Published: Oct 15th, 2023

Hiring right is not a numbers game or a transaction. It’s about the relationship between the new recruit and the recruiter or hiring manager. Setting the right tone as you reach out to potential candidates is often overlooked, but it’s a critical challenge for recruiters to address.

No one wants to feel like they’re the target of a general recruiting email blast. If it isn’t personal, it won’t work for you most of the time.

Below, you’ll find the best recruitment email examples (and offer email samples) on the market, plus tips for making them your own.

Click to skip down to these recruiting email examples:

• Inviting candidates to apply
• Asking a former candidate if they’re still interested
• Contacting a candidate who was referred to you
• Following up on candidate applications
• Inviting a candidate to interview
• Interview follow-up recruiting email
• Job offer recruiter email template
• Rejection recruitment template

You’ll also get answers to your questions about how to write recruiter emails to candidates. So, let’s get right to it!

How do I write a recruitment email that works?

The key step in writing the perfect recruiting email is to make it personal to the candidate. You already know their name, so use it to your advantage. Write the recruiting email you would want to open. Great candidates also have overflowing mail boxes, so consider how to get their attention.

The recruiting email example below does it perfectly.

Recruitment email example: reaching out

Subject line: You’re Invited!

Good Morning, FIRST_NAME!

This is Jane Doe from COMPANY_NAME, and I’m reaching out to you today to invite you to consider our position of JOB_TITLE in CITY/STATE (OR BE CLEAR IF IT’S A VIRTUAL WORK OPPORTUNITY). I’d love to chat with you about how your terrific background and experience could add great value FOR us and how we could add value to your career.

If you have time to talk with me this week or next, I’d be happy to answer any questions you might have about our job offering. Here’s a link to my calendar to choose a time that works best for you.

Enclosed is a brief position description for your review. I am really looking forward to getting to know you better and to sharing this opportunity with you.

Sincerely,

Jane Doe

JOB_TITLE

Tips for writing effective recruitment emails

We’ve taken several key steps with that powerful recruitment email example:

• We wrote an enticing subject line.
• We personalized the email.
• We set a positive and encouraging tone.
• Our recruitment email is concise yet includes enough information.
• We created a call to action by asking the candidate to set up a chat within a clear time frame.
• We proofread our recruiting email to make sure we spelled the candidate’s name correctly and made no typos.

More recruitment email examples

The recruiting email sample above takes care of the job offering. But what about checking in with a former candidate to see if they’re still interested? Or are you contacting a referral candidate? Following up on applications? The recruiting email examples below will help you write the perfect email every time.

Recruitment email asking a former candidate if they’re still interested

The recruitment email example below helps you reconnect with a candidate from a past (or lapsed) job search to generate new interest.

Subject Line: Reconnecting with you

Good Morning, FIRST_NAME!

This is Jane Doe from COMPANY_NAME. I hope you are doing well and can spare a moment to reconnect with me. As you may remember, we MET/TALKED ABOUT the JOB_TITLE last (MONTH/YEAR). I’m reaching out again to encourage you to consider our position offering. You are a strong candidate and could add a lot of value to our company, and we believe we can offer value to you and your career.

Let’s set up a time to chat this week or next. I’d be happy to answer any questions you might have about our job offering. Here’s a link to my calendar to choose a time that works best for you.

I am really looking forward to reconnecting with you, and to discussing this opportunity with you more fully.

Sincerely,

Jane Doe

JOB_TITLE

That sample email to potential candidates can warm up a cold relationship.

Recruitment email contacting a candidate who was referred to you

This recruitment email example helps you reach out to a job candidate who came in through a referral from an employee or peer.

Subject line: Connecting through John Smith

Good Morning, FIRST_NAME!

This is Jane Doe from COMPANY_NAME. John Smith, (Note The Relationship With The Candidate), referred you to me when I shared a position opening we have. He spoke so highly of you that I’m reaching out to you today to invite you to consider our position of JOB_TITLE in CITY/STATE (OR BE CLEAR IF IT’S A VIRTUAL WORK OPPORTUNITY). I’d love to chat with you about how your terrific background and experience could add great value for us and how we could add value to your career.

If you have time to chat with me this week or next, I’m happy to answer any questions you might have about our job offering. Here’s a link to my calendar to choose a time that works best for you.

Enclosed is a brief position description for your review. I am really looking forward to getting to know you better and to share this opportunity with you.

Sincerely,

Jane Doe

JOB_TITLE

Can you see how that recruiter email sample would get the candidate’s attention?

Following up on candidate applications

How quickly you respond to a candidate’s application reflects directly on you as an employer. You could gain or lose the very people you want to hire most based on how you respond.

Your follow-up is the beginning of a relationship with your candidates. Don’t wait for everyone to respond to your recruiting emails and applications. Instead, acknowledge receipt of each candidate’s information immediately.

Pay close attention to your tone, too. Remember, this may be the first impression the candidate will get other than your recruiting email. Your response is a great opportunity to differentiate yourself in later emails and beyond. Here’s an example:

The “hang in there” recruitment email example

This recruiting email example asks applicants to be patient in a polite and engaging way.

