Recruiting top talent is no walk in the park. In today’s competitive job market, it takes more than just posting a job description and hoping for the best. As a talent acquisition professional, you need to go the extra mile to engage with candidates and keep them interested throughout the recruiting process. And one of the most powerful tools in your arsenal is a well-crafted recruiting email.
Now, I know what you’re thinking. “Emails? Seriously? Isn’t that a bit outdated?” Well, let me assure you that when it comes to recruiting, email is still king. According to a recent study, email is still the preferred method of communication for 86% of professionals. So, if you want to reach and engage with candidates effectively, mastering the art of crafting engaging recruiting emails is a must.
The Recruiting Email Renaissance
Recruiting email templates have been around for ages. But here’s the thing: there’s an art to using them effectively. Gone are the days of cold blasting out generic job descriptions that have no relevance to the candidate’s background. Today, it’s all about personalization, conciseness, and plain language.
“I try to be direct and concise, while personalizing the message to the candidate’s profile,” says David Chie, CEO of Palo Alto Staffing. “There is nothing worse than a recruiter cold blasting out job descriptions that have no relevance to the candidate’s background.”
So, how can you write recruiting emails that stand out from the crowd? Let’s dive into the nitty-gritty of crafting compelling recruiting emails that will keep candidates informed and engaged throughout the recruiting process.
Maintain Your Employer Brand: The Power of Tone and Voice
When it comes to writing recruiting emails, one size does not fit all. Your tone should change depending on the candidate’s level of seniority, but the voice you use should always align with your employer brand. If you pride yourself on having an exciting startup culture, use a conversational voice and tone when communicating with candidates. A formal voice will sound stuffy compared to your relaxed office dynamic.
Remember, your message should be consistent but tailored to your specific candidate persona. After all, you want to attract candidates who will not only excel in their roles but also fit in with your company culture.
Be Concise: Less is More
Let’s face it: no one likes reading a long email, especially when it comes from a stranger trying to sell something. So, keep your recruiting email templates short and sweet. Provide only the most essential information to avoid confusing or disengaging the candidate.
But wait! That doesn’t mean your emails should be devoid of personality. If you’re excited about a potential candidate, let them know! Inject some enthusiasm into your message to grab their attention and hold it.
Use Plain Language: No Jargon Zone
As you tinker with your email templates, be purposeful about the words you choose to include. Make sure the language is simple, easy to understand, and doesn’t unintentionally intimidate people into thinking your application process will be overly complicated.
Whether you’re crafting job descriptions for first contact or offering information about the technical aspects of the interviewing process, plain language is key. Don’t be afraid to use everyday words and phrases that resonate with your audience. After all, you’re not writing a doctoral thesis; you’re trying to connect with potential candidates.
Personalize When Possible: It’s All About the Human Touch
Imagine receiving an email that feels like it was written just for you. It acknowledges your skills, experience, and individuality. Pretty cool, right? Well, that’s the power of personalization.
Your goal should be to create a stellar candidate experience for every applicant. That means you can’t throw candidates into a cookie-cutter process and expect them to feel valued and appreciated. Tailor your recruiting email templates to the individual, adding personal details and touches when possible.
Utilize your applicant tracking system and other recruitment tools to record personal information and notes from previous conversations with candidates. This lets them know that you’ve done your research and are invested in them as a prospective employee.
Be Timely: Don’t Keep Them Waiting
Time is of the essence when it comes to recruiting. The longer you wait to send an important follow-up email or application status update, the more time you’re allowing for another employer to swoop in and hire your candidate. Be prompt with your email correspondence and stick to any timelines you set for yourself.
If a candidate has to follow up with you regarding information you said you would send, you’ve waited too long. A good rule of thumb is to respond in no more than 24 hours, but aim for an even quicker response time if possible.
Proofread: No Room for Typos
Ah, the dreaded typo. We’ve all been there. But when it comes to recruiting emails, a typo can reflect badly on your company and make you appear careless. So, before you hit that send button, take a moment to proofread your email.
