Looking to streamline the more time-consuming tasks in your hiring process?

Start by using templates for your recruitment emails. 

Below is our email template package covering the most common communications for each phase of the recruitment process!

You can use and edit them freely to fit your company's specific needs.

 

Application email confirmation

🤖 Automatically sent when a candidate applies

This is the first email you will ever send out to your future hire, and not just them. Depending on your hiring needs, you might be sending these to thousands of people.

While we are all well aware these emails are automated responses, it still helps to give them a human touch. You don’t want to wait too long, but you also don’t want to blast out responses milliseconds after the application has been submitted.

We suggest timing your response so it’s received on the day of application.

 

Template

  • Subject line: Thanks for applying!

  • Message body

    Hi [Candidate's First Name],

    Thank you for applying for the [Application’s Job Title] role at [Company].

    We're grateful for your interest in joining the team. We will review your application and get back to you with some news (whether good or bad) in the next two weeks.

    All the best,

    [Company] Hiring Team

 

Application rejection

🚫 Use when rejecting an application

There aren’t many hopes and expectations built up, nor is there any personal connection yet, but it’s still good to try and specify a reason for the rejection.

The sooner rejected candidates can focus on other roles, the better. In any case, never wait for longer than the time window you mentioned in your previous email!

We suggest timing your response so that it’s received as soon as you have made the decision not to move forward.

Template

  • Subject line: [Company] Application Update

  • Message body

    Hi [Candidate's First Name],

    Thank you for applying for the [Application’s Job Title] at [Company].

    After reviewing your application, we're sorry to say we don’t see a fit at this time, and we will not be moving forward with your application.

    We know this can be disappointing to hear, but we appreciate your interest in [Company], and encourage you to apply to other open roles that align with your skills and interests in the future!

    All the best in your job hunt, [Company] Hiring Team

 

Intro call - direct booking

✅ Use with Direct Booking feature to request a candidate to book time with you

It’s time for good news as the application takes its first step toward success! After the intro call, there will be somewhat of a personal rapport, and communication will become more involved and engaging.

We suggest timing your response so it’s received as soon as you make a decision to move forward.

Template

  • Subject line: Scheduling an interview with [Company]

  • Message body

    Hi [Candidate's First Name],

    Thank you for applying. We have good news!

    We’ve reviewed your application for the [Application’s Job Title] role, and we’d like to move things forward to the next stage in the interview process!

    Please book a time for an intro call with us here: [Direct Booking Link]

    Talk to you soon,

    [Sender's name]

 

Post-interview

👍 Use after an interview has been completed

The contact has been established! This is just a quick, intermediate step to acknowledge that and/or remind the candidate of the timeline you should already have mentioned during the meeting.

We suggest timing your response so it’s received within a couple of hours after the end of the interview.

Template

  • Subject line: Thanks for the call today!

  • Message body

    Hi [Candidate's First Name],

    Thank you for taking the time to speak with us today, we really appreciate it!

    We will be following up shortly with the next steps.

    All the best,

    [Sender’s Name]

 

Post-interview follow-up (rejection)

⛔ Use when rejecting a candidate after an interview

Unfortunately, the result of the first interview was not as good as everyone had hoped. Not much time or effort was lost, but a connection was established, and the candidate’s hopes have been growing. Keep this in mind when sending out your rejection email, as this might be a good opportunity to add some light, personalized feedback.

We suggest timing your response so it’s received within a few days of the interview.

Template

  • Subject line: [Company] Application Update

  • Message body

    Hi [Candidate's First Name],

    We really appreciated your application for the role of [Application’s Job Title at [Company] and enjoyed talking to you in person.

    Unfortunately, we have decided to move forward with other candidates who we feel are better suited to the role.

    [personalize to candidate]

    We know this can be disappointing to hear, but we encourage you to apply to other open roles that align with your skills and interests in the future!

