40 Outlook Email Templates For Recruiters

Outlook email templates for recruiters

Outlook email templates for recruiters are a valuable resource and worth spending some time putting together and refining.

With a batch of well written Outlook email templates, these will support you throughout all the stages of the recruitment process.

From the first communication with potentials candidates. All the way through to the onboarding emails for new hires.

So drafting and constantly updating your templates for common occasions can save a lot of repetitive email writing.

In this blog post, I am going to show you no less than 40 amazing email templates that you can use in your recruitment cycle.

How good is that.

1. FIRST-INVITE SOURCING EMAIL TEMPLATE

Add a subject: Job Opportunity – [Job Title] position at [Your Company]

Hi {Firstname},

I came across your profile on [Where/How You Found Them] and wanted to reach out regarding a unique opportunity. 

I work for Outflash or [Company Name], and we’re looking to hire a [Job Title]. I think your experience in [Field/Skill] is a great fit for this role. 

If you’re interested in learning more, I’d love to connect. Would you be available for a quick phone call on [Date/Time]?

Looking forward to hearing from you soon.

Regards,

[INSERT YOUR NAME]

[EMAIL SIGNATURE]

Why It Works

An engaging Outlook email template to form a strong force of potential candidates.

The main focus is on personalization,i.e, to research and review the individual social media and professional career profiles on the internet.

While emailing to the potential candidates, make your message precise, well-focus, and discuss the most essential details. You can use Outflash add-in for Outlook to track and schedule your email in Outlook to help recruiters easily achieve their targets.

Source

2. SECOND-INVITE SOURCING EMAIL TEMPLATE

Add a subject: New Job Vacancy at [Your Company] – [Job Title]

Hello {Firstname},

Hope you are doing great. I know you applied to our [Previous Role] back in [Date], and while we went in a different direction then, we kept you top of mind.

A [Job Title] position just opened up at [Your Company] and given your [Detail About The Candidate], I think you’d be a great fit. 

I would love to reconnect, discuss the role, and hear about what you’ve been up to since we last spoke. Would you be available for a quick phone call on [Date/Time]?

I look forward to hearing from you soon.

Best,

[INSERT YOUR NAME]

[EMAIL SIGNATURE]

Why It Works

Because you are already in touch with the candidates, it helps recruiters to lower the cost per hire and consequently the time to hire a potential candidate.

Make a quick comparison of their qualifications against the new applicants to value them and ensure them that they are a good fit for a current open job.

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3. REFERENCE EMAIL TEMPLATE

Add a subject: [Open Role] Position – Referred to you By [Contact Name]

Hi {Firstname},

[Contact Name] gave me your email address. They speak very highly of you and you’re [Experience/Expertise].

I work for [Company Name], and we’re in the market for a [Job Position]. [Contact Name] recommended you for this job and I think you would be a great fit.

I would love to learn more about you and tell you about the role. Are you available for a phone call [Date/Time]?

Looking forward to connecting.

Regards,

[INSERT YOUR NAME]

[EMAIL SIGNATURE]

Why It Works

A successful referral program ensures two things:

  • It minimizes the time to fill the pool of candidates
  • It enhances the quality of hiring potential candidates

Because you shared a “Mutual Connection”, make referral emails more personalize and short in-text similar to the first-invite emails and keeping in view the most essential information.

4. FOR EMPLOYEE REFERRAL REWARD: EMAIL ANNOUNCEMENT TEMPLATE

Add a subject: Are you interested to know about our Employee Referral Bonus Program? 

As you already know, we are constantly growing. Consequently, we are in constant need of talented people like you.

For this process to work even better, we have also come up with a new Referral Bonus Program. This is how the bonuses will be structured:

For every referral, you get[$x]

For every candidate who makes it to the interview stage, you get [$x]

For every new hire, you get [x$]

If the new hire stays over [x] months you get [x$]

If you know someone who would be a good fit for the [Job Position] and our company’s culture, please send them our way.

To refer someone, I just need you to answer a few questions:  

How do you know the person?

What position do you think this person would be a good fit for?

What is the person’s expertise and the most valuable skills for our company?

Here is the link to our site: Outflash or [Insert link].

If you have any questions about our referral process, please do not hesitate to ask me!

Thank you for your time!

[INSERT YOUR NAME]

[EMAIL SIGNATURE]

Why It Works

Many professional believes that employee referrals are one of their best hires.

Consequently, the Employee Referral Bonus Program should be initiated to encourage your employee to outreach top professionals in the market and accelerate the hiring process to find the right match for the job role.

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5. REFERRAL REQUEST FROM ALUMNI

Add a subject: Dear Alumni, we need your help!

Dear [Company Name] Alumni,

I hope this email finds you well.

We are currently looking for a person who would be a good fit for our open [Job Position].

