When you send hundreds of emails to potential candidates every week, a recruiting email template is a must. Using a template can help you save time and make more connections — but only if it's an effective template that gets the right kind of attention from candidates.
We'll teach you when and how to use recruiting email templates effectively. Plus, 17 templates that will help you stand out in candidates' inboxes.
If you want a high-quality email format ready for every stage of the recruiting process, this guide is for you. Let's dive right in:
How to use recruiting email templates effectively
Before we get to the templates, there are some best practices to ensure you get the most benefit out of them.
Personalize your templates
The worst thing a recruiter can do with a template is to blind copy a ton of candidates on the same boilerplate email. Templates make a great starting point, but it's absolutely crucial to personalize them. Remember that your job is to provide the best possible candidate experience, which means doing outreach that makes top talent feel like you're invested in their success — even when your emails start as templates.
Be concise
A good rule of thumb is to keep your emails to just 3 paragraphs — including a call-to-action. Research shows that emails with just 75-100 words get the highest response rates. It's important to give the candidate just enough information to engage and intrigue them, without weighing your email down by including an entire job description, for example — talk about that once you schedule a call with a candidate.
Be timely
There's some debate about the best day and time to send emails (and it can vary widely by industry). But you can experiment with different send times and make sure you never miss a follow-up by scheduling your emails ahead of time. Superhuman makes it easy, because you can schedule sends — even selecting your time zone in just a few taps.
Proofread your email
Even if you use a template, and even if it's a tried-and-true template you've used before, always proofread every email before you hit "send". Nothing will turn a candidate off faster than misspelling their name. If you do send a message and then notice an error, use Superhuman's Undo Send feature to fix it before it's opened.
When to use recruiting email templates
There are certain times when it's best to use a template for a recruiting email, including:
- When connecting with a candidate for the first time
- When following up with a candidate who didn't respond
- When sending an interview invitation
- When sending interview confirmations and reminders
- When sending job offers
- When sending rejections
When not to use recruiting email templates
On the other hand, there are also times when a template isn't the best way to go. These include:
- When answering candidate questions
- When doing highly personalized recruiting for a very unique role
17 recruiting email templates that work
First touch sourcing email templates
A first touch sourcing email is when you're reaching out to a prospect for the very first time. If they're a strong candidate, you won't be the only recruiter in their inbox, so your goal should be to stand out and catch the candidate's attention and interest.
Why it's important: This is your chance to make a first impression with every candidate in your pipeline. First touch sourcing emails are also how you'll maintain and update your pipeline. They're essential to your success as a recruiter.
What to include: A first touch sourcing email should include:
- How you found the candidate (especially if you have a mutual connection)
- One line about the role itself
- Why the candidate would be a good fit
- A CTA outlining what the candidate should do next
Cold recruiting email template
Hi <first-name>,
You probably get this a lot, but I saw your profile on <LinkedIn or other platform> and your background really caught my eye!
I'm filling a role in <job-title> for <your-company-name>. Because of your experience in X, I think you'd be a perfect fit.
If this interests you at all (or you want to talk about other opportunities), let's hop on a call in the next few days! Let me know your availability and I'll send you an invite.
Thanks,
<Signature>
Referred candidate introduction template
Hi <first-name>,
<Contact> at <company> gave me your name and spoke very highly of you. I was particularly impressed with <work experience or personal detail>!
I work for <your-company> and we're looking for someone who would be a great fit for <role>. Based on <contact>'s recommendation, I'd love to speak with you about this!
If this interests you at all (or you want to talk about other opportunities), let's hop on a call in the next few days! Are you available for a quick call on <date, time>?
Thanks,
<Signature>
New opportunity for a past candidate email template
Hi <first-name>,
I'm <your-name> from <your-company>. We met when you applied for the <role> position, and <insert something memorable about the candidate from when you spoke before>.
Although we ended up going with another candidate for <role>, your experience and qualifications really stood out to me during the search. I wanted to see if you're still looking for a new job, because I have an open position at <company> that looks like an even better match for you.
Are you open to a quick chat about your career goals right now? I'm available at <date, time>, if that works for you.
Thanks,
<Signature>
Follow up recruiting email templates
After your initial outreach, it's important to send well-timed follow-up emails — whether it's because you have a passive candidate who stops responding, or a candidate who submitted an application and is waiting during a hiring process that's dragging on.
Why it's important: Good, consistent communication will keep candidates engaged — and give them the best possible experience.
What to include:
- The role the candidate applied for and confirmation that you received their application
- A sincere thank you for their time and interest
- What they can expect to happen next, including estimated timelines, if you have them
- What they can do while they wait for next steps
Receipt of job application email template
Hi <first-name>,
Thank you so much for your interest in <role> at <company>. This email is to let you know that we've received your application and will review it right away.
We appreciate your patience during the process! We'll reach back out to update you on the status of your application by <date>.
