Posted in Small Business Hacks | by: Jenna Lee

6 Hiring Email Templates You Should Steal Right Now

The average person spends more than 11 hours a week on their work email.

Emails to your team. Emails to your vendors. Emails to your customers. All while your unread tally climbs with each mysterious chime sound. It’s all necessary, and yet… it feels like your time could be better spent doing something else, right?

The good news is that it’s easy to streamline one of the most email-heavy aspects of growing your business: hiring new employees.

From coordinating interviews to sending out offer letters, we’ve got you covered with a set of email templates that you can easily tailor for each stage of the hiring process.

Simply copy and paste the templates below into your email or applicant tracking system and fill in the blanks.

1. Initial interview email template

SUBJECT: Interview with [Company name] for [Job title] position

Hey [Name of candidate],

Thanks for applying to the [Job title] role at [Company name]! We were blown away by your application, specifically your experience with [Something specific to the role]. We’d love the chance to get to know you a little better.

Are you free during any of the following times for a [15/30/45]-minute chat?

– [Date, time, time zone]

– [Date, time, time zone]

– [Date, time, time zone]

Looking forward to chatting, [Name of candidate]!

Cheers,

[Your name]

Why this email works

It’s brief but friendly. The candidate has probably applied to (and is hearing back from) other companies, so they’ll appreciate a short note that helps them move quickly through the process.

Pro tips
  • Try to personalize your email. Even though your candidate applied for the position, they may not necessarily be 100 percent sold on it (or your company) yet. Let them know why you’re excited about them so they’re more inclined to see if it’s a good fit.
  • Propose three times upfront. Three is usually a safe bet because it gives the recipient enough options to minimize the pesky back-and-forth that tends to draw out the interview process. (Did you know it takes 23.8 days on average?)
  • Use an email scheduling tool. Try using a tool like Mixmax or Calendly to easily allow candidates to book time on your calendar.
Click here for an editable version of this template.

2. Rejection email template

SUBJECT: Follow up from [Company name]

Hey [Name of candidate],

Thanks for taking the time to apply to [Company name]. After [chatting with you/reviewing your resume], we’ve found there isn’t a strong fit right now. That being said, we appreciate the time you took to learn about us and the role—thanks again.

If there’s anything we can do to help with your job search, please let us know. And keep an eye on our [website/LinkedIn page/Glassdoor profile + corresponding link] as we’re always updating it with new positions.

We wish you all the best!

Sincerely,

[Your name]

Why this email works

First off, you’re letting them know you’re going in another direction, which is a nice change. Many businesses ignore the applicants that aren’t moving forward, leaving them in a fog about what to do next.

While your applicant may be disappointed, they’ll likely appreciate the gentle heads up and may be more likely to think favorably of you in the future. (This’ll come in handy if they end up being a perfect fit for another role or referring one of their contacts to your company.)

Pro tips
  • Tell your candidate if it was a hard decision. If it was a difficult choice, take a few seconds to let your candidate know. Job hunts can be long and discouraging—according to Jobvite, 59 people apply for each open position on average, and only 12 percent get an interview. A few reassuring words can really make a difference to someone.
  • Highlight the positives. If you chose to interview someone, chances are they impressed you. Let them know what you think they’re great at! Someone can be a fantastic candidate without being the right fit for your company or a specific role.
  • Give them feedback if you think it will help them ace the next interview. A brief explanation of why you decided not to move forward can help them make peace with the decision and ease the sting of rejection. It’s a good idea to connect your candidate feedback directly to the job description. What would give them a better shot at interviewing for a role like that in the future? Knowing a certain program or having a specific experience on their resume, etc. Just remember that sometimes explaining why you decided not to move forward can open up even more questions, so only include those details for candidates who would benefit from the feedback.
  • Keep the connection. Think they may be a fit for a future role? Add them on LinkedIn or file their resume away for easy access.
Click here for an editable version of this template.

3. Reference check email template

SUBJECT: Reference check for [Name of candidate]

Hey [Name of reference],

I’m currently talking to [Name of candidate] about a role on [Company name]’s [Name of team] team. I’m enjoying getting to know them!

[Name of candidate] mentioned that you two had a great time working together at [Former company]. Would you be kind enough to share more about your experience with [him/her/them]? If so, please let me know the best number to reach you at and if any of the times below work for you:

– [Date, time, time zone]

– [Date, time, time zone]

– [Date, time, time zone]

Thanks for your time!

Cheers,

[Your name]

Why this email works

It’s short and to the point. Your candidate probably already asked their references whether they’d be willing to vouch for them, so there’s no point in writing an essay when reaching out.

Pro tips
  • Prep your questions ahead of time. They’re doing you a favor, so don’t waste their time by just winging the conversation. Unsure of what to ask during the reference check? Steal this script.
  • Don’t forget to add in time zones and call length while suggesting time slots. This will help prevent scheduling mishaps as you run through your candidate’s list of references.
Click here for an editable version of this template.

4. Offer email template

SUBJECT: [Name of candidate], will you join us?

