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10+ essential recruitment email templates

Facilitate smooth communication with prospective candidates during the whole hiring process with these essential email templates.

Template by Thao Nguyen Le
6 minutes to finish · English · PDF
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  • Easy and simple to use

Having a well-crafted email can make a lot of difference when communicating with a candidate or a future employee. These HR email templates are frameworks created to assist you in these communications. Download (for free) and apply our email templates for increased efficiency and time savings.


The quality and consistency in communication play a huge role in improving the candidate experience. Giving candidates updates on the hiring process increases their enthusiasm and commitment to your company and the job opening, especially for candidates who pique your interest. 

These recruitment email templates include interview email templates, job offer templates, introduction email templates, and job rejection templates that improve company-to-applicant communication. Recruiters and HR professionals can create a well-crafted mail that addresses all recruitment process stages and keeps candidates engaged with these templates. Check out our recruitment kit to further improve the recruitment process.

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.


[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’]


[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]

Download free the full resource 👉

In this email template, you will get:

  • 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.

How to use this template

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

Who this template is for

  • Recruiters looking to improve the candidate experience.
  • Interviewers who want to communicate essential interview details with prospective hires.
  • HR Managers who want to develop a formal email chain for their recruitment process.

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