In the meantime, you can learn more about <company> by visiting <web page>.
Best,
<Signature>
Email template for keeping candidates warm
Hi <first-name>,
I hope you're doing well! I just wanted to touch base and update you about the status of <role> at <company>.
<Hiring-manager> is currently reviewing all the applicants for the role and we expect to schedule in-person interviews by next week. I'll get in touch with you as soon as I have more news.
In the meantime, feel free to reach out any time if you have any questions.
Thanks,
<Signature>
"Are you still interested?" email template
Hi <first-name>,
We spoke last week about how you'd be a great fit for <open role> at <company>. We haven't received an application, so I wanted to check in.
Do you have any questions about the role that I can answer? Feel free to reach out at any time if I can help.
I was so impressed by your experience in <field of expertise, prior role>. If this role doesn't seem like your dream job, I'm happy to chat about your career goals so we can find the perfect fit. I'm available by email or at <phone number> any time.
Best,
<Signature>
Referral email templates
Recruiters know that some of their best candidates come from referrals — it's rare for someone to go out of their way to refer a candidate who they don't think is great! Having a referral program can help you reduce time-to-fill while also boosting your quality-of-hire, so it's important to send an occasional email to your network to remind them of your referral program.
Why it's important: Referral emails are essential for helping to build and maintain your candidate pipeline with great people with varied backgrounds and skills.
What to include:
- Sincere thanks to the existing contact for their time and referrals
- Information about your employee referral program or open role(s)
- Next steps, including a clear list of information contacts should send you for a referral
Refer a friend for a job email template
Hi <first-name>,
As you know, <company> is a great place to work in large part because of its talented team! We're always on the lookout for others who would be a great addition to the team.
We're currently looking for someone to fill <role>. The position will entail X, Y, and Z, and candidates should <information about necessary skills or experience>.
If anyone comes to mind, could you let us know? To refer a friend, please answer the following questions:
• What is their name, and how do you know them?
•. What experience makes them suited to this role?
•. Why do you think they'd be a great fit for <company>?
Don't forget to check our careers page regularly and let us know if there's someone you think would be perfect for a specific role. If you have any questions, feel free to let me know!
Thank you!
<Signature>
Referral program email template
Hi <first-name>,
Today, we'd like to remind you of our employee referral program. If you know someone who would be a great fit for <company>, please let us know — if they're invited for an interview, we'll send you a special gift.
If you'd like to refer a friend, please answer the following questions:
• What is their name, and how do you know them?
•. What experience makes them suited to this role?
•. Why do you think they'd be a great fit for <company>?
Don't forget to check our careers page regularly and let us know if there's someone you think would be perfect for a specific role. If you have any questions, feel free to let me know!
Thank you!
<Signature>
Interview invitation email templates
The job application process can be long. It's important to keep candidates up to date at every stage — it keeps them engaged and interested, and provides a better candidate experience! At the interview stage, there are a number of emails you may need to send, so we have a template for each: interview invitations, confirmations, reminders, and even a template for when a great candidate is a no-show for a scheduled interview (it happens!).
Why it's important: Interview invitation emails provide the details of the interview. Consistent communication throughout the interview stage keeps everyone on the same page and up-to-date, even though the process can be lengthy.
What to include:
- The role the interview is for
- Why you're excited the candidate is interviewing
- The interview format (phone, video, in person, etc.)
- Who the interviewer will be
- When and where the interview will take place, and how long you expect it to take
First interview invitation template
Hi <first-name>,
Thank you for applying for <role> at <company>! We were thrilled about your experience in X, so we'd like to invite you to move forward with the interview process.
We would like to schedule an initial phone interview with <interviewer>, <interviewer title> at <company>. This interview should last about <time>.
Are you available at <date, time> or <date, time>? Please reply to this email directly and let me know. If those times don't work, please include your availability.
Thank you again for your interest, and we look forward to learning more about you!
Best,
<Signature>
Job interview confirmation email template
Hi <first-name>,
This email is to confirm that your interview for <role> at <company> has been scheduled with <interviewer> at <date, time>.
This interview will take place by phone. We'll call you, but in case there's any problem, <interviewer>'s direct number is <phone number>.
The interview should take about <time>. We'll be discussing <agenda, talking points, or relevant experience for the candidate>. We're especially excited to hear about your experience with X!
Please let us know if any conflicts arise with the scheduled interview time, or if you have any questions between now and then.
Best,
<Signature>
Second interview email template
Hi <first-name>,
Thank you again for joining us for an initial interview for <role> at <company>. We were so impressed by <relevant skill or experience>, we would like to continue to move forward with the interview process and invite you for a second interview with <interviewer>, <interviewer title> at <company>.
This interview will take place in person at our office at <address> and should last about <time>. Are you available on <date> at <time>?