If you have someone in the mind, please provide the necessary information:

Person’s Firstname? 

How do you know the person?

What position do you think this person would be a good fit for?

What is the person’s expertise and the most valuable skills for our company?

I am sure some of you have at least one person in your network who would be a great addition to our team!

If you have any questions, please do not hesitate to ask me!

Thank you,

[INSERT YOUR NAME]

[EMAIL SIGNATURE]

Why It Works

You can get the top candidates from your alumni in a similar fashion to get referrals from your current employees.

This referral from the alumni email template saves your time and enhances your hiring process by directly engaging the alumni of your company for the best fit for an open job position.

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6. JOB APPLICATION FOLLOW-UP

Add a subject: Your Application Received at [Company Name]

Dear {Firstname},

Thank you for your interest in [Company Name]. Your application for the open [Job Title] position has been received. We will review your background and skills and contact you if we believe there is a potential match for this position.

Someone from our recruiter’s team will be in touch with you if you are a good fit for the company within [Time Schedule].

We also invite you to check the [Company Name] – Outflash website often as new opportunities are posted regularly.

Thank you for showing interest in the [Company Name].

Best,

Recruiting Team,

[COMPANY NAME & ADDRESS]

[COMPANY LOGO]

Why It Works

Send a follow-up email to a potential candidate to confirm that you have received their job application.

It works in the sense that it does not only confirm the status of their application but also inform them of the next steps of a recruitment process.

7. REJECTION EMAIL: TO APPLICANTS WHO DIDN’T SHORTLIST

Add a subject: Your Application to [Company Name] for the [Job Title]

Dear {Firstname},

Thank you for your application to [Company Name]. After careful evaluation, we can’t consider you into the next round of interviews. We will be sure to keep your application or resume for future job vacancies.

Again, thank you for taking the time to apply for this position.

You may contact me with any further questions.

Wish you Good luck in the future.

Recruiting Team,

[COMPANY NAME & ADDRESS]

[COMPANY LOGO]

Why It Works

It is a great practice to send a rejection email to applicants that are not shortlisted for the next round of an open job role, more in a formal and gentle tone with the help of this email template.

While rejecting a candidate, the most important part is to give “Constructive Feedback” and make them encouraged to remain connected with the company’s talent community.

8. REQUEST FOR WORK SAMPLES

Add a subject: [Company Name]: Work Samples for [Job Title] Application 

Hi {Firstname},

Thank you again for your application to the [Job Title] role. We’re reviewing your application and would like to see samples of your past work to better evaluate your [Relevant Skills].

Please reply to this email with [Numbers] examples of your [Work] by [Deadline]. All files should be submitted as [File Format/s].

If you have any queries, please let me know.

Regards,

[INSERT YOUR NAME]

[YOUR EMAIL SIGNATURE]

Why It Works

This straightforward email template needs to be prioritized concerning the request for work samples, such as specific file formats, meeting deadlines, or other sample requirements.

Source

9. IN-PERSON HR ASSESSMENT SCHEDULE EMAIL TEMPLATE

Add a subject: HR Assessment for the Position of [Job Title] at [Company Name]

Greetings {Firstname},

As discussed your HR assessment has been scheduled on [Date/Time].

HR Assessments Guidelines:

You are expected to be seated for almost [Expected Hours] for attempting HR Assessments at [Company Name].

The assessment will comprise of an [Intelligence Quotient (IQ)/General Aptitude] test and a basic [Specific Subject/Skill] test.

A [Sample Question Paper] is attached herewith the email for your reference.

You will be evaluated for the ideas and analysis, development and support, organization, and conventions.

You would also be required to undergo a personality test which will measure your behavioral style, and opinions.

Kindly make sure your availability on time.

In case of any queries, please feel free to contact me.

Regards,

[INSERT YOUR NAME]

[EMAIL SIGNATURE]

[COMPANY NAME & ADDRESS]

Why It Works

HR assessments ensure a fair evaluation in the decision-making process.

This assessment email template sets the framework to complete the assessment within a stipulated deadline and so the fair evaluation.

Moreover, the in-person availability of the assessment also shows credibility in the ongoing recruitment process.

10. CANDIDATE ON-LINE ASSESSMENT REQUEST

Add a subject: Candidate Assessment to Complete [Company Name]: [Job Title] 

Hey {Firstname},

As part of your application to the [Job Title] position at [Company Name], it is a part of recruitment to complete the following [Assessment Name] evaluation.

Every job applicant at this stage is required to complete the assessment to be considered for the position. Results are used to gauge [Skills] abilities.

Access the evaluation by clicking the given link: [Include Link]

Please complete the assessment by no later than [Date/Time/Time Zone].

If you face any trouble completing the assessment for any reason, please notify me immediately. 

All the best!

