As the hiring market gets more competitive as the years go on, attracting top talent gets more difficult! Having a strong recruiting email process is crucial to attracting top talent. Email templates are powerful tools that make the recruiting process easier as they save time, money and resources. Creating an engaging and effective recruiting email is difficult as a recruiting email is oftentimes is the first impression that a potential candidate gets of your company so it is very important to get it right! Creating the perfect email templates is not just about filling roles it also portrays your companies brand, and builds relationships. It is worth noting that automating the email process helps lower the chance of mistakes. In this article we’ll explore how to write a recruiting email, 10 email templates that can help make your recruiting process easier and why automating the process saves you time and resources!
How to write a recruiting email
As the job market grows more competitive every year, a strongly crafted recruiting email makes all the difference when attracting talent. Email templates ensure that the candidate is well-informed and updated regularly. The recruitment process is more than hiring someone, it’s the candidates first impression of the company which can make or break their decision.
Here are key steps to follow when creating a recruiting email:
Create an engaging subject line
The subject line is the first impression so make it count. This acts as the gatekeeper to your email and often is the decider if they will open the email.
Personalize the greeting
Ensure that your emails are personalized with the candidates name. This ensures that your email will stand out against competitors and makes the candidate aware that you place value on personalization. Make sure that the name is correct and not a variation of the name for example if their name is Isabelle ensure that you do not put Isabella due to autocorrect.
Be genuine and authentic
It is very important that the tone of the email reflects the authenticity of the company. Ensure that you come across genuine and authentic in your interest in this candidate.
Introduce yourself
Start the email body with who you are and and what the company is. Ensure that you state how you found their information and why you’re reaching out (i.e., new job opening).
Highlight why you chose them
This section of the email must be personalized to the candidate and reflect their experience and skills. Mention different projects, skills, qualifications or experience that caught your eye about this candidate.
Sell the company
It is key to sell your brand and the offering in a recruiting email. Describe an overview of the role, responsibilities, and why it is a good career move. Point out the benefits of working at the company and what the culture is like.
Call-to-action
When finishing the email ensure that you finish with a clear call to action. This can include providing times and dates to schedule a video call, phone call, or in-person invite for interview. It is important include your contact detail such as your email or work phone number that you can be reached on if the candidate has any questions or problems they want to discuss.
Include a professional closing
Finish the email with a professional closing. Ensure that they have your contact details underneath your signature and thank them for their time and consideration.
Make it brief
Keeping the recruiting email short and getting to the call of action quickly is key to retaining the interest of a potential candidate. While keeping the email short is crucial this does not mean that creativity should be removed!
Proofread your recruiting email
Ensure that you proofread the email before sending. A few things to check would be ensuring that their name is spelt correctly, the salary number is correct and that the interview link works.
Recruiting email templates
This is the first impression of your company to any potential prospect so it is important to make a strong first impression. The main objective is to stand out and get to the call of action without lengthy amounts of information.
1. First-time candidate email template
Why it matters: this is the initial email that will set the tone for the potential candidates impression of your company and brand. A compelling email can spike the candidates interest in the company and boosts your chances in a competitive talent market. This gives you the opportunity to personally address the individual about their strengths and skills that align with your company. Overall, this recruiting email will help build your talent pool and boost your brand.
When to send it: send this recruiting email when you know about the candidate so that you can personalize the email. You can do this via platforms such as LinkedIn or Instagram as well as their portfolio or website.
First-time candidate email example
Subject line: New job opportunity – [job title] position at [company name]
Hi [First name],
I came across your profile on [Where/how you found them] and wanted to share this job opportunity with you as you are a great fit for the role. Your skills and experience to date are a great fit for [company name] and I wanted to reach out to see if this is something you’d be interested in.
I work for [Company name] and were actively searching for someone to fill the position of [Job title]. In this role you will get to:
- [List the responsibilities of the role].
- [List the benefits of the role].
- [Mention if they will be working remotely, hybrid or onsite].
- [Mention what the working hours are and if they are flexible].
The salary range for this position is [$X-$X] and is combined with an annual bonus of [$X-$X]. [Company name] also offers a comprehensive benefits package which includes:
- [list the benefits your company offers such as health insurance, gym memberships, benefits in kind such as cars, child care assistance, employee discounts etc].
If you have any questions please don’t hesitate to contact me via email or my phone. I hope to see you working at [Company name] soon! Have a lovely day.
Kind regards,
[Signature]
[Email]
[Phone number]
2. ‘Are you still interested in the position’ template
Why it matters: reaching out to potential clients to remind them of the application is key sometimes as life can get very busy and it is easy to forget something that is not a priority.
When to send: send this email when a great candidate does not reply to an interview invite or does not reply to accept an offer.
