10 Time-Saving Email Template Samples For Recruiters

Recruiting email template samples are the best savior for modern recruiters, as it helps to streamline the hiring process. While everything is going online, emails are becoming part and parcel of running successful recruiting campaigns.

But writing and managing recruiting emails of every category isn’t a one-man job. If you also agree on this point, then this blog is for you to make your email communication easier for hiring recruiters.

recruiting email template sample

Why Do Modern Recruiters Use Emails For Hiring?

It takes time and effort to maintain a pipeline of qualified candidates. Building relationships, pitching roles regularly, and being trusted will be key to helping your candidate find jobs.

It is your job as a recruiter to engage candidates before, during, and after the hiring process. Keeping candidates in the loop is the only way to retain them. The best way to accomplish this is through recruiting email.

🔰 Candidates can tell at a glance at what stage they are in the hiring process by reading recruitment emails written in a personal, direct, and active tone. Additionally, recruiting emails assist in automating the hiring process.

🔰 Emails keep every conversation in a loop, so candidates can take a look at the previous email and measure the progress with your company instantly. It isn’t possible if you maintain the hiring process through paper-written candidate applications. 

🔰 Using the email system gives you the ability to communicate with many candidates at the same time. It saves recruiters a great deal of time.

In order to enjoy the privileges mentioned above in your hiring process, you need to familiarize yourself with emailing in the hiring process. 

5 Ground Rules For Writing Recruiting Email Templates

You have to be careful when writing emails to candidates. Particularly when you are new to managing the hiring process, it is difficult to decide what you should include, how often you should follow up, and when you should reach out. No matter what type of recruitment email you send, mentioning the five ground rules for recruiting emails.  

⛔ Avoid Jargon In Your Email Templates

Keeping your recruiting email templates simple is the most important thing. When you are communicating with your present team members through email and with new candidates, two situations are completely different, so is the email template content. So, you can’t use in-house jargon in your recruiting email templates. 

According to 71% of respondents, failing to understand a term in a job description makes candidates feel like they are underqualified. Simple and to the point recruiting email template content will save your day. 

🛠️ Establish & Maintain Your Employer Brand

Although the writing tone of recruiting email template content should be adjusted based on a candidate’s position, maintaining with your company’s brand. A formal manner of communication is appropriate when writing to an executive or a recent college graduate. 

email template sample

It is important to tailor your message to the specific candidates you are targeting but maintain consistency overall. Also, don’t leave your candidates in the dark. It’s better to clarify job duties, salary range, and location upfront if you are actively hiring. 

⏳ Always Be Timely In Sending Recruiting Emails

Send your emails on time and keep to any deadlines that you set. You are allowing others the opportunity to swoop in and hire your candidate. If you wait to send a follow-up email or an application status update, the above scenario will definitely happen. 

In order to avoid this, you should not wait too long to deliver the information you stated you would send to a candidate.

You should respond to emails within 24 hours, but keep in mind that the average response rate for email is two hours.

✅ Make Your Recruiting Emails Concise

Long emails are annoying, especially when they are from strangers trying to sell you something. Your recruiting email templates should be brief regardless of when the process is in progress; emails between 75 and 100 words are most likely to generate a response. 

Do not include more information than is necessary to avoid confusing or disengaging the candidate. It doesn’t mean your emails cannot be engaging. If you’re passionate about a candidate, tell them to keep their attention.

📖 Don’t Forget To Proofread Before Sending

Over half of people admit to making embarrassing mistakes when using recruiting email templates. You will not only appear unprofessional, but your company will look bad as well, as the candidates will think you are not concerned about grammatical accuracy. Make sure that there are no unnecessary placeholders in your email content.

10 Best Recruiting Email Template Samples To Save Your Time 

The goal of using email templates is to ensure candidates have access to all the information they need during the application process to be successful. Here are some easy tips on how you can manage emails during the recruitment process in a time-efficient manner. We have templates that are perfect for every situation, from cold outreach to follow-up after an interview. So, Let’s get started!  

email template sample

1️⃣ Sourcing Email Template Samples

Creating a list of candidates is the first step of your hiring process if you manage your entire hiring process via email. And send them invitations or acknowledgement emails about your new job openings. These types of emails are called sourcing emails. Add a brief explanation of how you located them and why you would like to contact them in your sourcing email template.

