5 Great Recruiting Email Templates To Copy & Paste

Recruiting emails are your first handshake with potential candidates, so making them count is essential. We've put together five key templates to help you reach out with confidence.

Referring to a template gives you a proven structure, freeing you up to personalize your message and build a real connection from the start.

Tips for Writing Recruiting Emails

• Personalize genuinely. Go beyond the `[First Name]` tag. Mention a specific project you admired or a recent article they wrote. It shows you’ve actually paid attention and aren’t just sending a mass email.
• Write a subject line that feels human. Ditch the generic "Job Opportunity." Try something that sparks curiosity, like "Your work on [Project X]" or "A question about your design philosophy." It’s a conversation starter, not an advertisement.
• Keep it brief and scannable. Top talent is busy. Use short paragraphs and get straight to the point. Your email should be easy to read on a phone in under a minute.
• Focus on what’s in it for them. Instead of listing your requirements, talk about the interesting challenges they’ll get to solve. Frame it as the next great step in their career, not just a vacancy you need to fill.
• Make the next step easy. Don't ask them to fill out a lengthy application. The goal is to start a conversation. A simple, low-pressure call to action like, "Are you open to a 15-minute chat next week?" is much more effective.

Types of Recruiting Email Templates We Will Cover

1. Job Offer Email Template
2. Interview Invitation Email Template
3. Rejection Email Template
4. Candidate Sourcing Email Template
5. Follow-Up Email Template

5 Recruiting Email Templates

1) Job Offer Email Template

<template>

Subject: Your Offer from [*Company Name*]

Hi [*Candidate Name*],

On behalf of the entire team at [*Company Name*], I am delighted to formally offer you the position of [*Job Title*]. We were all very impressed throughout the interview process and are confident that your skills and vision will be a valuable addition to our team.

As we discussed, your start date will be [*Start Date*], and you will be reporting to [*Manager’s Name*]. Your starting salary will be [*Salary Amount*] per year, paid on a [*bi-weekly/monthly*] basis. This offer is contingent upon the successful completion of [*e.g., background check, reference checks*].

We’ve attached a formal offer letter that details your compensation, benefits, and the terms of your employment. Please review it carefully and return a signed copy by [*Offer Deadline Date*] to confirm your acceptance.

We are incredibly excited about the prospect of you joining us. If you have any questions at all, please feel free to reach out. We are happy to discuss anything further.

Best regards,

[*Your Name*]

[*Your Title*]

[*Company Name*]

</template>

2) Interview Invitation Email Template

<template>

Subject: Invitation to Interview for the [*Job Title*] Position

Hi [*Candidate Name*],

Thank you for your interest in the [*Job Title*] position at [*Company Name*]. Our team has reviewed your application, and we would like to invite you to an interview to discuss it further.

The interview will be a [*e.g., 30-minute video call*] with [*Interviewer’s Name, Interviewer’s Title*]. This will be a great opportunity for us to learn more about your experience and for you to ask any questions you have about the role and our team.

Please use the link below to schedule a time that works best for you.

[*Scheduling Link*]

We look forward to speaking with you soon.

Best regards,

[*Your Name*]

[*Your Title*]

[*Company Name*]

</template>

3) Rejection Email Template

<template>

Subject: Update on your application for the [*Job Title*] position

Hi [*Candidate Name*],

Thank you for taking the time to interview for the [*Job Title*] position at [*Company Name*]. We genuinely appreciate you sharing your experience and learning more about our team.

After careful consideration, we have decided to move forward with another candidate whose experience more closely aligns with the current needs of this role. This was a difficult decision, as we spoke with many qualified people.

We were impressed with your background and will keep your information on file for future openings that may be a better fit. We encourage you to keep an eye on our careers page.

We wish you the best in your job search.

Sincerely,

[*Your Name*]

[*Your Title*]

[*Company Name*]

</template>

4) Candidate Sourcing Email Template

<template>

Subject: Your work on [*Project/Company*] & a role at [*Company Name*]

Hi [*Candidate Name*],

I came across your profile on [*Platform, e.g., LinkedIn, GitHub*] and was really impressed with your work on [*Specific Project or Accomplishment*]. The approach you took to [*mention a specific detail*] caught my attention.

At [*Company Name*], we're looking for someone with your expertise for a [*Job Title*] position. The role focuses on [*mention 1-2 key responsibilities or challenges*], and based on your background, it seems like it could be a strong fit.

I know you may not be actively looking for a new role, but I thought it was worth reaching out. Would you be open to a brief chat next week to hear a bit more? No pressure at all.

Best regards,

[*Your Name*]

[*Your Title*]

[*Company Name*]

</template>

5) Follow-Up Email Template

<template>

Subject: Following up from [*Company Name*]

Hi [*Candidate Name*],

I'm circling back on the email I sent last week about the [*Job Title*] position. I know inboxes can be a busy place, so I wanted to make sure it didn't get lost in the shuffle.

The reason I reached out is that your work on [*Specific Project or Accomplishment*] really stood out. I keep coming back to your profile when thinking about the challenges we're tackling, and I’m confident your background would be a great fit.

If you’re open to a brief, no-pressure chat to hear more, just let me know what your schedule looks like.

Best,

[*Your Name*]

[*Your Title*]

[*Company Name*]

</template>

What About Using Flodesk?

While these templates are perfect for one-on-one conversations, building a pipeline of talent requires consistent communication. Flodesk provides the tools to design and automate emails that keep your talent community engaged and informed about your company.

Our platform makes it simple to create on-brand messages that reflect your culture, without needing any design or coding skills. You can start building with Flodesk to manage all your talent communications effortlessly.

Wrapping Up

These templates provide a solid foundation for your most important recruiting messages. The next step is building a system to nurture your talent pipeline for the long term.

Flodesk gives you the platform to design beautiful, on-brand emails that keep your talent community engaged. Sign up today to start managing all your talent communications in one place.