Reminder example
Subject: Checking in about our new job opportunity – [job title] position at [company name]
I hope this email finds you well. I am emailing to follow up from my previous email which discussed the job opportunity as a [Job role] at [Company name].
Your skills in [List the areas of experience they have] are a great fit for [Company name] and I’d love to meet to discuss what you would be looking for.
Please let me know when it suits to meet you and I will schedule time for us. I look forward to hearing back from you!
Kind regards,
[Signature]
[Email]
[Phone number]
3. Passive candidate email templates
Why it matters: this email ensures that you are accessing high-quality talent with strong skillsets. Its a form of proactive recruitment as it build relationships, promotes your brand and reduces the time to hire by engaging potential candidates early.
When to send: this should be sent soon after you determine that this candidate is a great fit for the role. If the candidate is highly skilled they will be sought after so it is important to personalize this email to catch their attention.
Passive candidate example
Subject line: New job opportunity – [job title] position at [company name] that might interest you!
Hi [First name],
I hope you are well. I am emailing as [Company name] is actively searching for someone to fill the role of [Job Title] and your profile on [Platform name] caught my attention. Given your experience in [List the areas of experience they have], I thought this would be a new opportunity for you to advance your career with [Company name].
In this role you will get to:
- [List the responsibilities of the role].
- [List the benefits of the role].
- [Mention if they will be working remotely, hybrid or onsite].
- [Mention what the working hours are and if they are flexible].
The salary range for this position is [$X-$X] and is combined with an annual bonus of [$X-$X]. [Company name] also offers a comprehensive benefits package which includes:
- [list the benefits your company offers such as health insurance, gym memberships, benefits in kind such as a car, child care assistance, employee discounts etc].
Would you be available for a call to connect, explore what your plans/goals are and to discuss any questions you may have? I look forward to hearing from you and I hope you have a lovely day!
Kind regards,
[Signature]
[Email]
[Phone number]
4. Reaching out to a past candidate
Why it matters: you may have interviewed a candidate with great experience and is a strong culture fit for your organization but chosen to go with someone else who better fit that role. That candidate might be the perfect fit for a new role so reaching out is key to building their trust to begin the process again.
When to send: this should be sent when you find a new role that you think would suit the past candidates experience, qualifications or skills.
Past candidate email example
Subject line: New job opportunity – [job title] position at [company name]
Hi [First name],
I hope this email finds you well. I am emailing to invite you to apply to [Company name] for the new role of [Job title]. I know you applied to join our [Team name] previously, and although we went in a different direction we kept you in mind for future opportunities as we thought you were a great fit for our company.
The salary range for this position is [$X-$X] and is combined with an annual bonus of [$X-$X]. [Company name] also offers a comprehensive benefits package which includes:
- [List the benefits your company offers such as health insurance, gym memberships, benefits in kind such as a car, child care assistance, employee discounts etc].
Would you be available for a call to reconnect, explore what your plans/goals are and to discuss any questions you may have? I look forward to hearing from you and I hope you have a lovely day.
Kind regards,
[Signature]
[Email]
[Phone number]
5. Application follow up email template
Why it matters: the recruitment process can last up to 43 days according to Forbes. If your company is sending regular updates during the process it will stand out as one that looks after its people.
When to send it: you should send a follow up email to a candidate shortly after completing an interview or after receiving their application to keep them informed and engaged in the process.
Subject line: Invitation to interview – [job title] position at [company name]
Follow up example
Hi [First name],
Good [morning/afternoon]! I am emailing to make sure that you saw my previous correspondence about the [Job role] at [Company name]. We feel that your skills would be a great fit for this role and our companies culture.
If you’re interested could you please let me know what time best suits you to meet this week?
I hope that we get to talk soon and that you enjoy the rest of your day!
Kind regards,
[Signature]
[Email]
[Phone number]
6. Interview invite template
Why it matters: the interview invitation is an important step in the application process as it is most likely the candidates first face-to-face (or video) encounter with your organization. This email often gets the candidate excited about joining the company so it is important to get this step right.
When to send it: send an interview invite when you have reviewed the potential candidates application and you see potential for their expertise, qualifications and skills to match what you’re looking for. It is important to give the candidate time to prepare ideally a few days.
Interview invite example
Subject line: Invitation to interview – [job title] position at [company name]
Hi [First name],
Good [morning/afternoon]! Congratulations, I am emailing to let you know that we are excited to move forward with your application process. The next step will be an interview with the [employee name] who is the hiring manager.
Would you be available on [Day, Date] at [Time zone]? The interview will last approximately 45 minutes.
I look forward to hearing from you and I hope you have a lovely day.
Kind regards,
[Signature]
[Email]
[Phone number]
7. Interview confirmation template
Why it matters: it is crucial to send an interview confirmation email as this ensures the potential candidate knows the exact time, location and details for the interview.