You can notify about your new job opening to past employees, previously applied candidates, leads collected from workshop or job fairs, potential candidate lists, and so on. When you are sending sourcing emails to candidates make sure you have mentioned these points: 

  • Establish a network of candidates
  • A clear and straightforward explanation
  • Add a call-to-action that a candidate can answer

Here is a ‘sourcing email’ template that you can use: 

Hello there,

It is [your name], a recruiter with [Company]. About a few months ago, I met you at a job fair. I recall that you were searching for a new opportunity at that time. How did the hunt go?

It is our pleasure to inform you that we are seeking to recruit for [Job Position Name] and you may fit the bill. This time we decided to move forward with a more experienced candidate. Now that we have a new opening, if you feel confident, you definitely should apply. 

I would be happy to explain the role in more detail if you are interested. Also, don’t forget to check the job details here [Job Posts URL].
Thanks in advance. 


2️⃣ Request For Work Samples Email Template

As soon as the candidates have responded, the next step is to screen them and select the potential candidates. To successfully execute online screening, you can ask for work samples, resumes, portfolios, and so on from the candidates. So your request for work samples email template must have the below-mentioned points: 

  • Ask for resume, CV, and online portfolio
  • Live link of his or her work samples
  • URL of active social media profiles

Here is a ‘request for a work sample’ email template that you can use:



Please accept our sincere thanks for your interest in [COMPANY NAME]. We are hoping that you will be the suitable one for the open [JOB TITLE] position. 

Someone from our team will contact you within [TIMEFRAME] to let you know the status of your application.

In the meantime, please share your below-mentioned resources:

  • Your resume with your photo
  • Your online portfolio (if you have)
  • Link of your social media profiles
  • Live work samples


[COMPANY NAME] Recruiting Team

3️⃣ Follow-up Email Template After Receiving Resume

It’s always a great practice to keep track of every step of recruitment via email. A warm follow-up email will help candidates to feel assured about the hiring process after receiving their resumes and work samples. This you must mention in this type of email template samples:

  • A big Thank You
  • Share candidates about the next steps 

Here’s a ‘follow-up email’ template that you can use after receiving resume from an applicant:



Hope you are having a wonderful day. Today we have received your resumes and work samples. Your hard work and experience reflect on them. Thank You. 

As part of the recruitment process, the next step is to assign you some easy yet insightful tasks to get a clear idea about your expertise. We will soon let you know about the assessment and its submission date. 

Till then, take care and have a good day. 

PS: Someone from our team will contact you within [TIMEFRAME] to let you know the next steps.


[COMPANY NAME] Recruiting Team

4️⃣ Email For Inviting Candidate Assessment 

Assessment emails are the most crucial one while you are managing the entire recruitment process via emails. Through this email, you will assign candidates tasks with complete direction and time frame. These responses will make your screening easier. 

Here is an email template sample for inviting candidates for assessments that can you use:



Thank you again for applying for the post. To move forward with you, we would like to invite you to complete an assessment for the next round of our interview process. 

Please find the assessment attached. The purpose of this assessment is to gain an understanding of your abilities, how you approach tasks relevant to the job and provide us with some talking points. 

It would be great if you could return the completed assignments to us [by X date/by Y deadline]. Also while submitting the assignment, make sure you have followed below instructions:



[COMPANY NAME] Recruiting Team

5️⃣ Email For Inviting Candidates For Interview

The next step is to call for an interview for the shortlisted candidates. You have to keep this email template sample sleek and to the point. So candidates can easily get a clear idea about when to attend the interview. 

Here is a ‘call for interview’ email template sample that can you use: 



Thank you for applying to the [JOB TITLE] position at [COMPANY NAME]. 

Upon reviewing your application, we are looking forward to conducting an interview with you.

It is my pleasure to schedule an [INTERVIEW FORMAT] with [INTERVIEWER], [INTERVIEWER JOB TITLE] at [COMPANY NAME]. It will take approximately [LENGTH OF INTERVIEW] to complete the interview.

Are you available on [DAY, DATE] at [TIME, TIME ZONE]? 

I would appreciate it if you responded directly to this email and let me know what time you are free.




6️⃣ Reminder Email Template For Interview

You should always send an interview reminder email to the candidates the day before the interview. Additionally, it helps to increase the number of candidates and prepare them for interviews. 

Here is a ‘reminder email’ template sample that you can use:



Please be reminded that you will be interviewed soon for [JOB TITLE] at [COMPANY NAME].

