As a busy recruiter, writing emails shouldn’t be done from scratch every day. Although it seems simple, typing every email by hand is a time-consuming task that can distract you from more important work.
Therefore, pre-created email templates are a great solution that helps save time, increases productivity takes a significant workload off your back, and ensures all necessary information is included and that you sound professional and kind.
However, creating templates can also be a daunting task, especially since recruitment requires sending emails on more than one occasion. That’s why, in our article, we will share a few email templates that you can use in your work. This will help you save time and ensure effective communication with candidates and colleagues. We will also help you come up with email templates that sound original, and genuine and follow your company brand.
Let’s dive in!
How to Create a Recruiting Email Template
You need to know how to structure an email properly to write a recruiting email template or any type of email template. Although many of us have sent thousands of emails, it’s not uncommon to forget what the proper structure of an email looks like. Knowing these basic elements will help you create professional and neat emails for any occasion.
Think about the subject line
The subject line is the first thing candidates see upon opening their emails. Therefore, you need to write your subject line clearly and include keywords such as “application”, or the name of the job description, to ensure higher open rates. Subject lines that are misleading, or too long may be omitted by your potential candidates. Usually, companies include the name of the company and the email’s intent in the subject lines such as (Ex. “Junior Recruitment Consultant – Application”, or “Content Writer 1st Interview round”).
Provide kind greeting
Every email starts with a polite greeting. However, it’s common for people to wonder whether they should start their emails with “Dear”, “Hi”, or “To Whom It May Concern”. As a general rule, you can use “Dear” to sound formal and professional, or “Hi” if you want your email to be more lighthearted. Depending on your company branding, you can also use emojis next to the greeting.
Creating email body
The email body or the second part of the email is the most important part, where all necessary information must be clearly communicated. To do this, start with telling your intentions, or thanking the person for replying. Next, directly proceed with what your email is about. Let’s assume you are replying to the candidate’s application.
You can start by saying:
“Thank you for your interest in working with [name of the company]”! “
“We are happy to inform you that we will be proceeding with your application process”.
Then, you can continue by explaining the process and the steps candidates should take if they want to proceed.
Include contact details and CTA
After writing your main part, it’s time to include important information such as contact information and CTA. While the email address used for sending emails can be enough, including a phone number or alternative ways of contact adds credibility and trustworthiness to your email. This also leaves space for you to be contacted in other ways if you prefer.
In addition, make sure you add a relevant CTA to increase the chances of the candidates a specific action like clicking on a link or scheduling a call.
Closing your email
At the end of your email, include any additional information such as a request for a reply and a kind greeting.
6 Email Templates Every Recruiter Needs
Depending on the job requirements, every recruiter uses email for different purposes. However, almost all recruiters use email for initial outreach, follow-ups, interview invitations, rejections, sending offers, and requesting feedback. Since these are repetitive tasks, email templates are perfect for these tasks, as they ease the full process and save time.
Initial outreach email template
Hi [Candidates’s Name],
I hope this email finds you well. My name is [Your Name], and I’m reaching out to you from [Your Company Name]. I came across your profile on [where you found them, e.g., LinkedIn] and was impressed by your [mention specific skills, experiences, or achievements relevant to the position or industry].
At [Your Company Name], we’re dedicated to [briefly describe your company’s mission or what sets it apart]. We’re currently expanding our team and are on the lookout for talented individuals who share our passion for [mention relevant industry or mission].
We have a [position name] opening that I believe aligns well with your skills and background. In this role, you would [briefly describe key responsibilities or projects].
Thank you for considering this opportunity with us.
I look forward to hearing from you soon.
Warm regards,
[Your Name]
[Your Position]
[Your Contact Information]
[Your Company Name]
Follow-up email template
Hi [Candidate’s Name],
I hope this email finds you well. I wanted to follow up on my previous email regarding the opportunity at [Your Company Name].
If you’ve had a chance to review the opportunity and have any questions or would like to further discuss the role, please don’t hesitate to reach out. I’m available for a call at your earliest convenience.
Best regards,
[Your Name].
Interview invitation email template
Dear [Candidate’s Name],
I hope this email finds you well. I wanted to express my appreciation for your interest in the opportunity at [Your Company Name]. After reviewing your application and credentials, we are impressed with your qualifications and would like to invite you to interview for the [Position Name] role.
Interview Details:
Date:
Time:
Duration:
Location: [ provide necessary details or meeting link]
During the interview, we’ll discuss more about your background, and experiences, and how they align with our company’s goals and the requirements of the position.
Please confirm your availability by selecting one of the provided date and time options or suggesting an alternative that works best for you
Best,
[Your Name].
Rejection email template
Dear [Prospect’s Name],
I hope this message finds you well.
I wanted to take a moment to express my sincere appreciation for your interest in the [Position Name] role at [Your Company Name].
After careful consideration and review of all candidates, we have decided to move forward with other applicants whose qualifications more closely align with the specific requirements of the role. We have identified that you are very strong at (x,y,z) but the expectations of the role regarding x skills were not met, which we prioritize for current our business needs.
Thank you once again for your interest in joining our team. We wish you all the best in your job search and future endeavors.
Warm regards,
[Your Name].
Email template for making an offer
Dear [Candidate’s Name],
I am delighted to extend an offer to you for the position of [Position Name] at [Your Company Name]. After careful consideration of your qualifications and experiences, we are confident that you will make a valuable addition to our team.
Offer Details:
Position:
Start Date:
Salary:
Benefits:
Location: [Specify if it’s in-person or remote work]
Please feel free to contact me directly if you have any questions or need further information.
We are thrilled about the possibility of you joining our team and are looking forward to the opportunity to work together.
Email template for requesting feedback
Dear [Prospect’s Name],
I hope this email finds you well.
Your feedback will help us understand what we’re doing well and where we can improve, ensuring a better experience for future candidates.
Please click on the following link to access the feedback survey: [Insert Survey Link]
Warm regards,
[Your Name].
Conclusion
Using email templates simplifies communication for recruiters, and ensures smooth interactions with candidates and colleagues. These templates save time and maintain professionalism throughout the recruitment process. By having these templates, recruiters can focus on important tasks and improve candidate experiences.