While there are many ways to engage with candidates throughout the recruitment process, email remains a tried-and-true method for communicating with job applicants. Recruitment email templates can be a great way to reach candidates quickly and stay in touch with top talent. Follow this guide to learn how to write recruiter emails and explore some examples you can use for your business.
What is a recruitment email?
A recruitment email is a message that recruiters or hiring managers send to candidates during the recruitment process. These emails can inform potential candidates about job openings, follow up on their applications, or extend a job offer.
Recruiting emails are an effective way to communicate with job candidates. However, they take time and effort to prepare. Recruitment email templates can streamline your hiring efforts and help you reach quality candidates quickly, ensuring they remain interested and engaged.
When to use recruitment emails
You can use recruitment emails throughout the hiring process to source candidates, send interview invitations, and onboard new hires. Recruitment emails are useful in the following scenarios:
- Performing cold outreach to encourage a candidate to apply
- Recruiting passive candidates to apply
- Contacting past candidates to invite them to apply for new roles
- Following up with a candidate to gauge their interest in the role
- Inviting candidates for interviews
- Staying in touch with the top candidates during a lengthy hiring process
- Extending a job offer to the best candidate
- Sending rejections to other candidates
- Providing onboarding information to new hires
"Recruitment email templates can streamline your hiring efforts and help you reach quality candidates quickly, ensuring they remain interested and engaged."
How to write a recruitment email
If you want to write a great recruitment email, follow these steps.
Write an attention-grabbing subject line
The subject line of your email can determine whether candidates open it — or trash it. Write a short subject line designed to grab a candidate's attention. It's helpful to include some credible information in the subject line, such as the job title or company name, to get candidates to click on it.
Here are some examples of simple, attention-grabbing subject lines:
- We're looking for a [Job Title] at [Company]
- [First Name], you're a great fit for our team
- [Company] is looking for a new [Job Title] and wants you to apply
- [Company] has an opportunity for a [Job Title] in [Location]
Make a good first impression
Once you're successful in getting a candidate to open your email, you want to make a good first impression. The first few sentences can pique their interest further, encouraging them to take the next step in the recruitment process. Start the email by addressing it directly to the candidate, using their first or full name.
After the greeting, write a short paragraph that describes why you're reaching out to them. If it's your first contact with a potential candidate, provide some essential information about yourself, the company, and the position you have available.
If you're connecting with candidates further along in the process, briefly describe what you're offering them at this stage. For example, if you're emailing a past candidate, you might explain that you've kept their contact information and believe they'd be a great candidate for a new open role .
Follow your employer brand
When writing a recruitment email, use your employer brand as your guide and make sure your email aligns with it. The employer brand refers to the company's mission, culture, and overall employment experience. The tone and voice of your emails can let candidates know what it's like to work for the company. Plus, when you align the emails with your employer brand, you're more likely to attract candidates who are a good match for the organization.
Keep it short and simple
Recent research from Litmus shows that the average person spends only nine seconds reading an email. Keep your emails short to ensure candidates get the most important information, even if they're reading your email quickly. In addition, avoid using complicated language or industry jargon, which can overwhelm potential candidates. People may view your emails as an extension of the application process. If it's too complicated, they're less likely to apply.
Have a clear call to action
Whatever type of recruiting email you're sending, make sure it has a clear call to action. A call to action refers to the next step you want an applicant to take. Make it as easy as possible for them to take this action. For example, you can ask the recipient to apply for the position and provide them with the link to the application. A specific, focused call to action can keep candidates engaged in the recruitment process.
Customize templates
While templates can save you time, it's worth customizing your emails to show candidates that you take their applications seriously. Whenever possible, include personalized details in your emails to candidates. For example, you may refer to a conversation you had with a candidate during an interview. When you take the time to customize a recruiter email template, you show a candidate that you value their time and appreciate their investment in the hiring process.
3 recruitment email samples
Do you need some ideas to create recruitment letter templates for your organization? Here are some examples you can use for inspiration.
1. Cold outreach recruitment email sample
Use this template to make initial contact with a candidate.
Email subject line: Career opportunity for a [Job Title] at [Company]
Dear [First Name],
I'm a recruiter for [Company], and we have an exciting opportunity available for a [Job Title] on our team. I found your resume on [Where you found them], and I believe you'd be a great fit for the role.
As a [Job Title] on our team, you'll have the opportunity to work on:
- [List a few bullet points describing the role, including projects and day-to-day tasks from the job posting.]
If the position interests you, I'd love to speak with you in more detail about the role. You can schedule a quick phone call with me at [link to your calendar].
I hope to hear from you soon.
Best,
[Your signature]
2. Interview invitation template
When you're ready to invite a candidate for an interview, follow this template.
Email subject line: [Job Title] interview with [Company]
Dear [First Name],
Thank you for submitting your application for the [Job Title] position with [Company]. After reviewing your application, we'd like to invite you to interview for the role.
Would you be available to speak with [Interviewer Name] on [date and time] at [Location]? Please reply at your earliest convenience if you're available on this date.
We look forward to speaking with you soon.
Best,
[Your signature]
3. Hiring email example
Ready to extend a job offer? Here's a template you can use.
Email subject line: [Job Title] offer from [Company]
Dear [First Name],
I'm excited to offer you the position of [Job Title] at [Company]. Our recruitment team was thoroughly impressed by your skills and expertise, and I know you'll be a great addition to our team.
Attached is your formal offer letter for the position. Please review it carefully and sign the offer to accept the position. You can email the signed letter to me by [date].
Once I've received your signed offer letter, here are the next steps:
- [Provide details about the next steps, such as onboarding paperwork or new employee orientation.]
We look forward to officially welcoming you to [Company]. If you have questions about the offer or the next steps, please don't hesitate to reach out to me.
Best,
[Your signature]
Whether you need to do cold outreach, set up an interview, or inform a job candidate of their application status, use these recruitment email templates to save you time. With the right recruiter email template, you can engage with a candidate and encourage them to take the next step in the recruitment process.
More tips on recruiting candidates
Want to attract the top talent to your organization? Check out these six elements of a successful recruitment strategy.
The job market is tight, and you're competing with other companies for candidates. Give yourself an advantage with these secrets to getting the best applicants.
Building your talent network is a great strategy for filling open positions in the future. Here are some best practices for reengaging with these candidates.
