Use recruiting emails to build strong relationships

Recruiting emails are a key part of the hiring process. Clear, personalized communication helps foster strong professional relationships and improves hiring outcomes. By maintaining a consistent approach and refining messaging based on feedback, you can enhance your outreach and attract top talent.

7 recruitment email samples for your next hire

Here are seven ready-to-use email templates that you can adapt to reflect your brand identity.

1. Sourcing email sample

This email is for when you find a potential candidate online and want to reach out.

Subject Line: Potential Opportunity at [Company Name]

Hello [First Name],

I came across your profile on [platform] and was impressed by your experience in [Specific Skill or Area]. We are currently looking for a [Job Title] at [Company Name], and I thought your background might be a good match.

Would you be open to a brief conversation about this opportunity?

Best regards,
[Your Name]

2. Referral sample recruiting email

Referral emails leverage your team’s network and help you connect with quality candidates who are recommended by trusted colleagues.

Subject Line: [Job Title] Opportunity—Referred by [Name of Contact]

Hello [First Name],

[Name of Contact] at [Company Name], who worked with you at [Previous Company], mentioned that you may be a great fit for our [Job Title] role. I’d love to discuss this opportunity with you. Would you be available for a quick call on [Date and Time]?

Looking forward to speaking with you.

Thank you,
[Your Name]
[Your Email Signature and Company Logo]

3. Interview invitation recruiting email

Use this email to invite candidates to an interview while offering scheduling options.

Subject Line: Next Steps: [Company Name] Interview

Hello [First Name],

Thank you for your interest in the [Job Title] position at [Company Name]. We’d like to schedule an interview with [Name of Interviewer], our [Interviewer’s Job Title].

Please select one of these options:

• [Date and Time 1]
• [Date and Time 2]
• [Date and Time 3]

Let us know which time works best, or feel free to suggest an alternative.

Thank you,
[Your Name]
[Your Email Signature and Company Logo]

4. Interview confirmation email

Confirming receipt of correspondence can help ensure clear communication throughout the interview process.

Subject Line: [Company Name]: Confirmation of Receipt

Hello [First Name],

Thank you for submitting your application for the [Job Title] position. If your skills and experience align with the needs of [Company Name], we will contact you with the next steps.

We appreciate your interest in [Company Name] and your patience as we review your application.

Sincerely,
[Your Name]
[Your Email Signature and Company Logo]

5. Follow-up email recruiting message

Keeping the conversation active after an interview can help maintain engagement.

Subject Line: Interview Follow-Up for [Job Title]

Hello [First Name],

Thank you for meeting with [Interviewer] about the [Job Title] position at [Company Name]. We appreciated your time and were impressed by your [quality or skill].

We expect to make a decision by [Date]. If anything changes, we will update you as soon as possible. In the meantime, feel free to contact us if you have any questions.

Best,
[Your Name]
[Your Email Signature and Company Logo]

6. Job offer recruitment email sample

This recruitment message offers a role to a candidate and outlines the next steps.

Subject Line: [Company Name]: Offer of Employment for [Job Title]

Hello [First Name],

We are pleased to offer you the [Job Title] position at [Company Name]. We were impressed by your [positive qualities] and we believe your skills in [area of expertise] will be great additions to our team.

Please review the details below and confirm your acceptance by [Date and Time]:

• Role: [Job Title] (full-time, part-time, or seasonal)
• Supervisor: [Name of Supervisor]
• Start Date: [Month, Day, Year]

The full offer letter is attached. To accept, please sign and return it by [Date and Time]. If you have any questions, reply to this email or call me at [Phone Number]. We look forward to welcoming you.

Best regards,
[Your Name]
[Your Email Signature and Company Logo]

See related article: How to Write a Job Offer Letter

7. Rejection email

This email politely informs a candidate they were not selected while maintaining a positive relationship.

Subject Line: Application for [Job Title]

Hello [First Name],

Thank you for applying for the [Job Title] position at [Company Name]. After careful review, we have decided to move forward with another candidate whose experience aligns more closely with our current needs.

We appreciate your interest in [Company Name] and will keep your resume on file for future opportunities. Thank you for your time, and we wish you success in your job search.

Best,
[Your Name or Team Name]
[Company Logo]

Creating consistent recruitment emails

A strong recruitment email strategy enhances the candidate experience and reflects positively on your company. Consider these best practices for effective communication.

Maintain a consistent voice

Your emails should align with your company’s brand identity. Consistency in tone and style builds trust and demonstrates professionalism. Keep messaging clear, authentic and engaging.

Personalize each email

Generic emails can feel impersonal. Customize each message to reflect the recipient’s skills and experience. Mentioning specific qualities can make candidates feel valued.

Be professional and clear

Proofread all communications to ensure accuracy. Clear and concise messaging conveys professionalism and shows respect for the recipient’s time.

What is effective candidate outreach?

Effective candidate outreach happens when you take time to understand each person’s background and speak directly to their needs. When you personalize your recruiting message and use clear, respectful language, candidates may be more likely to respond.

Focus on these ideas:

• Personalize your approach by mentioning specific details from their experience.
• Explain why the opportunity could be a good fit for the candidate’s career goals.
• Keep your tone friendly and professional so candidates feel valued and understood.
• Consider sending a well-crafted cold recruitment message to quality candidates even if they aren’t actively job hunting.

3 steps to improving recruitment email messaging

1. Ask for feedback

Gather insights from candidates and your hiring team through surveys or discussions to evaluate your recruitment methods and ensure continuous refinement.

2. Review and adjust messaging

If responses indicate that emails are too lengthy or unclear, simplify the messaging. Ensure your emails are concise, engaging and easy to understand.

3. Implement targeted changes

Based on feedback, make incremental adjustments to email templates. Experiment with subject lines, message length and calls to action to enhance engagement.

Dos and don’ts of recruitment emails

Do:

• Keep emails concise. Aim for 150-200 words.
• Use a warm, engaging tone to make the candidate feel valued.
• Follow up if you don’t get a response within a few days.
• Personalize beyond just the candidate’s name—mention a recent project, shared connection or their specific expertise.

Don’t:

• Send generic mass emails. These often feel impersonal and are less likely to get responses.
• Overload the email with too much information. Instead, stick to the essentials.
• Use vague subject lines like “Great Opportunity”—be specific about the role and company.
• Pressure candidates with urgent language like “Immediate Action Required” unless truly necessary.

FAQs about recruiting messages

What makes a recruiting email effective?

An effective recruiting email has a clear subject line, concise messaging and a well-defined call to action. Short paragraphs and bullet points may also improve readability. Include your contact information and any important dates or deadlines to apply for candidates.

How can recruiting emails be adapted for different roles or industries?

Customize templates by incorporating role-specific language and terminology. Adjust the tone to reflect industry expectations and company culture.

How often should recruiting email templates be updated?

Review templates every six months or after company branding updates. Keeping them current ensures relevance and effectiveness.

What strategies improve recruiting email performance?

A/B testing different subject lines and message formats helps identify what resonates most with candidates. Monitoring engagement rates allows for data-driven improvements.

How should you follow up if a candidate doesn’t reply?

If a candidate doesn’t reply, follow up with a concise, value-driven message three to five days later, acknowledging their busy schedule and reiterating why the role is a great fit. Keep it brief, offer flexibility for a quick chat, and include a soft call to action. If there’s still no response, consider sending another follow-up a week later.