Keep your email brief and use a positive tone to get your employee excited about their new role. Also, you can tweak and use this template when offering employees a new job in a different department.

Internal promotion offer email template

Subject line

Congratulations on your new role! / Your new employment contract

Email body

Dear / Hi [Employee’s name],

As discussed, we are happy to officially promote you to [Senior Account Manager / Team Leader] as of [date].

Attached you’ll find your updated contract that contains your new employment terms along with your compensation package and benefits. Please review and [come by the HR’s office to sign it / send back signed via email] until [date]. Feel free to reach out to me, should you have any questions.

Email sign off

We appreciate your hard work and commitment to the [Company_name] team for the past [two years]. We’re all looking forward to seeing you achieve great things in your new role.

Congratulations!

Best,
[Your name]
[Your email signature]

What should be included in an internal promotion offer email?

An internal promotion offer email serves as both a formal notification and a celebratory message. Starting with a clear and uplifting subject line, such as “Congratulations on Your New Role, [Employee’s Name]!”, sets a positive tone right from the outset. The email should open with a personalized greeting, addressing the employee by their first name to foster a sense of familiarity and warmth.

The body of the email should commence by acknowledging the employee’s hard work, dedication, and significant achievements that have culminated in this promotion. This recognition not only celebrates the employee’s past contributions but also reinforces their value to the organization. Following this acknowledgment, it’s crucial to provide explicit details about the promotion. This includes the new title or role they’re being offered, a brief overview of the primary responsibilities, and any changes in their reporting structure.

Compensation is a pivotal aspect of any promotion. The email should outline any adjustments in salary, bonuses, or other benefits accompanying the new role. If these details are to be discussed separately, it’s essential to mention that a more detailed conversation will be scheduled. Alongside, the official start date for the new position should be clearly indicated, helping both the employee and the organization plan the transition seamlessly.

Training and onboarding are often part and parcel of stepping into a new role. If the promotion entails any specific training sessions, orientations, or onboarding processes, a brief overview should be provided. Alternatively, the employee can be informed that more details will be shared in due course.

Open communication is key. The email should extend an invitation to the employee to ask any questions or seek clarifications regarding their new role. This ensures that any uncertainties are addressed promptly. Additionally, if there are administrative or procedural steps to be taken, such as signing a new contract, these should be outlined.

Concluding the email, it’s essential to express genuine enthusiasm and excitement about the employee’s future in their new role. A warm sign-off, reiterating congratulations and looking forward to their continued success, wraps up the message on a high note. Lastly, any pertinent documents related to the promotion can be attached, ensuring the employee has all necessary information at their fingertips.

Related resources:

• 8 job offer letter templates for every circumstance
• Email template: Internal promotion announcement
• Company policy: Internal hiring process
• Blog post: Advantages and disadvantages of internal recruitment

The post Internal promotion offer email appeared first on Recruiting Resources: How to Recruit and Hire Better.

This is a sample job offer email template you can use when you have landed your perfect candidate and want to officially offer them a position. You can customize your email to include as many details as you think your candidate will want to know before making up their mind. You can also use our tutorial to get an idea of how to write a standout job offer email.

Your email’s subject line cannot leave your candidate guessing. It should clearly communicate that you’re offering them a job. Make sure your message includes all the most important information: position details (job title, working hours, department and manager), contract length (if applicable) and salary details (including benefits.)

You may consider attaching useful documents, like company policies and compensation plan or a copy with the employment terms that your candidate needs to sign, should they accept your offer. Don’t forget to set a specific timeframe for when you would like to get your candidate’s final response.

Is your company growing? Workable is the leading ATS for ambitious companies. Sign up for our 15-day free trial and start hiring better people, faster.

Email template for job offer

Email subject line

[Company_name] Job Offer / Job Offer from [Company_name]

Email body

Dear [Candidate_name],

We were all very excited to meet and get to know you over the past few days. We have been impressed with your background and would like to formally offer you the position of [Job_title]. This is a [full/part] time position [mention working days and hours.] You will be reporting to the head of the [Department_name] department. [If applicable: Please note that [Company_name] is an at-will employer. That means that either you or [Company_name] are free to end the employment relationship at any time, with or without notice or cause.]

We will be offering you an annual gross salary of [$X] and [mention bonus programs, if applicable.] You will also have [mention benefits as per company policy, like health and insurance plan, corporate mobile or travel expenses] and [X] days of paid vacation per year.
[optional: I am attaching a letter with more details about your compensation plan.]

Your expected starting date is [date.] You will be asked to sign a contract of [contract_duration, if applicable] and [mention agreements, like confidentiality, nondisclosure and noncompete] at the beginning of your employment.

We would like to have your response by [date.] In the meantime, please feel free to contact me or [Manager_name] via email or phone on [provide contact details], should you have any questions.

Email sign off

We are all looking forward to having you on our team.

Best regards,

[your name]
[Signature]

What should be included in a job offer email?

A job offer email should begin with a warm salutation, addressing the candidate by their name. Following this, the email should clearly state the job title being offered. One of the most crucial details to mention next is the compensation package, which includes the salary and any potential bonuses or incentives.

Alongside this, it’s essential to specify the proposed commencement date and detail the expected working hours and days.

Benefits play a significant role in a candidate’s decision-making process, so it’s vital to outline any additional perks the company offers, such as health insurance, retirement plans, or other bonuses. To give the candidate a clear understanding of their role, a brief overview of the job responsibilities should be provided.

If the position is contract-based, the duration or length of the contract should be mentioned.

It’s also helpful to identify to whom the candidate will be reporting, as this gives them an idea of the company’s structure. To ensure a timely response, the email should state a deadline by which the candidate should either accept or decline the offer.

Following this, instructions on the next steps, such as the process for accepting the offer, completing any necessary paperwork, or attending orientation, should be detailed.

Lastly, the email should provide contact information, ensuring the candidate has a point of reference for any questions or clarifications. Concluding the email, a polite closing remark can be added, expressing gratitude to the candidate for considering the offer.

The email should be signed off with the name and title of the person making the offer, accompanied by the company’s contact details.

More resources:

• 8 job offer letter templates for every circumstance with extra tips
• Formal job offer letter template when offering a full-time position
• More email templates: 12 time-saving email templates for recruiters
• Read our guide to making a successful job offer to a candidate
• What you need to know when making a job offer

The post Job offer email template appeared first on Recruiting Resources: How to Recruit and Hire Better.

How to invite a candidate to a Skype interview

• If this is your first communication with the candidate after they applied to work at your company, remind them about the position you’re interviewing for and briefly explain that a Skype call is part of your hiring process.
• If you have already informed the candidate about the interview, you can coordinate via email to arrange the details (e.g. date and time of the interview, Skype account information.) To avoid confusion, make sure to point out correct time zones, if you and your candidates are in different locations.
• Once the candidate has confirmed they’re interested and available for the Skype call, provide them with relevant information, including the name(s) of the interviewer(s) and the estimated duration.

You can customize this Skype interview email template to strike a more casual or formal tone, depending on your company culture.

Looking to save time with the interview process? Sign up for our 15-day free trial of Workable’s end-to-end recruiting software and start hiring better people, faster.

Skype interview invitation email template

Email subject line

Invitation to Skype interview – [Company_name] / Skype interview with [Company_name] for the [Job_title] position

Email body

Hi [Candidate_Name] / Dear [Candidate_Name],

Thank you for applying to [Company_name].

My name is [Your_Name] and I’m a [recruiter/the hiring manager] at [Company_name.] I would like to schedule a Skype call with you to discuss your application for the [Job_title] role.

I’d like to tell you more about [Company_name] and get to know you a bit better.

Skype interviews are a part of the initial stages of our hiring process. Would you be available for a short introductory Skype call [give a specific timeframe – like, early next week?]

Please note that in order to conduct this video call, I will need your Skype account details before the interview date.

Looking forward to hearing from you,

Email sign off

All the best / Kind regards,

[Your name]
[Signature]

More resources:

• Scheduling an interview email

The post Skype interview invitation email appeared first on Recruiting Resources: How to Recruit and Hire Better.

Your message should prepare your candidate for their interview. Don’t forget to clearly state that you’re sending a second interview invitation in your email’s subject line. Briefly explain what the purpose of the second interview is (e.g. to review an assignment, complete a test or meet the CEO/hiring manager) and approximately how long the interview will take. Remind your candidates if they need to bring something with them (like their ID or portfolio).

Is the second round your final interview? See our final round interview questions for more options.

Looking to save time with the interview process? Sign up for our 15-day free trial of Workable’s end-to-end recruiting software and start hiring better people, faster.

Invitation to a second interview email template

Subject line

Invitation to second interview at [Company_name] / Invitation to second interview with [Company_name] for the [Job_title] position

Email body

Hi [Candidate_Name] / Dear [Candidate_Name],

Thank you for taking the time to talk to us about the [Job_role] position. We enjoyed getting to know you and we’d like to invite you for a second interview at our office.

