Recruiting top talent is a key priority for businesses in today’s competitive market. With the advent of digital communication, email has become an essential tool for reaching out to potential candidates.

However, crafting an effective recruiting email can be a challenge. That’s why having a set of proven recruiting email templates can make a huge difference in your hiring efforts in 2023.

What are the different types of recruiting emails? How to craft the best recruiting emails? What are the best free templates that exist?

In this article, we will explore the benefits of using recruiting templates, provide tips on how to craft the best recruiting emails, discuss ways to measure their performance and share 10 email templates that you can use for your recruiting campaign.

What Is a Recruiting Email?

A recruiting email is a message sent to potential candidates with the aim of attracting them to apply for a job opening.

It serves as the first point of contact between the recruiter and the candidate and plays a crucial role in creating a positive impression. The content of an effective recruiting email focuses on the job opportunity, company culture, and how the candidate’s skills align with the role.

Unlike phone cold calling, email is used 99,99% of the time at the beginning of the process.

Nowadays, recruiters are mostly using tools – such as ATS or CRM – and templates to optimize their time on this first step of the recruiting process.

But email or cold calling or not necessarily the only -nor the best – recruiting channels that are used today.

What Are the Best Channels to Outreach to Candidates?
We’ve written an amazing post about the best recruiting channels that exist to master your recruiting campaign and get better performance in much less time. Want to read about it?
Read Our Best Recruiting Channels Post!

What Are the Different Types of Recruiting Emails?

Recruiting emails are an essential tool for engaging potential candidates. These communications can take various forms, each serving a unique purpose in the recruitment funnel.

Here’s an overview of the different types of recruiting emails.

1. The Initial Outreach Email

This type of email is the first point of contact with a potential candidate. It often includes a brief introduction of the recruiter or hiring manager, an overview of the company, and why the recipient has been identified as a potential fit for the role. The goal is to pique the candidate’s interest and prompt a response to begin a dialogue.

2. The Job Invitation Email

These are targeted emails sent to prospects inviting them to apply for a specific open position. It typically highlights the role’s requirements, responsibilities, and how the candidate’s background aligns with the job.

3. The Networking Email

Networking emails aim to establish a connection without a specific job in mind. They are more about relationship building, with recruiters reaching out to potential candidates to expand their talent network for future opportunities.

4. The Follow-Up Email

After initial contact or an interview, the follow-up email is crucial. It keeps the candidate engaged in the process, provides them with necessary next steps, or simply maintains the relationship for future openings.

5. The Referral Request Email

These emails are sent to current employees or industry contacts, asking them to refer candidates from their network who might be a good fit for a job. They often include a brief description of the open role and the ideal candidate profile.

6. The Event Invitation Email

Sent to invite candidates to recruitment events, job fairs, or open houses, these emails aim to increase attendance and interest in the company. They typically include event details, registration links, and a value proposition for attending.

7. The Rejection Email

No one enjoys sending them, but rejection emails are a necessary part of the recruitment process. They inform candidates they haven’t been selected, providing a respectful closure. Many also leave the door open for future opportunities and encourage candidates to apply for other roles that may be a better fit.

8. The Offer Email

When a candidate has been selected for a role, the offer email is used to extend a formal job offer. It details the position, compensation, benefits, and any next steps required to secure the candidate’s acceptance.

9. The Talent Network Subscription Email

These emails invite candidates to join the organization’s talent community to receive updates on future job openings that align with their skill sets, as well as news and events related to the company.

10. The Thank You Email

Sent after an interview or a meaningful interaction, thank you emails express gratitude to candidates for their time and keep them engaged in the process. It’s also an opportunity to reinforce the company’s interest in the candidate and provide a timeline for the next steps.

Each type of recruiting email plays a pivotal role in the overall recruitment strategy. By leveraging these varied communications, recruiters can create a robust pipeline, build meaningful relationships, and ultimately, find the right talent for their organizations.

Later in this post, we’ll provide you with some templates for each of the email types mentioned above.

The Benefits of Using Recruiting Templates in 2023

Using recruiting email templates can provide numerous benefits for your hiring process in 2023.


Firstly, templates save time and effort by providing a structured format that can be easily customized. They eliminate the need to start from scratch for every email, allowing recruiters to focus on other important tasks.


Recruiting is a time-consuming process that requires careful attention to detail, even in the era of recruiting automation. With the help of templates, recruiters can save valuable time by not having to craft each email individually. Instead, they can simply customize the template to fit the specific needs of each candidate.

