Top 10 Recruiting Email Templates for Recruiters in 2024

Recruiters can create an excellent applicant experience during the hiring process through candidates’ communication and engagement. As more activities move online, they must stay abreast with communication trends to meet their candidates’ expectations.

Using recruitment email templates for candidate outreach allows recruiters to stay in touch with their candidates throughout the recruitment process. Therefore, we have written this article below to provide information on the top 10 recruiting email templates in 2024 and how to create them.

How do I Write a Email Recruitment Template?

Every recruiter must follow the rules below when writing quality recruitment templates to increase the involvement of their potential candidates. There will be no copying and pasting recruiting email templates; you can avoid wasting time and money rewriting emails during the hiring process.

1. Personalisation

To make your recruiting email templates stand out from the competition, address them directly to prospects. The information about the candidates and other pertinent recruitment data can be analysed and stored using your applicant tracking system and other recruitment tools. This rule benefits candidates’ emails and recruitment email templates to clients.

2. Standardise The Company Brand

A recruiter email template to hiring managers will differ in tone and information. However, your brand should not change but align with your voice. When communicating with an executive, use formal language, tailoring your message directly to them.

3. Make it Brief

Reading long emails gets boring, and prospects lose interest fast. Keeping your recruiting email templates short and writing only relevant information attracts high response rates.

Candidate outreach emails being concise does not mean you avoid creativity, instead, make prospects understand your offer and benefits and create a powerful CTA.

4. Create a Good Subject Line

Many prospects make decisions based on the quality of the subject line. Therefore, your opening statement should be short and informational to give the reader a clue about what is in the body of the email.

5. Keep it on Time

Once you have identified quality candidates, immediately draft recruitment templates based on their different cadres. Always make appropriate follow-ups ensuring you give your prospects feedback within 24 hours, and being prompt will help secure these candidates to join your workforce.

Best 10 Cold Recruiting Email Templates for Recruiters and Executive Search Firms in 2024

1. First Time Sourcing Template

Sending recruitment email templates to clients or candidates for the first time requires you to be more transparent. A great candidate outreach email template will land you talent and create your talent pipeline for future recruitment processes.

Template:

Subject line: Employment Opportunity [Job Title] Position at [Your Organization]

Hello [First Name],

I saw your profile on [Where You Found Them] and wanted to discuss a job opportunity in my firm.

I work with [Your Company Name], and we would like to hire a [Job Title]. In my view, your expertise in [Field/Skill] makes you the ideal talent for this role.

If you are interested in the job details, it would be my pleasure to connect on a phone call on [Date/Time]. 

I look forward to hearing from you.

Best Regards,

[Your Name]

[Your Email Signature]

2. Candidate Outreach Referral Email Template

Reference letters are similar to first-time sourcing emails regarding the information. However, you should include the contact’s name, relationship, and what you know about the candidate.

Template:

Subject line: [Job Vacancy], Referred to You by [Contact’s Name]

Hi [First Name],

I was given your email address by [Contact Name], who we [How you Know the Contact]. They say amazing things about your [Qualifications].

I work for [Your Organization Name], and we are searching for talent on [Job Title]. [Contact Name] proposed you for the role, and I think you fit the position.

I will love to discuss the role more on [Date/Time] if your schedule allows.

We are waiting for your response.

Best,

[Your Name]

[Signature]

3. Former Applicant Email Template

Most of the time, your talent pipeline helps in reducing waste in the recruitment process since you already have the required talent for the job role. Whether a recruitment email template to hiring managers or first-time candidates, it should have the position previously applied for and why they failed in the last application.

Template:

Subject Line: Job Vacancy at [Your Firm Name] as [Job Title]

Hi [First Name],

I hope this email finds you well. You last applied for the [Previous Role] in our organisation on [Date/Month], and due to the covid19 pandemic, we stopped our recruitment, though we still have you in mind.

We are currently hiring a [Job Title] at [Firm Name], and with your [Candidates Skills], we believe you best fit the role.

I would like to discuss the role further and know more about you. Do you mind a quick phone call to reconnect on [Date/Time]?

I am looking forward to hearing from you.

Best Regards,

[Your Name]

[Signature]

4. Candidates’ Application Follow-Up Email Template

Giving your prospects the best experience is paramount for a successful recruitment process. To do so, you must respond promptly and update them on their application status.