Your interview will be with [Interviewer_name and Interviewer_position] and will last approximately [X] minutes. [if applicable: mention what the purpose of the interview is, e.g. to complete a test or discuss a given assignment.]

Would you be available on [date and time/ range of dates/times]? Please let me know if another date or time would work best for you.

Looking forward to meeting you again,

Email sign off

All the best / Kind regards,

[Your name]
[Signature]

What should be included in a second interview email?

A second interview email is a pivotal communication in the hiring process. It signifies the candidate’s progression to a more advanced stage, often indicating a heightened interest in their potential fit for the role. As such, the email should be crafted with clarity, enthusiasm, and respect for the candidate’s continued interest and commitment.

The email should commence with a personalized greeting, addressing the candidate by name, which fosters a direct and respectful tone. The opening lines should convey the company’s appreciation for the candidate’s time and effort during the initial interview, and express excitement about the prospect of further discussions. This acknowledgment serves to reinforce the candidate’s value and the seriousness with which the company views their application.

The main body of the email should delve into the specifics of the second interview. Clearly outline the date, time, and location of the meeting. If the interview is virtual, provide all necessary links, software requirements, and access codes.

Given that second interviews often involve meeting with senior personnel or multiple team members, it’s essential to mention who the candidate will be speaking with, along with their respective roles or titles. This not only helps the candidate prepare but also gives them an understanding of the interview’s significance.

Beyond logistics, offer a brief overview of the interview’s structure and objectives. The second interview often delves deeper into specific skills, cultural fit, or may involve practical tests and assessments. Giving the candidate a heads-up on what to expect can help them prepare more effectively and approach the interview with confidence.

Towards the conclusion of the email, reiterate the company’s enthusiasm about the potential fit and encourage the candidate to reach out with any questions or concerns. This open line of communication ensures that the candidate feels supported and valued throughout the process.

• This second interview confirmation email template can help you finalize interviews with job candidates.
• Read about smart interview techniques to hire the right people
• Learn how Workable’s recruiting software can help improve your interview process
• More email templates: 12 time-saving email templates for recruiters

The post Second interview invitation email appeared first on Recruiting Resources: How to Recruit and Hire Better.

If you’re rejecting applicants you haven’t interviewed, it’s best to keep your email simple and brief. Thank them for considering your company and prompt them to apply again in the future, if you think they might qualify for another job opening. Keep your tone professional yet polite, so that you turn down candidates without burning bridges.

Job application rejection email template

Email Subject Line

Your application to [Company_name] / Application for the [Job_title] position

Email body

Dear [Candidate_name],

Thank you for taking the time to consider [Company_name]. Our hiring team reviewed your application and we’d like to inform you that we are not able to advance you to the next round for the [Job_title] position at this time [it’s best to explain why, e.g. as we are looking with someone more experience in X.]

We encourage you to apply again in the future, if you find an open role at our company that suits you.

Thank you again for applying to [Company_name] and we wish you all the best in your job search.

Email sign off

Regards,

[Your name]
[Your email signature]

What should be included in a job application rejection email?

A job application rejection email serves as a pivotal aspect of a company’s recruitment strategy, ensuring candidates, irrespective of the outcome, are handled with dignity and professionalism. It’s essential to initiate the correspondence by personally addressing the applicant by their name, illustrating that the message isn’t a mere generic auto-response. Expressing gratitude for their interest and the time they’ve invested in the application process is paramount.

Following this appreciation, the email should straightforwardly convey the decision, sidestepping intricate or euphemistic terms. While being transparent is fundamental, the delivery of the rejection should be done with tact and sensitivity.

Some organizations opt to provide concise feedback or the reason for rejection, particularly for those candidates who advanced to the latter stages of the interview process. If chosen to be included, this feedback should be both constructive and tenderly framed, aiming to assist rather than dishearten the applicant.

Regardless of the current outcome, it’s beneficial to mention the possibility of future opportunities. This approach not only provides a semblance of hope but also preserves a potentially fruitful relationship between the candidate and the company.

More resources:

• Late-stage candidate rejection email template
• Post-interview rejection letter sample
• Why employers should always send rejection letters to job candidates

The post Job application rejection email template appeared first on Recruiting Resources: How to Recruit and Hire Better.

• Confirm interviews after a verbal agreement with candidates.
• Set the exact date and time of the interview, after checking candidates’ availability.
• Remind candidates of the date and time of the interview, particularly if they’ve booked the appointment a while ago.
• Ensure they have candidates’ correct contact details.

When writing this email, make sure your subject line is clear, otherwise candidates may not open your message. Also, keep your email brief and highlight the time and date you have scheduled. Make sure you use the correct time zones.

You can customize this phone interview confirmation email template to strike a more casual or formal tone, depending on your company culture. You could also refer to our phone interview questions to prepare yourself for phone screening calls with candidates.

Looking to save time with the interview process? Sign up for our 15-day free trial of Workable’s end-to-end recruiting software and start hiring better people, faster.

Phone interview confirmation email template

Email subject line

Confirmation for phone interview – [Company_name] / Phone interview with [Company_name] for the [Job_title] position

Email body

Hi [Candidate_Name] / Dear [Candidate_Name],

I would like to confirm your phone interview for the [Job_title] position. Below are the details of this call:

When: [date and time, e.g. Thursday, May 25, at 11 a.m] – the estimated duration is [e.g. 30] minutes
Where: Phone interview – I will call you at [e.g. 1-222-444-5555]
Who: [name and job title of the interviewer]

Please let me know if the phone number listed above is incorrect. Also, If you have any questions, feel free to contact me via email or at [e.g. 1-444-555-2222].

I look forward to talking with you and discussing this job opportunity at [Company_name].

Email sign off

All the best / Kind regards,

[Your name]
[Signature]

What should be included in a phone interview confirmation email?

A phone interview confirmation email is a crucial step in the hiring process, ensuring that both the interviewer and the candidate are aligned and prepared for the upcoming conversation. This email serves as a formal acknowledgment of the scheduled interview, providing all necessary details while also setting the tone for the upcoming interaction.

The email should begin with a personalized greeting, addressing the candidate by their full name, which establishes a direct and respectful connection. Following this, it’s essential to express appreciation for the candidate’s interest in the role and their availability for the phone interview. This initial acknowledgment serves to set a positive and anticipatory tone for the conversation.

The core of the email should provide the specifics of the phone interview. Clearly state the date and time of the scheduled call, ensuring there’s no room for ambiguity. It’s also beneficial to mention the expected duration of the interview, so the candidate can plan their day accordingly.

Given the nature of phone interviews, it’s crucial to specify who will initiate the call. If the interviewer will be calling the candidate, ensure you have the correct contact number. Conversely, if the candidate is expected to make the call, provide them with the necessary phone number and any other relevant details.

Beyond the logistical aspects, it’s a good practice to give a brief overview of what the candidate can expect during the interview. This could include the main topics of discussion, any specific areas of focus, or the names and roles of any other participants in the call. Such insights can help the candidate prepare more effectively and reduce potential anxiety.

Towards the end of the email, encourage the candidate to reach out if they have any questions or if they need further clarification on any aspect of the phone interview. This open invitation for dialogue ensures that any potential issues or misunderstandings are addressed promptly.

• This second interview confirmation email template can help you finalize interviews with job candidates.

The post Phone interview confirmation email appeared first on Recruiting Resources: How to Recruit and Hire Better.

• If this is the first time you communicate with the candidate after they applied to work at your company, mention the position you’re interviewing for and briefly explain that this video call is part of your hiring process.
• If you have already informed the candidate about the video interview, you can coordinate via email to arrange the details. Set the date and time, inform about the estimated duration of the interview and explain how you will call them (e.g. exchange Skype accounts or provide candidates with a link to follow to log into the interview.)

To avoid confusion when you’re scheduling your video interviews, remember to point out correct time zones, if you and your candidates are in different locations.

You can customize this video interview email template to strike a more casual or formal tone, depending on your company culture.

If you are conducting phone interviews with candidates, check our Phone interview invitation email template and Phone screening interview questions. You can confirm the interview using our phone interview confirmation template.

Looking to save time with the interview process? Sign up for our 15-day free trial of Workable’s end-to-end recruiting software and start hiring better people, faster.

Video interview invitation email template

Email subject line

Invitation to video interview – [Company_name] / Video interview with [Company_name] for the [Job_title] position

Email body

Hi [Candidate_Name] / Dear [Candidate_Name],

Thank you for applying to [Company_name].

My name is [Your_Name] and I’m a [recruiter/the hiring manager] at [Company_name.] I would like to schedule a video call with you to discuss about your application for the [Job_title] role.

I’d like to tell you more about [Company_name] and get to know you a bit better.

Would you be available for a short introductory video call [give a specific timeframe – like, early next week?]