This allows recruiters to allocate more time to other crucial aspects of the hiring process, such as conducting interviews and evaluating candidates.

Brand Image

Additionally, templates ensure consistency in your messaging, which is crucial for maintaining a strong employer brand. Consistency in communication is key to building a positive reputation as an employer. By using templates, recruiters can ensure that each email sent to candidates reflects the company’s values, mission, and culture. This consistency helps to establish a strong employer brand and attract candidates who align with the company’s vision.

Tone of voice

Moreover, using recruiting templates can also help maintain a consistent tone and voice throughout the hiring process. Each email sent to candidates represents the company and its values. By using templates, recruiters can ensure that the tone and voice of their emails align with the company’s overall brand identity. This consistency helps to build trust and credibility with candidates, making them more likely to engage positively with the recruitment process.

Tips to Craft the Best Recruiting Emails

Crafting an effective recruiting email requires careful thought and attention to detail. Here are some tips to help you create compelling emails that will resonate with potential candidates:

  • Personalize your emails: Address the candidate by their name and reference specific information from their profile or resume. This demonstrates that you have taken the time to research them and are genuinely interested in their background. Email personalization is very important when it comes to crafting the best recruiting emails. By addressing the candidate by their name, you show that you value their individuality and are not simply sending out generic messages.

    Additionally, referencing specific information from their profile or resume shows that you have done your homework and are genuinely interested in their background. This personal touch can go a long way in capturing the candidate’s attention and making them feel valued.
  • Keep it concise: Candidates receive numerous emails daily, so it’s important to get your message across quickly and succinctly. Keep your email focused on the key selling points of the job and company, and avoid overwhelming the candidate with excessive information.

    People have limited time and attention spans. When it comes to recruiting emails, brevity is key. Candidates receive a high volume of emails daily, so it’s important to get your message across quickly and succinctly. Focus on the key selling points of the job and company, highlighting what sets them apart from others in the industry. By keeping your email concise, you respect the candidate’s time and increase the chances of them actually reading and engaging with your message.
  • Create a compelling subject line: The subject line is the first thing candidates see, so it needs to capture their attention. Use a concise and engaging subject line that highlights the unique selling proposition of the job or company. The subject line of your recruiting email is like the cover of a book – it needs to grab the candidate’s attention and entice them to open the email. To create a compelling email subject line, focus on the unique selling proposition of the job or company.

    What sets this opportunity apart from others? What makes it exciting and enticing? Use concise and engaging language that piques the candidate’s curiosity and makes them want to learn more. Remember, the subject line is your first chance to make a positive impression, so make it count!

Overall, personalization, conciseness, and compelling subject lines are crucial elements in crafting the best recruiting emails. By incorporating these tips into your email strategy, you can significantly improve your response rates and attract high-quality candidates.

How to Measure Recruiting Email Performance?

Measuring the performance of your recruiting emails is essential to evaluate their effectiveness and identify areas for improvement. Here are some key metrics to consider:

  • Open rate: This metric measures the percentage of recipients who opened your email. A high open rate indicates that your subject line and sender name were compelling enough to capture the candidate’s attention.
  • Click-through rate: The click-through rate measures the percentage of recipients who clicked on a link within your email. It can be an indicator of the level of interest generated by your email and the effectiveness of your call-to-action.
  • Response rate: The response rate measures the percentage of candidates who responded to your email. A high response rate indicates that your email resonated with the candidate and sparked their interest in the job opportunity.

In addition to the mentioned metrics, it’s also worth considering the bounce rate and unsubscribe rate. The bounce rate measures the percentage of emails that were not delivered to the recipients’ inbox due to various reasons, such as invalid email addresses or full mailboxes.

Monitoring the bounce rate can help you ensure that your email list is up to date and accurate. On the other hand, the unsubscribe rate measures the percentage of recipients who choose to unsubscribe from your email list.

A high unsubscribe rate might indicate that your email content or frequency is not resonating with your audience, and adjustments might be needed.

By analyzing these metrics, you can assess the performance of your recruiting emails and make data-driven decisions to optimize your email strategy. Experiment with different subject lines, content, and calls-to-action to see what resonates best with your target audience.

How To Improve your Recruiting Email Performance?

When it comes to measuring the open rate of your recruiting emails, it’s important to consider various factors that can influence this metric.

