Create effective recruiting email templates

Designing recruiting email templates will help you streamline your communications and give applicants the best candidate experience

Although SMS contact is on the rise, email is still likely to be your most frequent method of communication with candidates. With 85% of recruiters relying on email to interact with candidates, it’s crucial that you’re getting your recruiting emails right.

We know that these emails can be time-consuming. Recruiting email templates can solve that problem by saving you time, as well as helping you improve the candidate experience.

What are recruiting email templates?

Recruiting email templates are pre-drafted texts that are sent at certain steps of a recruitment process. Many ATS’ allow you to automate your recruiting emails, meaning that when a candidate moves from one stage to the next in your pipeline, an email automatically sends to inform them of the outcome.

“Save time and help improve the candidate experience by creating recruiting email templates.”

By automating your recruiting emails, your candidates will appreciate the clear flow of communication at every stage of the recruitment process. Keeping your candidate communication in check will help you attract the best talent out there. 

Types of recruiting email templates

You can create email templates for every touchpoint with your candidates. For examples, this can include:

  • Acknowledgement of an application
  • Invitation to a phone/in-person interview
  • Successful interview
  • Rejection
  • Job offer

Watch this video to see how you can create and save recruiting email templates within Teamtailor:

HubSpot Video

How to create effective recruiter email templates: 

Here are 5 points to keep in mind when creating effective recruiting email templates:

1. Get straight to the point

Clarity is key in any email. What are the main messages you’re trying to convey to candidates? If your recruitment process is delayed or you have not been able to make a decision, be as clear as possible about this with candidates. Avoid sending vague statements – candidates will appreciate the clarity and honesty.

2. Personalize each and every email

You’ll be contacting many different candidates throughout the recruitment process, so make sure you refer to candidates by their names in every email you send.

Furthermore, try to give your rejection emails a personal touch. Be genuine in your gratitude for a candidates application and if they’ve reached a certain stage, be open with what you were looking for or why you decided to move forward with another candidate.

“Feel free to show excitement in the potential of working together, but remember to stay professional and balanced in your delivery.”

3. Remember to include subject lines 

Including clear subject lines in your recruiting emails will keep your chain of communication clear and is essential if you want your email to be read. Keep your subject lines short, clear and personal. For example:

Do: Interview request: We’re interested in getting to know you better!

Don’t: Would you like to come for an interview at Teamtailor for the Developer position? 

4. Encourage replies to your emails 

Sometimes emails don’t warrant a reply, but in a world of candidate-centric recruitment, you want to be giving your candidates something to respond to. Whether it’s confirmation of an interview day and time or encouraging further questions – make sure you are encouraging this kind of openness with candidates.

5. Keep it professional 

After exchanging a few emails with a candidate and having met them once or twice, you might start feeling that the recruiter-candidate relationship becomes more relaxed. However, this is not to say that you should overload the candidate with unnecessary information. Feel free to show excitement in the potential of working together, but remember to stay professional and balanced in your delivery.

Improve the candidate experience

Keep these 5 points in mind and you’ll be sure to create some winning email templates. This will help you streamline your communications and give candidates the best experience. You’ll save time, attract the best talent, and ensure a positive impression of your company.

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