Please note that [in order to conduct this video call, I will need your Skype/Hangouts account details before the interview date / once we agree on the date and time of the interview, I will send you a link so that you can join the call from your computer.]

Email sign off

Looking forward to hearing from you,

All the best / Kind regards,

[Your name]
[Signature]

More resources:

• Scheduling an interview email

The post Video interview invitation email appeared first on Recruiting Resources: How to Recruit and Hire Better.

Touch base with candidates to let them know:

• When you’ve received their application/assignment and are reviewing it
• When you and your hiring manager are moving onto the next hiring stage
• If there’s a delay in the hiring process

Emails keeping candidates warm should be brief and prompt candidates to follow up with any questions they may have.

You can customize this sample email for different hiring stages and take on a more casual or formal tone, depending on your company culture.

Keeping candidates warm email template

Subject line

Update on the [Job_title] position/ Your application at [Company_name] for the [Job_title] position

Email body

Hi [Candidate_Name] / Dear [Candidate_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_title] 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 feel free to reach me via email or at [e.g. 1-444-555-2222], if you have any questions.

Email sign off

All the best / Kind regards,

[Your name]
[Signature]

What should be included in an email intended to keep candidates warm?

Keeping candidates warm through email communication is essential in maintaining their interest and enthusiasm for a role, especially when the hiring process experiences delays or extended periods of silence. Such emails serve as a bridge of engagement, ensuring candidates feel valued and informed, even if a final decision hasn’t been reached.

The email should start with a personalized greeting, addressing the candidate by name. This establishes a direct and respectful tone, emphasizing the individual nature of the communication.

Following this, it’s beneficial to express gratitude for the candidate’s patience and continued interest in the role. Recognizing their time and effort in the application and interview process underscores the company’s appreciation and respect for their potential contribution.

The main body of the email should provide an update on the hiring process. Even if there aren’t significant developments, sharing general progress or explaining any delays can be valuable. For instance, mentioning that the company is in the final stages of interviews or that there are internal deliberations underway gives the candidate a sense of where they stand.

If there are known delays, such as key decision-makers being away or unexpected company events, it’s honest and transparent to communicate this.

In addition to process updates, it’s a good practice to keep candidates engaged with company news or developments. Sharing recent achievements, product launches, or even industry news where the company was featured can foster a sense of inclusion.

It subtly integrates the candidate into the company’s narrative, making them feel a part of the organization even before a formal offer is made.

Encouraging open communication is also crucial. Inviting candidates to ask questions or share any concerns they might have ensures they feel heard and supported. It also provides an opportunity for HR or hiring managers to address any potential reservations the candidate might develop during the waiting period.

The post Keeping candidates warm email appeared first on Recruiting Resources: How to Recruit and Hire Better.

• Job title
• Department (optionally, mention manager’s name)
• Location (if applicable)
• Key responsibilities
• Requirements
• Application process and deadline

Clarify whether you plan to or have already made this job opening available to external applicants. If you’ve published the position (either to a job board or to your company’s intranet) add a link to the full job description.

You could also attach your company’s internal job posting policy or prompt employees to refer to it for more details about your application process.

Note that it might be best to send this internal job posting email only to eligible employees (e.g. those who have the desired skills or don’t need to relocate.)

Internal job posting email template

Email subject line

Internal job opening: [Job_title] / Looking for a new [Job_title]

Email body

Hi all,

As you may already know, there’s a vacancy for a [Job_title] in our [Department, e.g. Marketing Department.] Although we plan to publish this job opening to external channels, we strongly encourage any current employee who is interested in the role to apply.

Our new [Job_title] will work on the [e.g. Product Marketing] team and be responsible for [mention two or three main duties.]

To be considered for this role, you [mention must-have and nice-to-have requirements, e.g. should have experience monitoring and deploying software using Python or Ruby and be interested in learning more about virtualization and automation scripts.]

Click here [insert link to job ad] for a full job description.

To apply for this role, reply to this email by [date] with your resume and explain why you’re interested in this position.

Feel free to contact our HR team [include contact details] or refer to our company’s internal job posting policy [insert link or mention that you’ve attached the relevant file] if you have any questions about the position or the process.

Email sign off

Best regards,

[Your name]
[Your email signature]

The post Internal job posting email appeared first on Recruiting Resources: How to Recruit and Hire Better.

Note that it’s best to call, instead of email, candidates if you have to reschedule right before your appointment, so that you make sure they learn about the change promptly. Prompt communication also improves your candidate experience.

Reschedule interview email template

Email subject line

Interview with [Company_name]: New date / Rescheduling interview for the [Job_title] position

Email body

Hi [Candidate_Name] / Dear [Candidate_Name],

I’d like to inform you that, unfortunately, we need to reschedule our interview for the [Job_title] position that we had arranged for [date and time.]

[Briefly mention why you’re rescheduling, e.g. Due to unexpected family obligations, our hiring manager [Hiring manager’s name] won’t be available at that day.]

Could we reschedule for [new date and time]? Let me know if that works for you or if you would prefer another date or time this week.

Email sign off

Please accept my sincerest apologies for any inconvenience.

[Your name]
[Signature]

What should be included in a reschedule interview email?

Rescheduling an interview is a delicate matter, and the communication should be approached with professionalism, clarity, and respect for the candidate’s time and effort. The email’s primary goal is to convey the need for rescheduling while ensuring the candidate remains interested and feels valued.

The email should commence with a personalized greeting, addressing the candidate by their name, which fosters a sense of direct communication and respect. Following this, it’s essential to promptly inform the candidate of the need to reschedule the interview.

Transparency is paramount in this situation. While there’s no need to delve into exhaustive details, providing a concise reason for the change, whether it’s due to unforeseen internal meetings, interviewer unavailability, or other logistical challenges, helps the candidate understand and potentially empathize with the situation.

An immediate apology for any inconvenience caused is crucial. Recognizing that candidates might have adjusted their schedules or made specific preparations for the interview demonstrates the employer’s acknowledgment of their commitment and effort.

The next step is to propose alternative dates and times for the rescheduled interview. Offering multiple options, if possible, gives the candidate some flexibility and control over the new timing. If the new dates aren’t immediately available, it’s essential to assure the candidate that they will be informed as soon as a suitable time is determined.

It’s also beneficial to reiterate the company’s interest in the candidate. A simple statement expressing eagerness to meet and discuss the role can go a long way in ensuring the candidate remains enthusiastic about the opportunity, despite the rescheduling.

Lastly, the email should provide an avenue for the candidate to respond, ask questions, or share any concerns they might have regarding the new schedule. This open invitation for dialogue ensures that any potential issues or conflicts are addressed promptly.

The post Reschedule interview with candidates email appeared first on Recruiting Resources: How to Recruit and Hire Better.

• The exact day and time of the interview, particularly if it was scheduled more than a few weeks earlier
• To bring their ID or other documents (e.g. portfolio or assessment) to the interview
• Your office’s location along with directions on how to get there
• Credentials or login details if you’re interviewing via a video platform

Sending this reminder email before interviews can help improve candidate experience. For example, candidates will appreciate that you went the extra mile to contact them and give them all the information they’ll need to come prepared at their interview.

You can also avoid potential misunderstandings that might delay the hiring process and frustrate candidates. For example, when candidates who are about to enter a video interview don’t have the login info at hand, they could be late to the call or even get flustered – never a good thing especially for a coveted candidate.

Keep this email brief and make it clear from the subject line that it’s a reminder for your upcoming interview. If you’re contacting candidates to schedule interviews, check our interview confirmation email template.

Interview reminder email template: Example 1 (in-person interview)

Email subject line

Reminder for interview with [Company_name] / [Tomorrow’s] interview for the [Job_title] position

Email body

Hi [Candidate_Name] / Dear [Candidate_Name],

We’re looking forward to meeting you [tomorrow] – as we agreed, [the recruiter/ hiring manager’ name] will welcome you at [time] in our offices.

[Please make sure to bring your ID with you, as the security guard will ask for it upon your entry. Here’s a link with directions to our offices. Feel free to call me at 1-444-555-2222 if you need further information.]

Email sign off

Thanks,

[Your name]
[Email signature]

Interview reminder email template: Example 2 (video interview)

Email subject line

Reminder for interview with [Company_name] / [Tomorrow’s] video interview for the [Job_title] position

Email body

Hi [Candidate_Name] / Dear [Candidate_Name],

We’re looking forward to speaking with you tomorrow – as we agreed, [the recruiter/ hiring manager’ name] will meet you over our video platform [name of vendor].

[To log in to the call, click on this link and then use the following details:
Username: JobTitle_Company
Password: 123456

If possible, connect a couple minutes earlier to make sure your camera and microphone are working properly. If you experience any technical issues, feel free to contact me via email or call me at 1-444-555-2222.]

