Recruitment is all about engaging potential candidates to woo them to join your company. But with so much to do during the process, who has the time to craft new emails from scratch for every applicant?
That’s where recruiting email templates come into play. They make it easy for hiring managers to stay in touch with ideal candidates at all times during the hiring process.
That said, there’s an art to crafting recruiting emails that stand out in your recipient’s inboxes. So, we’ll cover seven effective recruiting email templates that can help save time, reduce errors, and, most importantly, provide the best candidate experience and secure top-notch candidates.
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What Is a Recruiting Email?
Recruiting emails are messages employers or HR managers send to potential candidates to convince them to join their company.
You can send these emails at any stage of the recruitment process. For instance, you may stumble upon a LinkedIn profile that impresses you and decide to reach out to the person. Or, if a candidate has applied for a job, they might receive an email acknowledging their application, giving them details about the steps in the interview process or a job offer.
The main goal of recruiting emails is to kickstart a conversation that may eventually lead to a long-term relationship with great candidates — whether you’re wooing a potential candidate for a position, confirming an interview, or sealing the deal with a job offer.
Because of that, the best recruiting emails are often personalized to make them feel human. This way, you can connect with the candidate, get them excited about the new opportunity, and make them choose to join your company over another.
How To Craft the Best Recruitment Emails
Crafting an effective recruiting email can make all the difference in enticing suitable applicants. From emphasizing your company culture to highlighting key qualifications, a well-crafted email can help you stand out and attract the best candidates.
Here’s a checklist you can always use when writing recruiting emails to ensure they stand out in your recipients’ inboxes:
Image source: Sender
Read More: 12 real-world ChatGPT prompts to steal to keep your job as a recruiter
7 Effective Email Templates for Recruiters
1. Contacting a Passive Candidate for the First Time
Subject line: Your Next Career Move? New Job Opportunity at [Company Name]
Hi [First Name],
I hope this message finds you in good spirits! I came across your profile, and [personal details like a project they’ve managed] impressed me. We’re looking for a talented [Job Title], and your background is a perfect match.
If this sounds like an opportunity you’d like to explore, I’d love to chat further and share more details.
Are you available for a quick call on [Date/Time]? Please let me know what works for you, or feel free to suggest alternative slots that fit your schedule.
I look forward to the possibility of having you on board, and I think you could be the missing piece for [Company Name].
Best,
[Your Name]
[Your Email Signature]
2. Employee Referral Email From a Mutual Connection
Subject line: [Contact’s Name] Thinks You’re Exactly Who We Need at [Company Name].
Hi [First Name],
I hope this email finds you well!
I spoke with [Contact’s Name], and your name came up in the conversation. You two collaborated on [Specific Project], and [Contact’s Name] had some fantastic things to say about your work. I was particularly intrigued because we’re searching for someone with your talents at [Company Name].
If you want to learn more about our offer and how you might fit in, I’d love to schedule a quick phone call on [Date/Time]. Let me know your availability in the coming days or if there’s a time that works particularly well for you.
Looking forward to discussing the exciting possibilities ahead!
Best,
[Your Name]
[Your Email Signature]
3. Reaching Out to a Past Candidate
Subject line: New Job Opportunity Alert: Remember Us, [First Name]?
Hey [First Name],
I hope you’ve been doing well since we last crossed paths!
You might recall applying for the [Previous Role] at [Company Name]. Your application and interview stood out, and we’ve had you in mind ever since. Though you didn’t land that specific role at the time — primarily due to [brief reason they didn’t get the job] — your skills didn’t go unnoticed.
We’ve got a new position open for a [Job Title], and having gotten to know you a bit, I genuinely believe this role aligns more closely with your strengths and experiences. Its focus on [mention a key responsibility of the new job that suits the candidate] makes it different.
You can find the full job description here: [Link].
If you’re interested, I’d love to schedule a phone call on [Date/Time]. If the timing doesn’t work for you, just hit back with some slots that do, and we’ll get something on the calendar.