When to send: this should be sent soon after the candidate suggests or accepts a date and time for the interview. Don’t send this unless both parties have confirmed the date, time and location as that will create confusion.
Interview confirmation example
Subject line: Interview Confirmation – [job title] position at [company name]
Hi [First name],
Good [morning/afternoon]! We have confirmed the date of your interview which is scheduled for [Day, date] at [Start time].
Here is the link to [Platform name] for your online interview. To enter the meeting room, please kindly use this code: [Access code].
OR
This interview will be held at our office which is located at [Address]. Please arrive 5 minutes early to check in at reception and the hiring manager will meet you there.
If you have any questions please don’t hesitate to contact me.
Thank you very much and I hope you have a lovely day!
Kind regards,
[Signature]
[Email]
[Phone number]
8. Interview follow up email template
Why it matters: this email encourages the potential candidate to stay engaged with the process as you interview others and as they conclude their other interviews with numerous companies.
When to send it: you should send an interview follow up email shortly after interviewing the person unless you are sure you are rejecting them, then you should send a rejection email (go to point 10).
Interview follow up example
Subject line: Interview Follow-up – [job title] position at [company name]
Hi [First name],
Good [Morning/afternoon]. I hope this finds you well! Thank you very much for taking the time [Day of interview] to meet with our team about the new job opening.
[Interviewer name] was very impressed with you and believes that you would be a wonderful fit for [Company name]. We have other interviews scheduled for this week but the process will complete by Friday so we will be in touch Monday afternoon.
Thank you very much for your time and consideration. I hope you have a lovely day!
Kind regards,
[Signature]
[Email]
[Phone number]
9. Job offer email template
Why it matters: this step is important as it is closing out the application process. It is crucial to ensure that you attach the contract and all relevant details to this email as this is the final consideration for the potential candidate.
When to send it: you should send the job offer email as soon as you determine that the candidate is right for the role as the job market is highly competitive. If you do not a competitor could get there first and you will lose your opportunity.
Job offer example
Subject line: Congratulations! – Offer letter for [job title] position at [company name]
Hi [First name],
Good [Morning/afternoon]. Congratulations [Candidate name], we are delighted to inform you that you have been selected to join [Company name] as a [Job Title].
Our team was really impressed by your skills and interview process and believe that you will be a great culture fit for [Company name].
Please read the positions details carefully and if you are happy with them please review, sign and return the attached letter by [Date].
Heres what to expect once you begin the role:
- Pre-boarding documents: we will need to collect some documents such as a copy of your passport and your visa [if applicable].
- Onboarding: the IT department will be in touch to send you instructions. Your first days at the company will be centered around our onboarding introduction trainings to ensure you are equipped to succeed at [Company name].
- Orientation: this process begins from your first day at [Company name] and after your onboarding in complete you’ll receive a notification of instructions to follow. This includes access links, passwords, and training invitations.
I’m looking forward to meeting you in person and if you have any questions please don’t hesitate to contact me!
Kind regards,
[Signature]
[Email]
[Phone number]
10. Rejection email template
Why it matters: it is really important to keep the potential candidate updated on the process, even if it means respectfully rejecting their application. This step is as important as any other step in the process! Feedback can also be added to this email if you have the time.
When to send it: this should be sent as soon as you determine that this potential candidate is not a good fit for the role.
Rejection email example
Subject line: Application Update – [job title] position at [company name]
Dear [First name],
I hope this finds you well. I am emailing to give you an update on your application process at [Company name]. Thank you very much for taking the time to send us your application and to interview with us. After careful consideration we have chosen a different candidate who better fit the role.
Please be assured our team was very impressed with your skills and enjoyed meeting you. We would love to keep your information on file to keep you informed of new opportunities that arise within our talent community. We really encourage you to apply to work at [Company name] again in the future.
Please don’t hesitate to contact me if you have any questions. Thank you again for your interest and consideration in [Company name] and we hope you have success in your job hunt.
Kind regards,
[Signature]
How can Factorial help simplify the recruiting process🚀?
The easiest way to simplify the complex recruiting process is to streamline and automate the recruiting emails with a HR software solution, AKA Factorial’s all-in-one HR solution! By automating your recruiting emails your recruiters will regain valuable time and resources. This will also help prevent burnout as the employees will have less administrative tasks to do! With Factorial’s solution you can send automated emails, manage recruiter inboxes effectively, integrate the system with job board platforms such as LinkedIn and Indeed, and use customizable rejection templates, along with many more benefits.
Why not book a demo to learn more about saving time with our recruiting software? With Factorial, the entire process is streamlined, automated, and takes only a few clicks for everyone involved.
Learn more about Factorial with a FREE demo call!
