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Email Templates for Responding to Job Applicants

Email Templates for Responding to Job Applicants

When recruiting top talent for your company’s open positions, sending timely emails with the right information keeps candidates engaged and interested in the job. A key part of that communication strategy includes templates. Using email templates helps maintain a high-quality, consistent experience for candidates during the application process. Read on for email templates for five different applicant scenarios.

 

What are Recruitment Templates?

A good recruiting process allows you to find the top and qualified talent quickly and efficiently, and a large part of recruitment involves communication with applicants. Recruitment email templates are uniform communication guides to send to candidates in different applicant scenarios, from acknowledging their application to offering the job. 

Templates can help save you time and ensure you send the correct information to candidates in a timely and efficient manner. Even if a candidate isn’t a good fit for your company, it’s important to thank them for their time and interest. 

Use these email templates to guide your communication through each step in your hiring process so that you don’t miss any important details.

 

Template for Application Acknowledgement

Subject Line: Thank you for your application for [job title] - [company name]

Hi [candidate],

Thank you for applying for [job title] at [company name]!

 

I’d like to inform you that we have received your application. Our hiring team is currently in the process of reviewing all applications and we are planning to schedule interviews [timeframe- in the next two weeks]. If you are among the qualified candidates, you will receive an [email/call] from one of our recruiters to schedule a [phone interview].

 

Thank you again for taking the time to apply for the role at [company name].

 

Best,

[HR]

 

Template for Interview Request

Subject Line: An invite to interview for [job title] - [company name]

Hi [candidate],

Thank you for applying to [company name]!

 

Your application for [job title] stood out to us and we would like to invite you for an interview [at our office/ via phone/ via web call] to discuss the role and get to know each other.

 

The interview will last about [x] minutes and I’ve offered a few times below. Please let me know which option works best for you and I will send you a calendar invite for the meeting:

[Monday 9/1, 2pm] 

[Monday 9/1, 2pm] 

[Monday 9/1, 2pm]

 

If none of the time slots work for you, please let me know your availability next week so we can find a convenient time for both of us.

 

Best,

[HR]

 

Template for Job Offer

Subject Line: [company name] Job Offer

Hi [candidate],

 

We were all very excited to get to know you over the past few days. We have been impressed with your background and would formally like to offer you the position of [job title]. This is a [full/part time] position and you will be reporting to the head of [department].

 

Your expected start date is [date].

 

Please feel free to contact me via email or phone at [contact details], should you have any questions.

 

We are looking forward to having you on our team!

 

Best,

[HR]

 

Template for Job Denial

Subject Line: Your application to [company name] 

Dear [candidate]

Thank you for taking the time to consider [company name]

 

We wanted to let you know that we have chosen to move forward with a different candidate for the [job title] position. 

 

Our team was impressed by your skills and accomplishments. We think you could be a good fit for other future openings and will reach out if we find a good match. 

 

We wish you the best in your job search and future professional endeavors. 

 

Best, 

[HR]

 

Template for Referring Candidates to Another Job Posting

Subject Line: Your application to [company name] 

Dear [candidate]

Thank you for taking the time to consider [job title] at [company name]

 

We wanted to let you know that we have chosen to move forward with a different candidate but based on your skills and experiences, we would like to invite you to apply for our [job title]

 

Here’s the link to apply: [link] 

 

Best of luck! 

[HR]

 

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