Email templates

Streamline candidate communications with our free email templates for sourcing, referrals, interviews, offers and disqualifications.

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Sourcing candidates

Passive candidate email

Interested in joining our team at [Company_name]?

Hi [Candidate_Name],

I am [your name], [your job_title] at [company_name]. I saw your profile on [e.g. Linkedin, Dribble, GitHub] and I was really impressed by your experience in [add specific field or an achievement that caught your eye].

We are currently looking for a [job_title – add link to the job description] to join our team. I’d love to tell you a little more about this position and learn a few things about you, as well. Are you available [include date and time or a period of time, e.g. ‘sometime this week’]? If so, I’d be happy to set up a call. I’m also happy to coordinate via email or LinkedIn, if you prefer.

I hope you have a great day,

[Your name]
[Signature]

Keeping candidates warm email

Update on the [Job_title] position

Hi [Candidate_Name],

I hope all is well with you. I wanted to check in and update you about the status of your application for the [Job_title] position.

[Hiring manager_Name] is currently reviewing all [assignments/applications] and we’re expecting to schedule on-site interviews by the end of the next week. I will contact you again as soon as I have any news.

In the meantime, please feel free to reach me via email or at [e.g. 1-444-555-2222], if you have any questions.

All the best / Kind regards,

[Your name]
[Signature]

Email template for sourcing a referred candidate

[Employee_name] mentioned you’re a great [Job_title]

Hi [Candidate_Name],

I am [your name], [your job_title] at [Company_name]. We are currently looking to hire a [Job_title] and [Employee_name] mentioned that you might be a good fit.

From what I have seen in your [e.g. LinkedIn or GitHub] profile, your background is impressive and you’ve done some interesting things, similar to our projects. [It’s best if you mention something that specifically caught your eye.] Here, at [Company_name], we’re always looking for more great people like [Employee_name], so we’d like to get to know you.

Would you be available for a quick intro call [include date and time or a period of time, e.g. ‘sometime this week’] to learn a little bit more about our position? I’m also happy to coordinate via email or LinkedIn, if you prefer.

I hope you have a great day,

[Your name]
[Signature]

Internal job posting email

Internal job opening: [Job_title]

Hi all,

As you may already know, there’s a vacancy for a [Job_title] in our [Department, e.g. Marketing Department.] Although we plan to publish this job opening to external channels, we strongly encourage any current employee who is interested in the role to apply.

Our new [Job_title] will work on the [e.g. Product Marketing] team and be responsible for [mention two or three main duties.]

To be considered for this role, you [mention must-have and nice-to-have requirements, e.g. should have experience monitoring and deploying software using Python or Ruby and be interested in learning more about virtualization and automation scripts.]

Click here [insert link to job ad] for a full job description.

To apply for this role, reply to this email by [date] with your resume and explain why you’re interested in this position.

Feel free to contact our HR team [include contact details] or refer to our company’s internal job posting policy [insert link or mention that you’ve attached the relevant file] if you have any questions about the position or the process.

Best regards,

[Your name]
[Your email signature]

New job opportunity email to past candidate

New job opportunity at [Company_name]

Hi [Candidate_Name],

I am [your name], [your job_title] at [Company_name]. We met [e.g. recently / around 2 months ago], when you applied for the [Job_title] position. [It’s best if you add something memorable from the last time you communicated and give a personal touch, like ‘I hope your graduation day was fun!’, ‘I remember you were looking for a new apartment at that time. How did the house hunt go?’]

Although we decided to move forward with another candidate for the [Job_title] position, due to [You could mention exactly the reason why the were rejected, e.g. lack of experience, overqualified or strong competition], your profile really stood out and we’ve kept you in mind for future openings. [You could point out what you specifically liked about the candidate e.g. strong portfolio, positive interview experience or a great approach to a previous assignment.]

We are currently looking to hire a [Job_title] and we believe your skills and expertise are a better match for this role. We are opening a new position for the [Job_title] role you previously applied for and we think you could be a good fit.

Would you be available for a quick call [include date and time or a period of time, e.g. ‘sometime this week’] to talk about our new position? I would also be happy to coordinate via email or LinkedIn, if you prefer.

I hope you have a great day,

[Your name]
[Signature]

Candidate referrals

Employee referral bonus program announcement email

Introducing Employee Referral Bonus Program

Hi all,

As you know, here at [Company_name], we are always looking to grow our teams with talented people, just like you. That’s why, we are excited to announce our Employee Referral Bonus Program. Refer qualified candidates and as a “thank you,” we will offer you [add specific rewards for referrers, e.g. “a discount for X”, “$ X bonus per hire” or “ an additional PTO day.”]

In order to be eligible for the referral bonus, you need to [add specific criteria, e.g. “be working in our company for X months” or “refer a candidate who hasn’t previously applied for a role in our company.”]

If you know someone who you think would be a good fit for our company, let us know. [It’s best to be clear about the employee referral process, e.g. contact the HR department via email or add candidate’s details to the company’s ATS.]

For more details about the employee referral bonus program, don’t hesitate to contact [add appropriate person’s name and contact details, e.g. recruiter’s name with a link to their email]. Also, don’t forget to check our careers page [add link] regularly for new openings.

