Recruiting and hiring email templates
Candidate emails from the first application to a signed offer. 17 free templates, each with two versions, subject lines, compliance notes, and a branded PDF.
Candidates judge your company by how you write to them long before they meet the team. A fast acknowledgment, a clear interview invitation, and a respectful rejection do more for your employer brand than any careers page. Slow or vague emails do the opposite, and candidates talk about it.
These recruiting templates cover every message in a typical hiring process, including the legally sensitive ones. Background check disclosures and pre-adverse action notices under the Fair Credit Reporting Act have specific requirements, so those templates include notes on what the formal documents must contain. Pair them with our step-by-step recruitment process guide, and if you are sending these by hand, our applicant tracking system buyer guide shows how to automate most of them.
17 recruiting and hiring templates
Application received
Confirm an application, set expectations on timing, and keep the candidate warm while you review.
Interview invitation
Invite a candidate to interview with every detail they need: format, time, people, and how to prepare.
Interview reminder
A short reminder the day before an interview that cuts no-shows and late arrivals.
Interview reschedule
Move an interview without losing the candidate's trust, whether the change is on your side or theirs.
Skills assessment request
Ask a candidate to complete a skills test or work sample, with a clear scope, deadline, and purpose.
Reference check request
Ask a candidate's references for a short call or written input, with consent and focused questions.
Candidate rejection (after application)
A kind, quick rejection for applicants who won't move to an interview.
Candidate rejection (after interview)
A personal, respectful rejection for candidates who interviewed, with optional feedback.
Job offer
Put a verbal offer in writing with pay, start date, contingencies, and a clear deadline to respond.
Offer acceptance confirmation
Confirm a signed offer, lay out what happens before day one, and stop second thoughts.
Response to a declined job offer
Reply graciously when a candidate turns down your offer, and leave the door open.
Background check notice
Tell a candidate a background check is coming and send the separate FCRA disclosure and authorization.
Pre-adverse action notice
The cover email that goes with the FCRA pre-adverse action notice, report copy, and summary of rights.
Candidate sourcing outreach
A short, specific first message to a passive candidate that gets replies instead of deletes.
Employee referral request
Ask employees to refer people they know for open roles, with clear bonus terms and an easy way to submit.
Internal job posting announcement
Tell employees about an open role first, with who can apply, how, and what happens to their current job.
Internship offer
Offer an internship with dates, pay, hours, and what the student will actually work on.
Before you send any recruiting and hiring email
These checks apply to every template in this category. They take a minute and prevent the mistakes we see most often.
- The job title, pay range, and dates match what is in your applicant tracking system.
- Every placeholder in brackets has been replaced or deleted.
- Candidates who will be interviewed or assessed are told how to request an accommodation.
- Nothing in the message comments on age, family, health, or other protected characteristics.
- A real person is named as the contact, with a reply address someone checks.
A to Z: recruiting and hiring
Application received Background check notice Candidate rejection (after application) Candidate rejection (after interview) Candidate sourcing outreach Employee referral request Internal job posting announcement Internship offer Interview invitation Interview reminder Interview reschedule Job offer Offer acceptance confirmation Pre-adverse action notice Reference check request Response to a declined job offer Skills assessment request
Recruiting and hiring email FAQ
How fast should recruiters reply to candidates?
Do we have to send rejection emails?
Which recruiting emails need legal review?
Templates for your industry
HealthcareRetailHospitality and restaurantsTechnologyProfessional servicesLogistics and transportation
Other template categories
OnboardingCompany announcementsBenefits, leave, and time offPay and compensationPerformance and developmentEmployee relationsOffboarding
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