We will conduct your interview on [DATE and TIME] at [START TIME – END TIME]


Interviewer: Your interview will be with [INTERVIEWER, JOB TITLE]



Ensure you are prepared to discuss:



Upon arrival:

Arrive at the front desk and check in. You will be given a temporary elevator pass by the security guard. 

Office dress code:

If you prefer to wear something comfortable, you may wear anything you wish. Our office is [DRESS CODE].

We look forward to seeing you! 




7️⃣ Job Rejection Email Template

In order to be selected for a job post, every employee tries their best. Thus, not selecting news for an interview is not a good thing. By identifying candidates who aren’t eligible for open positions, you are respecting their time and improving their candidate experience. Rejection emails must be soft and encouraging, so that rejected candidates do not lose their self-confidence.

Here is a ‘rejection email template’ sample that you can use:



I hope you are having a productive day. Thank you for your strong application materials, but we regret to inform you that we cannot select you for this position this time. [CONSTRUCTIVE FEEDBACK].

We hope you’ll keep in touch through our social profiles [LINK TO SOCIAL PROFILES], and be on the lookout for job openings on our career page [LINK TO CAREER PAGE].

Thank you so much for your time and consideration of [COMPANY NAME]. We’ll keep your resume on file for future positions, and we’ll reach out if it looks like you’re a match.

All the best for the future,


8️⃣ Job Offer Email Template Sample

The hiring process ends with offer letter for candidates. It’s a big moment for any company, it represents growth. Offer email is sent to the selected candidates whom you want as your teammate. As a result, you must provide all the details in the email template sample as well as express excitement.

Upon receiving this offer email, the selected candidate will contact a recruiter to express interest in joining. While creating a job offer template, make sure:

  • Email template sample is written in professional tone
  • It’s informative
  • Express excitement and joy

Here is a ‘job offer’ email template sample that you can use:



Hope you are doing well. Now sharing the news to make your day more joyous. It is my pleasure to offer you the position of [JOB TITLE] at [COMPANY NAME]! 

In the interview process, our team was extremely impressed with you, and we are excited to have you on board. We believe that your skills and experience will be an excellent addition to the team at [DEPARTMENT].

Take a look at these details carefully. 


The position is a [FULL-TIME/PART-TIME/TEMPORARY] role as [JOB TITLE] at [COMPANY NAME]. In this position, you will report to [DIRECT MANAGER] in [DEPARTMENT].

As a [FULL-TIME/PART-TIME/TEMPORARY] employee, the position requires [HOURS/WEEK]. Your working hours will be [START TIME – END TIME] with a [30-MINUTE/HOUR] break for lunch. 

Your first day will be [MONTH DAY, YEAR].


[COMPANY NAME] will compensate you [DOLLARS] per [HOUR/WEEK/YEAR/ETC.] for the stated position.


When you are hired for the position and employed by [COMPANY NAME], you will receive the following benefits:

We offer health insurance; stock options; 401K matching; 15 days of vacation; dental, vision, and life insurance. [ADD OR REMOVE BENEFITS]

In addition to these perks, [COMPANY NAME] also provides its employees with [LISTEN TO SPONSORSHIP BENEFITS].

Attached is your full offer letter. In order to accept this offer, sign the document and return it to me by [DATE].

[COMPANY NAME] is delighted to have you as a member of our team. Please feel free to contact me directly at [PHONE NUMBER] with any questions you may have regarding the attached offer.




9️⃣ Onboarding Email Template Samples

Upon hiring your chosen candidates, you will send them onboarding emails. Onboarding emails introduce job responsibilities, office cultures, etc. The right onboarding email shows that you have planned for your new hires and are organized throughout the recruiting process.

Here is an ‘onboarding email’ template sample that you can use: 



Welcome to [COMPANY NAME]! We look forward to your first day! 

Here are some tips on how you can prepare:

Your Arrival: 

It is advisable to arrive by [TIME]. The address of our office is [OFFICE ADDRESS]. Your temporary ID badge will be waiting for you when you arrive at the security guard’s station. Soon after your start date, you will receive an official badge.

Your Agenda:

Please find attached an agenda for your first day. There is a chance that it might change slightly, but that’s a good indication of who you’ll meet.

Documents/ID to Bring:

Your identification documents should include the following: [LIST OF DOCUMENTS]

What to Wear:

As you know from your interview, our office dress code is [DRESS CODE].


Lunch is usually eaten at the conference room, and there are several food options nearby, such as: [LUNCH OPTIONS].

