Note: These templates should still be reviewed and updated by you. Please notice that there are places where you are meant to add in your own information. Be sure to review and add in your own information before sending!

Passive candidate email template:

Subject line: {{job_company}} is looking for a {{job_link}}/ Interested in joining our team at {{job_company}}?

Hi {{name}},

I am [your name] and I work as a [your job_title] at {{job_company}}. I saw your profile on [e.g. LinkedIn or GitHub] and I was really impressed by your experience in [add specific field or an achievement that caught your eye].

We are currently looking for a {{job_link}} to join our team. I’d love to tell you a little more about this position and learn a few things about you, as well. Are you available [include date and time or a period of time, e.g. ‘sometime this week’]? If so, I’d be happy to set up a call. I’m also happy to coordinate via email or LinkedIn, if you prefer.

I hope you have a great day,

[Your name]
[Signature]

Sourcing a referred candidate email template:

Subject line: Referral from [Employee_name] / [Employee_name] mentioned you’re a great {{job_link}}

Hi {{name}},

I am [your name] and I work as a [your job_title] at {{job_company}}. We are currently looking to hire a {{job_link}} and Employee_name mentioned that you might be a good fit.

From what I have seen in your [e.g. LinkedIn or GitHub] profile, your background is impressive and you’ve done some interesting things, similar to our projects. [It’s best if you mention something that specifically caught your eye.] Here, at {{job_company}}, we’re always looking for more great people like [Employee_name], so we’d like to get to know you.

Would you be available for a quick intro call [include date and time or a period of time, e.g. ‘sometime this week’] to learn a little bit more about our position? I’m also happy to coordinate via email or LinkedIn, if you prefer.

I hope you have a great day,

[Your name]
[Signature]


New job opportunity email template:

Subject line: New job opportunity at {{job_company}} / Interested in a new job opportunity with {{job_company}}?

Hi {{name}},

I am [your name] and I work as a [your job_title] at {{job_company}}. We met [e.g. recently / around 2 months ago], when you applied for the {{job_link}} position. [It’s best if you add something memorable from the last time you communicated and give a personal touch, like ‘I hope your graduation day was fun!’, ‘I remember you were looking for a new apartment at that time. How did the house hunt go?’]

Although we decided to move forward with another candidate for the {{job_link}} position, due to [You could mention exactly the reason why the were rejected, e.g. lack of experience, overqualified or strong competition], your profile really stood out and we’ve kept you in mind for future openings. [You could point out what you specifically liked about the candidate e.g. strong portfolio, positive interview experience or a great approach to a previous assignment.]

We are currently looking to hire a {{job_link}} and we believe your skills and expertise are a better match for this role. /We are opening a new position for the {{job_link}} role you previously applied for and we think you could be a good fit.

Would you be available for a quick call [include date and time or a period of time, e.g. ‘sometime this week’] to talk about our new position? I would also be happy to coordinate via email or LinkedIn, if you prefer.

I hope you have a great day,

[Your name]
[Signature]

Recruiter introduction to candidates email

Subject line: {{job_company}} is looking for a {{job_link}} / Interested in joining our team at {{job_company}}? / Looking for great {{job_link}} / Invitation to connect

Hi {{name}},

I am [your name] and I work as a [your job_title] at {{job_company}}. I saw your profile on [e.g. LinkedIn or GitHub] and I was really impressed by your experience in [add specific field or an achievement that caught your eye].

Here at {{job_company}}, we are always looking to [e.g. grow or teams with talented people and achieve great things together / collaborate with talented people who’d like to work with one of our clients, like X, Y, Z companies.]

[If you’re hiring for a specific role, it’s best to include specific information about the position, e.g. We are currently looking for a {{job_link}} to join our team/ work with one of our clients. I’d love to tell you a little more about this position and learn a few things about you, as well.]

I’d like to talk to you so I can get to know you better and introduce our company to you.
Are you available [Include date and time or a period of time, e.g. ‘sometime this week’]? If so, I’d be happy to set up a call. I’m also happy to coordinate via email or LinkedIn, if you prefer.

I hope you have a great day.

Sincerely,

[Your name]
[Signature]

Keeping candidates warm email template:

Subject line: Update on the {{job_link}} position/ Your application at {{job_company}} for the {{job_link}} position

Hi {{name}},

I hope all is well with you. I wanted to check in and update you about the status of your application for the {{job_link}} position.

[Hiring manager_Name/Our hiring manager] is currently reviewing all [assignments/applications] and we’re expecting to schedule on-site interviews by the end of the next week. I will contact you again as soon as I have any news.

In the meantime, please free to reach me via email or at [e.g. 1-444-555-2222], if you have any questions.

All the best / Kind regards,

[Your name]
[Signature]



Candidate rejection email template:

Subject Line: Your application to {{job_company}}

Dear {{name}},

Thank you for taking the time to consider {{job_company}}. We wanted to let you know that we have chosen to move forward with a different candidate for the position.

[Optionally, include feedback from the hiring process for candidates who may be suitable for future openings:] Our team was impressed by your skills and accomplishments. [It’s best to include something that specifically drew your attention.] We think you could be a good fit for other future openings and will reach out again if we find a good match.

We wish you all the best in your job search and future professional endeavors.

Regards,

[Your name]
[Signature]

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