For instance, the time at which you send your emails can have a significant impact on the open rate. Sending emails during peak work hours might result in lower open rates as candidates may be busy with their tasks. On the other hand, sending emails during non-peak hours, such as early mornings or evenings, might increase the chances of recipients opening your email.

When it comes to the click-through rate, it’s crucial to have clear and compelling calls-to-action within your email. Make sure your email includes links to relevant information, such as the job description or the company’s website. These links should be prominently displayed and easily accessible for candidates. Additionally, consider using visually appealing buttons or banners to attract attention and encourage clicks.

Furthermore, personalization can play a significant role in improving the response rate of your recruiting emails. Candidates are more likely to respond to emails that feel personalized and tailored to their specific needs and interests. Take the time to research and understand each candidate’s background, skills, and career aspirations. Use this information to craft personalized emails that highlight how the job opportunity aligns with their goals and aspirations.

Overall, measuring the performance of your recruiting emails is an ongoing process that requires continuous monitoring and analysis. By paying attention to these metrics and making data-driven decisions, you can refine your email strategy and improve your overall recruitment efforts.

How to Make Your Recruiting Emails Stand Out in a Crowded Inbox

To make your recruiting emails stand out from the crowd, consider the following strategies:

  • Personalization: As mentioned earlier, personalizing your emails is crucial. Incorporate specific details about the candidate’s background or experience to show that you have taken the time to understand their unique qualifications.
  • Use compelling visuals: Instead of relying solely on text, consider using visuals such as images or videos to grab the candidate’s attention. Visuals can help convey your company culture, showcase the workplace environment, or highlight key aspects of the job.
  • Create a sense of urgency: By incorporating a sense of urgency into your recruiting emails, you can prompt candidates to take immediate action. Highlight key deadlines or limited-time offers to generate a sense of urgency and encourage timely responses.

By implementing these strategies, you can increase the visibility and impact of your recruiting emails, ensuring they stand out in a crowded inbox and capture the attention of potential candidates.

10 Email Templates to Use for Your Recruiting Campaign!

Now that we have discussed the best practices for creating effective recruiting emails, let’s explore 10 email templates that you can use for your recruiting campaign. These templates are designed to attract top talent and engage candidates from various backgrounds and experiences.

Template 1 – The Personalized Introduction

Copy and paste the following recruiting email template into a blank email. Remember to customize the copy within the given fields and anywhere else that might help in personalizing the message further.

Subject: Exciting Opportunity for a [Job Title] at {{company}}

Hi {{firstname}},

I hope this message finds you thriving and excelling in your current endeavors. My name is [Your Name] and I’m a [Your Position] at {{company}}, a company that prides itself on [Briefly describe what your company does and stands for].

I came across your profile and was impressed by your experience with [Mention a specific skill or achievement of the candidate]. It’s not every day that we see [something unique about the candidate’s background] that so clearly aligns with what we value in our team members.

We are on the lookout for a talented [Job Title] who can [briefly describe what the job entails] and contribute to [mention how the candidate’s role would fit into a larger company goal or project]. Given your [Detail About the Candidate’s background] and passion for [mention a relevant interest or aspect of their work], I believe that you could be an excellent fit for this role.

Would you be open to a conversation to discuss how your skills and interests could align with the opportunities we have here at {{company}}? If so, I would be delighted to arrange a call or a meeting at a time that suits you best.

Looking forward to the possibility of working together.

Warm regards,

[Your Name]


Template 2 – The Exciting Opportunity

Here’s a template you can use to capture the interest of job seekers by focusing on the attractive aspects of the job. Customize the following template by filling in the necessary details that align with the job’s highlights.

Subject: Grow Your Career as a [Job Title] with {{company}}!

Hi {{firstname}},

Are you ready to take on a role that challenges you, grows your skill set, and rewards you with opportunities to shape the future of an industry-leading company? At {{company}}, we believe in fostering talent and are currently seeking a dedicated [Job Title] to join our innovative team.

What sets this position apart at {{company}}?

  • Career Growth: We have a strong track record of promoting from within, and we are committed to investing in the professional development of our team members.
  • Innovative Projects: You’ll have the chance to work on cutting-edge projects that have a tangible impact on our success and the satisfaction of helping shape industry trends.
  • Supportive Environment: Our collaborative culture is not just about working together, but also about supporting each other’s growth and celebrating our shared achievements.

In this role, you will [briefly describe the key responsibilities of the position], which will allow you to [mention any unique opportunities the job provides, like working with certain technologies, leading a team, or contributing to strategic decisions].