Your Onboarding Plan:

Below is a schedule of the onboarding activities you will participate in over the next [TIME FRAME]. Within your first week, you will discuss it more in detail with your manager.

I would be glad to answer any questions you may have.

You’ll be a great addition to the team. Welcome aboard!




🔟 New Team Member Announcement Email Template

When you have a bigger team, email is the best way to announce the new joining in your team. To make the workplace more comfortable for the new member, mention new joinings’ personal information, area of expertise, a little back story, etc. in the email template. This recruiting email template will also help other members to welcome new one warmly. 

Here is a ‘new member announcement’ email template sample that you can use:


[FIRST LAST NAME] has joined the [COMPANY NAME] team! I’m extremely happy to introduce him.

[FIRST NAME] is joining us on the [DEPARTMENT] team as our [JOB TITLE]. From a [DESCRIBE LAST COMPANY], [HE/SHE/THEY] bring a staggering amount of experience with [SKILL/FIELD].

We have the pleasure of having [FIRST NAME] in the capacity of [JOB TITLE], working closely with [TEAM LEAD] on [PROJECT OF FOCUS/JOB RESPONSIBILITIES].

A little bit more about [FIRST NAME]:


It’s great to have [HIM/HER/THEM] on board. [FIRST NAME’S] first day is [START DATE]. 

Welcome aboard, [FIRST NAME]!




✨ Bonus: Manage All Types Of Recruiting Emails Using Interactive Tools

Utilizing a management tool for managing your emails to candidates during the hiring process would help you simplify the hiring process. Instead of managing spreadsheets and other manual tools, you can directly use a SaaS recruitment tool such as Easy.Jobs

Easy.Jobs helps its users to run successful job opening campaigns from scratch. Using this single recruitment tool, you can manage your career site, job board, analyze job campaigns performance, and so on.


Moreover, Easy.Jobs comes with an email hub, where you can find email template samples for each stage of the hiring process. The platform also allows you to modify email template samples, as well as add new pipelines, and many more. 

How To Manage Recruiting Emails Using Easy.Jobs: Guideline

Here’s presenting you the easy-to-use guideline to manage recruiting email templates directly from Easy.Jobs.

If you are hearing about Easy.Jobs for the first time, then first create a free account in Easy.Jobs. in Easy.Jobs for free you can run 1 active job campaign at a time and use the email hub as well. To unleash all exclusive features of Easy.Jobs at a time, then choose your favourite pricing deal from the available pricing plans.

email template sample

Step 1: Create A Company Profile In Easy.Jobs

After creating an account in Easy.Jobs, it’s time to completely update all your company information. From the dashboard, go to ‘Settings’ and update all the fields available there. Add a company logo, company details, employee benefits, team images, and so on. Easy.Jobs will instantly create a career site for your company using this basic info. You can customize the career site look as well.

Step 2: Set All Recruiting Email Templates

Now is time to create pipelines of your hiring process and add email template samples as well. Easy.Jobs has a default pipeline, you can continue job campaigns with it or create a new one from Dashboard → Settings → Pipeline Setup.

email template sample

In the ‘Email Setup’ section, you will get all the available recruiting email template samples there. You can customize them, add new placeholders, and many more. After making changes, don’t forget to click on the ‘Save & Continue’ button.

email template sample

Step 3: Create A Job Post In Easy.Jobs

Your environment for running job opening campaigns is all set. Now you have to create a new job post and run your hiring process in the search for the right talents. Easy.Jobs also comes with 40+ ready job templates as well as a default job description template. These job templates make it easier to launch job campaigns instantly.

All you have to do is, go to ‘Jobs’ from the dashboard and click on the ‘Create A Job Post’ → ‘ Select A Template’. From there search for the desired job post, insert the template and publish the job post. That’s it! This is how easy it is to run job campaigns with Easy.Jobs.

email template sample

Run Successful Hiring Process With Best Recruiting Email Templates

You require emails in order to manage the hiring process to close business deals. It is an essential tool for your company. The following email template samples will aid you in completing your hiring process in a timely and efficient manner.

So get started with these appealing email template samples and improve productivity with Easy.Jobs. Now it’s your turn to share your thoughts and insights. If you have found this blog helpful then do share it with others. And to get more of these kinds of tips and tutorials, subscribe to our blog or join our facebook community today.


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Faguni is a tech enthusiast by heart who loves to work on diverse topics. She has a deep interest to work with new marketing strategies and different buyer persona. In free times she loves to travel and explore new peoples.

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