Hiring the right candidate for your business is essential to its success. But it can be tricky, especially in today's competitive job market. With unemployment rates at an all-time low of 3.7%, and more than 10.7 million jobs going unfilled across the US, employers need to move quickly when recruiting new talent or risk missing out on great candidates.
Here, we've compiled a list of various recruitment email templates that you can use to help you get the word out about your open positions. These include:
- Recruiting email templates for sourcing candidates
- Recruiting email templates for job interviews
- Recruiting email templates for job offers
Recruiting Email Templates for Sourcing Candidates
Given the sheer volume of competing emails vying for a potential candidate's attention, there is an increased likelihood that yours may never be opened, let alone read. Here are some email templates with a high chance of getting noticed and responded to.
Recruiter Introduction Email Template
When writing a recruiter introduction, let them know who you are, how you find the candidate's email, why you're emailing, what position you are offering, and what the next steps are.
Subject line: {{Company name}} is looking for {{Job title}}
Hey there!
My name is {{your name}}, and I'm a recruiter at {{company name}} We found your profile on {{platform x}} and we think you'd be an excellent fit for our open position of {{position}} We're looking for someone with unique skills and qualifications, and we'd love to hear more about your experience.
If this position interests you, please reply to this email with a summary of your experience and a link to your resume.
We look forward to hearing from you!
Sincerely,
{{Your name}}
Introduction Email Template for a Referred Candidate
When writing an email for a referred candidate, let them know who referred them, the job position, your name, and your position at your company.
Subject line: Referred by {{Employee name}} for {{Position}} at {{Company name}}
Hello, {{Name}}
My name is {{Your name}}, and I'm the {{your position}} at {{company name}}. You were referred by {{referrer’s name}}, who thought you would be a great fit for the {{position}} we have open. We are looking for someone with unique skills and qualifications, and we'd love to hear more about your experience.
If this position interests you, please reply to this email with a summary of your experience and a link to your resume.
We look forward to hearing from you!
Sincerely,
{{Your name}}
Email Template for Keeping Candidates Warm
When writing a candidate warm-up email, keep your tone friendly and inviting. Let them know what position you are offering, the application timeline, and other details.
Subject line: {{Job title}} Position at {{Company name}}
Dear {{Candidate name}}
I hope this message finds you well. I'm {{your name}} the {{your position}} at {[company name}}, and I wanted to reach out to let you know that we are still looking to fill our {{title}} position. The application timeline is open until {{time}}, and we're excited to find the perfect fit for this role.
We think you would be a great candidate to consider, so we wanted to see if you're still interested in applying. If so, you can reply to this email with a summary of your experience and a link to your resume.
We look forward to hearing from you soon!
Sincerely,
{{Your Name}}
There is much more to a follow-up template, especially if you are looking forward to hearing from a preferred candidate. Learn how to write a follow-up email to secure the best candidate for the position.
Recruiting Email Templates for Job Interviews
Finding the right people to interview can be a challenge. But with the help of crafted email templates, you can make the process easier and more efficient. Here are some templates to help you reach out to job candidates and successfully schedule interviews.
Job Interview Invitation Email Template
When inviting a candidate to an interview, you should let them know the date and time of the interview, which they will be meeting with, and what they can expect during the interview.
Subject line: An invitation to a job interview with {{company name}}
Dear {{Candidate’s name}},
I am {{your name}}, the {{title}} at {{company}}. I am reaching out to invite you to an interview for our open position of {{title}}. The interview will take place on {{date}} at {{time}}, and you'll be meeting with {{interviewer name}}.
You'll learn more about the role at the interview and ask any questions you might have. We look forward to hearing more about your experience and getting to know you better.
Please let me know if this date and time work for you or if there's a better time that works for you.
Looking forward to hearing from you soon!
Sincerely,
{{Your name}}
Successful Candidate Email Template
When emailing a successful candidate, it's essential to thank them for their time and congratulate them on getting the job. You should also let them know the next steps and give them a timeline for when they should expect to hear back from you.
Subject line: Interview with {{Company name}} for the {{Job title}} role
Dear {{Candidate}},
I am delighted to inform you that you have been selected as the successful candidate for our open position of {{title}} at {{company name}}. Congratulations!
The next step is to discuss terms, so I'll be in touch within the next {{number}} days to arrange a formal offer. In the meantime, if you have any questions, please don't hesitate to reach out.
Once again, congratulations on being selected for the role. We look forward to having you join our team.
Sincerely,
{{Your name}}
Rejection Email Template
When sending an email to reject a candidate, it's important to be respectful and kind. Let them know that although they weren't selected for the job, you appreciate their time and will keep them in mind for future opportunities.
Subject line: Your application to {{Company name}}
Dear {{Name}},
Thank you for taking the time to apply for the position of {{title}} at {{company}}. We appreciate your interest, and we've been impressed by your qualifications.
Unfortunately, after careful consideration, we have decided to proceed with another candidate for the role. We wish you the best of luck in finding the right opportunity.
Thank you again for your time and interest.
Sincerely,
{{Your name}}
Recruiting Email Templates for Job Offers
When it comes to offering job roles, you need to be clear about what the role entails and what expectations there are. Use these email templates to help craft compelling offers and keep candidates informed. You can also use easy-to-use email outreach tools when hiring in batches to save time and effort.
Formal Job Offer Email Template
When sending a formal job offer, you should ensure that the candidate understands what they're being offered. Include the date and time of when the offer was made, the terms and conditions of the job, and a timeline for when they should get back to you.
Subject line: Job offer for the position of {{Title}} at {{Company name}}
Dear {{Name}},
Congratulations! I am pleased to offer you the position of {{title}} at {{company name}}. This role comes with a salary of {{offer}} and a start date of {{date/time}}.
I have included further information about the role and accompanying paperwork which you should read carefully. Please sign and return the documents within {{time}} days to confirm your acceptance of the role.
If you have any questions, please don't hesitate to get in touch with me.
I look forward to welcoming you to the team.
Sincerely,
{{Your name}}
Informal Job Offer Email Template
When informing a candidate about an informal job offer, you want to be clear about the terms and conditions of the job. Include details about the expected start date, salary, and other benefits they would be eligible for.
Subject line: Interview with {{Name/ Company}} at {{Date/Time}}
Hey {{Name}},
Thank you for taking the time to interview with us for the position of {{title}} at {{company name}}. After careful consideration, we would like to offer you the role.
The role comes with a salary of {{offer}}, and is expected to start on {{date/time}}.
Please let me know if you have any questions about the role or would like more information.
We look forward to having you join our team.
Sincerely,
{{Your name}}
Key Takeaways
When writing an email, always be respectful and professional. This is not only restricted to recruiting email templates, but also outreach email templates and other professional communication.
To recap:
- When crafting emails related to recruiting and job offers, it is vital to be clear and concise.
- Ensure all information is included in your messages, such as the job role, salary and benefits.
- Be respectful and professional when communicating with potential candidates.
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