Email sign off

Thanks,

[Your name]
[Email signature]

The post Interview reminder email template appeared first on Recruiting Resources: How to Recruit and Hire Better.

Keep candidates warm if you plan to reschedule your interview. If possible, schedule a new appointment, or tell candidates when they should expect to hear back from you. However, if you know that the position won’t be open again (e.g. your company’s staffing plans changed or you decided to fill the position internally) it’s best to be honest to avoid raising false hopes.

Interview cancellation from employer email template

Email subject line

Cancelling interview for the [Job_title] position

Email body

Hi [Candidate_Name] / Dear [Candidate_Name],

I’d like to inform you that, unfortunately, we need to cancel our interview for the [Job_title] position that we had arranged for [date and time.]

[Briefly mention why you’re cancelling and when/whether you are going to reach out again, e.g. Our hiring plans have changed and we decided to put this position on hold for at least three months, so we won’t be conducting any interviews at this time. However, as we were very impressed with your qualifications, we’d like to reach out again once the role is open and schedule a new appointment, if you’re still available to meet. In the meantime, I’ll keep you posted on any updates about this or similar roles.]

Email sign off

Thank you, again, for taking the time to apply at [Company_name] and please accept my sincerest apologies for any inconvenience.

Regards,

[Your name]
[Signature]

What should be included in an interview cancellation email?

An interview cancellation email from an employer is a sensitive piece of communication that requires tact and clarity. It’s essential to convey the message with professionalism while ensuring the candidate feels respected and valued, even if the interview isn’t proceeding as initially planned.

The email should begin with a courteous greeting, addressing the candidate by their name to establish a direct and personal connection. Following this, it’s crucial to get straight to the point, informing the candidate of the interview’s cancellation. Transparency is key here.

While you don’t need to go into exhaustive detail, providing a brief reason for the cancellation, whether it’s due to internal changes, a sudden emergency, or a shift in hiring needs, can help the candidate understand the situation better.

Apologizing for the inconvenience is a must. Candidates often rearrange their schedules, prepare extensively, or even decline other opportunities in anticipation of an interview. Acknowledging the effort and time they’ve invested demonstrates empathy and respect on the employer’s part.

If the company intends to reschedule the interview, this should be clearly communicated. Offering potential alternative dates or stating that a representative will be in touch soon to arrange a new time can provide some reassurance to the candidate. However, if the role has been filled or the hiring process has been halted indefinitely, it’s essential to convey this as well, ensuring the candidate isn’t left in limbo.

The email should also provide the candidate with an opportunity to respond or ask questions. Encouraging open communication can help alleviate any potential disappointment or confusion on the candidate’s part.

• More resources:
  • Keeping candidates warm email template
  • How to reject candidates without burning bridges
  • Scheduling an interview email

The post Interview cancellation email from employer appeared first on Recruiting Resources: How to Recruit and Hire Better.

If you want referrals for one specific role, customize this “Refer a friend for a job” email template to include job requirements. Or, use our employee referral program sample email.

Sourcing candidates? People Search from Workable is the fastest, most effective way to find email addresses, resumes, social and professional profiles.

Refer a friend email template:

Email subject line

We’re hiring! / Refer a friend to work with us!

Email body

Hi all,

As you know, here at [Company_name], we are always looking to grow our teams with talented people, just like you.

If you know someone who you think would be a good fit here, let us know. To make this process easier for all, please refer your friend by answering the following questions:

• What’s the name of the person you want to refer and how do you know them? (e.g. “X is a former colleague from Y company”)
• For what role(s) will this person be suitable for? (e.g. Account Manager in the Sales department)
• What’s their main area of expertise and their most significant skills? (e.g. “solid knowledge of X HRIS system and experience managing payroll for large companies”)
• If you’ve previously worked together, mention one or two things that make your friend a good coworker. (e.g. “always meets deadlines”, “gives memorable presentations” or “is willing to help fellow team members”)
• Why do you think this person would be a good fit for our company? (e.g. “has a broad network and can help us expand our customer base,” “is very creative and passionate about web design and can contribute with new ideas” or “works well under pressure and will help our team stay organized.”)

Please attach your friend’s contact details and resume to the email and leave next steps to us.

[It’s best to mention whether you offer an employee referral bonus program, e.g. “Keep in mind that if we end up hiring the friend you’ll refer to us, you’ll be eligible for one additional PTO day as a bonus.”]

Don’t forget to regularly check our careers page [add link] for new openings.

Email sign off

If you have any questions, feel free to contact [add appropriate person’s name and contact details, e.g. recruiter’s name with a link to their email].

Thank you!

[Your name]
[Signature]

What should be included in an email intended to ask for employee referrals?

When crafting an email to encourage employee referrals, it’s paramount to emphasize the mutual benefits of the referral process. The email should highlight the company’s trust in its employees’ judgment, recognizing that they are well-positioned to identify individuals who would be a good fit for the organization.

This not only taps into the vast networks employees have but also makes them feel valued and trusted.

The email should provide clarity on the roles or positions the company is looking to fill. By offering a brief overview of the job requirements and the desired qualifications, employees can make informed decisions about who in their network might be suitable.

It’s also beneficial to touch upon the company’s values and culture, ensuring that potential referrals align not just in skill but also in ethos.

Incentivizing the referral process can significantly boost participation. Details about any rewards or recognition, such as bonuses or other perks for successful referrals, should be clearly communicated. This serves as motivation and shows employees that their efforts in aiding the company’s growth are tangibly appreciated.

Open lines of communication are crucial. Employees should feel comfortable approaching HR or the concerned department with questions about the referral process, the roles in question, or the status of their referred candidates. Providing a point of contact or specifying a method for submitting referrals ensures a smooth and efficient process.

Lastly, expressing gratitude is key. The email should convey genuine appreciation for employees’ contributions to the company’s growth, reinforcing the idea that every employee plays a role in shaping the organization’s future.

The post Refer a friend for a job email appeared first on Recruiting Resources: How to Recruit and Hire Better.

Your subject line should clearly communicate that you’re sending an interview invitation to encourage your candidates to open your email as soon as possible. Your message should detail all the necessary information to set up the interview, including: the name of the position you’re interviewing for (if your candidate is applying to lots of jobs, they mightn’t be keeping track of different job titles), when you would like the interview to take place (you may want to offer 2 or 3 scheduling options or state that you’re flexible), where it will be (include your office address) and who will interview the candidate. Let your candidates know if they need to bring anything with them (like an ID or resume.) It’s also nice to let them know approximately how long you expect their interview to last, and any other details about your structured interview process.

Looking to save time with the interview process? Sign up for our 15-day free trial of Workable’s end-to-end recruiting software and start hiring better people, faster.

Email template for scheduling an interview

Subject line

Invitation to interview – [Company_name] / Interview with [Company_name] for the [Job_title] position

Email body

Hi [Candidate_Name] / Dear [Candidate_Name],

Thank you for applying to [Company_name].

Your application for the [Job_title] position stood out to us and we would like to invite you for an interview at our office[s] to get to know you a bit better.

You will meet with the [Department_name] department manager [optional – Manager_name]. The interview will last about [X] minutes and you’ll have the chance to discuss the [Job_title] position and learn more about our company. [If applicable: Insert information about what the candidate might need to bring with them e.g. ID to pass from the security/reception, resume or portfolio.]

Would you be available on [date and time – or, range of dates/times]?

Sign off

Looking forward to hearing from you,

All the best / Kind regards,

[Your name]
[Signature]

What should be included in an email intended to schedule an interview?

Scheduling an interview is a pivotal step in the hiring process, and the email sent to candidates for this purpose should be crafted with clarity, respect, and anticipation.

The email should open with a warm and personalized greeting, addressing the candidate by their name, which immediately establishes a direct and friendly tone. Following this, it’s essential to express the company’s interest in the candidate, based on their application or any prior interactions. This affirmation serves to set a positive tone and reiterates the candidate’s potential value to the organization.

The main content of the email should then delve into the specifics of the proposed interview. Clearly state the date and time you’re suggesting for the interview, ensuring there’s a note indicating flexibility to accommodate the candidate’s availability. If multiple slots are available, it’s helpful to provide a range, allowing the candidate to choose a time that best suits them.

The location of the interview is another crucial detail. If it’s an in-person meeting, provide the exact address, and if possible, any helpful directions or landmarks. For virtual interviews, it’s imperative to include details about the platform being used, any necessary login credentials, and perhaps a backup method of communication in case of unforeseen technical issues.

Beyond the logistical details, candidates often appreciate a brief overview of what to expect during the interview. This could encompass the estimated duration, the names or roles of the interviewers, or a general idea of the topics or tasks that might be covered. Such insights can help the candidate prepare more effectively and reduce any potential anxiety.

Towards the end of the email, it’s beneficial to encourage the candidate to confirm their availability for the proposed slot or suggest alternative timings if necessary. This call to action ensures a prompt response and aids in finalizing the interview schedule.

