10 emails to send candidates
In today’s fast-paced job market, it is crucial to engage with candidates effectively to improve the talent acquisition process. Sending well-crafted emails can make a significant difference in attracting and retaining top talent. But with hundreds, if not more, candidates in process at any given time, how can recruiters keep up with talent acquisition, candidate engagement, and relationship nurturing?
In our GRID Talent Trends report, 45% of talent cite email as their preferred method of communication. It’s vital that recruiters meet candidates where they are in terms of communication preferences, as survey respondents were twice as likely to say they wouldn’t work with that agency again if recruiters didn’t reach out via their preferred communication channel.
In addition to the operational emails, such as interview reminders and offer or rejection updates, there are a number of emails your recruiters should send to candidates to keep them informed and engaged whether they’re on assignment, actively looking for a new role, or passive and in your talent network.
“Recruiters who personalise their communication with candidates demonstrate respect and consideration, which can leave a positive impression. This approach can increase the candidate’s sense of value and lead to stronger engagement, resulting in a more successful hiring process.”
– Robert Zammit, Head of Global Talent Acquisition at Bullhorn
Read on for 10 emails to send candidates, from welcoming them to your brand to holiday greetings to industry insights.
- Welcome/introduction email
- Job search and interview tips
- Process update email
- Happy first day/good luck email
- Feedback/NPS email
- Referral email
- Birthday wishes email
- Season’s greetings email
- Industry news email
- Check-in email
Feel free to edit these templates to match your brand voice and tone!
Emails to send candidates
Welcome/introduction email
This email should be sent as soon as the candidate engages with your website, whether via a lead form, an application, or a chatbot.
Subject: Welcome to [recruitment agency name] – Let’s begin your job search!
Dear [candidate’s name],
Welcome to [recruitment agency name]! We are thrilled to have you on board as a valued member of our talent pool. Our team is dedicated to connecting exceptional talent with outstanding opportunities, and we believe you have the skills and qualities that make you a perfect fit.
We’ll work closely with you to understand your skills, interests, and career objectives. Open communication is important to us, so feel free to reach out with any questions or updates. We’re here to assist you with resume optimisation, interview preparation, and more.
Once again, welcome to [recruitment agency name]. We’re excited to have you on board and look forward to helping you achieve your professional goals.
Best regards,
[Your name]
[Your title]
[Recruitment agency name]
[Contact information]
Job search and interview tips
Send this email shortly after your first interaction with a candidate, such as after the initial phone screen or after their application is submitted.
Subject: Boost your job search with these tips and insights
Dear [candidate’s name],
We’re here to support you throughout your job search journey. Check out these valuable tips and interview insights to increase your chances of success:
Job search and interview tips:
- Tailor your resume: Customise your resume for each application to highlight relevant skills and experiences.
- Tap into your network: Connect with industry professionals and explore hidden job opportunities through LinkedIn and your professional network.
- Prepare for virtual interviews: Create a professional environment, test audio/video settings, and dress appropriately for virtual interviews.
- Ask questions: Prepare insightful questions to show your genuine interest and gather information.
- Follow-up: Send a thank-you email within 24 hours to express your appreciation and reiterate your interest.
We’re here to support you. Reach out if you have any questions or need guidance.
Best of luck with your job search!
Warm regards,
[Your name]
[Your title]
[Recruitment agency name]
[Contact information]
Process update email
Send this email to provide process updates to candidates during the hiring process, especially when they have a new interview or action item to prepare for.
Subject: Process update: Exciting news regarding your application
Dear [candidate’s name],
I wanted to provide you with an update on your job application. We have some exciting news to share regarding the progress we’ve made:
- Application review: We were impressed by your qualifications and experiences during the thorough review of your application.
- Initial screening: You successfully passed the initial screening phase, and our client was equally impressed by your qualifications.
- Interview invitation: Our client would like to schedule an interview with you to further explore your potential fit within their organisation.
Next Steps:
- We will coordinate with you and the hiring manager to schedule a convenient interview date and time.
- Please take this opportunity to research the company, prepare thoughtful questions, and review your resume.
- We appreciate your patience and enthusiasm. We will continue to keep you updated throughout the process. If you have any questions or need assistance, please reach out to us.
Thank you for choosing [recruitment agency name] as your recruitment partner. We are excited to support you on your journey.
Warm regards,
[Your name]
[Your title]
[Recruitment agency name]
[Contact information]
Happy first day/good luck email
Send this email the day before your new placement’s start date at their new role.
Subject: Congratulations on your first day! Wishing you success!
Dear [candidate’s name],
Congratulations on your first day at [company name]! We are thrilled we were able to help you find this new opportunity, and we wanted to extend our best wishes as you start your new role.
Don’t hesitate to reach out if you need any assistance along the way. We are here to support you and ensure a smooth transition.