[INSERT YOUR NAME]

[EMAIL SIGNATURE]

Why It Works

Job assessment tests whether it may be HR Assessments or any other Skill tests ensure a fair evaluation in the decision-making process.

This assessment email template sets the framework to complete the online assessment within a stipulated deadline and so the fair evaluation.

Engage the candidate to ensure the availability on time to complete the assessment online by clicking the given test link in the template.

11. INTERVIEW INVITATION

Add a subject: Interview Schedule for the Position of [Job Title] at [Company Name]

Dear {Firstname},

Here’s a confirmation of your upcoming Interview scheduled at [Company Name] for the role of the [Job Title] position.

We would like to schedule a [Interview Format] with [Interviewer], [Interviewer Job Title] at [Company Name].

Will you be available at [Time, Time Zone] on [Day, Date]?

Please acknowledge this email by letting us know that if you are available at that time.

Wish you Good luck.

Feel free to contact me with any questions.

[INSERT YOUR NAME]

[EMAIL SIGNATURE]

Why It Works

To know more about the potential applicants, the interview invitation email is the best shot to keep the candidates engaged with you.

It is a company’s normal behaviour to give the candidates prior notice, but that also depends on whether the interview will be conducted online or onsite.

You can customize this recruiting email template according to your requirement.

12. INTERVIEW CONFIRMATION

Add a subject: Interview Confirmation at [Company Name] for the Position of [Job Title]

Hey {Firstname},

We have confirmed your [Interview Format] interview with [Interviewer’s Name] on [Date/Time] at [Start Time – End Time, Time Zone].

To give you a sense of what an interview is all about, here is a brief agenda for the interview:

[Interview Agenda]

During the interview, you should plan to discuss [Agenda Main Points]…

We’re looking forward to meeting you soon!

If you have any questions in the meantime, don’t hesitate to reach out.

Best Regards,

[INSERT YOUR NAME]

[EMAIL SIGNATURE]

Why It Works

Confirmed the Date and Time internally, it’s the right time to send an interview confirmation email to the invited candidates, especially the employed candidates to make sure their presence as per their comfort.

The most essential information that needs to be settled is the Date, Time, Location (Online or In-person), Interview Agenda to avoid any confusion in the meantime.

13. ONLINE INTERVIEW - SKYPE/ZOOM INVITATION TO SELECTED CANDIDATES

Add a subject: Invitation for Online Interview with [Company Name]

Dear {Firstname},

At first, I want to thank you for applying for the [Job Title] role with us.

Furthermore, I would like to tell you a piece of good news that, after reviewing your application, we have selected you for the next round. To know you better, we are inviting you for an Online Interview via Skype.

Are you available for a short Online Interview? It will not take longer than [Expected Time].

Here are a few time slots I have available:

[Monday, Date/Time]

[Tuesday, Date/Time]

Please acknowledge this email by letting us know which time slots suit you best as well as your Skype/Zoom name.

Looking forward to your response.

Regards,

[INSERT YOUR NAME]

Why It Works

To support the potential applicants in their busy schedule, the online interview invitation email template is the best shot to keep the candidates engaged with you.

You can customize this interview invitation template as discussed the availability of the candidate, finalized the online platform Microsoft Teams / Skype, and share the meeting link before the final date.

14. OFFLINE/IN-PERSON INTERVIEW INVITATION TO SELECTED CANDIDATES

Add a subject: Invitation for Offline/In-Person Interview with [Company Name]

Dear {Firstname},

At first, I want to thank you for applying for the [Job Title] role with us.

Furthermore, I would like to tell you a piece of good news that, after reviewing your application, we have selected you for the next round. To know you better, we are inviting you for an In-Person Interview.

Our office address is [Company Address].

When you arrive, first check-in at the reception desk.

Please make sure your availability as per decided.

Kind Regards,

[INSERT YOUR NAME]

[YOUR EMAIL SIGNATURE]                                                                        

[COMPANY ADDRESS]

Why It Works

It is a company’s normal behaviour to give the candidates prior notice, but that also depends on whether the interview will be conducted Online or On-site.

For an On-site/In-person interview, you can customize this interview invitation template by discussing essential information such as the availability of the candidate, dress code, and company physical address before the final date.

15. INTERVIEW REMINDER

Add a subject: Reminder for an upcoming scheduled interview for the [Job Title] 

Hey {Firstname},

Hope you are doing great!

This email is to remind you of your upcoming interview for the [Job Title] position at [Company Name].

When: Your interview will take place on [Date/Time] at [Start Time- End Time]

Where: [Contact Number/ Video Call Meeting Link / Address]

Who: You will be speaking with [Interviewer, Job Designation]

Agenda:

[You may discuss Interview Agenda]

We’re looking forward to meeting you soon!