More resources:

• Read our comprehensive Guide to establishing a structured interview process.
• Learn how Workable can help with interview scheduling and preparation
• Sample interview questions:
  • Communication skill interview questions
  • Personality interview questions
  • Second-round interview questions
• Find a sample email to use for interview follow up
• Schedule a phone interview email sample
• Reschedule interview email
• Cancel interview email sample

The post Scheduling an interview email appeared first on Recruiting Resources: How to Recruit and Hire Better.

These emails also help you begin building relationships with candidates for future job openings. They’re useful for:

• Agency recruiters who want to build a network with candidates.
• In-house recruiters who want to inform candidates about job opportunities at their company.

Since this is your first contact, keep your email brief and clear. Mention:

• Who you are (name, role and company)
• How you found their contact details
• Why you decided to get in touch
• What the position is
• What your next steps will be (e.g. connect on LinkedIn or schedule a call)

Make sure your email signature contains your contact details, including email, phone, company website and social media accounts. Also, adjust the tone and language to align with your company culture.

To source EU candidates, you need to collect their data and craft your sourcing emails in accordance with the General Data Protection Regulation (GDPR). Learn more about how to be compliant with GDPR in our guide.

Recruiter introduction to candidates email template

Subject line

[Company_name] is looking for a [Job_title] / Interested in joining our team at [Company_name]? / Looking for great [Job_title] / Invitation to connect

Email body

Hi [Candidate_Name],

I am [your name] and I work as a [your job_title] at [Company_name]. 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 [Company_name], 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_title – add link to the job description] 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.

Email sign off

I hope you have a great day.

Sincerely,

[Your name]
[Signature]

The post Recruiter introduction to candidates email appeared first on Recruiting Resources: How to Recruit and Hire Better.

Recruiters could choose to send interview feedback to candidates who reached the final stages of the hiring process. It’s a good idea to send feedback to inexperienced entry-level candidates, to encourage them to apply to future roles.

When you write an interview feedback email to candidates:

• Give honest and specific feedback. Candidates don’t want vague responses, they want to hear why they didn’t qualify for the job.
• Avoid legal issues. Refrain from discriminatory comments (e.g. “We’re looking for a younger individual to fill this role.”) Stick to job-related arguments (e.g. “While we are impressed by your educational experience, we are looking for someone with demonstrable X skills to fill this role.”)
• Be genuine. Prompt candidates to apply in the future, only if you think they are qualified. Otherwise, a simple “Best of luck with your job search” will leave a good impression.

Customize this interview feedback to candidates email template to provide details about why you rejected them. You can also adopt a more casual or formal tone, depending on your company culture.

Interview feedback to candidates email template

Subject Line

Your application to [Company_name] for the [Job_title] position

Email body

Dear [Candidate_Name],

Thank you for taking the time to apply to [Company_name]. We wanted to let you know that we have chosen to move forward with a different candidate for the [Job_title] position.

Although our team was impressed with your [e.g. performance on the assignment / in-person communication / experience in X tool], we are looking for someone who [e.g. has more experience in Y / can take full responsibility for our sales goals / has native-level speaking abilities in Spanish.]

Now that we have had the chance to learn more about you, we will keep your resume on file for future openings that suit your qualifications. If you think you qualify for an open position in the future, and you would like to apply, please feel free to reach out.

Email sign off

Thanks again for your interest in [Company_name] and best of luck with your job search.

Kind regards,

[Your name]
[Signature]

What should be included in an interview feedback to candidates email?

Providing feedback after an interview is not just a procedural step but a reflection of a company’s professionalism and respect towards its candidates. The email should begin with a personalized greeting, addressing the candidate directly, followed by expressing gratitude for their time and interest in the position.

It’s essential to highlight the candidate’s strengths observed during the interview, offering a balanced perspective before delving into areas that might need improvement. Constructive and specific feedback allows the candidate to genuinely understand and learn from the observations.

If the candidate hasn’t been selected, this decision should be conveyed with compassion and clarity, emphasizing the role’s specific requirements rather than questioning their overall capabilities. Concluding on a positive note, expressing optimism about their future endeavors, ensures the candidate retains a favorable impression of the company, regardless of the outcome.

The post Interview feedback to candidates email appeared first on Recruiting Resources: How to Recruit and Hire Better.

Send an initial email to inform candidates you’d like to interview them. Settle the details with a second email (once they’ve confirmed they’re still interested in the position.) To avoid confusion, once candidates agree to an interview, send a confirmation email summarizing interview details.

Whatever your approach, customize this template with times and days that work for you. Also, make sure that your subject line clearly states that this email is a first or second interview invitation.

Looking to save time with the interview process? Sign up for our 15-day free trial of Workable’s end-to-end recruiting software and start hiring better people, faster.

Interview availability email template

Subject line

Invitation to interview – [Company_name] / Interview with [Company_name] for the [Job_title] position

Email body

Hi [Candidate_Name] / Dear [Candidate_Name],

Thank you for applying to [Company_name].

Your application for the [Job_title] position stood out to us and we would like to invite you for an interview [at our offices / via phone / via Skype] to discuss the role and get to know you a bit better.

You will meet with [Department_name] department manager [Manager_name]. The interview will last about [X] minutes and you’ll have the chance to discuss the [Job_title] position and learn more about our company. [If applicable, let candidates know what they might need to bring to the interview, like an ID to get past security/reception, a resume or a portfolio.]

Please let me know which of the following options you prefer. I will send you a calendar invitation once I receive your reply.

[Monday 6/1, 3 p.m.]
[Tuesday 6/2, 11 a.m.]
[Tuesday 6/2, 2 p.m.]

If none of these time slots work for you, please let me know of your availability next week, so we can find a convenient time.

Sign off

Looking forward to hearing from you,

All the best / Kind regards,

[Your name]
[Signature]

What should be included in an availability email?

An interview availability email is a crucial piece of communication in the hiring process. It bridges the gap between the employer’s interest in a candidate and the actual face-to-face interaction. Crafting this email with clarity and professionalism ensures a smooth scheduling process and sets the stage for a positive interview experience.

The email should begin with a brief introduction, reiterating the company’s interest in the candidate based on their application or previous interactions. This serves to reaffirm the candidate’s potential value to the organization and sets a positive tone for the upcoming discussions.

It’s also beneficial to provide a concise overview or reminder of the position they’ve applied for, ensuring both parties are aligned from the outset.

Following the introduction, the main content of the email should focus on the logistics of the interview. Clearly state the proposed dates and times for the interview, ensuring there’s flexibility to accommodate the candidate’s schedule. If multiple slots are available, it’s helpful to provide a range, allowing the candidate to choose a time that best suits them.

The mode of the interview is another essential detail. Whether it’s an in-person meeting, a video call, or a phone interview, specifying this ensures the candidate is adequately prepared. For in-person interviews, providing the exact location, any relevant directions, or parking information can be invaluable.

For virtual interviews, including details about the platform being used, any necessary login credentials, and a backup contact method in case of technical difficulties can streamline the process.

In addition to the logistical details, it’s a thoughtful touch to give the candidate an idea of what to expect during the interview. This could include the estimated duration, the names or roles of the interviewers, or any specific topics or tasks that might be covered. Such insights can help the candidate prepare more effectively.

Towards the conclusion of the email, encourage the candidate to confirm their availability for the proposed slots or suggest alternative timings if necessary. This call to action ensures a prompt response and aids in finalizing the interview schedule.

Lastly, always provide a point of contact, be it an HR representative or the hiring manager, whom the candidate can reach out to with any questions or clarifications. This open line of communication fosters a sense of transparency and approachability.

In essence, an interview availability email, while primarily logistical in nature, is an opportunity for the company to showcase its organizational skills, respect for candidates, and eagerness to bring onboard the right talent.

The post Interview availability email appeared first on Recruiting Resources: How to Recruit and Hire Better.

If you’re wondering about whether you should send a rejection email, it’s important to keep in mind that ignoring a rejected candidate could negatively impact your employer brand and sabotage your company’s candidate experience. Use this rejection email sample to build and maintain a relationship with your applicants.

Explaining why you’re rejecting candidates shows candidates that you appreciate the time and effort they took to apply to your job, and won’t leave them guessing. If, for example, they were skilled but lacked experience, they might consider applying again in the future. Or, if they applied late in your application cycle, or were more suitable for another position, you could reach out to them when there’s another opening.

If your candidate was in the final stages of your hiring process, you could suggest connecting on social media (e.g. LinkedIn) to stay in touch. But, if you know that you won’t reconsider a candidate in the future – it’s best to be honest and avoid alluding to future opportunities.

Even if you’re rejecting a candidate outright, adding a short personal note (like ‘good luck with your X project’ or ‘best of luck with your future endeavours’) will increase the likelihood of leaving a good impression.