Thank you,
[Your name]
[Signature]

Refer a friend for a job email

Refer a friend to work with us!

Hi all,

As you know, here at [Company_name], we are always looking to grow our teams with talented people, just like you.

If you know someone who you think would be a good fit here, let us know. To make this process easier for all, please refer your friend by answering the following questions:

  • What’s the name of the person you want to refer and how do you know them? (e.g. “X is a former colleague from Y company”)
  • For what role(s) will this person be suitable for? (e.g. Associate in the Retail Sales department)
  • What’s their main area of expertise and their most significant skills? (e.g. “solid knowledge of Shopify POS”)
  • If you’ve previously worked together, mention one or two things that make your friend a good coworker. (e.g. “always meets deadlines”, “gives memorable presentations” or “is willing to help fellow team members”)
  • Why do you think this person would be a good fit for our company? (e.g. “has a broad network and can help us expand our customer base,” “is very creative and passionate about web design and can contribute with new ideas” or “works well under pressure and will help our team stay organized.”)

Please attach your friend’s contact details and resume to the email and leave next steps to us.

[It’s best to mention whether you offer an employee referral bonus program, e.g. “Keep in mind that if we end up hiring the friend you’ll refer to us, you’ll be eligible for one additional PTO day as a bonus.”]

Don’t forget to regularly check our careers page [add link] for new openings. If you have any questions, feel free to contact [add appropriate person’s name and contact details, e.g. recruiter’s name with a link to their email].

Thank you!

[Your name]
[Signature]

Employee referral program email

We’re hiring!

Hi all,

We are excited to announce that we are currently looking for a [Job Title] to work with our [ X team/ Y department]!

This person will be responsible for [Include 1-2 key duties, e.g. ‘This person will join our Shopify development team and will be responsible for improving our online store.’]

[It’s best to add some top requirements for the position, e.g. ‘Experience with Shopify and passion for eCommerce technologies are required for this role.’]

If you know someone who you think would be a good fit, it would be great if you could refer them [It’s best to mention how to refer a candidate, e.g. by emailing the recruiting team, mentioning them directly to the hiring manager or adding their contact details to the company’s ATS.]

Thank you!

[Your name]
[Signature]

Employee referrals from external network email

Do you know a great [Job_title]?

Hi [recipient’s name],

Word on the street is that [Company_name] launched a search for a [Job_title].

As you may already know, here at [Company_name], we always want to collaborate with talented people and we’d like your help to find our next team member.

This person will be responsible for [Include 1-2 key duties and link to the job description, e.g. “This person will join our team of mobile developers and will be responsible for improving our iOS applications.”]

[It’s best to add some must-have requirements for the position, e.g. “Experience with Swift and interest in mobile technologies are required for this role.”]

It’s a great opportunity for a [Job_title] who wants to [e.g. work in a diverse environment and serve customers like X, Y, Z / to be part of a growing team and help us build X product / join our X team, work with high-end technology and attend global conferences that will help them develop professionally.]

If you know someone who you think would be a good fit, it would be great if you could refer them [e.g. by emailing their contact details or resume.]

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

Thank you,

[Your name]
[Signature]

Interview emails

Zoom interview invitation email

Zoom interview with [Company_name] for the [Job_title] position

Hi [Candidate_Name],

Thank you for applying to [Company_name].

My name is [Your_Name] and I’m a [recruiter/the hiring manager] at [Company_name.] I would like to schedule a video call with you to discuss about your application for the [Job_title] role.

I’d like to tell you more about [Company_name] and get to know you a bit better.

Would you be available for a short introductory video call [give a specific timeframe – like, early next week?]

Once we agree on the date and time of the interview, I will send you a zoom link so that you can join the call from your computer.]

Looking forward to hearing from you,

All the best / Kind regards,

[Your name]
[Signature]

Scheduling an interview email

Invitation to interview – [Company_name]

Hi [Candidate_Name],

Thank you for applying to [Company_name].

Your application for the [Job_title] position stood out to us and we would like to invite you for an interview at our office[s] to get to know you a bit better.

You will meet with the [Department_name] department manager [optional – Manager_name]. The interview will last about [X] minutes and you’ll have the chance to discuss the [Job_title] position and learn more about our company. [If applicable: Insert information about what the candidate might need to bring with them e.g. ID to pass from the security/reception, resume or portfolio.]

Would you be available on [date and time – or, range of dates/times]?

Looking forward to hearing from you,

Kind regards,

[Your name]
[Signature]

Interview no-show email

Interview with [Company_name]

Hi [Candidate_name],

We had scheduled [an interview at our offices / a video call] today [at 11 am] but you didn’t make it. I hope everything is well.

Could you let me know if you’re still interested in the [Job_title] role? If so, we can reschedule the interview. Otherwise, I’ll be deleting your information from our database.

Thank you,

[Your name]
[Your email signature]

Phone interview invitation email

Phone interview with [Company_name] for the [Job_title] position

Hi [Candidate_Name],

Thank you for applying to [Company_name].