Thank You,

[INSERT YOUR NAME]

Why It Works

Reminding the applicant of their scheduled interview can create a big impact on the candidate’s application process.

The key is to send an interview reminder email during business hours to make sure that its purpose is fulfilled.

No need to start from scratch, just similarly add essential information as did in confirmation emails.

16. INTERVIEW FOLLOW-UP EMAIL TEMPLATE

Hi {Firstname},

Thank you for taking the time [Interview Held Date/Time] to speak with our team about the [Job Title] role.

[Interviewer] was very impressed by your [Expereince/Communication Skills]. We believe you will be a good fit for the role and a strong addition to our growing company [Company Name].

We will be completing interviews this week, and you can expect to hear from someone within [Time Frame].

Thank you again for your time.

Regards,

[INSERT YOUR NAME]

Why It Works

The ultimate objective of the follow-up email is to send a thank you message to a potential candidate for his/her great interview in order to stay connected with your team.

Mention the reasons by starting with: Why are you impressed? and Why the candidate is a good fit for that particular role?

17. TO RESCHEDULE INTERVIEW WITH SELECTED CANDIDATES

Add a subject: Rescheduling your Interview at [Company Name] for the [Job Title] position.

Dear [Candidate Name]

I’m writing to inform you that, unfortunately, we will need to reschedule our interview for the open [Job Title] position that we had set up for [Date/Time] of Interview,e.g, the [Previously scheduled date/Time]

[Briefly discuss why a recruiter needs to reschedule, e.g. Due to a serious family illness, our hiring manager [Hiring Manager Name] will be unavailable for some time.]

[Suggest a possible Date/Time for the interview]

Please accept my sincerest apologies for the delay and any inconvenience. If you have any questions at all, don’t hesitate to reach out to me via [Email/Phone].

Thank you for your patience.

[INSERT YOUR NAME]

[CONTACT DETAILS]

 

Why It Works

The hiring process can be interrupted due to some circumstances.

Now! What to do?

Use the Outflash add-in for Outlook: to avoid the message to go in the SPAM or Junk category, along with this email template to properly send the email and inform the candidate about their job interview rescheduling.

Must ensure the candidates that this is a ‘Rescheduling Interview Email’ not a ‘Cancel Interview Email.’

Source

18. TO CANCEL INTERVIEW

Add a subject: Cancelling the interview for the [Job Title] role at [Company Name]

Hi {Firstname},

I am writing to inform you that unfortunately your interview for the [Job Title] position on [Date/Time] will need to be cancelled.

[Explain the reason for cancelling the interview. If you intend to contact the applicant again in the future, let them know when to expect it. We expect to make the position available again in at least (Time Frame)]

Thank you again for applying for this position at [Company Name].

Please accept my apologies for any inconvenience.

Kind Regards,

[INSERT YOUR NAME]

[EMAIL SIGNATURE]

Why It Works

How to inform the candidates to cancel the scheduled interview?

Well! This ‘Interview Cancel Email Template’ helps recruiters in this regard.

Firstly, Apologize on the company’s behalf for such a situation.

Secondly, Mention the candidates the reasons for the cancelling of an interview, such as the company has stopped the hiring process and so on.

Thirdly, Be honest & Clear: in your thoughts that whether you need to cancel the interview or the interview may be rescheduled in the future.

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19. EMAIL TO SUCCESSFUL CANDIDATE AFTER INTERVIEW

Add a subject: Your interview with [Company Name] for the [Job Title] role.

Dear {Firstname},

Thank you very much for meeting with us to talk about the open [Job Title] position. It was a pleasure getting to know you. We have finished conducting our interviews.

On behalf of [Company Name], I am delighted to inform you that we have determined that you are the best candidate for this position.

 If you decide to accept this offer, please reply to this email by [Date/Time].

OR

[We would like to invite you to a meeting with our CEO to further discuss the details of the position.]

Looking forward to your response soon.

Best Regards,

[INSERT YOUR NAME]

[EMAIL SIGNATURE]

Why It Works

It is one of many great practices to send ‘after interview email’ to a candidate that is considered or not considered a good fit for an open role, more in a formal and gentle tone.

In this competitive job talent market, Be prompt! In sending a formal email after the interview to a successful candidate with all the proceeding formalities mentioned.

Source

20. EMAIL TO UN-SUCCESSFUL CANDIDATE AFTER INTERVIEW

Add a subject: [Job Title] position at [Company Name]

Hi {Firstname},

Thank you for meeting with us to discuss the [Job Title] role at [Company Name]. We enjoyed meeting you and knowing more about your skills and achievements.

Unfortunately, you have not been selected for further consideration for this position.

[Constructive Feedback]/We had many excellent candidates apply for this position, however, we can only select one person to fill the role and had to make a difficult decision between our top candidates.