This late-stage candidate rejection email template will help you inform your candidates that they’re not moving forward to the final stage of your hiring process. You can customize your email to give your candidates some feedback and details about why you decided to reject them, especially if they went through an interview process.

For candidates rejected through your resume screening process, you should opt for a simple, short message. You could also choose between a formal or casual tone, depending on your company culture. For more inspiration, read our post-interview, applicant and candidate rejection letter samples or our job application rejection email template.

Sending rejection letters to candidates is an integral part of the hiring process. Signup for free to Workable’s all-in-one recruiting software for better candidate experience.

Candidate rejection email template

Email subject line

Your application to [Company_name]

Email body

Dear [Candidate_name],

Thank you for taking the time to consider [Company_name]. We wanted to let you know that we have chosen to move forward with a different candidate for the [Job_title] 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.

Email sign off

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

Regards,

[Your name]
[Your email signature]

• More email templates: 12 time-saving email templates for recruiters

The post Candidate rejection email template appeared first on Recruiting Resources: How to Recruit and Hire Better.

Looking to save time with the interview process? Sign up for our 15-day free trial of Workable’s end-to-end recruiting software and start hiring better people, faster.

Phone interview email template

Email subject line

Invitation to phone interview – [Company_name] / Phone interview with [Company_name] for the [Job_title] position

Email body

Hi [Candidate_Name] / Dear [Candidate_Name],

Thank you for applying to [Company_name].

My name is [your name] and I’m a recruiter/the hiring manager. I would like to have a phone discussion about your application for the [Job_title] role.
I’d like to tell you more about [Company_name] and get to know you a bit better.

Would you be available for a short introductory phone call [give a specific timeframe – like, early next week]?

Email sign off

Looking forward to hearing from you,

All the best / Kind regards,

[Your name]
[Signature]

What should be included in a phone interview email?

Introduction and purpose:
Begin with a cordial greeting, specifically addressing the candidate. Introduce the reason for the email, emphasizing the position they’ve applied for. For instance: “Thank you for expressing interest in the [Job_title] role at [Company_name]. We’ve reviewed your application and would like to proceed with a phone interview to further discuss your qualifications.”

Date and time of the interview:
Clearly mention the proposed phone interview’s date and time. To offer the candidate some flexibility, consider suggesting a few different time slots. Also, provide an estimated duration so they can plan their day accordingly. For example, “We’re looking at scheduling the phone interview on [Date]. It’s expected to last about [duration]. Please let us know which time works best for you.”

Interviewer details:
Offer information about the person conducting the interview. This is valuable as it allows the candidate to familiarize themselves with the interviewer’s role or background beforehand. “The interview will be conducted by [Interviewer’s Name], our [Interviewer’s Position].”

Agenda or topics to be covered:
Provide a succinct outline of what the phone interview will encompass. While detailed specifics aren’t necessary, a general idea helps the candidate prepare effectively. “During our conversation, we’ll delve into areas like your previous work experience, certain technical competencies, and your potential fit within our organizational culture.”

Any preparations needed:
If there are any prerequisites or preparations required from the candidate’s end, mention them clearly. This could be anything from specific documents to an online pre-assessment. “Ahead of our call, kindly ensure you have [specific documents] at hand, and please complete the online assessment linked here.”

Logistics and technical details:
Highlight whether the interview will be a standard phone call or if it involves a particular software or platform. If using a digital platform, remember to include any requisite access details. “We’ll be conducting this interview via [Platform/Regular Call]. In case of any technical interruptions, here’s an alternative contact method [backup method].”

Encourage questions:
It’s essential to maintain an open communication channel. Encourage the candidate to reach out for any clarifications or queries they might have. “We appreciate your proactive involvement in this process. If any questions or concerns arise before our scheduled conversation, please feel free to contact us.”

Concluding remarks:
Conclude the email on an optimistic note, signifying enthusiasm for the forthcoming dialogue. “We’re genuinely looking forward to our conversation and hope to delve deeper into the potential of having you join our team.”

More resources:

• Here is the list with the best interview questions to ask.
• Use our phone screening interview questions to determine your strongest candidates.
• Learn how startups and growing companies can establish an effective interview process.
• Learn how Workable’s recruitment software can help with interview preparation.
• Advice on how to invite a candidate to an interview.
• Good interview questions to ask candidates in the second round

The post Phone interview invitation email appeared first on Recruiting Resources: How to Recruit and Hire Better.

In your email:

• Thank candidates for taking the time to apply for a role at your company.
• Remind them of the exact job they applied for.
• Mention the status of their application and next steps (e.g. “The hiring manager/ recruiting team is currently reviewing all applications.”)
• If possible, give candidates a timeframe of when to expect hearing back from you.

Application acknowledgement email template

Email subject line

Thank you for your application / Your application at [Company_name]

Email body

Hi [Candidate_Name] / Dear [Candidate_Name],

Thank you for applying to the [Job_title] position at [Company_name].

I’d like to inform you that we received your [application/resume/portfolio.] Our hiring team is currently reviewing all applications and we are planning to schedule interviews [mention timeframe, e.g. in the next two weeks.] If you are among qualified candidates, you will receive [e.g. a call/email] from our one of our recruiters to schedule [e.g. a phone interview.] In any case, we will keep you posted on the status of your application.

Email sign off

Thank you, again, for taking the time to apply to this role at [Company_name.]

Best regards,

[Your name]
[Signature]

What should be included in an application acknowledgement email?

Upon receiving a job application, the initial communication with the candidate sets the tone for the entire hiring process. An application acknowledgment email serves as this crucial first touchpoint. It’s essential to start the email with a warm and personalized greeting, addressing the applicant directly by their name.

This simple gesture can make the communication feel more individualized and less automated.

Expressing gratitude is the next pivotal element. Taking a moment to genuinely thank the applicant for their interest in the company and the effort they’ve put into their application can foster goodwill. This acknowledgment not only confirms the receipt of their application but also conveys appreciation for their desire to be a part of the organization.

To help manage the candidate’s expectations, it’s beneficial to provide a brief overview of the selection process. By outlining what the subsequent steps might entail, whether it’s a series of interviews, assessments, or background checks, the candidate gains a clearer understanding of what lies ahead.

Coupled with this, offering a tentative timeline can be immensely helpful. Informing candidates about when they might expect further communication or updates reduces anxiety and uncertainty, making the waiting period more bearable.

Open lines of communication are always appreciated. By providing the candidate with a point of contact, be it an HR representative or a hiring manager, you’re ensuring they have a direct avenue to address any queries or seek clarifications. This openness not only aids the candidate but also reflects positively on the company’s approachability and transparency.

In today’s digital age, data privacy is paramount. If applicable, it’s a thoughtful touch to reassure candidates that their personal and professional details will be treated with the utmost confidentiality, used solely for the purposes of the hiring process.

Concluding the email on a positive note can leave a lasting impression. A brief expression of looking forward to potentially progressing with their application, followed by a professional sign-off, rounds off the communication effectively.

If there are additional resources or materials that might benefit the candidate at this juncture, including them can be a value-added gesture, further enhancing the candidate’s perception of the company.

In essence, an application acknowledgment email, while seemingly straightforward, carries significant weight. It’s the company’s first opportunity to showcase its professionalism, respect for candidates, and its organizational culture.

The post Application acknowledgement email appeared first on Recruiting Resources: How to Recruit and Hire Better.

Email subject line

Confirmation for interview – [Company_name] / Interview with [Company_name] for the [Job_title] position

Email body

Hi [Candidate_Name] / Dear [Candidate_Name],

I would like to confirm your interview for the [Job_title] position. At this meeting, we’ll have the chance to [e.g. discuss your assignment] and get to know you a bit better. Below are the details of your interview:

When: [date and time, e.g. Thursday, May 25, at 11 a.m] – the estimated duration is [e.g. 30] minutes
Where: [full address, e.g. 33 Farnsworth Street, 4th Fl, Boston, MA 02210 – if necessary, include a link with the specific location on the map and/or directions]
Who: [name and job title of the interviewer]

Keep in mind that you’ll need your ID, as the security guard will ask for it at the front desk. If you plan to drive, there is a parking lot next to our office that you may use.

Feel free to contact me via email or at [e.g. 1-444-555-2222], if you have any questions.

Email sign off

I look forward to meeting with you and discussing this job opportunity at [Company_name].

All the best / Kind regards,

[Your name]
[Signature]

What should be included in an interview confirmation email?

An interview confirmation email serves as a bridge of communication between the employer and the candidate, ensuring both parties are aligned on the details of the upcoming interview.

Starting with a courteous greeting, the email should first acknowledge the recipient’s availability for the interview. It’s essential to reiterate the specifics of the interview, such as the date and time, to ensure there’s no ambiguity. Additionally, providing the location of the interview, whether it’s a physical address or a virtual meeting link, is crucial.

If the interview is in-person, offering directions or a map can be a thoughtful touch, especially if the location is challenging to find.