Good Morning, FIRST_NAME!

This is Jane Doe from COMPANY_NAME. Thank you for sending us your materials for our position of JOB_TITLE. We are delighted that you’re as interested in us as we are in you!

As you know, we’re accepting resumés through DATE. We will review all of our candidates by DATE. As soon as we’ve determined who will be moving forward in our search, we’ll contact you. If you have any questions regarding our process or the position itself, please contact me directly.

Sincerely,

Jane Doe

JOB_TITLE

That recruiter follow-up email to candidates keeps them waiting without making them feel ignored.

Inviting a candidate to interview

Call — don’t email — to invite someone to an interview. Here’s why—

Getting people to apply for a job is one thing. Getting them to engage with you during an interview is quite another. This is a very personal step, and it needs personal outreach like a phone call, virtual call, or in-person contact. Then follow-up with the details and logistics in your emails.

During the call, you’ll have another opportunity to make an impression, so make a good one! It needs to be welcoming, engaging, and affirming. You want your candidate to feel good about next steps, and you want those steps to be very clear.

How to invite them to the interview

Don’t be afraid to show emotion on the call. You can start by conveying your delight that they continue to be interested in your company and the position. You might even ask what it is about being among the finalists that excites them.

Be explicit about the next step in the recruitment process — who will be involved, how the interviews will take place, the purpose of the interview, and how much time you’d like to schedule. Then confirm a date and time.

Near the end of the call, tell them what information you’ll send by email.

What to put in an interview invitation email

After you’ve set up the interview in a call, send an immediate (don’t delay) follow-up email.

Include:

• A warm welcome to the candidate and confirmation of your upcoming interview
• All logistics like time, place, links, phone numbers, people, and titles of those on your side of the interview
• Any materials the candidate needs or has asked for before the interview

The interview invite recruitment email

The recruitment interview sample below does a good job of sharing post-call details:

Dear FIRST_NAME,

We’re delighted that you’re interested in interviewing with us for the position of JOB_TITLE. As we discussed in our call, we will connect with you via (WHATEVER MEANS YOU CHOSE WITH THE RECRUIT, ALONG WITH ANY NUMBERS OR LINKS REQUIRED) on DATE at TIME. (NAMES AND TITLES OF ALL WHO WILL BE THERE) IS/ARE looking forward to getting to know you and helping you get to know us better.

We’ll discuss (ANY TOPICS OR DETAILS). Please see the attached (MATERIALS THE CANDIDATE WILL NEED BEFORE THE INTERVIEW).

Sincerely,

Jane Doe

JOB_TITLE

Interview follow-up call and email

After the initial interview, successful candidates should receive another direct call, with a follow-up email. The follow-up should let them know they’ve impressed you and you’d like to invite them to participate in the next round, assuming there is one.

A follow-up after an interview should be a direct call - not an email. Be clear about details on the call, then send those details in an email."

Explain what the next round looks like, how it will work, who will be involved, and how you'll handle any travel costs. Also cover anything else about the specifics of your process that candidates need to know.

Show a little curiosity, too. Ask how they’re feeling about the process so far, and be ready to answer any questions they might have. Confirm a date and time to move forward, and then immediately follow up with a confirmation email.

Interview follow-up recruitment email sample

The sample recruiting email below follows up perfectly after an interview.

Dear FIRST_NAME,

All of us here at COMPANY_NAME are delighted that we were able to learn more about your interests, skills, and experience, as well as share our excitement about this position. As we discussed, the next step in our interview process is (FILL IN THE DETAILS). We would love for you to participate. If you agree, I’d like to arrange the logistics of additional interviews with you.

Please let me know a few options this week to connect over the phone (OR VIRTUAL) to discuss your thoughts and next steps. (OR PROVIDE A CALENDAR LINK).

Best regards,

Jane Doe

JOB_TITLE

Making the hire

You’ve been digging for gold and now you’ve found it! After countless recruiting emails, interview emails, and your time and money investment, it’s time to make an offer. Don’t choke at the finish line!

Some hiring leaders and organizations believe making an offer is like buying a car or a house. But this is a relationship, not a transaction, and the way you manage it will set the tone. It matters who makes the offer, and how and when they make it. This is vital to increase the odds that this great candidate will accept your offer.

Making the call and sending a job offer email

Again, your offer should be personal and come directly from you, the hiring leader. It’s best to send your offer two ways: by email and overnight priority mail to make sure your candidate receives a hard copy.

For the hard copy, use this recruitment letter example:

Job offer recruiting letter sample

YOUR NAME

YOUR ADDRESS

DATE

THEIR NAME

THEIR ADDRESS

Dear FIRST_NAME,

It was delightful to speak with you on DATE about joining us as JOB_TITLE at COMPANY_NAME. We are certain your positive attitude, energy, skills, and experience will add a great deal to our team, and are so pleased to offer you this position.