Now that we have had the opportunity to get to know you, we will keep your resume for any future job openings that might be a good fit.

Thank you again for applying at [Company Name].

All the Best,

[INSERT YOUR NAME]

[EMAIL SIGNATURE]

Why It Works

While rejecting a candidate, the most important part is to give “Constructive Feedback” and make them encouraged to remain connected with the company’s talent community.

And ‘Be Punctual In Sending Right Emails At A Right Time’. Big Hit for the recruiters to use Outflash add-in for Outlook to track and schedule the emails to easily achieve their targets.

21. REJECTION OF OVERQUALIFIED CANDIDATES

Add a subject: Your application for the [Job Title] position at [Company Name]

Hey {Firstname},

Thank you very much for applying for our [Job Title] role at [Company Name]. It was a pleasure getting to know you better and learning about your accomplishments.

We’d like to let you know that we have chosen to move forward with a different candidate for this position. I’d like to stay in touch with you and contact you if a position better suited to your abilities opens up. 

I’d be happy to answer any questions you have or offer specific feedback about your interview if you’d like. Feel free to reach out via [Email/Phone]. 

Thank you again for your interest in working at [Company Name].

We wish you the best of luck with your future endeavours.

Best Regards,

[INSERT YOUR NAME]

[EMAIL SIGNATURE]

 

Why It Works

Be more personal or humble while rejecting an overqualified candidate for the specific job position.

It leads to a positive impression of a brand on the applicants and can be helpful for future hiring of the overqualified applicants relevant to their skills and expertise.

Source

22. JOB OFFER EMAIL TEMPLATE

Add a subject: [Company Name]: Enclosed Is Your [Job Title] Offer Letter

Hello {Firstname},

It is my pleasure to offer you the position of [Job Title] at [Company Name]! 

Our team was extremely impressed by you during the interview process, and we are excited to have you join the company. We believe your skills and experience will make an excellent addition to the [Department] team.

Please review the following offer details carefully. 

Position

The position is a [Full-time/Part-time/Temporary] role as [Job Title] at [Company Name] which requires [Hours/Week]. Your working hours will be [Start Time – End Time] with a [Minutes/Hour] break for lunch.

Your first day will be [Date].

Compensation

[Company Name] will compensate you [Amount Pay – Currency] per [Hour/Week/Year] for the stated position.

Other Benefits

Medical Insurance; Stock Options; 401K Matching; 15 Days of PTO; Dental and Vision Insurance [Add Or Remove Benefits]

In addition to these benefits, [Company Name] is also proud to offer its employees [List Of Perks].

Attached is your full offer letter.

Please sign it to indicate your agreement and acceptance of this offer, and email it back to me by [Date].

If you have any questions regarding the attached offer, please contact me directly at [Contact Number].

Regards,

[INSERT YOUR NAME]

[EMAIL SIGNATURE]

Why It Works

In today’s competitive talent community, be quick to engage the top candidate, and send the formal Job Offer email as soon as possible.

The formal offer letter needs to be perfect and should include all the important details from compensation to benefits. 

Source

23. NEW HIRE ONBOARDING

Add a subject: Welcome Onboard {Firstname}!

Team, 

With great pleasure, I introduce our new member of the [Company Name] team.

{Firstname} is joining us on the [Department] team as our [Job Title]. [New Hire Names] come from a [Describe Last Company] with an impressive amount of experience in [Skills/Field].

As our [Job Title], {Firstname} will be working closely with [Team Lead] to [Job Responsibilities].

We’re very excited to have [New Hires/s] join us. {Firstname} first day is [Stard Date]. 

Welcome aboard, {Firstname}!

Good Luck,

[INSERT YOUR NAME]

[YOUR EMAIL SIGNATURE]

Why It Works

The recruiting process does not complete until the new employee onboarding, so send the onboarding email to the new hire at least a week before their first day.

Include all the essential information maintains in your onboarding program, starting from the good wishes to future success and from the first-day agenda to fill out the necessary documentation.

24. RESPOND TO ACTIVE JOB SEEKERS FOR OPEN APPLICATION - JOB OPPORTUNITY

Add a subject: Thank you for showing interest in [Company Name]

Dear {Firstname},

Thank you! for sending an open job application to [Company Name].

After reviewing your application, cover letter, and resume, I realized that your profile could be a very good match for [Open Position] we have vacant. 

Being said that, I would like to ask you to also fill our formal job application for [Open Position].

Here is the [Link]!

Please let me know if you have any additional questions. 

I look forward to reviewing your application!

Regards,

[INSERT YOUR NAME]

Why It Works

The recruiters would need this professional email template to create a pool of talented job applicants.

The main focus is on personalization,i.e, to research and review the individual social media and professional career profiles on the internet.