Congratulations once again! Best of luck on your first day.
Warm regards,
[Your name]
[Your title]
[Recruitment agency name]
[Contact information]
Feedback/NPS email
After working with a candidate, whether you successfully placed them in a new role or not, share this email to capture valuable feedback.
Subject: Your feedback matters! We’d love to hear from you.
Dear [candidate’s name],
As someone we’ve helped with their job search, we highly value your feedback to help us improve our recruitment services. Could you spare a few moments to share more about your experience with us?
We have prepared a short Net Promoter Score (NPS) survey with simple questions to gauge your overall satisfaction and provide an opportunity for specific feedback.
To access the NPS survey, please click here: [insert survey link]
Your participation is voluntary, and we assure you that your responses will remain confidential and be used solely to enhance our candidate experience.
If you have any questions or need further assistance, please don’t hesitate to reach out to us.
Best regards,
[Your name]
[Your title]
[Recruitment agency name]
[Contact information]
Referral email
Send this email to those that fill out the NPS survey and fall into the promoter category.
Subject: Seeking your valuable referrals – help us connect with top talent!
Dear [candidate’s name],
We hope you’re doing well. As a valued member of our talent pool, we wanted to ask if you know anyone in your network who could be a great fit for our current job opportunities.
At [recruitment agency name], we believe in the power of connections, and your referrals could make a big impact in helping us connect qualified talent with exciting opportunities.
If you know someone who has the skills and experience for the following roles, please don’t hesitate to reach out to us with their details:
[Include a brief description of the job roles or industries you are targeting.]
Thank you for considering our request for referrals. We truly appreciate your help in connecting us with new job seekers.
Warm regards,
[Your name]
[Your title]
[Recruitment agency name]
[Contact information]
Birthday wishes email
Send this to all candidates, whether active, passive, or inactive, to wish them a happy birthday. Make sure you’re capturing this information during the candidate application process!
Subject: Happy Birthday! Wishing you a wonderful day!
Dear [candidate’s name],
Happy Birthday! On this special day, we wanted to take a moment to send our warmest wishes. May your birthday be filled with joy, laughter, and memorable moments.
We hope that this year brings you great success, personal growth, and fulfillment in all your endeavors. Enjoy your day to the fullest, surrounded by loved ones and cherished moments.
Best regards,
[Your name]
[Your title]
[Recruitment agency name]
[Contact information]
Season’s greetings email
Send this email to all candidates in your database during the holiday season (we suggest anytime during the month of December).
Subject: Season’s greetings and best wishes!
Dear [candidate’s name],
As the holiday season is upon us, we wanted to take a moment to extend our warmest greetings and best wishes to you. It has been a pleasure working with you, and we appreciate the opportunity to be a part of your professional journey.
Season’s greetings to you and your loved ones!
Warm regards,
[Your name]
[Your title]
[Recruitment agency name]
[Contact information]
Industry news email
This email can be scheduled periodically to candidates you’re working with or those that fall into the inactive category to provide another touchpoint between your talent pool and your agency.
Subject: Valuable recruitment industry news just for you!
Dear [candidate’s name],
As a recruitment partner, we believe in keeping our candidates informed and empowered with industry knowledge. Today, we’re excited to share some valuable recruitment industry news and insights with you.
[Include a brief summary or highlights of the news and insights you want to share. This could include trends, market updates, new technologies, or any other relevant information.]
We hope that these resources provide you with valuable insights and keep you up-to-date with the latest happenings in the recruitment industry.
Should you have any questions or need further information on any of the topics mentioned, please don’t hesitate to reach out to us.
Wishing you continued success in your career!
Best regards,
[Your name]
[Your title]
[Recruitment agency name]
[Contact information]
Check-in email
Once a candidate has been inactive for a certain period of time (such as 60 days, 6 months, etc.), send this email to check in and get an update on their job search status. This is also a helpful way to update the candidate information in your database.
Subject: Checking In – We’d love to hear from you!
Dear [candidate’s name],
It has been some time since we last connected, and we wanted to check in and see how you’re doing. We value your partnership and would love to hear about your current professional journey.
We understand that circumstances change, and priorities may shift. However, we want to ensure that we continue to support you in your career aspirations. Whether you’re actively seeking new opportunities or simply exploring your options, we are here to assist you.
If there have been any updates or changes in your career goals or if there’s anything specific we can help you with, please let us know.
Feel free to reach out to us at your convenience. We’re eager to catch up and discuss how we can best support you in achieving your professional goals.
Thank you for your time, and we look forward to hearing from you soon.
Best regards,
[Your name]
[Your title]
[Recruitment agency name]
[Contact information]
Looking for more ways to better engage candidates? Check out our Connected Recruiting hub for everything you need to transform your candidate engagement strategies.