name], there’s a new job opportunity at [Client_Company name]!
Hi [Candidate_first_name],
I am [Your_name] from [Company_name], and your profile really stood out from your last application with us! Although we decided to move forward with another candidate for the [Job_title] position, your experience and skillset really stood out and we kept you in mind for future openings.
[Mention what you specifically liked about the candidate e.g. strong portfolio, positive interview experience or a great approach to a previous assignment.]We have an opening for a [Job_title] and we believe your skills and expertise are an excellent match for this role.
Would you be available for a quick call [mention time frame] to talk about our new position?
Warm regards,
[Your_name] [Signature]Job interview email templates
Interview scheduling, sending reminders, and interview feedback are integral parts of your daily recruitment activity.
Here are some templates you could use with ease—
1. Interview scheduling email
When to send: Once a candidate passes the initial screening phase. Coordinate to find a mutually convenient time for the interview.
I. Subject line: Video interview with [Client_company_name] for [Job_title] position.
Dear [Candidate_first_name],
Thank you for applying for the position of [Job_title] at [Client_company_name].
I am [Your_name], working as a recruiter at [Your_company]. I have evaluated your application and realized that you’re a good fit for the role.
Do you think we can connect at around [Time] on [Date] for a quick video interview? I would love to know more about you and what you are presently doing. If not, when’s the best time to connect?
Looking forward to hearing from you soon.
Best wishes,
[Your_name] [Signature]II. Subject line: Phone interview with [Client_company_name] for [Job_title] position.
Dear [Candidate_first_name],
Thank you for applying for the position of [Job_title] at [Client_company_name]!
I am [Your_name], working as a recruiter at [Your_company]. I went through your job application and realised that you’re really fit for this role.
However, before moving ahead do you think we can catch up at around [Time] on [Date] for a quick phone interview? The interview wouldn’t take more than [X] minutes and you’ll be in conversation with [Mention the name and designation of the interviewer] and myself.
We would love to know more about you and what you are currently involved in. If the above date and time doesn’t work for you, can you kindly reply with a suitable time and date?
Looking forward to hearing from you soon.
Best wishes,
[Your_name] [Signature]2. Interview availability email
When to send: Send this as a follow-up to the scheduling email if the candidate hasn’t responded or if you’re proposing multiple time slots for them to choose from.
I. Subject line: Are you available for an interview with [Client_company_name] on [Date]?
Dear [Candidate_first_name],
I hope you’re doing well. This is [Your_name] from [Your_company].
I have received your application for the position of [Job_title] at [Client_company_name] and after careful evaluation with my team, we have decided to go forward with an in-person interview to get to know you better.
Are you available on [Date] at [Time]? Maybe we can meet at [Place] for a quick lunch or some coffee?
Looking forward to hearing from you soon.
Best wishes,
[Your_name] [Signature]II. Subject line: How does [Date] look for a quick chat regarding your job application for [Client_company_name]?
Dear [Candidate_first_name],
Thank you for applying for the position of [Job_title] at [Client_company_name].
Our team has decided to move forward with your application. I would love to meet you in person and learn more about you and what you’re expecting out of this job.
Can we meet for a quick brunch on [Date] at [Place]? How does 1:30 pm look to you?
This will also give you an opportunity to ask any questions you may have. I want to make sure that your goals and ambitions match [Client_company_name]’s culture and the position.
Looking forward to hearing from you soon.
Best wishes,
[Your_name] [Signature]3. Interview reminder email
When to send: A day or two before the scheduled interview. It serves as a courteous reminder and helps ensure the candidate is prepared and punctual.
I. Subject line: Did you receive the calendar invite for your interview with [Client_company_name] today?
Dear [Candidate_first_name],
How are you doing?
I am writing to remind you that you have an interview scheduled on [Date] at [Time]. I hope you’ve received the calendar invite. If not I am inserting the link to this mail [Insert_link].
Looking forward to talking to you!
