20 Best Recruiting Email Templates: A Complete List for Use by Recruiters in 2023

recruiting email template

85% of recruiters and HR managers rely on email as the top channel for reaching out to, and interacting with, potential hires. 

Recruiting emails are your first, and sometimes only, means of contact with potential candidates, so it’s important to get them right. 

Do you struggle to find time to write recruiting emails? HR email templates can be a powerful time saving secret weapon. 

So, to save your precious time, I’ve penned 20 recruiting email templates for common recruiting situations. Feel free to use, adapt, customize, and send away! 

Who this template is for:

Best Recruiting Email Templates 2022

Case 1: Internal job posting email 

Hi All,

As you may already know, there’s a vacancy for a [Job Profile] in our [Department, e.g. Marketing Department]. Let us know if you know someone you think would be a good fit here.

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

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

Please attach your friend’s contact details and resume here.

[If you have a special scheme for employee referral, mention here ‘We are applying a referral bonus for an internal referral who successfully introduces a candidate joining our company]

Feel free to contact our HR team [include contact details] if you have any questions about the position or the process.

Best regards,

[Your Name]

[Your Signature]

Case 2: Job application rejection email

Dear [Candidate Name],

Thank you for your interest in joining our team at [Company name]. We always welcome candidates to explore career opportunities with us.

While we were impressed by your qualifications, we regret to inform that we will not process your application for [Job title] position to a further stage at this time [it’s best to explain why, e.g. as we are looking for someone with 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 with your endeavors.


[Your Name]

[Your Signature]

Case 3: Keeping candidates engaged email template

Hi [Candidate Name],

I just wanted to check in and update you about the status of your application for the [Job Title] position.

[Our hiring manager] is currently reviewing all 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 [Phone Number] if you have any questions.

All the best

[Your name]

[Your signature]

Case 4: Reaching out to candidate email template

Hi [Candidate Name],

I am [your name], and I work as a [your job title] at [company name]. I saw your profile on [e.g. LinkedIn or GitHub], and I was really impressed by your experience in [specific field that caught your eye].

Here at [company name], we are always looking to collaborate with talented people. We are currently looking for a [job title]. You can find the job description here [add a link to the job description].

I’d like to talk to you so I can get to know you better and introduce our company to you.

Are you available on [Include date and time]? If so, I’d be happy to set up a call. I’m also happy to coordinate via email or LinkedIn if you prefer.

Looking forward,

Talk Soon,

[Your name]

[Your signature]

Case 5: Interview reminder email template

Hi [Candidate Name],

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

Please bring your ID with you, as the security guard will ask for it upon entry. 

Here’s a link with directions to our offices. 

Feel free to call me at [Your phone number] if you need further information.


[Your name]

[Your signature]

Case 6: Interview cancellation email template

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].

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.

Talk soon,

[Your name]

[Your signature]

Case 7: Telephonic interview email template

Hi [Candidate Name],

I would like to confirm your telephone interview for the [Job title] position. Below are the details of this call:

When: [date and time] – the estimated duration is [e.g. 30 minutes]

Where: Phone interview – I will call you at [Candidate’s phone number]

Who: [name and job title of the interviewer]

Please let me know if the phone number listed above is incorrect. Also, If you have any questions, feel free to contact me via email or at [Your phone number].

I look forward to talking with you and discussing this job opportunity at [Company name].

All the best,

[Your name]

[Your signature]

Case 8: Email to the most suitable candidate

Hi [Candidate Name],

Thank you for taking the time to talk to us about the [job title] position. It was a pleasure getting to meet you and we think that you’d be a good fit for this role.

As a next step, we’d like to send you an assignment that simulates some of the job duties. It’ll give you the chance to better understand what the position entails and showcase your skills.

If you agree, please reply to this email, and I’ll [send you the assignment along with the guidelines]. Also, feel free to reach out if you have any questions.

Looking forward to hearing back from you,

[Your name]

[Your signature]

Case 9: Second touch point email

Hi [Candidate Name],

I’m looking for a great [job title] to lead our [Job title] here at [link to your company website], and your background and expertise look like a great match.

I’m reaching out personally because I’d love to talk quickly about where you’re at in your career, where you want to go next, and how [your company] might be able to help.

Here’s the job post: [JOB LINK]

If you’re interested, I’d love to talk. If not, anyone in your network you’d like to refer?


[Your name]

[Your signature]

Case 10: Interview no-show email template

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]

Case 11: Interview assignment email

Hi [Candidate Name],

Please find the attached assignment as part of our interview process. I’m also attaching some instructions to help you complete the assignment.

This assignment is designed to gauge your skills and give us an idea of how you approach tasks relevant to the [Job title] role. 

It would be great if you could send this over to us by [Date and Time].

Please do not hesitate to get in touch if you have any questions.

Best of luck with the assignment,

[Your name]

Case 12: Followup with candidates

Hi [Candidate Name], 

Hope all is well! I wanted to follow up as I couldn’t reach you over the phone today.

Haven’t heard back from you yet. 

Our team is still looking for a [job title] in [city] — and I think your background makes you a great fit.

At [Company name], we’re working on [project type(s)] that might be of interest, given your background in [industry/field]. Take a look at the full [job title] job description for a fuller picture of the role. 

I’ll try reaching out [via email/over the phone] once more on [date]. Could you let me know your thoughts either way?


