The Ultimate List of Email Templates for Recruiters

Check out the ultimate list of all the recruiting email templates a recruiter could ever need. Here you can find email templates for every step of your recruiting process, from the first contact with active and passive candidates to interview scheduling, job offers, rejections and referrals.

Importance of crafting great recruiting emails

Great recruiting emails can make a world of difference in your recruiting process.
Crafting a great recruiting email is an art that can help you find and hire ideal job candidates.

Sending the perfectly crafted email on time can help you dazzle talent, spark their interest and make them choose your company as their next employer of choice.

On the downside, lousy recruiting emails not sent on time can paint a negative picture of your Employer Brand , and dissuade your potential candidates from joining your talent pool .

However, most recruiters are very busy. Although they have the best intention to write great, personalized email to all their candidates, they simply lack time to do it. ⏳

This is why we compiled this ultimate list of all the recruiting emails a recruiter could ever need.

So what are you waiting for?

Grab these email templates to save time and ensure dazzling, on-time communication with your candidates! ✨

List of email templates for recruiters

Here you can find email templates for:

1. Communicating with active job seekers
2. Communicating with passive job seekers
3. Managing job interviews
4. Sending job offers
5. Rejecting candidates
6. Managing referrals.

1. Email templates for active job seekers

Responding to open job applications is very important for providing a great candidate experience and building high-quality talent pools .

Even when you currently don’t have a suitable job opening for your job seekers, they may be the perfect candidates for some of your future job openings.

Email response to an open job application – job opportunity

Use this email template to respond to open the application when you have a job opening that would be a good match for the candidate:
Email response to an open job application – job opportunity.

Email response to an open job application – no vacancies

Use this email template to respond to open the application when you don’t have a job opening that would be a good match for the candidate:
Email response to an open job application – no vacancies.

2. Email templates for passive job seekers

Passive job seekers are candidates that are currently employed so they are not actively looking for a job but would be willing to accept a better offer.

When you find suitable candidates, you have to do your best to make a great impression and spark their interest in your company as their next employer of choice.

Email to referred candidates

Use this email template to reach out to recommended candidates and inform them about your company’s open job positions:
Email to referred candidates .

Email to sourced candidates

Use this email template to reach out to sourced candidates and inform them about your company’s open job positions:
Email to sourced candidates .

Follow-up email to sourced candidates

Use this email template to follow up with a sourced (passive) candidate that you previously contacted:
Follow-up email to sourced candidates .

Email to previous candidates about a new job opportunity

Use this email template to inform past candidates form your talent pool about your company’s new job openings:
Email to previous candidates about a new job opportunity .

Join our talent network email

Use this email template to invite passive and active job seekers to join your talent pool:
Join our talent network email.

3. Job interview email templates

A job interview is the most critical part of the recruiting process.
Getting the interview wron g can seriously damage your recruiting efforts.

According to LinkedIn Talent trends Report 2015, 83% of talent say a negative interview experience can change their mind about a role or company they once liked.

Skype interview invitation email

Use this email template to ask candidates about their availability to schedule a Skype interview:
Skype interview invitation email.

Interview invitation email

Use this email template to ask candidates about their availability to schedule a job interview:
Interview invitation email .

The second interview invitation email

Use this email template to set up a second round of interview with the candidates that have successfully passed the first interview:
Second interview invitation email .

Interview confirmation email

Use this email template to confirm the location, date and time of the arranged job interview:
Interview confirmation email .

Interview reminder email

Use this email template to remind candidates of the day and time of their interviews:
Interview reminder email .

Job interview feedback email

Use this email template to ask your job candidates to give you feedback about the interview with your company:
Job interview feedback email .

4. Job offer email templates

Timely and clear job offer emails to candidates can significantly improve the candidate experience and acceptance rat e.

Make sure to include all the conditions and benefits that will make the candidate say YES to your offer.

Formal job offer email

Use this email template to offer a job to a chosen perfect candidate in a formal way:
Formal job offer email .

Informal job offer email

Use this email template to offer a job to a chosen perfect candidate in an informal way:
Informal job offer email .

5. Candidate rejection email templates

When rejecting a candidate for a specific job role, keep in mind that these same candidates may be a good fit for some other current or future job opening.

The way you reject them will reflect your Employer Brand and impact their willingness to join your talent pool.

Disqualification email to applicants

Use this email template to reject job applicants that don’t meet one of the absolute requirements for your open job position:
Disqualification email to applicants .

Rejection email to applicants

Use this email template do reject job applicants that do not qualify for your company’s open job positions:
Rejection email to applicants .

Post-interview rejection email

Use this email template to inform candidates after interviews that they didn’t pass to the next round of your hiring process:
Post-interview rejection email .

6. Referral email templates

Employee referral is a highly effective method for finding and hiring talented candidates.

By asking your current (and past!) employees to recommend candidates from their existing networks, you can improve can easily improve time, cost and quality of hire .

Referral program announcement email to employees

Use this email template to announce your employee referral program and explain how it works:
Referral program announcement email to employees .

Employee referral reward email announcement

Use this email template to inform your employees about your company’s referral rewards and motivate them to take part in your employee referral program:
Employee referral reward email announcement .

Referral request email to employees

Use this email template to ask your employees to recommend high-quality candidates for your open job positions:
Referral request email to employees .

Referral request email to Alumni

Use this email template to ask your Alumni (past employees) to recommend high-quality candidates for your open job positions:
Referral request email to Alumni .

Thank you for referring email to employees

Use this email template to thank your (current and past employees) for recommending job candidates for your company’s open positions:
Thank you for referring email to employees .

Email to referred candidates

Use this email template to reach out to recommended candidates and inform them about your company’s open job positions:
Email to referred candidates .

Use automated emails to save time

Sending emails manually is too exhausting and time-consuming.

With an Applicant Tracking System (ATS) you can automate your e-mail communication with candidates.

ATS improves candidate experience by enabling personalized and timely communication with your candidates.
With an ATS you can send personalized recruiting emails in bulks with just a few clicks!