Best wishes,
[Your_name] [Signature]II. Subject line: You have an interview scheduled tomorrow at [Place] with [Client_company_name]?
Dear [Candidate_first_name],
I hope you’re doing well.
Just checking in to remind you that your interview with [Client_company_name] for the [Job_title] position is scheduled tomorrow.
Here’s a link [insert link] with directions to the location. Please feel free to call me at [Phone_number] for any queries or assistance.
See you soon!
Best wishes,
[Your_name] [Signature]4. Interview no-show email
When to send: Send shortly after a candidate misses their interview without prior notice. Approach with understanding, offering a chance to reschedule.
I. Subject line: [Candidate_first_name], you had an interview with [Client_company_name] today.
Hi [Candidate_first_name],
I hope everything is fine and you’re doing okay?
You had an interview scheduled with [Client_company_name] today at [Time]. Since you didn’t show up, I was wondering if you’re still interested in the [Job_title] role?
I am ready to reschedule the interview for some other day and time if you’re still interested in it. If not, let me know and I’ll delete your information from our candidate database.
Looking forward to hearing from you soon.
Thank you,
[Your_name] [Signature]II. Subject line: Are you still interested in the [Job_title] position?
Hi [Candidate_first_name],
How are you doing?
We missed you at the interview today with [Client_company_name] today at [Place/time]. Are you still interested in the [Job_title] position?
Kindly give me an update on the situation. However, if I don’t receive a reply, I’ll be moving on to other candidates for this role.
If you want to reschedule the interview to some other date and time, please feel free to let me know.
Looking forward to hearing from you soon.
Thank you,
[Your_name] [Signature]5. Job interview feedback email
When to send: After the interview process. Keep candidates informed about their status, whether it’s moving forward or feedback on why they weren’t selected.
I. Subject line: Hi [Candidate_first_name]. We are looking forward to an interview feedback.
Dear [Candidate__first_name],
I hope you’re doing well.
I am reaching out to you to ask for feedback on the [Client_company_name] interview process.
Since a positive 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.
Thank you,
[Your_name] [Signature]II. Subject line: [Candidate_first_name], can you help us with this survey?
Hi [Candidate_first_name],
How are you doing?
I hope your interview with [Client_company_name] went well. In order to be able to keep providing you with a good candidate experience, I would need your help.
Can you help us by filling out these 10 questions in the survey [Insert link]? This wouldn’t take more than 5-6 minutes of your time.
Thanks in advance!
Sincerely,
[Your_name] [Signature]6. Second interview confirmation email
When to send: When a candidate is progressing to the next stage of the hiring process. Confirm details of the second interview, including format and expectations.
I. Subject line: Greetings from [Client_company_name]. You’ve been selected for the second interview round!
Dear [Candidate_first_name],
We want to thank you again for applying for the [Job_title] position at [Client_company_name]!
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!
We would love to discuss things further and understand if you’re the best fit for [Client_company_name].
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 date 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.
Looking forward to your reply.
All the best for your second interview round!
Thank you,
[Your_name] [Signature]II. Subject line: We are inviting you for a second interview round!
Hi [Candidate_first_name],
I hope you’re doing well.
I wanted to let you know that [Name_of_interviewer] loved having you in the first interview round for the role of [Job_title] at [Client_company_name].
He was greatly impressed with your skills and expertise in [Area_of_expertise]. Therefore, we would want to move ahead with your application and invite you for a second interview round.
The interview would take place virtually on [Mention name of the platform or insert a link].
Does Friday 3:30 pm look good to you? If not, can you let me know of a suitable date and time that serves you well?
Looking forward to hearing from you soon.
Best wishes,
[Your_name] [Signature]7. Interview cancellation email
When to send: As soon as possible if an interview needs to be canceled, providing reasons for the cancellation and options to reschedule.
I. Subject line: We are sorry to inform you that your interview for the position of [Job_title] has been canceled.
Dear [Candidate_first_name],
I hope you’re doing well.
