As a busy recruiter, you don’t have a ton of time on your hands to constantly think of new ways to connect with candidates. However, you also know that improving candidate connections improves your recruitment outcomes.
To make things easier, we’ve created a short list of recruiting email templates with simple fill-in-the-blanks. Each is designed to help you improve relationships with candidates.
Here are four must-have recruiting email templates you need to create quality connections:
1. When you’re introducing yourself
You can find candidates literally anywhere. From referrals to job applications, networking, and even someone you randomly met at the airport, you must always be prepared to meet your next best hire.
The tricky part is introducing yourself in a way that immediately entices candidates. The best way to do this is to create a connection to the company by sharing key details, such as the company name, a short description, the job title, and a direct link to the job description.
Subject: [JOB TITLE] position open at [COMPANY NAME]
Email body:
Hello [CANDIDATE NAME],
I noticed your impressive professional profile [EXPLAIN HOW YOU FOUND THEM/WHO REFERRED THEM]. I’m the [INSERT YOUR TITLE] at [INSERT COMPANY NAME AND SHORT COMPANY DESCRIPTION], and we have an exciting opening for [INSERT JOB TITLE AND LINK TO DESCRIPTION].
Your experience and accomplishments immediately stood out to me as a fit for this role and our team. I’d love to hear more about your career goals and share the details of this role.
If now is a good time, feel free to give me a call directly at [INSERT PHONE NUMBER]. If not, let me know when you’re available and I’ll give you a call.
All my best,
[INSERT SIGNATURE]
2. The follow-up
Recruiting email templates should be focused on the candidate. This means the most beneficial connection for them may not be you directly. Show them you heard what they had to say in your initial conversation by sharing the name of someone who can give them a more in-depth understanding of the job opportunity.
Always offer to facilitate the introduction, rather than merely sharing contact information. This ensures the candidate doesn’t feel put on the spot and assures you that the introduction happened.
Subject: Thought you might like to meet [INSERT NAME]
Email body:
Hi [INSERT FIRST NAME],
Thank you so much for chatting with me today. I enjoyed our conversation about your work experience and [INSERT SOMETHING PERSONAL].
I just met with [INSERT NAME], our [INSERT JOB TITLE] here at [INSERT COMPANY NAME] and I think you two would really have a lot in common. [HE/SHE] understands the ins and outs of being in the [INSERT DEPARTMENT] and can offer a unique perspective.
Can I introduce you?
Thanks again for your time, and I look forward to connecting you with [INSERT NAME].
All my best,
[INSERT SIGNATURE]
3. The interview preparation email
An interview confirmation email is not a preparation email. Confirmations simply share the date, time, and information regarding the interview format (i.e., in-person, phone, or video). To create a better connection using recruiting email templates, you must have one that lets candidates know you’re excited to meet with them and what they can expect.
Subject: [INSERT NAME], a few notes before we meet
Hi [INSERT NAME],
We’re looking forward to your interview on [INSERT INTERVIEW DATE AND TIME]!
Here are a few quick reminders:
- Our interview will be based on the details provided in the job description [INSERT LINK FOR JOB DESCRIPTION]. As always, please feel free to reach out if you have any questions regarding the role.
- The interview will take approximately [INSERT LENGTH OF INTERVIEW]. Out of respect for your time, we will end on time. If any of your questions or concerns remain unanswered, we’ll set up a time to chat after the interview.
- Please come prepared to discuss your past performance numbers. We want to see direct examples of your success!
- Let’s have fun! You’ve already impressed us. Now is the time to really dig into why you’re the right fit for the [INSERT ROLE].
If you have any questions before the interview, please reach out to me directly.
All my best,
[INSERT SIGNATURE]
4. Interview thank you and follow-up
It, unfortunately, happens all the time. A candidate, no matter the quality of their interview, waits days or even weeks to hear back from the recruiter. Sending a quick thank-you note with a timeline shows candidates you’re invested in their career outcome and you care about their experience with the company.
Subject: Thank you for your time!
Hello [INSERT NAME],
Thanks for spending time with us today. It was a pleasure to get to know you more and hear more about your experiences and professional background.
We’ll contact you by [INSERT DATE] to discuss potential next steps. In the meantime, please feel free to reach out regarding any questions about the [INSERT ROLE] position or [INSERT COMPANY NAME].
I look forward to chatting with you again!
All my best,
[INSERT SIGNATURE]