Your background in [Detail About the Candidate’s Background] suggests that you’re the kind of person who could not only meet the challenges of this position but excel in it. I’d be thrilled to discuss how your aspirations align with the exciting path we’re paving at {{company}}.

Could we schedule a call or a meeting at your earliest convenience to talk about what your next career move could look like with {{company}}?

I am looking forward to potentially introducing you to our team.

Best wishes,

[Your Name]


Template 3 – The Referral Request

This template is designed to leverage your current network to seek referrals for your open positions. Ensure to personalize your email with specific details to make a warm connection with your contacts.

Subject: Seeking Exceptional Talent for [Job Title] at {{company}} – Know Anyone?

Hi {{firstname}},

I trust this message finds you in good spirits! I’m reaching out to tap into the invaluable network that you’re a part of, as we’re on the lookout for a standout candidate to fill the role of [Job Title] here at {{company}}.

We understand that sometimes the best hires come from warm introductions rather than cold outreach, and that’s where your insight could be golden for us. We are seeking someone with [mention specific skills/qualities relevant to the job], and we believe that a recommendation from someone with your experience and connections could lead us to a stellar addition to our team.

Here’s where the power of a referral really shines: If you know someone who’s looking to advance their career and would be a good fit for our company culture, we’d love to extend an offer for them to join our dynamic team.

Why refer someone to {{company}}?

  • We value the personal and professional growth of our team members and offer a supportive and challenging work environment.
  • We’re passionate about recognizing and rewarding the contributions of our staff.
  • Every referral that leads to a hire will not only strengthen our {{company}} family but is our way of giving back to our community of dedicated professionals.

Could you take a moment to think about who in your circle might be looking for a new opportunity and would thrive in this position? Please feel free to share this email with them or send me their contact details directly, and I’ll reach out to them personally.

Thank you in advance for your help and for considering this request. Your support means a lot to us, and we are grateful for any direction you can provide in our search for outstanding talent.

Warm regards,

[Your Name]


Template 4 – The Follow-Up

Use this template to keep the momentum going with candidates after your first point of contact or an interview. It’s essential to convey continued interest and prompt them towards the next stages of the recruitment process.

Subject: Following Up on Your [Interview/Application] for [Job Title] at {{company}}

Hi {{firstname}},

I hope you’re doing well since our last [conversation/interview]. I wanted to express our sincere appreciation for the time you’ve invested in exploring the [Job Title] opportunity with {{company}}.

Your [specific skill/experience/insight] left a strong impression on us, and we are excited about the possibility of you bringing such valuable expertise to our team.

[If after an interview: It was particularly interesting to learn about your experiences with [specific detail from the interview], and I can see how such insights could greatly benefit our upcoming projects.]

[If after initial communication: Your background and interests seem well-aligned with the goals we’re aiming to achieve at {{company}}, and we are eager to see how your skills could contribute to our success.]

To keep the process moving, the next step would be [briefly outline the next phase in the application process]. Could you please let me know your availability over the coming days so that we can schedule this?

We are keen to have you join our vibrant team and contribute to the innovative work we’re doing here at {{company}}.

Looking forward to your response and hoping to continue the conversation.

Warmest regards,

[Your Name]


Template 5 – The Event Invitation

Use this brief template to inform potential candidates about a recruiting event or career fair and encourage their attendance.

Subject: You’re Invited: Discover Your Future at {{company}}‘s [Event Name]

Hi {{firstname}},

Join us at [Event Name] on [Date] to explore exciting career opportunities at {{company}}!

Why attend?

  • Get insights into our company culture and values.
  • Learn about our open roles and growth opportunities.
  • Network with our team and ask questions in real-time.

Mark your calendar: Date: [Date] Time: [Time] Location: [Venue/Link to Virtual Event]

RSVP [Link to RSVP or email] by [RSVP Deadline].

Don’t miss out on the chance to see where your talent can take you with {{company}}!


[Your Name]


Template 6 – The Rejection with Promotion

Craft a considerate message using this template to inform candidates about their application status while encouraging them to stay connected for other roles.

Subject: Your Application for [Job Title] at {{company}} – Future Opportunities Await

Hi {{firstname}},

Thank you for taking the time to apply for the [Job Title] position with us and for your interest in joining {{company}}. We had the chance to consider many talented applicants, and after careful consideration, we have decided to move forward with another candidate for this role.