Beyond the basic logistics, the email should also specify the expected duration of the interview and any documents or materials the candidate should bring, such as a resume, portfolio, or identification. If there are multiple rounds or panel members involved, it’s helpful to mention this, giving the candidate an idea of the interview’s structure (e.g. candidates will complete a test or discuss their assignment).

For virtual interviews, it’s essential to provide technical details. This includes the platform being used, any required software or apps, and troubleshooting contacts in case of technical difficulties.

Lastly, the email should encourage the recipient to reach out with any questions or if they need further clarification on any aspect of the interview. A polite closing, expressing anticipation for the upcoming meeting, followed by the sender’s name, title, and contact information, rounds off the email effectively.

If this is the first interview with candidates at your office, include:

• How to get to your office (e.g. provide a link with directions and/or map, or point out some landmarks nearby)
• How to enter the building as a visitor (e.g. if they need to bring their ID)
• Where to park (if your office is located in a busy area)

When writing this email, keep it brief. Make sure your subject line is clear, otherwise candidates may not open your message.

If you and the candidate booked the interview a while ago, consider sending this interview confirmation email one to two days before your appointment as a friendly reminder. You could also use this email to set the final date and time for the interview, after you’ve discussed your availability.

Like all recruiting emails to candidates, make sure your writing style aligns with your company culture.

The post Interview confirmation email appeared first on Recruiting Resources: How to Recruit and Hire Better.

Keep in mind that you should use a different approach for each situation to increase the possibility of getting a positive response. For example, if you previously rejected a candidate because they lacked experience and it’s been a long time since your last communication, they’ve probably gained more work experience so you should contact them again to see if they’re interested in a new opportunity.

(Note that under the General Data Protection Regulation (GDPR), you can’t keep the data of European candidates indefinitely and without informing them. Learn more about how to be compliant with GDPR before you source EU candidates).

Use the email as a springboard to a phone call or in-person conversation to discuss the details. But, try to avoid raising false hopes. Being rejected for a second time will leave a bad impression. You can simply mention that there’s a new job opening you would like to talk to them about, if they’re interested.

Sourcing candidates? People Search from Workable is the fastest, most effective way to find email addresses, resumes, social and professional profiles.

New job opportunity email template:

Email subject line: New job opportunity at [Company_name] / Interested in a new job opportunity with [Company_name]?

Hi [Candidate_Name],

I am [your name], [your job_title] at [Company_name]. We met [e.g. recently / around 2 months ago], when you applied for the [Job_title] 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_title] 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_title] and we believe your skills and expertise are a better match for this role. We are opening a new position for the [Job_title] 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]

• Learn why it’s important to write rejection letters after interviews.

The post New job opportunity email to past candidate appeared first on Recruiting Resources: How to Recruit and Hire Better.

For a sample email specific to external networks, see our employee referrals from external network email template.

Employee referral email template

Email Subject Line: We’re hiring! / Do you know a great [Job title]?

Hi all,

We are excited to announce that we are currently looking for a [Job Title] to work with our [ X team/ Y department]!

This person will be responsible for [Include 1-2 key duties, e.g. ‘This person will join our mobile developers team and will be responsible for improving our iOS applications.’]

[It’s best to add some top requirements for the position, e.g. ‘Experience with Swift and passion for mobile technologies are required for this role.’]

If you know someone who you think would be a good fit, it would be great if you could refer them [It’s best to mention how to refer a candidate, e.g. by emailing the recruiting team, mentioning them directly to the hiring manager or adding their contact details to the company’s ATS.]

Thank you!

[Your name]
[Signature]

Don’t miss our Employee referral 101.

The post Employee referral program sample email appeared first on Recruiting Resources: How to Recruit and Hire Better.

Email subject line: Assignment for the [Job_title] position

Hi [Candidate_Name] / Dear [Candidate_Name],

Please find attached an assignment as part of our interview process. I’m also attaching some instructions to help you complete the assignment.

Keep in mind that there are no ‘right answers.’ This assignment is designed is to gauge your skills and give us an idea of how you approach tasks relevant to the [Job_Title] role. It would be great if you could send this over to us [within X time frame or by Y date].

Please do not hesitate to get in touch if you have any questions.

Best of luck with the assignment,

[Your name]
[Signature]

[When you receive the assignment]

Hi [Candidate_Name] / Dear [Candidate_Name],

Thank you for completing the assignment. Our team will review it and get back to you with feedback as soon as possible.

I hope you enjoy your day,

[Your name]
[Signature]

• Read about smart interview techniques to hire the right people.
• Read about common mistakes to avoid when interviewing top candidates.

The post Sending an interview assignment: example email appeared first on Recruiting Resources: How to Recruit and Hire Better.

Thank you for taking the time to meet with our team about the [role title] role at [company name]. It was a pleasure to learn more about your skills and accomplishments.

Unfortunately, our team did not select you for further consideration.

I would like to note that competition for jobs at [company name] is always strong and that we often have to make difficult choices between many high-caliber candidates. Now that we’ve had the chance to know more about you, we will be keeping your resume on file for future openings that better fit your profile.

I am happy to answer your questions if you would like any specific feedback about your application or interviews.

Thanks again for your interest in [company name]  and best of luck with your job search.

Regards,

[Sender Name]

• Learn why employers should always write a polite rejection letter after an interview
• Tutorial: How to reject candidates without burning bridges

Sample rejection letter after interview

The post Post-interview rejection letter sample appeared first on Recruiting Resources: How to Recruit and Hire Better.

Automate the way you schedule interviews and send bulk emails to candidates using Workable. Request a demo to learn more.

Subject line: Interview with [Company_name] for the [job_title] position

Dear [Candidate’s name] / Hi [Candidate’s name],

Thank you for taking the time to talk to us about the [job_title] position. It was a pleasure getting to meet you and we think that you’d be a good fit for this role.

[As a next step, we’d like to invite you to an interview with our CEO / VP of Engineering where you’ll have the chance to further discuss the position and ask any questions you have.]

Or

[As a next step, we’d like to send you an assignment that simulates some of the job duties. It’ll give you the chance to better understand what the position entails and showcase your skills.]

If you agree, please reply to this email and I’ll [schedule the interview / send you the assignment along with guidelines.] Also, feel free to reach out if you have any questions.

Looking forward to hearing back from you,

[Your name]
[Email signature]

Related resources:

• Schedule interviews with candidates
• Invite candidates to a second interview
• Send candidates an assignment
• Keep candidates warm during the hiring process

The post Email to successful candidate after interview appeared first on Recruiting Resources: How to Recruit and Hire Better.

• Position details (title, working schedule)
• Compensation
• Bonus or commission
• Employee benefits
• Privacy policies
• Termination conditions

You can customize this sample offer letter format and add, modify or remove specific terms and benefits. Note that the following job offer template contains placeholders that you can easily fill with your company’s data.

It’s best to contact your candidate via phone or email to announce you’re extending a job offer before sending this formal document.

If you’re sending the offer letter via email, make sure to:

• Use an email subject line that clearly states this is a job offer (e.g. “Job offer from [Company_name]” or “Job offer for the position of [Job_title] at [Company_name]”)
• Keep the email body text brief and mention that the candidate can find the detailed job offer letter attached.
• Set a specific timeframe for when you would like to get your candidate’s final response.

You can also personalize the email body text and tweak the tone to match your company culture. But, keep the language in your employment offer letter formal and clear, as it’s an official document that describes the employment terms between you and your future hire.

Keep in mind that this template is not a legal document and may not take into account all relevant local or national laws. Please ask your attorney to review your finalized job offer letter.

Start a free trial with Workable to effectively manage your applicants, interviews and job offers.

Job offer email template

Email subject line: [Company_name] job offer / Job offer from [Company_name]

Dear [Candidate_name],

We’re delighted to extend this offer of employment for the position of [Job_title] with [Company_name]. Please review this summary of terms and conditions for your anticipated employment with us.

If you accept this offer, your start date will be [Start Date] or another mutually agreed upon date, and you would report to [Manager_name].

Please find attached the terms and conditions of your employment, should you accept this offer letter. We would like to have your response by [date]. In the meantime, please feel free to contact me or [Manager_name] via email or phone at [provide contact details], if you have any questions.

We are all looking forward to having you on our team.

Best regards,

[Your name]
[Signature]

Job offer letter template – attachment

Job offer format: Table of contents

I. Position

II. Cash compensation

III. Bonus (or commission) potential

IV. Employee benefits

V. Privacy and confidentiality agreements

VI. Termination conditions

VII. Interpretation, amendment and enforcement

I. Position

Job title

Your title will be [Job_title], and you will report to the Company’s [Manager’s job_title].

Working schedule

This is a [full-time/part-time] position requiring approximately [e.g. 40] hours per week. Your regular weekly schedule will be [e.g. Monday to Friday 09:00-17:00].