Timely respond to the active job seekers that are the best fit for the specific job role to further apply to the Official Job Portal.

Source

25. RESPOND TO ACTIVE JOB SEEKERS FOR OPEN APPLICATION - NO VACANCIES

Add a subject: Thank you for showing interest in [Company Name]

Hi {Firstname},

Thank you! for sending an open job application to [Company Name].

Unfortunately, at this time, we don’t have any job vacancies that would match your profile and interests. However, I will add you to our talent pool, and I will notify you in case we have a job opening for which you would be a good match.

I thank you once again for choosing [Company Name] as your employer of choice. That means a lot to us!

All the best with your future job search.

[INSERT YOUR NAME]

Why It Works

The no vacancies email template helps you to timely respond to the active job seekers that they are the best candidates concerning their field of expertise, but for the specific job role, no vacancies are available yet.

To have an impressive image of the brand on applicants, engage by notifying them for future job openings.

Source

26. JOIN OUR TALENT NETWORK EMAIL TO CANDIDATES

Add a subject: Join [Company Name]’s talent network

Greetings {Firstname},

I am inviting you to join our [Company Name]’s talent network!

As a member of our talent network, you will get exclusive news about the industry, various cool projects we are working on, career advice, our employee success stories, and new job opportunities you may be interested in. 

I hope to welcome you to our talent network soon!

[Link to your Talent Network Landing Page: “Join Our Talent Network”]

Kind Regards,

[YOUR NAME]

[YOUR EMAIL SIGNATURE

Why It Works

Use a Candidate Relationship Management (CRM) strategy in your email template to build a network of talented candidates that can turn into possible leads in the future.

Spray the information about the best career tips, upcoming new opportunities, company ongoing projects, and a lot of other things.

Source

27. AUTOMATED REJECTION EMAIL TO APPLICANTS

Add a subject: Application for the role of [Job Title]

Dear {Firstname},

Thank you again for applying for the role of [Job Title] at [Company Name].

After reviewing your application form, we came up with the conclusion that you don’t meet the full requirements for this position. [Reason for Rejection]. 

Since the [Requirement/s] is necessary for you to be able to perform your duties as a [Job Title], we could not select you for the next round. 

Best of luck with your job search!

[INSERT YOUR NAME]

[COMPANY CONTACT DETAILS]

Why It Works

The use of automated emails has been increasing with time. As it reduces the time to respond which greatly helpful in shortening the application process time.

The same is the case with the automated rejection email to candidates that are not fit for the right job role and disqualify them automatically in the shape of a quick rejection notice.

Outflash add-in for Outlook is one of the best add-ins for scheduling the ‘Automated Emails’ and tracking the ‘Automated Emails’ in no time.

28. RECRUITER TO HIRING MANAGER - HIRING PROCESS UPDATE

Add a subject: Update on [Job Title] position

Hi {Hiring Manager’s Name},

Here is an update on the Current Status of the [Job Title] position:

Number of Phone Screening Calls that have been conducted: [Numbers]

Number of [Job Title] applicants that have moved on to the Assignment Phase: [Numbers]

Number of Phone Screening Calls that are scheduled for next week: [Numbers]

Deadline for applicants to submit the Assignment: [Date/Time]

Here is a quick overview of our top qualified candidates so far:

{1st Candidate Name}: Has [Experience/Qualification/Other Skills]

For more in-depth information, I’ve attached my notes on each candidate for you. [Attach File To Email]

Let me know if you need any more information and we can schedule a quick [Meeting] to go over the applicants.

Thank you,

[INSERT YOUR NAME]

[YOUR EMAIL SIGNATURE]

Why It Works

Now it becomes easy! For recruiters to update the current status of the recruitment process and hiring of the potential candidates to their hiring managers.

Edit this template as per your essential requirements and update the status to your hiring managers.

Source

29. ASSIGNMENT INVITATION EMAIL TEMPLATE

Add a subject: Assignment Invitation for [Job Title] role

Hey {Firstname},

Thank you for your interest in the [Job Title] position at [Company Name]. We would like to invite you to complete an assignment as part of our recruitment process.

Find the attached document with some instructions to help you complete it.

This assignment was designed to evaluate your skills and help us understand your approach in situations relevant to the [Job Title] role.

Please send the complete assignment back to us by [Deadline/Date/Time].

All the best with the assignment.

[YOUR EMAIL SIGNATURE]

Why It Works

Assignment invitation email template is particularly for recruiters if they consider assignment as part of their recruit or hiring process.

Sometimes the option of taking evaluation tests and assignments becomes vital and if the job role is more technical in nature.

Clearly, mention the instructions in this template to undergo an evaluation assignment or test.