I regret to inform you that your interview with [Client_company_name] for the position of [Job_title] has been canceled due to unavoidable circumstances.
However, someone from my team will reach out to you soon with an updated date and time.
Apologies for this inconvenience again.
Best wishes,
[Your_name] [Signature]II. Subject line: [Candidate_first_name], your interview with [Client_company_name] has been cancelled.
Dear [Candidate_first_name],
I hope you’re doing well.
I am writing to let you know that your interview with [Client_company_name] for the position of [Job_title] has been cancelled as [Name_of_the_interviewer] is under the weather.
I will soon send you an updated date and time for the interview once I have more information from the interviewer.
Till then, here are some resources that can help you prepare better for the interview [Insert link].
Apologies for this inconvenience.
Best wishes,
[Your_name] [Signature]8. Interview reschedule email
When to send: Send this email when either party needs to change the interview time. Aim for prompt communication to find a new, convenient time slot.
I. Subject line: Hi [Candidate_first_name], apologies in advance! We’ll need to reschedule your interview.
Dear [Candidate_first_name],
How are you doing?
You had your interview scheduled with [Client_company_name] for the position of [Job_title] on [Date and time]. However, due to unavoidable circumstances on the interviewer’s part, we’ll need to reschedule the interview.
Apologies for this inconvenience. However, can you tell me which of the following date and time options look good to you?
[Monday- Date, Time] [Thursday- Date, Time] [Friday- Date, Time]Looking forward to your reply.
Best wishes,
[Your_name] [Signature]II. Subject line: I am terribly sorry, but [Client_company_name] needs to reschedule tomorrow’s interview.
Hi [Candidate_first_name],
I regret to inform you that your interview for the position of [Job_title] with [Name_of_the_interviewer] has been rescheduled to [Date and time] as the interviewer will be on emergency leave.
Here’s the updated meeting link [Insert link].
Does this date and time work for you?
Looking forward to hearing from you soon.
Best wishes,
[Your_name] [Signature]Background check email templates
Background checks are extremely significant when it comes to securing information about the candidates from an external source. This is usually a delayed process and you might need to send more than one or two emails to gather information from a candidate’s ex-employer. Here are some email templates that’ll help you hasten the process to some extent.
When to send: After a successful interview and before making an offer. These are used to communicate with the candidate’s company for conducting a background check. Ensure the candidate is informed and consents to the process before you proceed with it.
I. Subject line: Conducting background check for [Candidate_name] working at [Candidate_company_name].
Dear [First_name],
I hope you’re doing well.
This is [Your_name] working as an agency recruiter with [Your_company_name]. I have been hiring for the role of [Job_title] at [Client_company_name] and [Candidate_name] has been selected for the position.
As a part of [his/her/their] onboarding process, I am conducting this data verification to ensure safety and security.
I have enclosed certain documents to this email as part of the background check process. Can you please take time out of your busy schedule, go through them and let me know the authenticity of the information?
The information you provide will be highly confidential.
If you have any questions/issues regarding the process, feel free to contact me at [Phone_number].
Thanks in advance!
Regards,
[Your_name] [Signature]II. Subject line: Still awaiting an update from [Candidate_company_name] regarding your background check.
Dear [Candidate_first_name],
I hope you’re doing well.
As a part of our onboarding process, data verification and background check
are highly crucial for us at [Your_company]. I wanted to let you know that [Mention name of ex-employer] at [Candidate_company_name] hasn’t yet confirmed the validity of the information that was sent over last week.
However, I have sent a follow-up email and expect to receive a reply by [Mention time frame]. If I still don’t receive a reply, I would request you to get in touch with [Mention name of ex-employer] and request him to provide some assurance.
I will get in touch with you as soon as I have more news.
If you have any questions, please feel free to reach out to me.
Warm regards,
[Your_name] [Signature]Candidate rejection email templates
At least 60–65% of the candidates globally would agree that they want better communication from recruiters, even if they’re getting rejected. Here are some email templates to get help from.