My name is [your name] and I’m a recruiter/the hiring manager. I would like to have a phone discussion about your application for the [Job_title] role.
I’d like to tell you more about [Company_name] and get to know you a bit better.

Would you be available for a short introductory phone call [give a specific timeframe – like, early next week]?

Looking forward to hearing from you,

All the best / Kind regards,

[Your name]
[Signature]

Interview cancellation email from employer

Cancelling interview for the [Job_title] position

Hi [Candidate_Name],

I’d like to inform you that, unfortunately, we need to cancel our interview for the [Job_title] position that we had arranged for [date and time.]

[Briefly mention why you’re cancelling and when/whether you are going to reach out again, e.g. Our hiring plans have changed and we decided to put this position on hold for at least three months, so we won’t be conducting any interviews at this time. However, as we were very impressed with your qualifications, we’d like to reach out again once the role is open and schedule a new appointment, if you’re still available to meet. In the meantime, I’ll keep you posted on any updates about this or similar roles.]

Thank you, again, for taking the time to apply at [Company_name] and please accept my sincerest apologies for any inconvenience.

Regards,

[Your name]
[Signature]

Interview reminder email

[Tomorrow’s] interview for the [Job_title] position

Hi [Candidate_Name],

We’re looking forward to meeting you [tomorrow] – as we agreed, [the recruiter/ hiring manager’ name] will welcome you at [time] in our offices.

[Please make sure to bring your ID with you, as the security guard will ask for it upon your entry. Here’s a link with directions to our offices. Feel free to call me at 1-444-555-2222 if you need further information.]

Thanks,

[Your name]
[Email signature]

Offer letters

Salary negotiation with candidates email

Job Offer from [Company_name]

Dear [Candidate_name],

We are pleased you’re considering our job offer for the [Job_title] position. We’ve discussed your requests with the Head of [e.g. Engineering] department and our Finance team and we’ve decided to extend our initial offer with:

  • A [e.g. 5%] increase in the annual compensation to a new [mention the new salary] salary
  • A signing bonus of $X
  • Flexibility to work from home two days/week or commute reimbursement
  • Company stock options
  • Re-negotiation of compensation and benefits package after an early performance review [e.g. six months after start date]

Please consider the above offer and reply by [date.] In the meantime, if you have any questions, feel free to contact me at [provide contact details.]

We look forward to hearing from you.

Best regards,

[Your name]
[Signature]

Offer letter email

[Company_name] job offer

Dear [first name],

Our hiring team was positively excited to meet and get to know you over the past few days. It is my pleasure to offer you a position at [company name] in the role of [role title]. You will be reporting to the Head of our [team name] team which belongs in the [department name] department.

Your expected starting date is the [date].

We will be offering you the following compensation and benefits:

  • Annual gross salary of $[total annual salary] (12 monthly wages per year)
  • Private health and dental insurance plan
  • Computer workstation of your choice
  • Paid vacation leave per annum
  • Educational materials and expenses, subject to management approval
  • Eligibility for any additional employee benefits that the company may provide in the future

This offer is valid until the [date]. To accept the offer, simply hit reply on the email that contained this offer letter and confirm that you agree with the proposed terms. If you prefer to accept the offer by phone, feel free to call [employee name] on [employee phone number].

We are looking forward to having you in our team and to seeing you achieve great things at [company name].

Sincerely,
[Sender Name]

Disqualifying candidates

Post-interview rejection email

Application for the [Job_title] position

Dear [candidate name],

Thank you for taking the time to meet with our team about the [role title] role at [company name]. It was a pleasure to learn more about your skills and accomplishments.

Unfortunately, our team did not select you for further consideration.

I would like to note that competition for jobs at [company name] is always strong and that we often have to make difficult choices between many high-caliber candidates. Now that we’ve had the chance to know more about you, we will be keeping your resume on file for future openings that better fit your profile.

I am happy to answer your questions if you would like any specific feedback about your application or interviews.

Thanks again for your interest in [company name]  and best of luck with your job search.

Regards,

[Sender Name]

Job application rejection email

Your application to [Company_name]

Dear [Candidate_name],

Thank you for taking the time to consider [Company_name]. Our hiring team reviewed your application and we’d like to inform you that we are not able to advance you to the next round for the [Job_title] position at this time [it’s best to explain why, e.g. as we are looking with someone more experience in X.]

We encourage you to apply again in the future, if you find an open role at our company that suits you.

Thank you again for applying to [Company_name] and we wish you all the best in your job search.

Regards,

[Your name]
[Your email signature]

Rejecting overqualified candidates email

Your application to [Company_name] for the [Job_title] position

Dear [Candidate_name],

Thank you for taking the time to meet with our team about the [Job_title] role. It was a pleasure to learn more about your skills and accomplishments.

Unfortunately, we have chosen to move forward with a different candidate for the [Job_title] position.

I would like to note that we were all impressed by your skills and your attitude during the interview. That’s why I’d like to stay in touch and contact you when a more fitting opportunity opens up; one that better matches your profile.

I am happy to answer your questions if you would like any specific feedback about your application or interview.

Thanks again for your interest in [Company_name] and best of luck with your job search.

Kind regards,

[Your name]
[Your email signature]