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30. COLD EMAIL TEMPLATE FOR RECRUITERS

Add a subject: [Job Title] role at [Company Name]

Hi {Firstname},

My name is [Recruiter Name], and I’m recruiting for a [Job Title] position here at [Company Name]. I came across your professional profile on [Where You Found Them/Social Media/Job Portals], and I thought based on your prior experience that you would be an excellent fit for this role at our organization.

I am impressed by your experience at [Previous Position].

I would love to see you as a part of this organization. Are you available for a Quick Phone Call on [Date/Time]?

Looking forward to hearing from you soon.

[INSERT YOUR NAME]

[COMPANY NAME]

Why It Works

The recruiters would need this professional cold email template to create a pool of talented job applicants from various job-seeking platforms such as LinkedIn, Indeed, Glassdoor, and many others.

The sole purpose is on link building,i.e, to research and review the individual social media and professional career profiles on the internet.

Use this ‘cold email template’ for timely response to job seekers that are the best fit for the specific job role to further apply to the Official Job Portal.

31. WARM EMAIL TEMPLATE FOR RECRUITERS

Dear {Firstname},

My name is [Recruiter Name], and I’m a recruiter for [Company Name]. We met last year when you interviewed with our organization for [Previous Job Designation]. Our conversation was excellent, and I remember your propensity for [Expertise/Skills].

I’ve been reviewing your resume, and although we need to hire a more experienced candidate for [Job Title].

I think that you would be an excellent fit for [Current Job Title]. I would love to tell you more if you are interested. 

Please respond to this email with your availability.

Looking forward to hearing from you soon.

[INSERT YOUR NAME]

[YOUR EMAIL SIGNATURE]

Why It Works

If you already have a pool of potential candidates then this warm email template is the best fit for you.

You have to get in touch or use the referrals to rebuild your past connection to a candidate.

This can be done in a formal email message where you engage the candidate that you are the only one that what we are looking for.

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32. NEW HIRE ANNOUNCEMENT

Add a subject: {Firstname}, Welcoming New Hire…

Hey {Employee’s Fname},

Welcome to our team!

I am very pleased to announce that [Employee’s Fname] will be joining us as an [Job Title Role] on [Start Date]

[Employee’s Fname] will work with our [Department] team to help us elevate our goals.

Please make sure you give [Him/Her] a warm welcome and introduce yourselves!

Kind Regards,

Recruiting Team,

[YOUR EMAIL SIGNATURE]

Why It Works

This exciting email template works on the gesture of goodwill, i.e, welcoming the new hire on the first day by letting the current employees in the team know more about the background on a personal level.

33. PAY INCREASE/INCREMENT TO EMPLOYEE

Hi {Employee Fname},

As discussed, you’ll be getting a [X Percent] increase in your salary. This brings your annual gross salary from [$X] to [$Y]. Your salary will be officially updated on [Date/Time].

Please sign your updated contract by end of this week. [If you’re unable to come, I’ll send you the new contract via email and you can print it, sign it and scan it to send back to me.]

Thank you for all your hard work.

[Company Name] appreciates your efforts and achievements so far.

Keep it up!

[INSERT YOUR NAME]

[YOUR EMAIL SIGNATURE]

Why It Works

The hiring professional following the top management issues the Pay Increase/Increment Email to the employee and appreciates the working team members. Consequently, it helps in maintaining a strong relationship in the working environment.

Customize this email template to readdress the salary or bonus, as issued by the top management.

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34. SALARY NEGOTIATION WITH CANDIDATES

Add a subject: Salary Negotiation…

Hi {Firstname},

I hope this email finds you well.

We are pleased to know that you’re considering our Job Offer for the [Job Title] role. We’ve discussed your requests with the Head of [Department] and our Finance team. The committee has decided to extend our Initial Offer with:

A [X Percent] increase in the annual compensation to a new [the new salary].

  • A signing bonus of $X
  • Flexibility to work from home two days/week or commute reimbursement
  • Company stock options
  • Re-negotiation of compensation and benefits package after an early performance review [X Months After Start Date]

Please consider the above offer and reply by [Date]. In the meantime, if you have any questions, feel free to contact me.

Kind Regards,

[INSERT YOUR NAME]

[YOUR EMAIL SIGNATURE]

Why It Works

When to offer a job to a successful applicant, always prepare for salary negotiations.

The salary negotiation with the candidate email template works in this domain.

Just customize this template to readdress the salary, bonus, or other benefits clearly, as confirmed by the top management.

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35. EMAIL TO THE POTENTIAL CANDIDATE ON LINKEDIN TEMPLATE

Add a subject: {Firstname}, I’ve seen your profile on Linkedin…

Hey {Firstname},

You may have noticed me checking out your LinkedIn profile.

I’ve looked it over a few times, comparing it with our current open [Job Title] position, and even forwarded your industry expertise over to our hiring manager.