However, this is not the end of the opportunities with us. Your skills and experience are impressive, and we believe there could be a fit for you here in the future. We would love to keep your resume on file and reach out to you about upcoming opportunities that align more closely with your expertise.

Additionally, we currently have other openings that might interest you [or, “we can refer you to some roles that seem to match your qualifications”]. Please feel free to explore our careers page [insert link] or let us know if you would like to be considered for a different position.

We truly appreciate the effort you have put into your application and hope you will not hesitate to apply for future positions with {{company}} that match your career aspirations and talents.

Thank you once again for considering us as your employer of choice. Wishing you all the best in your job search and future endeavors.

Kind regards,

[Your Name]


Template 7 – The LinkedIn Connection

This concise template is perfect for initiating a professional connection with potential candidates on LinkedIn.

Subject: Let’s Connect on LinkedIn and Explore Future Opportunities

Hi {{firstname}},

I hope this message finds you well. As a [Your Position] at {{company}}, I’m always looking to connect with professionals who have a unique talent and vision. Your experience in [Industry/Sector] stood out to me, and I think there could be some exciting opportunities for collaboration in the future.

I’d love to add you to my professional network on LinkedIn to stay updated on your achievements and share any potential opportunities at {{company}} that may align with your career goals. It’s a great way to keep the lines of communication open and ensure that we can reach out easily should the right opportunity arise.

Please feel free to connect with me here: [Your LinkedIn Profile URL].

Looking forward to keeping in touch and potentially working together!

Best regards,

[Your Name]


8. The Talent Network Subscription

Here’s a succinct template to invite candidates to join your talent network to stay informed about future opportunities and company updates.

Subject: Stay in the Loop: Join the {{company}} Talent Network

Hi {{firstname}},

Are you interested in staying connected with {{company}} and being the first to hear about exciting job openings that match your skillset? We’d love for you to become a part of our talent network!

By subscribing, you’ll receive:

  • Regular updates on our latest job opportunities.
  • News about {{company}} and insights into our company culture.
  • Exclusive invites to company events and professional development opportunities.

Becoming a member is simple. Just click [Link to Subscribe], and you’ll be added to our list.

Join us to ensure you’re always in the know about what’s happening at {{company}} and how your career could flourish with us.

Click here to subscribe: [Subscription Link]

We’re looking forward to helping you find your perfect job match!

Warm regards,

[Your Name]


Template 9 – The Job Posting

Utilize this brief template to communicate a new job opening, providing essential details to spark interest among potential candidates.

Subject: Now Hiring: [Job Title] – Join Our Team at {{company}}

Hi {{firstname}},

We’re excited to announce that we are looking for a talented [Job Title] to join the {{company}} family! Could this be the next step in your career? Here are some details:

Position: [Job Title]
Location: [City/Remote Option]
Key Responsibilities:

  • [Responsibility #1]
  • [Responsibility #2]
  • [Responsibility #3]

We’re looking for someone who has:

  • [Qualification #1]
  • [Qualification #2]
  • [Qualification #3]

What {{company}} offers:

  • [Benefit #1]
  • [Benefit #2]
  • [A brief sentence about company culture or values]

If you are ready to make an impact and meet the qualifications above, we would love to hear from you. To learn more about the role and apply, please visit our careers page at [Link to Job Posting].

Don’t miss out on this opportunity to grow your career with {{company}}!

Best wishes,

[Your Name]


Template 10 – The Thank You Note

This template is ideal for sending a personalized message to candidates to thank them for their time after an interview or screening call.

Subject: Thank You for Interviewing with {{company}} for [Job Title]

Hi {{firstname}},

I just wanted to reach out and extend a big thank you for taking the time to talk with us about the [Job Title] position here at {{company}}. We know that interviewing can be quite an investment of your time and energy, and we truly appreciate your interest in joining our team.

It was a pleasure learning more about your skills and experiences, and your conversation with [Interviewer’s Name] provided us with great insights into your fit for the role. We are currently in the process of reviewing candidates and expect to complete this in [time frame]. We will get back to you with our decision as soon as possible.

In the meantime, if you have any questions or need further information, please don’t hesitate to reach out.

Thank you once again for your interest in {{company}} and for giving us the opportunity to consider your qualifications. We wish you all the best and hope to have the chance to work together in the future.

Warm regards,

[Your Name]



Using these templates as a starting point, you can customize and tailor them to your specific recruiting needs.

Remember to always personalize your emails and make them compelling and engaging to attract the best candidates.