When to send: After interviews, once a decision is made about the candidate not moving forward in the process. Provide constructive feedback if possible.
I. Subject line: We are terribly sorry…
Dear [Candidate_first_name],
Thank you for applying for the [Job_title] role at [Company_name].
Post your application review, we realized that you don’t meet some of the absolute requirements that this position demands. That is the reason we’ve planned to reject your application.
Since [Job_requirement] is absolutely vital for you to be able to perform your duties as a [Job_title], we were unable to shortlist you for our next round.
Feel free to reach out to us for any additional queries.
All the best with your job search!
[Your_name] [Signature]II. Subject Line: [Candidate_first_name], here’s an update & some important sources to take help from.
Hi [Candidate_first_name],
I hope you’re doing well.
I regret to inform you that you haven’t been selected for the role of [Job_title] at [Client_company_name]. However, this doesn’t mean you give up.
I have included 3 main reasons why you were rejected—
- You did not have relating skills to what the employer was seeking
- Your lack of research for the job role
- A relatively poor performance during the job interview
I hope you take the above into consideration and work on those. I am keeping your CV with me for future job openings at any of our client companies.
I have also attached links to various sources [Insert_links] from where you can take help and prepare yourself for such competitive job interviews.
All the best!
[Your_Name] [Signature]Candidate selection email templates
When to send: To offer the position to a candidate after successful interviews and background checks. Include details about the next steps and onboarding.
I. Subject Line: Congratulations [Candidate_First_Name]! You have been offered the role of [Job_title] at [Client_company_name]!
Dear [Candidate_first_name],
How are you doing?
We have been highly impressed with your background and interview rounds. Therefore, we would like to formally offer you the position of [Job_title] at [Client_company_name].
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!
Kind Regards,
[Name] [Signature]II. Subject line: Congratulations! I have enclosed your offer letter for [Job_title] at [Client_company_name] to this email.
Dear [Candidate_first_name],
Heartiest congratulations!
You’ve been selected for the role of [Job_title] at [Client_company_name]!
We were extremely pleased with your performance in all the interview rounds conducted and we believe you can do this job better than anybody else.
Kindly take your time to go through the documents enclosed. Feel free to contact me at [Phone_number] if you have any queries. I will be more than happy to guide you through the points mentioned.
However, I would require you to sign these documents or send me a confirmation within [Mention date and time].
Many congratulations again and all the best!
Regards,
[Your_name] [Signature]Keeping candidates warm
To keep a candidate warm while the selection process is going on, you’ll need to choose their interests and strengths with a genuine attempt of knowing and understanding them and then top it up with a personal message. Here are 2 templates that can help you achieve that. You can also send these all at once to your database through a simple mail merge process.
When to send: For candidates you’re interested in but don’t have an immediate role for. Maintain communication to keep them engaged for future opportunities.
I. Subject line: Update on the [Job_title] regarding application at [Client_company_name].
Hi [Candidate_first_name],
I hope everything is fine with you.
I am writing to give you an update on your job application for the role of [Job_title] at [Client_company_name].
[Hiring_manager_name] is at present inspecting all [Assignments/ applications] and we’re hoping to plan a few meetings before the end of the following week. I will reach out to you again when I have any news regarding this.Meanwhile, please don’t hesitate to contact me via email or at [Phone_number], if you have any queries.
Kind Regards,
[Your_name] [Signature]II. Subject line: Join our [Your_company_name]’s exclusive community of candidates!
Dear [Candidate_first_name],
I am welcoming you to join [Your_company_name]’s community that we have created over time exclusively for candidates like you.
As a part of our community, you will get select news about the recruitment and staffing industry, several cool tasks our company is dealing with, career advice directly from our senior recruiters, real-life examples of overcoming adversity at work and new job openings you might be willing to apply to.
I am thereby inviting you to our network soon [Insert_link]!