[Your signature]

Case 13: Candidate Rejection Email Template

Hi [Candidate Name],

Thank you for taking the time to consider [Company name]. We wanted to let you know that we have chosen to move forward with a different candidate for the [Job title] position.

Our team was impressed by your skills and accomplishments. [It’s best to include something that specifically drew your attention]. 

We think you could be a good fit for other future openings and will reach out again if we find a good match.

We wish you all the best in your job search and future professional endeavours.


[Your name]

Case 14: Auto-Response Email When You Get a Job Application

Hello [Candidate Name],

Voila! We’ve received your job application. And this is an automatic message, but we’re thrilled that you’d be interested in working for [Your Company Name].

It may take one week or ten days (If we choose lunch over reviewing your application). And we can guarantee you that a real human being will review your application after having a lot of coffee and snacks.

No matter if we select your application or not, you’ll hear from us. It’s our policy.

If you forgot to tell anything in your application, simply hit reply and tell us now.

I’ll shut up now, and one real human being will get back to you after reviewing your application.

It was nice talking to you.

[Your Name]

[Your Signature]

Case 15: Salary negotiations with candidate

Dear [Candidate name],

We are pleased you’re considering our job offer for the [Job title] position. After the discussion with the Head of [e.g. Technology] department and our Finance team about 

your request, we’ve decided to extend our initial offer with:

• A [e.g. 5%] increase in the monthly gross salary

• A signing bonus of $X

• Flexibility to work from home two days/week or commute reimbursement

• 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.

We look forward to hearing from you.

Best regards,

[Your name]

[Your signature]

Case 16: Email template for Job offer

Hello [Candidate name]

We have been impressed with your background and would like to formally offer you the position of [Job_title]. 

This is a [full/part] time position [mention working days and hours] with an annual salary of [X]. 

You will be reporting to the head of the [Department_name] department. Your expected starting date is [date.]

Please confirm your agreement by replying to this email by [date] and/or let us know if you have any concerns. We are all looking forward to having you on our team.

Awaiting your response!

[Your signature]

Case 17: Employer branding email

Hi [candidate Name], 

This is [Your name] from the [recruiting/HR/talent acquisition] team at [company name]. 

Hopefully, you saw my recent email about our search for a [job title] in [city], explaining our interest in considering you for the role. 

I’m following up to share a few resources that can show you what it’s like to work at [company name].

Here’s a post on our blog that covers [topic]. We also created a video to highlight [topic]. I wanted to share these with you because [reason that relates to the candidate’s experience].

You can definitely see this in the content itself, but at [company], we’re all about [value 1, value 2 and value 3]. Would you be interested in joining a team like ours when you’re ready to make your next move? 

I’d be happy to chat further and would appreciate your thoughts either way.


[Your name]

[Your signature]

Case 18: Employer Branding Through Reviews and Testimonials

Hi [candidate Name], 

Following up from [company name] — hope you’ve been having a great [weekday]! 

I haven’t heard back from you yet about the [job title] opportunity or the resources I sent over in my last message — I know it’s a lot to take in, especially as it looks like you’re busy making great contributions to [candidate’s employer name].

At [company name], we work hard to make sure our employees can enjoy [perk 1, perk 2 and perk 3] — but don’t take it from us. See for yourself by checking out our 

a) Glassdoor reviews and rating [Link]

b) Ranking on [publication]’s Top 50 Best Places to Work]

c) employee testimonials

I’d love for you to see what others have to say.

We still have a position open in [department] for someone with your experience 

and background — I’ll give you a call at [time of day] on [day] so we can discuss.


[Your name]

[Your signature]

Case 19: Onboarding email

Hi [Candidate Name],

We are all really excited to welcome you to our team! As agreed, your start date is [date.]

We expect you to be at our office by [time], and our dress code is [casual/ business casual.]

We’ve organized your first days to help you settle in properly. You can find more details in the attached agenda.

Feel free to reply to this email if you have any questions.

Thank you,

[Your name]

[Your email signature]

Case 20: New hire announcement

Hi All,

I am very pleased to announce that [Employee’s name] will be joining us as [Profile name] on [Start date.] 

[A short introduction of employee]

[Employee’s name] will work with our [Department name]. Please make sure you give [him/her] a warm welcome and introduce yourselves!

Thank you,

[Your name]

[Your email signature]


How do I write a recruiting email?

Here are some basic rules for writing a recruiting email:

– Personalize your email. Use the candidate’s name.
– Write a clear and concise subject line
– Keep the email short and to the point
– Add a precise call-to-action or CTA button that shows the email recipient exactly where to click to take action or for more information.

What are the different types of recruitment emails?

There are many different types of recruitment emails: 

– Invitation and scheduling an interview
– Job rejections and offers emails
– Welcoming and onboarding new hires

Who sends recruitment emails?

The head of the HR department or another hiring manager will write and send recruitment emails.

Where can I find recruitment email templates?

The above article provides recruiting email templates for different scenarios, from sourcing candidates to onboarding new hires.

Let SpringRecuit transform your recruitment process today.

SpringRecruit, a free ats software helps fast-growing companies like yours scale up HR operations effortlessly

  • Gain visibility throughout the Employee Journey
  • Attract new talents with a streamlined recruitment process
  • Run paperless and digitalized HR operation

Pawan Kumar

I'm a Content Marketer at Springworks. I've been featured in many reputed publications and online magazines! I'm an avid reader and movie buff. Let's connect on Social Media.

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