Double-check that all personal details you added are both accurate and relevant to the candidate. The last thing you want is for someone to feel like they’re being confused with or compared to someone else. Attention to detail goes a long way in creating a positive candidate experience.
Optimize for Mobile Viewing: The Mobile Revolution
It’s no secret that mobile devices have taken over our lives. People are more likely to open emails on their phones than on a desktop computer. So, capitalize on this trend by optimizing your emails to be read on a mobile screen.
Set your font sizes to be large enough that a recipient can easily read them on a smaller screen. Don’t clutter your messages with images or clickable buttons that can make emails load slow and look crowded on mobile devices. And most importantly, make your subject line appealing, but keep it short and snappy so that you catch the reader’s attention even before they open the message.
Have a Clear Call to Action: Tell Them What You Want
The purpose of sending recruiting emails is to get someone whose career goals align with the job opening to take action. Whether you’re establishing initial contact or corresponding with an applicant who’s already in the pipeline, be sure your email clearly communicates a call to action that lays out the next steps.
Are you just looking for a reply to gauge their interest? Do you need them to send contact information for their references? Be specific and direct so that there’s no confusion about what you need from them to move forward.
10 Recruiting Email Templates: From First Touch to Job Offer
Now that we’ve covered the essential principles of crafting engaging recruiting emails, let’s dive into 10 templates that will help you navigate every stage of the recruiting process.
First-Touch Sourcing Candidate Email Template
Subject Line: Job Opportunity – [Job Title] Position at [Your Company]
Hi [First Name],
I came across your profile on [Where/How You Found Them] and wanted to reach out regarding a unique opportunity.
I work for [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]?
I hope you and your loved ones are safe and healthy, and I look forward to hearing from you soon.
Best,
[Your Name]
[Your Email Signature]
Are You Still Interested in the Position? Email for a Past Candidate
Subject Line: New Job Opportunity at [Your Company] – [Job Title]
Hi [First Name],
I hope this email finds you well. I know you applied to our [Previous Role] back in [Month or Year], and while [we went in a different direction then, or we paused our search because of the Covid-19 pandemic], 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’d 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 hope you and your loved ones are safe and healthy, and I look forward to hearing from you soon.
Best,
[Your Name]
[Your Email Signature]
Employee Referral Email Template
Subject Line: [Open Role] Opportunity – Referred to You by [Contact’s Name]
Hi [First Name],
[Contact’s Name] gave me your email address – we [How you know the contact]. They speak very highly of you and your [Experience/Expertise].
I work for [Company Name], and we’re in the market for a [Job Title]. [Contact’s Name] recommended you for the job, and I think you’d be a great fit.
I’d love to learn more about you and tell you about the role. Are you free for a quick phone call [Date/Time]?
I hope you and your loved ones are safe and healthy, and I look forward to connecting.
Best,
[Your Name]
[Your Email Signature]
Application Follow-Up Email Sample
Subject Line: [Company Name] – We Received Your Application
Hi [First Name],
Thank you for your interest in [Company Name]. We have received your application for the open [Job Title] position and will review your materials thoroughly.
Someone from our team will be in touch to update you on the status of your application within [Time Frame].
In the meantime, please visit [Link to Relevant Web Page] to learn more about our company.
Best,
[Company Name] Recruiting Team
[Company Logo]
How to Draft an Interview Invitation Email
Subject Line: [Company Name] Interview Availability
Hi [First Name],
Thank you for applying to the [Job Title] position at [Company Name].
After reviewing your application, we are excited to move forward with the interview process.
We would like to schedule a [Interview Format] with [Interviewer], [Interviewer Job Title] at [Company Name]. The interview will last approximately [Length of Interview].
Are you available on [Day, Date] at [Time, Time Zone]?
Please reply directly to this email and let me know if you are available at that time.
