15 Recruiting Email Templates for Outreach and Interviews

These 15 recruiting email templates cover first outreach, interview scheduling, rescheduling, status updates and rejection. Copy the relevant message, replace every bracketed field and review it before sending. The downloadable snippet library contains the same email bodies.

Keep the reusable process language in the template. Write the candidate-specific detail yourself: why you contacted this person, what the role involves and what your team has actually agreed to do next.

Choose a message for the current hiring stage

1. First outreach
2. Introduction through a referral
3. Application received
4. Screening call invitation
5. Call confirmation
6. Interview invitation
7. Interview reminder
8. Reschedule an interview
9. Request availability
10. Request a missing application item
11. Update while a decision is pending
12. Thank a candidate after an interview
13. Reject after application review
14. Reject after an interview
15. Ask whether to stay in touch

Download the 15 email bodies as text snippets

Download the recruiting email snippets (CSV). The file contains 15 plain-text bodies, shortcuts beginning with ;rec- and the AfterDelimiter trigger mode. Subject lines appear below so you can edit and enter them separately.

Text Replacements for Windows and the Chrome and Edge extension support CSV import. Export your existing library as a backup first. Import this file, then test one shortcut in an empty, unsent draft with Space. In a chat, Enter may send the message.

The bracketed fields are ordinary text, not automatic fill-in forms. Replace all of them, including the signature. Do not put candidate records, identity documents or private interview notes in a shared snippet file.

Recruiting email templates you can adapt

Hi [Name],

I noticed [specific, relevant work or experience] and thought you might be interested in our [Role] position at [Company]. The role focuses on [main responsibility].

Here is the job description: [Link]. Would you be open to a short conversation? If this is not relevant, I will leave it here.

Best,
[Recruiter]

Hi [Name],

[Referrer] suggested I contact you about our [Role] position. We are looking for someone to work on [specific responsibility].

You can read the details here: [Link]. If you are interested, please let me know whether you would like an introductory call.

Best,
[Recruiter]

Hi [Name],

Thank you for applying for [Role] at [Company]. We have received your application.

Our next step is [actual review step]. We expect to send an update by [confirmed date]. If that timing changes, I will let you know.

Best,
[Recruiter]

Hi [Name],

We would like to arrange a [duration]-minute [phone/video] conversation about [Role]. We will discuss [topics] and leave time for your questions.

Would [option 1, with time zone] or [option 2, with time zone] work for you? If neither works, please suggest another time.

Best,
[Recruiter]

Hi [Name],

Your conversation about [Role] is confirmed for [date and time, with time zone]. You will meet [name and role] for approximately [duration].

Join using [meeting link or phone instructions]. We plan to cover [topics]. Please let me know if you need a different arrangement.

Best,
[Recruiter]

Hi [Name],

We would like to invite you to the next interview for [Role]. This stage is [format] and takes approximately [duration]. You will meet [interviewers and roles].

Please review [preparation instructions, if any]. Could you confirm your availability for [proposed times, with time zone]?

Best,
[Recruiter]

Hi [Name],

A reminder that your [Role] interview is scheduled for [date and time, with time zone]. The joining details are [link or location].

If your plans have changed or you cannot access the link, please reply to this email so we can help arrange the next step.

Best,
[Recruiter]

Hi [Name],

We need to move your [Role] interview scheduled for [original date and time]. I am sorry for the disruption.

Could you attend at [option 1, with time zone] or [option 2, with time zone]? If neither works, please send a few suitable times. I will confirm the new appointment before updating the invitation.

Best,
[Recruiter]

Hi [Name],

We are arranging the next conversation for [Role]. Please send two or three times that work for you during [date range], including your time zone.

The conversation will take approximately [duration] and use [format]. I will reply with a confirmed time and joining details.

Best,
[Recruiter]

Hi [Name],

To continue reviewing your [Role] application, we need [specific application item]. Please provide it through [approved submission channel].

If you cannot provide this item or need clarification, please reply and I will explain the next step.

Best,
[Recruiter]

Hi [Name],

Your application for [Role] is still under review. The current status is [verified status].

We expect the next update by [confirmed date]. Thank you for your patience; please let me know if your availability or plans have changed.

Best,
[Recruiter]

Hi [Name],

Thank you for meeting with [interviewer or team] about [Role]. We appreciated hearing about [specific topic actually discussed].

The next step is [confirmed process step]. I will send an update by [confirmed date]. If you have a question following the conversation, please reply here.

Best,
[Recruiter]

Hi [Name],

Thank you for your interest in [Role] at [Company]. After reviewing your application, we have decided not to move forward for this position.

We appreciate the time you spent applying and wish you well with your search.

Best,
[Recruiter]

Hi [Name],

Thank you for taking the time to meet with us about [Role]. We have decided not to move forward with your application for this position.

We appreciate the preparation and time you put into the conversations. Thank you again for your interest in [Company].

Best,
[Recruiter]

Hi [Name],

Although we are not moving forward with this position, would you like us to contact you if a relevant role becomes available?

If you are interested, please use [approved opt-in process and privacy information]. There is no need to reply if you would prefer not to stay in touch.

Best,
[Recruiter]

Check the details before sending

• Use the correct candidate name, role and company. A reused subject line needs the same review as the body.
• Confirm dates, duration, time zone and meeting link against the calendar invitation. Offer only times the interviewers can attend.
• Give an update date only if your team can support it. If the timing is uncertain, replace that sentence with the current status and the next known step.
• Include a referral name only with permission. Request application items through the approved channel, and remove requests your process does not require.
• Use your organisation's approved rejection and data-retention wording. Add specific feedback only when it is accurate and approved to share.

These are communication drafts, not offer letters or a hiring-policy checklist. For an offer, compensation commitment or formal assessment outcome, use the document approved for that purpose.

Keep the snippet library small enough to maintain

Use separate shortcuts for application-stage and interview-stage rejection. Their audiences have spent different amounts of time in the process. Likewise, a rescheduling request should acknowledge the change rather than reuse the original invitation without explanation.

When a process changes, update the affected snippet before using it again. The shortcut naming guide explains how a consistent prefix can prevent accidental expansion. For moving this library between installations, see sharing snippets across Chrome, Edge and Windows.

Frequently asked questions