Writing HR emails can be tricky. You need to be clear, professional, and on-brand, all while handling sensitive information.
That's where templates come in. Using a proven structure helps you communicate effectively and saves you from staring at a blank page.
<template>
Subject: Your Offer from [Company Name]
Hi [Candidate Name],
On behalf of the team at [Company Name], I am delighted to offer you the position of [Job Title]. We were very impressed during the interview process and are confident that your skills and experience will be a valuable addition to our team.
This is a [full-time/part-time] position reporting to [Manager’s Name], with an anticipated start date of [Start Date]. As discussed, your starting salary will be [Salary] per year, paid on a [bi-weekly/monthly] basis. You will also be eligible for our benefits package, and a detailed overview is attached for your review.
We would appreciate your decision by [Decision Deadline]. Please review the attached offer letter for full details and instructions on how to accept. Feel free to reach out if you have any questions.
We are looking forward to the possibility of you joining us.
Best regards,
[Your Name]
[Your Position]
[Company Name]
</template>
<template>
Subject: Invitation to Interview for the [Job Title] Position at [Company Name]
Hi [Candidate Name],
Thank you for your interest in the [Job Title] position at [Company Name]. Your application stood out to us, and we would like to invite you for an interview to discuss your qualifications and learn more about you.
The next step is a [duration, e.g., 45-minute] [video/phone/in-person] interview with [Interviewer’s Name, Title]. Please let us know which of the following times works best for you:
If none of these times work, please suggest a few alternatives. Once we confirm a time, we will send a calendar invitation with all the necessary details, including the [video link/location address].
We look forward to speaking with you.
Best,
[Your Name]
[Your Position]
[Company Name]
</template>
<template>
Subject: Update on Your Application for [Job Title] at [Company Name]
Hi [Candidate Name],
Thank you for your interest in the [Job Title] position and for taking the time to speak with our team. We genuinely enjoyed learning more about your skills and background.
After careful consideration, we have decided to move forward with another candidate for this role. This was a difficult decision, as we met with many qualified individuals.
We appreciate you exploring this opportunity with us and encourage you to keep an eye on our careers page for future openings. We wish you the best of luck in your job search.
Best regards,
[Your Name]
[Your Position]
[Company Name]
</template>
<template>
Subject: Welcome to [Company Name]! Your First Day Details
Hi [New Hire Name],
Welcome to the team! We are all looking forward to you joining us as our new [Job Title]. We’re confident you’re going to make a great impact here.
Your first day is [Start Date]. Please plan to arrive at [Start Time] at our office located at [Office Address]. If you are working remotely, we will send a separate calendar invitation with a link for our kick-off call.
We have a light schedule planned for your first day. The main goal is to get you acquainted with the team, set up your equipment, and give you a tour. Please bring the required documents for your I-9 verification, which are listed here: [Link to I-9 document list].
Don’t hesitate to reach out if you have any questions before you start. We can’t wait for you to get started.
Best,
[Your Name]
[Your Position]
[Company Name]
</template>
<template>
Subject: Your Upcoming Performance Review
Hi [Employee Name],
It's time to schedule your performance review for [Review Period, e.g., Q2 2024]. This is a dedicated time for us to discuss your accomplishments, areas for growth, and goals for the next quarter.
To help us have a productive conversation, please complete the attached self-assessment form by [Self-Assessment Deadline]. Your perspective is a crucial part of this process.
The meeting will last approximately [duration, e.g., 60 minutes]. Please let me know which of the following times works best for you:
If none of these times are suitable, please suggest a few alternatives. I look forward to our conversation.
Best,
[Your Name]
[Your Position]
[Company Name]
</template>
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