How To Notify a Selected Candidate: Template and Examples

Job seekers are often eager to begin a new job as quickly as possible. Similarly, companies ready to fill an open team position want to begin the transition as soon as they find the right candidate to hire. Open, timely communication and informing candidates of interview decisions can help both parties move forward efficiently.

In this article, we discuss the importance of promptly notifying a selected candidate of your decision and the job offer information to include in your letter, plus we provide a template and examples for emailing a selected candidate.

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Why is notifying a selected candidate important?

Notifying selected candidates of a job offer is important to begin the hiring and onboarding process so an open position can be filled as quickly as possible. The candidate may be pursuing other jobs, so notifying them quickly will help your chances of hiring them. You also want to know whether the candidate would like to accept or decline the position in case you need to continue interviewing other candidates.

Related: 4 Sample Thank-You Emails for After an Interview

What is the best way to notify a selected candidate?

The best way to notify a selected candidate of your decision is by email. It is typically the fastest, most efficient way to communicate your intent to hire a candidate. This email can also serve to verify information discussed in interviews, such as salary and start date. You can also attach any other important information, such as an official offer letter or onboarding documents. Email is quicker than postal mail, and it provides a record of the details delivered, unlike a phone call.

In your notification email, you can choose a tone that fits your company. More professional office settings can opt for formal language, while more casual environments can choose a less formal tone. This communication can also express gratitude for the time a candidate dedicated to participating in the interview process.

Related: Sending Your Job Application by Email: Tips and Examples

What to include in a job offer email when notifying a selected candidate

Here are the most common details that should be shared with a candidate selected for a job:

• Thank the candidate for their time.

• Speak to the candidate's skills, experience or qualities that made them stand out.

• Share the decision to offer the candidate the position.

• Explain the next steps in the hiring process.

• State the proposed start date and salary, even if discussed during the interview.

• Ask for their response by a specific date.

• Include your contact information including your full name, job title and phone number.

• If necessary, add the contact information for a secondary contact person.

Related: How To Write a Job Offer Email (With Template and Example)

Email to selected candidate template

Here is a general template for notifying a candidate that they have been selected for a position:

Subject: Your interview with [company] for [job title]

Dear [candidate's name] or Hi [candidate's name],

Thank you for taking the time to interview for the [job title] position. We enjoyed getting to know you. We have completed all of our interviews.

I am pleased to inform you that we would like to offer you the [job title] position. We believe your past experience and strong [specific skill(s)] will be an asset to our company. Your starting salary will be [salary] with an anticipated start date of [start date].

The next steps in the process are [explain next steps].

Please respond to this email by [date] to let us know if you would like to accept the [position title] position.

I look forward to hearing from you.

Sincerely,

[Your name]
[Your job title]
[Your contact information]

Examples of emails to selected candidates

Here are several examples of emails notifying selected candidates of hiring decisions:

Example 1

Here is an example of a formal email to a selected candidate:

Subject: Your interview with Smith Consulting, LLC for the marketing director position

Dear Jonathan,

Thank you for taking the time to interview for the marketing director position. We enjoyed getting to know you. We have completed all of our interviews.

I am pleased to inform you that we would like to offer you the marketing director position. We believe your past experience and strong interpersonal skills will be an asset to Smith Consulting. Your starting salary will be $65,000 per year with an anticipated start date of June 1.

The next step in the process is to set up meetings with our CEO, Brandon Davis, and our CFO, Marilyn Jones.

Please respond to this email by May 25 to let us know if you would like to accept the marketing director position.

I look forward to hearing from you.

Sincerely,

Sam Mathis
Human Resources Director
Phone: 555-555-1234
Email: sam.mathis@smithconsultingemail.com

Example 2

Here is an example of a moderately formal email to a selected candidate:

Subject: Your interview with Majors Interiors for the marketing director position

Hi Jonathan,

Thank you for speaking with us about the available marketing director position. We are excited to offer you the position. Your marketing experience and dedication to community service will make a great addition to our team.

We would like to offer you a starting salary of $65,000 per year, plus bonuses. Like we discussed in your interview, we will plan your start date for February 1.

The next step is to meet with our marketing team. Our monthly Q&A Meeting is coming up on January 7, and we would love for you to join us. I will send a meeting invitation shortly.

Please respond to this email by January 1 to let us know if you would like to accept the marketing director position.

We look forward to hearing from you.

Sincerely,

Kelly Thomas
Human Resources Director
Phone: 555-555-1234
Email: kelly.thomas@majorsinteriorsemail.com

Example 3

Here is an example of an informal email to a selected candidate:

Subject: Your interview with SocialPros for the marketing director position

Hi Jonathan,

It was great chatting with you last week. We loved your enthusiasm and ideas, and we'd like to offer you the marketing director position at SocialPros.

The salary starts out at $65,000 with a six-month review scheduled. Can you start on February 1? Let me know, and I'll get your first day organized with our owners, Bob and Cynthia, so they can show you around and introduce you to the rest of the team.

Please let me know by January 1 if everything sounds good to you!

Talk soon,

Bianca Williams
Human Resources Director
SocialPros
Phone: 555-555-1234
Email: bwilliams@socialprosemail.com