    All the best in your job hunt, [Company] Hiring Team

 

Post-interview follow-up (next steps)

💯 Use when scheduling the next interview round

Another step forward, and the positive outcome is starting to feel closer. It’s good for this email to reflect those good vibes and enthusiasm while providing all the necessary info on the next steps in the process (a take-home task, for example). This is also a good moment to provide additional information about the company.

We suggest timing your response so it’s received within a few days of the interview.

Template

  • Subject line: Next steps: Second Interview Scheduling and More!

  • Message body

    Hey [Candidate’s First Name],

    It was great speaking with you today, we hope you enjoyed it too.

    The good news is that you made it to the next round!

    We have planned a take-home assignment and a panel interview as the next steps.

    You will find all the information you need to prepare in the links below. We’re looking forward to getting to know you, and your work, better.

    Here’s a link for the Take Home Assignment instructions, including a place to submit your work: [Take Home Link]

    You can schedule the panel interview round here: [Scheduling Link]

    Also, here’s some more information about [Company]:

    • Product page
    • Meet the team!
    • More detailed information about our values
    • A blog post from one of our founders

     

    Let me know if you have any questions!

    Talk soon,

    [Sender's First Name]

 

Interview change

⚠️ Use when adjusting a step in the interview schedule/plan

Availability can change, and you might need to reschedule the interview or make changes to what had been agreed upon.

We suggest timing your response so it’s received in time for the candidate to read it and make the requested changes.

Template

  • Subject line: Interview Scheduling Change

  • Message body

    Hi [Candidate's First Name],

    I’m reaching out because we need to change the schedule of our upcoming interview with you.

    Can you please use the following scheduling link to pick a new time? [Scheduling Link]

    Thanks very much for your flexibility,

    [Sender’s First Name]

 

Interview feedback

🗣️ Use after an interview to ask for feedback or follow-up questions

As the conversation becomes more involved, you want to keep the momentum going even after the interview ends. This is the perfect moment to ask for feedback on the interview and get a feeling for the candidate’s thoughts about the process so far. It also gives them the opportunity to get an answer to any questions they might have before moving forward.

We suggest timing your response so it’s received on the same day as the interview.

Template

  • Subject line: Interview with [Company] Follow-Up

  • Message body

    Hi [Candidate's First Name],

    Thanks so much for taking the time to speak with us today!

    How do you think our conversation went? Do you have any follow-up questions you didn’t have time to ask during the call? Happy to help answer them!

    We are reviewing candidates and will report back as soon as possible.

    Thanks,

    [Sender’s First Name]

 

Offer

 🏁 Use when sending an offer to a candidate

At last, it’s time to make an offer they cannot refuse! Success is just a step away. Whatever the way your company uses to express enthusiasm and excitement, don’t hold back (we like emojis 🎉🚀). You have made up your mind, now it’s up to the candidate to be equally excited about the offer.

We suggest timing your response so it’s received as soon as possible!

Template

  • Subject line: Your offer from [Company] 🎉

  • Message body

    Hey [Candidate’s First Name]!

    Congratulations! We are thrilled to offer you the position of [Application’s Job Title] with an anticipated start date of [insert start date].

    As I mentioned in our recent conversation, I’ve attached your detailed offer letter. If you choose to accept, please sign the electronic document. Your offer is set to expire [offer date + 7 days], but please let me know if you need a few more days to consider.

    In the meantime, please feel free to reach out to me via email or set up some time to chat face-to-face here: [Direct Booking Link]

    We are looking forward to hearing from you and hope you’ll join our team!

    [Sender’s First Name]

 

More resources for recruiters and HR professionals by Deel

To further support you in your work, we created a number of additional resources that can help you streamline and improve your processes and increase your understanding of the intricacies and complexities of human resource management. These resources include:

And don’t forget to download more valuable resources including:

You’ll be sure to supercharge your hiring effectiveness by leveraging these valuable tools and information.

 

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