Recruiting emails: received, interview, offer, rejection
Respectful templates for acknowledging applications, scheduling interviews and closing the process, kind to candidates.
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Candidates remember how a company treated them, regardless of the outcome. Prompt, courteous messages cost almost nothing and protect your reputation. These templates cover four stages of recruiting. They are courtesy wording; employment terms, contract details and legal requirements come from your HR policy and qualified advice.
Application received
Acknowledge the application the same day if possible. Say what happens next and when the candidate can expect to hear, and then keep that promise.
Hello [Name], Thank you for applying for the position of [Job title] at [Company]. We have received your application. Our team will review all applications and contact you by [Date] about the next steps. If you have questions in the meantime, please write to [HR email]. Kind regards, [Your name], [Company]
Interview invitation
Give the format, the length, the people and what to bring. Candidates who know the plan arrive calmer, and you get a better conversation.
Hello [Name], We would like to invite you to an interview for [Job title]. Date: [Date] Time: [Time] Format: [On site at [Address] / Video call, link: [Link]] Duration: about [45] minutes Participants: [Name, role] Please confirm by replying to this message, or suggest another time if this does not suit you. Kind regards, [Your name], [Company]
Offer
An offer message should be warm and accurate. Keep the formal terms in the contract document and do not let the snippet become the contract. State what the next step is and how long the offer stands.
Hello [Name], We enjoyed getting to know you and are pleased to offer you the position of [Job title] at [Company]. The formal offer with all details is attached. Please let us know by [Date] if you accept, or if you would like to discuss anything. We hope to welcome you to the team. Kind regards, [Your name], [Company]
Declining a candidate
A rejection should be quick, clear and respectful. Avoid false hope and avoid long explanations that invite argument. Thanking the person for their time is not a formality; they prepared for you.
Hello [Name], Thank you for your interest in [Company] and for the time you invested in the process. After careful consideration we have decided to continue with another candidate for the position of [Job title]. We appreciate your interest and wish you all the best for your search. Kind regards, [Your name], [Company]
What it saves
A small team filling a role may receive 60 applications. Answering all of them with a personalized-looking acknowledgment takes about 40 seconds each by hand, and about 10 with a snippet. That is a saving of around 30 minutes for one role, plus the same for rejections later. The more valuable effect is that every candidate gets an answer, which often does not happen at all.
Cautions
- Do not put applicants names, contact details or evaluations in snippets; use placeholders.
- Do not state reasons for rejection that could be considered discriminatory, and keep rejection messages neutral.
- Check wording on employment terms with your HR or legal contact, since this is not a legal text.
Practical tip: personalize the first line by hand, with something specific from the application, and let the snippet carry the rest. Candidates notice the difference.