Best,
<Signature>
Interview reminder email template
Hi <first-name>,
I wanted to send a quick reminder of your interview that's scheduled for tomorrow for <role> at <company>.
Here are all the details:
<interviewer name>
<date and time>
<interview format>
<location>
When you arrive at <address>, please check in with the receptionist. Our office dress code is casual, so please wear whatever makes you feel most comfortable.
Please let us know if you have any questions before your interview. We look forward to seeing you!
Best,
<Signature>
Interview no-show email template
Hi <first-name>,
We had scheduled an interview for <role> at <company> on <date> at <time>, but you didn't make it. I hope all is well with you!
Can you let me know if you're still interested in <role>? We'd be happy to reschedule the interview — we're excited to learn more about your <experience or qualifications>!
If you're no longer interested, please let me know so I can remove you from consideration for this role. Please let me know if you have any questions or concerns either way!
Thank you,
<Signature>
Job offer email templates
Once you've identified the right candidate for a role, the last step is to send them an offer letter! It's important to get this email out quickly, since we all know that the best candidates don't stay available for long. In most cases, you'll want to send a formal offer letter as quickly as possible so the candidate has all the job information they need. But sometimes, you may need to send an informal job offer to let them know quickly that they're your top candidate and a formal offer letter is on the way.
Why it's important: The offer email should contain all the information about the role, including salary, benefits, and other details, that act as a final selling point to land the perfect candidate.
What to include:
- Why you're excited about the candidate
- Job details, including the title, company name, working hours, and start date
- Salary details, including all included benefits and perks
- When the job offer expires
Informal job offer email template
Hi <first-name>,
It is my pleasure to offer you the position of <title> at <company>!
Our team was so impressed by you throughout the interview process, especially <X experience or skill>. We think you'll be a great addition to <department>.
A formal offer with all the details on the role, compensation, and benefits will be on the way shortly. In the meantime, if you have any questions, please contact me directly at <phone number>.
We can't wait to have you as part of our team!
Best,
<Signature>
Formal job offer email template
Hi <first-name>,
It is my pleasure to offer you the position of <title> at <company>!
Our team was so impressed by you throughout the interview process, especially <X experience or skill>. We think you'll be a great addition to <department>.
Please review the following offer details carefully:
The position is <full-time/part-time/other>. Your title will be <title> at <company> under department>.
This position will require <hours> per <month/week>. Your working hours will be <schedule>, beginning on <date>, your first day of work.
<company> will compensate you <salary> per <week/month/year>.
This position includes <benefits> and <perks>.
A formal offer letter containing all these details is attached. Can you sign that to indicate your agreement and send it back to me by <date>? This offer will expire on <date>.
We can't wait to have you as part of our team! In the meantime, if you have any questions, please contact me directly at <phone number>.
Best,
<Signature>
Rejection email templates
One of the parts of the job that no recruiter loves is sending candidate rejection emails. However, it's a necessary evil — ghosting candidates who don't get the job is disrespectful of them and their time, and will likely hurt your pipeline.
Why it's important: Keeping candidates up-to-date — even when it's bad news — is a big part of the candidate experience.
What to include:
- A sincere thanks for their application and their time
- Constructive feedback, if you have any
- An invitation to stay in touch and reapply to future roles if they'd like
Interview feedback email template
Hi <first-name>,
Thank you for applying for <role> at<company> and taking the time to meet with our team. Everyone appreciated the opportunity to learn about your experience and skills.
The candidate pool for this role was particularly strong, and I'm sorry to say we can't offer you the <role> job at this time. While you had a great set of skills, we ultimately went with a candidate who was proficient in a specific software the role requires.
We will keep your resume on file and get in touch if we think you'd be a good fit for roles that open up in the future. We also encourage you to apply again to future openings that interest you.
Thank you,
<Signature>
Overqualified candidate email template
Hi <first-name>,
Thank you for applying for <role> at <company> and taking the time to meet with our team. Everyone appreciated the opportunity to learn about your experience and skills.
Unfortunately, we'll be moving forward with another candidate for <role>.
Our team was very impressed by your experience, skills, and attitude during your interviews. Ultimately, we don't feel that this is exactly the right role for you, but we'd like to keep working with you to find the perfect fit at <company>.
We will keep your resume on file and get in touch if a different role opens up that might be a better fit for your experience and skill level. We also encourage you to apply again to future openings that interest you.
Thank you,
<Signature>
Send your recruiting emails with Superhuman
When you're recruiting the top candidates in their field, you need all the tools you can get to stand out.
With Superhuman, you can use social media insights to learn more about your candidates, schedule cold emails and follow-ups to arrive with perfect timing, and use read receipts to know your message has been read.
Plus, you can save email templates as Snippets to use over and over again with just a single keyboard shortcut.
Superhuman helps recruiters send better emails, faster, and with more joy. Sign up today.