As we discussed, your starting date will be DATE with a starting salary of SALARY per year/hour paid FREQUENCY. As you know, this is a professional position, exempt from overtime (OR NON-EXEMPT POSITION SUBJECT TO OVERTIME). In addition, we provide the following benefits: (HEALTH, RETIREMENT, PTO, ETC. LIST SPECIFICS)

(ADD ALL NECESSARY DETAILS DISCUSSED WITH THE CANDIDATE)

Please indicate your acceptance of our offer by signing below and return it to me by email and postal mail by DATE. As soon as we receive your acceptance, we’ll send all your benefit information and an onboarding plan to help make your first day, weeks, and months in your new position welcoming, informative, and productive. FIRST_NAME, we are very much looking forward to welcoming you to our team and working together! Please let me know if you have any questions or if I can provide any additional information.

Sincerely,

Jane Doe

JOB_TITLE

My signature below verifies that I accept the position of JOB_TITLE at COMPANY_NAME

___________________________________

Date ______________

Printed Name _________________________

How to use that sample recruitment email

To adapt that relationship-building recruitment email example to your hiring process, include:

• Job title, base salary, benefits
• Overtime exempt or non-exempt status
• Pay dates (weekly, bi-weekly, monthly, etc.)
• Vacation, holidays, perks
• Office space, equipment provided
• Anything else you agreed to offer the candidate
• Policies and conditions the candidate must comply with before you can hire, including any probationary period, U.S. employment eligibility form I-9, background check, drug screening, non-disclosure agreements, non-compete agreements, intellectual property agreements, starting date, and where relevant, work schedule and work location
• Signature space for both the hiring leader and the candidate signifying acceptance to the terms offered

Best practices for job offers

Making a job offer goes a step beyond writing the best recruitment email. Here are a few best practices to guide your hiring process.

• Make your best offer to your top candidate at the outset so it is clear you’re serious. When you make the offer, highlight the points you believe will appeal to your candidate.
• Don’t sugarcoat, be vague, or imply something you’re not fully prepared to deliver.
• Immediately after the call, follow up with a written offer letter (email and hard copy).
• Have the direct supervisor make the call (or at least be on it). Making the offer call means more coming from the hiring leader than anyone else.
• Call first, then email. A call is far more personal than an email, and you can convey your excitement in both words and tone. A call helps you gauge the level of enthusiasm of the selected candidate and quickly assess their interest.
• Make your offer as soon as possible after your due diligence. Every delay raises the risk that top candidates will go elsewhere or wonder where they stand with you.
• Stay connected with your successful candidate because:
  • You need to be available if your candidate has questions.
  • This is a relationship that needs your attention.
  • Staying in touch can differentiate you from many other employers and help seal the deal.
  • You want the offer to stick, not slide. If the deadline lapses without the candidate responding to your offer, it often means your offer hasn’t been accepted. In that case, you need to find out what’s happening, and fast!

Rejection emails for recruitment

If you choose to reject candidates by email, be graceful. You’re broadcasting a message about yourself and your culture, so consider carefully the impression you want to make. If you’ve interviewed this person, call, don’t email.

Keep in mind that you may want them to apply for another position at a later date, so keep it personal. Mass rejection emails feel crappy to anyone, so don’t do it! Use these sample recruiting emails instead.

Rejection is an unfortunate part of every hiring process. Be kind and personal to preserve the relationship and your company's hiring brand."

The round one “ding” recruitment email sample

This rejection letter should go out the moment you are positive you won’t move this person forward for an interview. This recruitment email example should be personalized, short, kind, and leave the door open.

Dear FIRST_NAME:

Thank you for your interest in our JOB_TITLE position. In reviewing all our candidates, we have identified those who will be moving forward in our search process. While your application is not moving forward at this time, we would like to keep your resume on file should anything change, or in the event another position becomes available that would more closely match your talents and experience.

I wish you the very best.

Sincerely,

Jane Doe

JOB_TITLE

The round two “ding” recruiter email sample

This rejection letter is for those who were in your “maybe group” and are no longer contenders. Determine this as fast as you can, and again, be kind and leave the door open.

Dear FIRST_NAME:

Thank you again for your interest in our JOB_TITLE position. (IF YOU SPOKE WITH THEM ADD THAT FACT). In reviewing all our candidates, we have identified the few who will move forward in our search process. While you aren’t among them, we can see that you have a great deal to offer and we would very much like to keep your resume on file should anything change with our current pool of candidates.

I wish you the very best.

Sincerely,

Jane Doe

JOB_TITLE

Those two recruiting email templates send the bad news but preserve the relationship.

Summary

The recruitment email examples above work for every step of the hiring process. There’s no way to guarantee people will apply for positions you need to fill, or accept your offer. But you can do a lot to increase your odds of success. It starts the moment you let the world know about your opening. Then it continues during your communications with recruits, right through to the interview process and the offer.

Remember, hiring right is not a transaction, it’s the beginning of a relationship. Be prepared to go to your next candidate if the first one says no. And whatever you do, don’t settle if your recruitment effort fails. It’s just not worth it. Go out there again and dig for gold.

How you behave and communicate in recruiting emails and ongoing interactions will distinguish you one way or another. Choose your words and actions wisely as you reach out to those with whom you want to have a long, successful relationship.