Hey [Name of candidate],

On behalf of everyone at [Company name], we’re delighted to offer you the role of [Job title]!

After getting to know you over these past few [days/weeks/months], it became clear that your talents, goals, and values are a perfect match for our team. It would be an honor to bring you on board as we work toward [Describe a little bit about your mission].

Your official offer letter outlining everything you need to know [is attached/was sent in a separate email]. Please let me know if you have any trouble viewing it.

As you review the offer details, we’d love to answer any questions you might have before you make your decision.

We’re aiming for a start date of [Date], and it would be great to hear your feedback on this offer by [Date]. If this time frame doesn’t work for you, just let us know.

So the real question is… can we order your [laptop/name plaque/team jacket] yet? 😉

Cheers,

[Your name]

Why this email works

It shows that you’re excited about the candidate and seriously want them to join the team. While your official offer letter should include information like who they’ll be reporting to, compensation, benefits, etc., you don’t need to clutter your offer email with these details.

Spell out all the terms in a separate document, and have them print and sign a copy or use an e-signature tool like DocuSign or HelloSign.

Pro tips
  • Use an HR service that puts together the job offer email for you. HR services with employee self-onboarding can make it easier for your new hire to digitally sign documents like W-4s, direct deposit authorizations, and employee handbooks—instead of dealing with printing and storing physical copies.
  • Go beyond the offer email and letter. A good rule of thumb is to have someone on your team deliver the news over the phone before firing off the email. Ask your team to explain why they’re so stoked about the candidate over the phone or in person.
  • Woo your candidate while you’re waiting for a decision. A job offer doesn’t always result in a new teammate. Roughly one in 10 people who are offered a job turn it down. To help seal the deal, show your candidate you’re into them by encouraging the team to send personal welcome emails and signing a card explaining why they want your candidate to join. For the candidates you really want, consider investing in a welcome basket with company swag, tasty treats, or an interest they mentioned during the interview process. Whatever you do, make it meaningful and use it as an opportunity to show off your team’s unique personality—and show that you were listening.
Click here for an editable version of this template.

5. Welcome email to new employee template

SUBJECT: Welcome to [Company name]!

[Name of new hire]!

We’re ecstatic that you decided to join [Company name]. When you sent over that signed offer letter, we all looked a little like this: 😍

Everyone is looking forward to seeing you on [Start date].

– You can arrive at [Time], and [Name of welcome buddy] will be here to show you around and introduce you to the rest of the team.

– We’ll have to fill out some paperwork together, so please remember to bring a valid ID and [Anything else you need them to bring to complete the I-9 and W-4 forms].

– To refresh your memory, our office is located at [Add Google Maps link], which is close to [Public transportation stops].

We can’t wait for you to start, [Name of new hire]! If you have any questions before your first day, feel free to email or call me at [Phone number]. See you soon.

Welcome to the team!

– [Your name]

Why this email works

It reiterates that you’re excited for them to start and answers most of the questions they’d have before their first day.

Pro tips
Click here for an editable version of this template.

6. Introduction email to staff template

SUBJECT: Say hello to our newest [Nickname for people who work at your company]!

Hey team,

[Name of new hire] will be joining us as our new [Job title] on [Start date]! We’re incredibly lucky to have [Name of new hire] on board to help us [Brief explanation of their job responsibilities].

[Name of new hire] is originally from [City, state], loves [hobby], and now lives in [City]. Here are a few more tidbits about [Name of new hire]:

– [Fact #1]

– [Fact #2]

– [Fact #3]

Please help me welcome [Name of new hire] to the team by saying hello at [Email address], [Slack handle], and in person on [his/her/their] first day!

Cheers,

[Your name]

Why this email works: It helps your team learn about your new hire before they start and gives them material to talk about as they greet them on the first day.

Pro tip: Before sending the announcement email, ask your new employee to answer a few questions so you can include those details in the email. These icebreakers will help the team find more ways to connect with your new hire.

Here are some questions to ask:

  • What’s the funniest thing that ever happened to you? The strangest? The coolest?
  • What would you do if someone gave you a million dollars right now?
  • What is one thing you wish people knew about you that they probably don’t?
  • What’s the most interesting thing you’ve learned lately?
  • What’s something you do that’s weird and not commonly done?
  • What’s your biggest pet peeve?
  • Tell us two truths and a lie.
Click here for an editable version of this template.

___________

Hiring takes time, and time is money. That’s why you want to make sure each email exchange doesn’t turn into a huge timesuck—while still giving it the attention it deserves. While these templates will ensure you have your bases covered, we encourage you to make them your own and add the charm that makes your company unique. Ultimately, that’s why candidates will want to work with you!

So drop your cursor and copy, paste, and edit away. Then stop racking your brain trying to remember what you should say.

 

Note: These templates are intended to provide general information about employee communication. Keep in mind that your company’s specific needs may be different. If you’d like to learn more about the requirements of hiring employees, please get in touch with a legal professional.

About Jenna Lee

Jenna Lee has been writing about finance for over six years. Her work has been featured on U.S. News and World Report, The Huffington Post, Credit Karma, and more.