Best,
[Your Name]
[Your Email Signature]
Interview Confirmation Emails Sample
Subject Line: [Company Name] [Interview Format] Interview Confirmation
Hi [First Name],
We have confirmed your [Interview Format] interview with [Interviewer] on [Day, Date] at [Start Time – End Time, Time Zone].
To give you a sense of what to expect, here is a brief agenda for the interview:
[Include Agenda]
During the interview, you should plan to discuss your experience in [Talking Points].
We’re looking forward to meeting you soon! You can find these interview details within the calendar event invitation. If you have any questions in the meantime, don’t hesitate to reach out.
For Phone/Video Interviews:
Here is the [Phone number / Video platform that will be used and meeting link]. To enter the meeting room, use this code: [Access code].
For In-Person Interviews:
Our office address is [Address]. When you arrive, check in at the front desk. The security guard will give you a temporary elevator pass. Our office dress code is [Dress Code], but please wear whatever you’re most comfortable in.
Best,
[Your Name]
[Your Email Signature]
Interview Reminder Emails Template
Subject Line: Reminder: [Company Name] [Interview Format] Interview [Date/Time]
Hi [First Name],
This is to remind you of your upcoming interview for the [Job Title] role at [Company Name].
When: Your interview will take place on [Day, date] at [Start Time – End Time]
Where: [Phone Number/ Meeting Link / Address ]
Who: You will be speaking with [Interviewer, Job Title]
Agenda:
[Include Agenda]
Be prepared to discuss:
[Talking Points]
For In-Person Interviews:
When you arrive:
Check in at the front desk. The security guard will give you a temporary elevator pass.
Office dress code:
Our office is [Dress Code], but please wear what you are most comfortable in.
We look forward to seeing you!
Best,
[Your Name]
[Your Email Signature]
Interview Follow-up Emails Template
Subject Line: [Company Name] Interview Follow-Up
Hi [First Name],
Thank you for taking the time [Today/Yesterday] to speak with our team about the [Job Title] role.
[Interviewer] was very impressed by your [Experience/Expertise]. We believe you will be a good fit for the role and a strong addition to our growing [Department Team] at [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. It was a pleasure to get to know you better!
Best,
[Your Name]
[Your Email Signature]
How to Draft a Job Offer Email
Subject Line: [Company Name]: Enclosed Is Your [Job Title] Offer Letter
Hi [First Name],
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]. In this position, you will report to [Direct Manager] in [Department].
As a [Full-Time/Part-Time/Temporary] employee, the position requires [Hours/Week]. Your working hours will be [Start Time — End Time] with a [30-Minute/Hour] break for lunch.
Your first day will be [Month, Day, Year].
Compensation:
[Company Name] will compensate you [Dollars] per [Hour/Week/Year/Etc.] for the stated position.
Benefits:
With the position and as an employee of [Company Name], you will receive the following 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].
We look forward to welcoming you to the [Company Name] team. If you have any questions regarding the attached offer, please contact me directly at [Phone Number].
Best,
[Your Name]
[Your Email Signature]
How to Draft a Rejection Email
Subject Line: Your Application for [Job Title] at [Company Name]
Hi [First Name],
Thank you for applying to our [Job Title] role and for speaking to our team about your experience. We appreciate your interest in [Company Name].
We were fortunate to have a strong group of applicants, and we regret to inform you that we have decided to pursue a more experienced candidate for this role. [Constructive Feedback].
We will keep your resume on file and reach out if we think you’d be a good fit for other roles as they become available.
We hope you will continue to stay connected with us on [Link to Social Profiles] and keep an eye on our career page [Link to Career Page] for future opportunities that may be a better fit.
We truly appreciate your time and consideration of [Company Name].
All the Best,
The [Company Name] Team
[Company Logo]
And there you have it! 10 recruiting email templates to help you navigate every stage of the recruiting process. Remember, personalization, conciseness, and plain language are the keys to crafting engaging recruiting emails that will stand out from the crowd. So, go forth and recruit the best talent out there! Good luck!