I look forward to hearing from you and possibly working together.
Best,
[Your Name]
[Your Email Signature]
Read More: How to Find Developers: 21+ Expert Tips & Essential Strategies for 2023
4. Follow-Up Email After a Candidate Applies for a Job Position
Subject line: We’ve Received Your Application.
Hey [First Name],
Thank you for applying for the [Job Title] position — it’s landed in our inbox, and we’re eager to learn more about you.
We’re reviewing the applications, and you can expect to hear back from us by [Time Frame].
In the meantime, you can check out our [website/blog] to get a feel for our culture and the cool things we’re up to.
Thanks again for wanting to join [Company Name].
Cheers,
[Your Name]
[Your Email Signature]
5. Interview Invitation Email for a Potential Candidate
Subject line: Interview Invitation for [Job Title] at [Company Name].
Hi [First Name],
Great news! Your application for [Job Title] at [Company Name] sparked our interest, and we’re excited to dive deeper into a conversation with you.
We’d like to invite you for an [Interview Format] to chat more about your experience. You’ll be speaking with [Interviewer’s Name], [Interviewer Job Title], at [Company Name]. The interview process will last around [Time Frame].
Will you be available on [Date/Time]? Please reply directly to this email to confirm your availability.
Best,
[Your Name]
[Your Email Signature]
6. Reminder Email for an Upcoming Job Interview
Subject line: Reminder: Your Upcoming Interview for [Job Title] at [Company Name].
Hey [First Name],
I wanted to remind you of your upcoming interview for [Job Title] at [Company Name].
Here are some key details to remember:
- Date and Time: [Interview Date], [Interview Time]
- Location/Link: [Insert physical address, link to the video conference, or phone number and access code]
We’ll discuss [Talking Points] during the interview.
Looking forward to our conversation. Please reach out if you have any last-minute questions.
Best,
[Your Name]
[Your Email Signature]
7. Job Offer Email for a Successful Candidate
Subject line: Official Job Offer from [Company Name].
Hey [First Name],
We’re thrilled to have you join us at [Company Name] as our new [Job Title] in the [Department Name]. Your expertise and enthusiasm during the interview left a strong impression, and we can’t wait to see the great things you’ll accomplish here!
Please examine the offer details below keenly:
- Position: This is a [Full-time/Part-Time] role as [Job Title]. You’ll report to [Manager] in [Department].
- Job Details: As [Job Title], the position requires [Work Hours]. You’ll be working from [Start Time to End Time].
- Compensation: We’ll offer you a [Monthly/Annual] salary of [Amount in Dollars].
- Benefits: Beyond your salary, your comprehensive benefits package includes healthcare coverage, life and disability insurance, a retirement savings plan, and paid time off, including vacation, sick leave, and holidays [Add or Remove Benefits]. You’ll also have access to [mention any company perks].
- Offer Expiration Date: We’re eager to have you on board and hope to hear from you by [Specific Date].
Please take your time to review the details of this offer. If you have any questions or need further clarification, call me directly at [Phone Number].
Best,
[Your Name]
[Your Email Signature]
Read More: Top 12 AI Recruiting Software and Recruiting Tools for Hiring Top Talent
Conclusion
Finding and vetting the right candidates can be stressful. But the email templates above can lighten the load by helping you craft engaging messages to attract suitable applicants. Pick a template that matches your scenario and customize it as you see fit.
Arc makes global hiring easy, whether you’re a small startup or a Fortune 500 company. Its AI-powered matching tools do the heavy lifting for you by learning your preferences and offering more personalized results after each review.
So why wait? Start your AI recruitment journey today!
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Author Bio: Skirmantas Venckus is a writer by day and reader by night. He hates talking about himself in third person. He is also the growth hacker at Sender.net – the email marketing provider that is focused on user-friendliness, affordability, and utility.