Best Regards,
[Your_Name] [Signature]Templates for clients
Here are a bunch of email templates that recruitment consultants can easily use to reach out to their clients.
1. Templates for introduction
When to send: When establishing a new client relationship. Introduce your services and how you can assist in fulfilling their hiring needs.
I. Subject line: Lowest cost staffing solution in [City_Name]
Hey [Client_first_name],
This is a completely cold email, but I wanted to introduce myself first. This is [Your_name], and I head recruiting at [Your_company_name].
I came across your company and saw that you have a few openings in [Mention_the_department, eg: Engineering] for which we have candidates. My team would love to assist you in finding the right quality candidates.
With a [X%] hiring fee, we guarantee the lowest cost staffing solution in [City_name].
Feel free to connect with us right away if you wish to fill up your open positions soon.
Best,
[Your_name] [Signature]II. Subject line: Thank you for choosing [Your_company_name]!
Hi [Client_first_name],
It was great chatting with you earlier and learning more about you and your role at [Client_company_name].
At [Your_company_name], we understand the issues you’re encountering and how it can make it harder to [mention any obstacles faced in the target industry].
We hope we are able to deliver insight and valuable information to you.
As discussed, we have attached some more information about our solution and how we can help you with [Specific_service] and solve [Specific_business_issues].
Please let us know if you have any queries and we can organise a suitable time for a quick call.
You can also find us on our social media handles below.
[Mention social media handles]Looking forward to hearing from you soon.
Thank you,
[Your_name] [Signature]2. Follow-up email templates
When to send: After an initial meeting or proposal. Keep the conversation going and address any pending questions or decisions.
I. Subject Line: Follow-up with [Client_company_name].
Hi [Client_first_name],
Thank you for your time with [Your_company_name]! It was great getting to know more about you and your business.
During the call/meeting, we discussed…
[Summarise the details in a few bullet points]As per our previous call, here are some details for [mention issue].
[Mention any other details]Please go through it and let me know if you would be interested in working with us.
Thank you,
[Your_name] [Signature]II. Subject Line: About your consultation with [Your_company_name].
Hello [Client_first_name],
Thank you for signing up for a consultation with [Your_company_name]. I hope we are able to assist you with any issues you are facing with [mention specific issue discussed].
Kindly have a look at this link [insert a link to your scheduling software or calendar] and schedule a suitable time and date for our call.
If you have any questions about the call or any other issues, feel free to reply to this email. I will get back to you as soon as possible.
Thank you,
[Your_name] [Signature]3. Email templates for seeking an appointment
When to send: To schedule a meeting with a new or existing client. Propose times to discuss potential collaborations or updates on ongoing projects.
I. Subject Line: Appointment with [Your_company_name].
Hello [Client_first_name],
I am [Your_name], [Your_designation] at [Your_company_name]. Since you are one of our loyal clients, I would like to thank you for considering [Your_company_name] to be a part of your recruitment journey.
I’d like to schedule a meeting to discuss a potential opportunity. Kindly let me know if you would like to schedule a meeting/call at [Date/time].
If you are available for different timings, I am open to suggestions.
I look forward to our meeting.
Best Regards,
[Your_name] [Signature]II. Subject Line: Available for an appointment with [Your_company_name]?
Hi [Client_first_name],
It was great speaking to you at our last meeting.
It would be great if we could schedule a meeting to continue our conversation and discuss a plan for [mention any topic of discussion from the last meeting]. I would love to tell you more about [mention your services]. Here are the details for our next appointment—
Appointment: [Time] on [Date] [Mention any other relevant information, e.g: Meeting link]
Let me know if this works for you. If not, I’m open to a different timing if something else works better.
Talk soon!
Kind regards,
[Your_name] [Signature]4. Candidate list sharing email templates
When to send: When you have a list of potential candidates ready for the client’s review. Send after carefully vetting the candidates against the job description.
