10+ essential recruitment email templates

Recruiter introduction email template

Subject line: Interested in joining our team at [Company_name]? / Looking for great [Job_title] / Invitation to connect

Dear [Candidate_Name],

I am [Your name] and I work as a [Job_title] at [Company_name]. I saw your profile on [e.g. LinkedIn or GitHub] and I was really impressed by your experience in [add specific field or achievement that stands out to you].

Here at [Company_name], we are always looking to [e.g. grow or work with talented people and achieve success together / collaborate with talented people to work with our client – ABC company]

[If you’re hiring for a specific role, it’s best to include specific information about the position]

I’d like to tell you more about this position and learn a few things about you, as well. Would you be open to having a quick chat [Include date and time or a period of time, e.g. ‘sometime this week’]? I’m also happy to coordinate via email or LinkedIn if you prefer.

I hope you have a great day.

Sincerely,

[Your name]

Employee referral program email template

Subject line: Let’s get the [Job title] talent on board/ Do you know a great [Job title]?

Hi all,

We are looking to fill the role of a [Job Title] to work with our [ X team/ Y department]! This person will be responsible for [Include 1-2 key duties, e.g. ‘This person will join our graphic designer team and will be responsible for designing marketing materials’]

[It’s best to add some top requirements for the position, e.g. ‘Experience with Photoshop, Sketch and passion for art are required for this role.’]

It would be great if you could refer your friends who are a good fit for this position [mention how to refer a candidate or include a call-to-action, e.g. by emailing the recruiting team, mentioning them directly to the hiring manager or adding their contact details to the company’s HR software.]

[If you have a special scheme for employee referral, mention here ‘We are applying a referral bonus for internal referral who successfully introduce candidate joining our company’]

Best,

[Your name]

Job offer email template

Subject line: [Company_name] Job Offer / Job Offer from [Company_name]

Dear [Candidate_name],

First of all, we would like to thank you for your interest in career development with [Company_name]. We have been impressed with your background and would like to formally offer you the position of [Job_title]. This is a [full/part] time position [mention working days and hours.] You will be reporting to the head of the [Department_name] department.

We will be offering you a monthly gross salary of [$X] and [mention bonus programs, if applicable.] You will also have [mention benefits as per company policy, like health and insurance plan] and [X] days of paid vacation per year.

Please confirm your agreement by replying to this email by [date] and/or let us know if you have any concerns.

We are all looking forward to having you on our team.

Best regards,

[Your name]

• Recruiter introduction email – How to introduce yourself to a candidate and the things your first email to a candidate should touch on.
• Interview email – How to set up and ensure the interview schedule is well communicated to both interviewer and interviewee.
• Job offer email – How to express the benefits and excitement to any candidate that leads to a higher offer acceptance rate. 
• Rejection email - How to politely reject an application and keep a professional relationship with candidates.

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  The template is fair use for your own purposes. Feel free to copy or refer to the structure and guidelines inside.
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  Keep in mind that this template is not a legal document and may not take into account all relevant local or national laws.
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  Print out for easier handling and communication with your team