Let's face it, the dark side of recruiting (other than interviewing crazy candidates) are emails—a sea of emails sent to applicants that almost always has the same structure and content. Even if you're hiring only one person for the position, expect to receive 5x as many applications, and expect to email at least a fourth of those hopefuls for an interview.
So we've made things a lot easier for you and prepared email templates for all those messages you send all the time. Here are three of the most common recruiting emails you can quickly pull up—interview invitations, for extending job offers, and for nicely turning down a hopeful candidate.
But, of course, these are just basic emails which you should definitely edit to make it a little more personal for each candidate and the tone more you. Remember, every communication you have with your candidates is a chance to show them what working in your company is all about.
1. Interview invite template
Subject: Interview invitation for the [job title] position at [company name]
Hi [first name],
Thank you so much for applying to become a part of our team.
Your background really impressed us, so we would like to invite you for an interview [at our office / via Skype / via phone] to tell you a little more about the position, get to know you better, and see if this job is right for you.
[Insert any details about the interview: what the candidate needs to bring with them, important details about the location, what the interview will entail, and approximate length.]
Please let me know which of the following times work best for you:
-[Day, Time 1]
-[Day, Time 2]
-[Day, Time 3]
Please don't hesitate to reach out to me if you have any questions before the interview. My contact details are [contact information]
I look forward to meeting you,
Pro Tip: Make sure you include important details in the message like who's going to interview them, or if they should bring their portfolio. The more prepared they are, the more likely they'll be to impress you. To make things more efficient, try using an online interview scheduler like this one from Kalibrr. This will help you with setting the schedules, messaging potential candidates, and tag colleagues who will be involved in the interview.
2. Job offer email template
Subject: Job Offer from [company name]
We have all really enjoyed speaking with you and getting to know you over the course of the last few weeks. Hence, we would love to formally offer you a position as a [job title] at [company name].
We can offer you a [desired amount] monthly base salary [bonus and equity information, if available]. We also offer [benefits details] and [number of days] of vacation per year.]
We can discuss your start dates based on what's most possible for you, but we’d be excited to have you start [as soon as possible/on XYZ date].
Please let me know if you have any questions or would like to discuss the offer in more detail. We're really thrilled to have you join our team soon.
All the best,
Pro Tip: Sometimes, it's great to tell your candidates why you're excited for them to join the team, especially if they're deciding from multiple offers. Here's also the best time to expand unique benefits that probably wasn't mentioned during the interview (like the free pizza every Friday?)
3. Candidate rejection template
Subject: [Job title] at [Company name]
Hi [first name],
We appreciate your interest in [company name] and the time you’ve invested in applying for the [role title] opening.
We ended up moving forward with another candidate, but we’d like to thank you for talking to our team and giving us the opportunity to learn about your skills and accomplishments.
We’ll be advertising more positions in the coming months. We hope you won’t mind if we reach out to you in the future.
We wish you all the best with your job search and professional future endeavors.
Pro Tip: If this candidate has gone through a few rounds of interviews, it's best if you add lines where you tell them how nice it was to meet them, and that it was a tough decision to make. This way, you can let them down gently.