I. Subject line: Status of [Job_title] position
Hi [Hiring_manager’s_name],
I’m sending you an update on where we stand with the [Job_title] role:
- Number of interviews conducted: [e.g. 6]
- Number of applicants we advanced to the assignment phase: [e.g. 2]
- Number of interviews scheduled for next week: [e.g. 5]
- Deadline for assignment submission: [mention date]
Here’s an overview of the qualified candidates:
- [Candidate_1_name]: [Mention significant details and qualifications of the candidate].
- [Candidate_2_name]: [Mention significant details and qualifications of the candidate].
For more detailed information, feel free to refer to my notes [attach file].
Please let me know if you need more information. We can schedule a quick call or meeting to follow up.
Thank you,
[Your_name] [Signature]II. Subject: A quick update on shortlisted candidates for [Job_title].
Hello [Client_first_name],
Hope you are doing well!
I’ve shortlisted candidates for the position of [Job_title]. Please refer to the attachments for the list of candidates. If you have any queries or feedback, feel free to reply to this email or call me at [Phone_number].
Best Regards,
[Your_name] [Signature]5. Resume sharing email templates
When to send: After a candidate expresses interest in a position and consents to share their resume with the client. Ensure the candidate’s skills and experience match the client’s needs.
I. Subject Line: Take a look at this resume for [Job_title].
Hello [Client_first_name],
We hope you are able to find the ideal candidates for your search for a talented [Job_title] at [Client_company_name]. To make your job easier, we’ve shortlisted a few candidates for you.
Please find attached a copy of a resume and a cover letter for the [Job_title] position under the name of [Candidate_name].
We hope this information benefits you in your search for expanding your team!
If you need any additional details from me, please don’t hesitate to get in touch.
Yours sincerely,
[Your_name] [Signature]II. Subject line: List of resumes for the [Job_title] position at [Client_company_name].
Dear [Client_first_name],
I hope you are able to smoothly identify qualified candidates for your search for a [Job_title] at [Client_company_name].
In this email, I have attached a few shortlisted resumes by [Your_company_name].
Here are some outstanding candidates out of the lot—
- [Candidate1_name]: [Mention significant details and qualifications of the candidate].
- [Candidate2_name]: [Mention significant details and qualifications of the candidate].
I hope this brief email makes your search for top talent easier at [Client_company_name]!
Sincerely,
[Your_name] [Signature]Loved using these email templates? Share it with the recruiters in your connection and spread the word.
Frequently asked questions
1. How to introduce your recruitment company in the email?
Start with a brief introduction that highlights what sets your recruitment company apart, focusing on your expertise, success stories, and unique value proposition. Mention how you’ve helped similar candidates or companies achieve their goals. Keep it concise and directly relevant to the recipient’s needs.
2. How to write subject lines for recruiting emails?
Craft subject lines that are clear, personalized, and intriguing. Mention the role, and the potential benefit to the candidate, or highlight a unique opportunity.
For example, “Your next career move: [Job Title] opportunity with [Company]” or “Explore a new career path at [Company].”
Make it something that prompts them to open the email.
3. What to say in a recruiting email?
Begin by explaining why you’re reaching out and how you found the candidate. Clearly describe the job opportunity, highlighting what makes it exciting and how it aligns with their experience or career goals. Include information on the hiring process and a call to action, inviting them to express interest or apply.
4. How do you email a shortlisted candidate?
Congratulate them on being shortlisted, and express your enthusiasm about their potential fit for the role. Provide details about the next steps in the hiring process, such as interview scheduling, and include any necessary preparation materials or instructions. Encourage questions and reiterate your excitement about their candidacy.
5. What are the top 5 tips for writing a recruitment letter?
- Tailor the letter to the recipient by mentioning their name, background, or specific skills.
- Clearly state the purpose of your email, the job role, and why they’re a good fit.
- Mention what’s in it for them, including unique company culture, growth opportunities, or perks.
- Encourage them to reply, apply, or take the next step in the hiring process with a powerful CTA.
- Ensure your letter is error-free and professional to make a good first impression.