We’ve all been very impressed with your experience and think you’d be a perfect fit for [Company Name].

[Tell The Candidate About Your Company]

This might be a long shot, but are you interested in checking out our company and hearing a little bit more about the role?

Please visit our website link: Outflash [Add Website URL]

Let me know!

Regards,

Recruiting Team,

[COMPANY NAME & ADDRESS]

[COMPANY LOGO]

Why It Works

LinkedIn is one of the largest social networks that focus on career development, job seeking connections, and professional networking.

The ultimate goal of this email template is to send a message to a potential candidate on LinkedIn for his/her great portfolio in order to stay connected with your team.

Mention the reasons by starting with: About the company? Why are we impressed? and Why the candidate is a good fit for that particular role?

The recruiters would need this professional email to find connections of similar interests.

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36. NEW JOB OPPORTUNITY FOR A REJECTED CANDIDATE

Add a subject: Recent new job opportunity at [Company Name]

Hello {Firstname},

We are excited to announce that we currently have an open [Job Title] position at [Company Name], and we think your skills and experience would be a great fit for this role.

Here are the details of the available position:

Position: [Job Title]

Work hours: [Outline The Typical Work Schedule]

If you are still interested in working at [Company Name], please don’t hesitate to contact me via email or phone.

For more information, please visit our website [Website URL].

We expect the interview process to take place between [Date Range].

Best of luck,

[INSERT YOUR NAME]

Why It Works

Use this email template to inform the previous or rejected candidates from your list of potential candidates of a new job opportunity.

It not only saves time to hunt a potential talent but also engage and build a strong candidate relationship.

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37. TERMINATION OF EMPLOYMENT NOTICE

{Termination Date}
Hi {Employee Name},

The purpose of this termination notice email is to communicate the terms of your involuntary separation of employment from [Company Name]. Your employment termination is due to the following:

[Describe, in clear terms, the circumstances which led to the employee’s termination. Be certain that your statement is factual and as detailed as possible.]

If you have questions regarding the nature of your employment termination, final compensation, or your ongoing eligibility for our benefits programs, feel free to contact the Human Resource Department.

Regards,

Recruiting Manager,

[INSERT YOUR NAME]

[YOUR EMAIL SIGNATURE]

Why It Works

Notifying an employee of their termination is a critical process that needs to be dealt with great responsibility and without confusion.

This termination notice email template communicates the reasons for termination, addressed by the hiring manager and other formalities such as the remaining benefits and compensation, and any other documentation if required.

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38. NO SHOW UP FOR INTERVIEW

Dear {Firstname},

Our [Interview] was scheduled for [Date] at [Time] but I didn’t hear from you. I hope you are doing well.

Could you please let me know if you are still interested in the [Job Title] position? 

Waiting for your response, so that we can evaluate your application according to it.

Thanks again for your interest in applying at [Company Name].

Kind Regards,

[INSERT YOUR NAME]

[YOUR EMAIL SIGNATURE]

Why It Works

The no show up for interview email template works for the candidates for the scheduled interviews that have missed their interview due to some personal reasons or other issues.

It is important to reach out to those candidates and would like to know the reasons for no show up for the interviews and are still interested in the interview or not?

39. RECRUITING EMAIL TO SOURCED EXPERIENCED PROFESSIONALS

Greetings,

Hope you are doing great!

I have been following your work for a while now, and I am impressed with what you have achieved at [Current Company Name].

We’re looking for a new [Job Title] position to join our team.

I think that you have an interesting take on this [Job Title] position.

Do you have time on [Day/Time] for a chat? I would love to discuss our new role with you.

[INSERT YOUR NAME]

[EMAIL SIGNATURE]

Why It Works

While dealing with experienced professionals, use the above email template to get in touch with them.

Write the subject line and the main body of the email in a more formal and professional way. Mention the Job Title, Request Time, and their Take to discuss the roles with the hiring manager.

40. OFFERING INTERNAL PROMOTION

Add a subject: Congratulations On Your New Role!

Dear {Employee Fname},

W are happy to officially promote you to [Promoted Job Position] as of [Date/Time].

Attached is your Updated Contract that contains your new employment terms along with your compensation package and benefits.

Please review and [HR’s Office To Sign It/Send Back Signed via Email] until [Date/Time].

We appreciate your hard work and commitment to the [Company Name] team for the past [Years]. We’re all looking forward to seeing you achieve great things in your new role.

Congratulations!

[INSERT YOUR NAME]

[EMAIL SIGNATURE]

Why It Works

Why it works:

To get a promotion is the wish of every employee!

Use this professional email template to announce the internal promotion of an employee with a new contract offer and congratulates the deserving candidate for their new role in the company.

Recruiters can use Outflash add-in for Outlook email templates to give such exciting news to the promoted employees.

Source

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