How to Send Follow-Up Emails from Recruiters to Candidates

How to Write Perfect Follow-Up Emails: Recruiter Edition

In the HR industry, a follow-up email is an email or sequence of emails sent in response to a job applicant or candidate. Recruiters spend an average of 13 hours a week looking for candidates for one position. With nearly a third of your working time devoted solely to finding potential employees, time-saving techniques become the key to making your hiring process more efficient.

This is why recruiter email templates are valuable tools: they support all stages of your hiring process, from the first contact with a potential candidate to welcome emails for new hires.

Email templates help ensure that you provide candidates with all the information they need to feel comfortable during the entire recruiting process. Nevertheless, when using a template, it's easy to fall into the copy-paste-submit trap, which can make your communication seem unnatural or even robotic. Consequently, it can negatively affect your relationship with candidates early in the hiring process.

Besides double-checking your email details, Talenteria advises recruiters to follow these five rules, regardless of the type of follow-up email you send.

1. Maintain Your Company's Reputation

While your tone should change based on the candidate's seniority level, the voice you use should match your employer's brand. If you are texting with a supervisor, your language should be more formal than speaking to a recent college graduate.

2. Be Specific

Regardless of the hiring process stage, keep your recruiting letter templates short; emails with 75-100 words have the highest response rates. Provide only the most important information so as not to confuse or distract the candidate.

3. Personalize

Use your candidate tracking system and other recruiting tools to record personal information – from letters of recommendation, cover letters, research,  and notes from previous conversations you have had with candidates. This lets them know that you've done your research and are investing in them as a potential employee.

4. Reply on Time

If your potential employee needs to contact you about the information you promised to send, you've waited too long. A good rule of thumb is to respond in 24 hours or less, but be aware that the average email response rate is usually about 2 hours.

5. Double-Check

Make sure there are no typos, no spelling or grammar mistakes, and no placeholder text in the email. Also, double-check that any personal information you have added is accurate and up to date for the candidate before clicking the "Submit" button.

Templates for Follow-Up Emails From Recruiters

The following templates should fit the majority of recruitment scenarios you may find yourself in.

Template for First-Touch Sourcing Email

Subject: Job Opportunity – [position] Position at [organization’s name]

Hi [candidate’s name],

I came across your profile on [platform] and wanted to reach out regarding a unique opportunity. 

I work for [organization's name], and we're looking to hire a [position]. I think your experience in [area] is a great fit for this role. 

If you're interested in learning more, I'd love to connect. Would you be available for a quick phone call on [date and time]?

I look forward to hearing from you soon.


[recruiter's name]

[recruiter's signature]

Template for Follow-Up Email From Recruiter

Subject: New Job Opportunity at [organization's name] – [position]

Hi [candidate’s name],

I hope this email finds you well. I know you applied to our [previous open position] back in [month or year], and while we went in a different direction then, we kept you top of mind.

A [position] just opened up at [organization's name], and I think you'd be a great fit. 

I'd love to reconnect, discuss the role and hear about what you've been up to since we last spoke. Would you be available for a quick phone call on [date and time]?

I look forward to hearing from you soon.


[recruiter's name]

[recruiter's signature]

Template for Interview Invitation Email

Subject: [organization's name] Interview Availability

Hi [candidate’s name],

Thank you for applying for the [position] role at [organization name].

After reviewing your application, we are happy to continue the interview process.

We would like to schedule an interview with [interviewer's name], [interviewer's position] at [organization's name]. The interview will last approximately [minutes or hours].

Are you available at [day and time]? Please let me know by answering this email directly.


[recruiter's name]

[recruiter's signature]

Template for Interview Follow-Up Email From Recruiter

Subject: [organization's name] Interview Follow-Up

Hi [candidate’s name],

Thank you so much for taking the time to talk to our team about the [position] role.

[interviewer's name] was very impressed with your [experience/skills]. We are confident that you are well suited for this role and will be a strong addition to our growing team at [organization's name].

We will be completing the interview this week, and you may receive an answer within [days or weeks].

Thanks again for your time. It was nice to get to know you better!


[recruiter's name]

[recruiter's signature]

Template for Rejection Follow-Up Email From Recruiter

Subject: Your Application for [position] at [organization’s name] 

Hi [candidate’s name],

Thank you for applying for our [position] role and sharing your experience with our team. We appreciate your interest in working with [organization's name].

We are fortunate to have had a strong pool of candidates, and we regret to inform you that we have decided to select a more experienced candidate for this role. [additional feedback].

We will save your resume on file and will contact you if we think you are suitable for other positions when they become available.

We hope you continue to stay in touch with us at [link] and follow our career page [link], looking for future opportunities that might be better suited.

We sincerely appreciate your time and attention to [organization's name].

All the Best,

The [organization's name] Team

[organization's logo]

Template for Request for Work Samples Email

Subject: [organization’s name]: Work Samples for [position] Application 

Hi [candidate’s name],

Thanks again for applying for the [position] role. We are studying your application materials and would like to see samples of your work to better assess your [skills] abilities.

Please respond to this email with [number] of examples of your [work] by [date]. All files must be submitted in [format].

If you have any questions, please notify me.


[recruiter's name]

[recruiter's signature]

Template for Job Offer Email (Send a Follow-Up Email to HR, If Necessary)

Subject: [organization's name]: Enclosed Is Your [position] Offer Letter

Hi [candidate’s name],

It is my pleasure to offer you the role of [position] at [organization's name]!

Our team was impressed with you during the interview, and we are very pleased that you have decided to join our company. We are confident that your skills and experience will be a great addition to the [department] team.

Please read the following proposal details carefully.

[here you provide the candidate with all the details regarding this role, whether it's a full-time or part-time position, schedule, compensation, benefits, perks as well as their starting date]

Attached is your full offer letter. Please sign it to indicate your agreement and acceptance of this offer, and email it back to me by [date].

We look forward to welcoming you to the [organization's name] team. If you have any questions regarding the attached offer, please contact me directly at [telephone number].


[recruiter's name]

[recruiter's signature]

Template for New Hire Announcement Email

Subject: Welcome [candidate's name]!


It is with great pleasure that I introduce the newest member of the [organization's name] team, [candidate's full name]!

[candidate's name] is joining us on the [department] team as our [position].

As our [position], [candidate's name] will be working closely with [manager] for [job duties].

A little bit more about [candidate's name]: [at least 3 personal facts about the new candidate]

We're very excited to have [candidate] join us. [candidate's name's] first day is [starting date]. 

Welcome aboard, [candidate's name]!


[recruiter's name]

[recruiter's signature]

Follow-Up Emails to Recruiters

Yes, job seekers and potential candidates may also send a follow-up email to HR to confirm their interview or clarify certain things regarding the hiring process. Such emails should not be ignored, as not replying to your candidates on time can sow doubts for them.

Just put yourself in their shoes. “After I sent them a follow-up email, the recruiter never contacted me again.” Would you want to speak to someone who ignored you ever again? Probably not. That's why it is important to track successes and failures with a set of email metrics so you can expand your talent pool over time. If you want to measure those metrics with the ultimate recruitment marketing platform, Talenteria, reach out to us today. We’d be happy to show you exactly how our platform can make your life easier!