Template:

Subject Line: Application Received by [Organization Name]

Hello [First Name],

We appreciate your interest in working with [Organization Name]. We received your application for the open role of [Job Title], and we will review your credentials.

Our hiring team will contact and update you on the status of your application.

Meanwhile, you can find out more about our company on [Provide Your Website Link].

Regards,

[Organization Name]

[Signature]

5. Interview Invitation Template

An interview invitation email should include the job role, why the candidate, the interview process, the interviewer, the duration and when it will occur.

Template:

Subject Line: [Firm Name] Interview Invitation

Hi [First Name],

We appreciate you applying for [Job Title] at [Firm Name].

After checking and reviewing your application, we are happy to invite you for an interview.

We would like to schedule a [Interview Format] with [Interviewer], who is a [Interviewer Job Title] at [Firm Name]. The interview will take not more than [Time Frame] 

Will you be available on [Day, Date] at [Time]?

Kindly reply to this email and let me know if you will be available.

Best Regards,

[Your Name]

[Signature]

6. Interest-Based Outreach Template

Insight into your prospects’ interests as a recruiter is a significant booster in luring quality talent, and you must highlight the skill in your recruiting email templates.

Template:

Subject Line: Swimming Expert Needed at [Company Name]

Hi [First Name],

I saw your swimming videos on Facebook and am impressed by your skills. [Company Name] is searching for a swimming expert to train our employees and I believe you are our ideal candidate.

We’ll be having an inter-company swimming competition on [Date, Month, Year] so we need to be well prepared.

Are you free for a phone call chat on [Date/Time] to discuss the role more?

Kindly reply to this email and let me know your availability.

Regards,

[Your Name]

[Signature]

7. Template to Gauge Interest

A cold recruiting email template involves contacting both passive and active candidates. To hire a passive candidate, you must send recruitment templates to gauge their interest.

Template:

Subject Line: Job Vacancy at [Colmpany Name] as [Job Role]

Hi [First Name],

Apologies for interrupting, but your qualifications caught my attention.

I work with [Company Name] as a recruiter, and I think with your expertise in [Experience/Skills], you make the best candidate for the [Job Role] position.

Can we talk more about this position?

Thank You.

[Your Name]

[Signature]

8. Follow-up Email Template for Recruiting Agencies

You may use cold email outreach on candidates, but they don’t reply. Draft another email template for emphasis.

Template:

Subject Line: [Job Role] at [Company Name]

Hello [First Name],

I reached out to you a few weeks ago, and I can only imagine how busy you are.

We are filling the position of a [Job Title], and we would like to discuss it with you.

Would you mind sparing 15 minutes of your time to have a chat?

Thanks

[Your Name]

[Signature]

9. Email Template for Job Offer

This type of template should be exciting, describing roles, compensation, and when the offer expires.

Template:

Subject Line: Job Offer as a [Job Title] at [Company Name]

Hi [First Name],

I am happy to offer you the position of a [Job Title] at [Company Name].

We were very impressed by your performance during the interview, and we want you to join our team. Your skills are relevant to the [Department Name] and beneficial to attaining the company’s main objective.

Attached are details of your compensation and a description of everything you need to know.

We are looking forward to welcoming you to our organisation, and in case of any questions, contact me on [Your Contact Details]

Best Regards,

[Your Name]

[Signature]

10. Rejection Email Template

Not all candidates will pass the interview stage, so recruiters must draft rejection emails to unsuccessful candidates. Doing so helps boost candidates’ experience and save their time.

Template:

Subject Line: Your Application on [Job Title] at [Company Name]

Hello [First Name],

We appreciate your interest in joining our company and taking the time to share your experiences with us.

With the high competition, we regret to inform you that we have chosen a more experienced candidate for the [Job Title] position.

We will keep your information with us so that we can contact you if another position shows up. In the meantime, stay in touch with us through [Company Website Link] and our career page for future opportunities.

We wish you all the best.

The [Company Name]Team

[Company Logo]

Conclusion

Ultimately, every recruiter should know the cold recruiting email templates above to compete favourably in talent acquisition. Let your prospect know that you value them by drafting each template accordingly. Plus, it proves how you value professionalism, thus attracting top talent.