Employment Relationship

Employment with the Company is for no specific period of time. Your employment with the Company will be “at will,” meaning that either you or the Company may terminate your employment at any time and for any reason, with or without cause. Any contrary representations that may have been made to you are superseded by this letter agreement. This is the full and complete agreement between you and the Company on this term. Although your job duties, title, compensation and benefits, as well as the Company’s personnel policies and procedures, may change from time to time, the “at will” nature of your employment may only be changed in an express written agreement signed by you and a duly authorized officer of the Company (other than you.)

II. Cash Compensation

Salary

The Company will pay you a starting salary at the rate of $[Gross annual salary] per year, payable in accordance with the Company’s standard payroll schedule, beginning [start day] and you will receive your first paycheck on [date]. This salary will be subject to adjustment pursuant to the Company’s employee compensation policies.

Tax withholding

All forms of compensation referred to in this letter agreement are subject to reduction to reflect applicable withholding and payroll taxes and other deductions required by law.

Tax advice

You are encouraged to obtain your own tax advice regarding your compensation from the Company. You agree that the Company does not have a duty to design its compensation policies in a manner that minimizes your tax liabilities and you will not make any claim against the Company or its Board of Directors related to tax liabilities arising from your compensation.

III. Bonus (or commission) potential

In addition, you will be eligible to be considered for an incentive bonus for each fiscal year of the Company. The bonus (if any) will be awarded based on objective or subjective criteria established by the Company’s Chief Executive Officer and approved by the Company’s Board of Directors. Your target bonus will be equal to [percent]% of your annual base salary. Any bonus for the fiscal year in which your employment begins will be prorated, based on the number of days you are employed by the Company during that fiscal year. Any bonus for a fiscal year will be paid within [number] months after the close of that fiscal year, but only if you are still employed by the Company at the time of payment. The determinations of the Company’s Board of Directors with respect to your bonus will be final and binding.

IV. Employee benefits

As a regular employee of the Company, you will be eligible to participate in a number of Company-sponsored benefits.

The Company offers a comprehensive employee benefits program, including:

Vacation policy

You will be eligible for [number] days of paid vacation leave per year. Paid time off is additional to sick days, bank holidays and days that the company does not operate.

Private health and dental insurance plan

As all Company employees, you will be eligible for the private health and dental insurance plan we provide. Specific terms and conditions may change upon vendor’s decision.

Stock Options

Subject to the approval of the Company’s Board of Directors or its Compensation Committee, and following the adoption by the Company of an equity incentive plan, you will be granted an option to purchase [number] shares of the Common Stock of the Company or of its parent (the “Option.”) The exercise price per share of the Option will be determined by the Board of Directors or the Compensation Committee when the Option is granted. The Option will be subject to the terms and conditions applicable to options granted under the Company’s Stock Plan (as adopted, the “Plan”), as described in the Plan and the applicable Stock Option Agreement. You will vest in 25% of the Option shares after 12 months of continuous service, and the balance will vest in equal monthly installments over the next 36 months of continuous service, as described in the applicable Stock Option Agreement.

V. Privacy and Confidentiality Agreements

Privacy Agreement

You are required to observe and uphold all of the Company’s privacy policies and procedures as implemented or varied from time to time. Collection, storage, access to and dissemination of employee personal information will be in accordance with privacy legislation.

Conflict of Interest policy

While you are employed at this Company, you will not engage in any other employment, consulting or other business activity (whether full-time or part-time) that would create a conflict of interest with the Company. By signing this letter of agreement, you confirm that you have no contractual commitments or other legal obligations that would prohibit you from performing your duties for the Company.

Proprietary Information and Inventions Agreement

Like all Company employees, you will be required, as a condition of your employment with the Company, to sign the Company’s standard Proprietary Information and Inventions Agreement.

VI. Termination Conditions

The Company reserves the right to terminate employment of any employee for just cause at any time without notice and without payment in lieu of notice. The Company will be entitled to terminate your employment for any reason other than for just cause, upon providing to you such minimum notice as required by law.

VII. Interpretation, Amendment and Enforcement

This letter agreement supersedes and replaces any prior agreements, representations or understandings (whether written, oral, implied or otherwise) between you and the Company and constitute the complete agreement between you and the Company regarding the subject matter set forth herein. This letter agreement may not be amended or modified, except by an express written agreement signed by both you and a duly authorized officer of the Company.

You may indicate your agreement with these terms and accept this offer by signing and dating this agreement by [date the offer expires]. Upon your acceptance of this employment offer, [Company_name] will provide you with the necessary paperwork and instructions.

Sincerely,
[Sender_name]

Signatures:

___________________________________________________
Company Representative (Sign)
___________________________________________________
Company Representative (Print)
___________________________________________________
Date

___________________________________________________
Applicant (Sign)
___________________________________________________
Applicant (Print)
___________________________________________________
Date

More resources:

• Job offer letter and email samples:
  • Job offer email template
  • Informal offer letter sample
  • Workable offer letter sample
• Guide: How to write a standout job offer email
• Library: Company policies

Related Resources:

• 8 job offer letter templates for every circumstance with extra tips
• Advice for Making a Job Offer

The post Formal job offer: Sample offer letter format appeared first on Recruiting Resources: How to Recruit and Hire Better.

The following salary negotiation email sample template will give you an idea of how to re-address salary and benefits with potential hires. You can customize this template to include compensation, bonuses and perks you’re willing to offer.

Email subject line: [Company_name] Job Offer / Job Offer from [Company_name]

Dear [Candidate_name],

We are pleased you’re considering our job offer for the [Job_title] position. We’ve discussed your requests with the Head of [e.g. Engineering] department and our Finance team and we’ve decided to extend our initial offer with:

• A [e.g. 5%] increase in the annual compensation to a new [mention the new salary] salary
• A signing bonus of $X
• Flexibility to work from home two days/week or commute reimbursement
• Company stock options
• Re-negotiation of compensation and benefits package after an early performance review [e.g. six months after start date]

Please consider the above offer and reply by [date.] In the meantime, if you have any questions, feel free to contact me at [provide contact details.]

We look forward to hearing from you.

Best regards,

[Your name]
[Signature]

More resources:

• Tutorial: Salary negotiation tips for employers
• Employee Handbook Template: Employee Compensation and Development

The post Salary negotiation with candidates email template appeared first on Recruiting Resources: How to Recruit and Hire Better.

Healthcare Job Offer Letter Template

Dear [Applicant Name],

We’re delighted to extend this offer letter of employment for the position of [Position] with [Company Name]. Please review this summary of terms and conditions for your anticipated employment with us. If you accept this offer, your start date will be [Start Date] or another mutually agreed upon date and you would report to [Supervisor Name]. We look forward to adding you to our team.

Hours and Compensation

This is a [Full-time/Part-time/Seasonal] position requiring approximately [Hours per Week] hours per week. Your compensation package includes base pay and the following:

Standard benefits package (list benefits here):

• Generous paid time off
• Professional growth assistance
• Tuition reimbursement
• Wellness program
• Childcare options

You may indicate your agreement to these terms and accept this offer by signing and dating this agreement by [Offer Expires On]. Upon your acceptance of this employment offer, [Company Name] will provide you with the necessary paperwork and instructions.

Sincerely,

[Sender Name]

Signatures:

Company Representative (Sign)

Company Representative (Print)

Date

Applicant (Sign)

Applicant (Print)

Date

Healthcare Job Offer Letter template – attachment

Job offer format: Table of contents

1. Position
2. Cash compensation
3. Bonus potential
4. Employee benefits
5. Privacy and confidentiality agreements
6. Termination conditions
7. Interpretation, Amendment and Enforcement 

I. Position

Job Title

Your title will be [Job_title], and you will report to the Company’s [Manager’s job_title].

Work Schedule

This is a [full-time/part-time] position requiring approximately [e.g. 40] hours per week. Your regular weekly schedule will be [e.g. Monday to Friday 09:00-17:00.]. For remote work options and flexible hours, see the Benefits section.

Employment Relationship

Employment with the Company is for no specific period of time. Your employment with the Company will be “at will,” meaning that either you or the Company may terminate your employment at any time and for any reason, with or without cause. Any contrary representations that may have been made to you are superseded by this letter agreement. This is the full and complete agreement between you and the Company on this term. Although your job duties, title, compensation and benefits, as well as the Company’s personnel policies and procedures, may change from time to time, the “at will” nature of your employment may only be changed in an express written agreement signed by you and a duly authorized officer of the Company (other than you).

II. Cash Compensation

Salary

The Company will pay you a starting salary at the rate of $[Gross annual salary] per year, payable in accordance with the Company’s standard payroll schedule, beginning [start day] and you will receive your first pay on [date.] This salary will be subject to adjustment pursuant to the Company’s employee compensation policies in effect at the time.

Tax Withholding

All forms of compensation referred to in this letter agreement are subject to reduction to reflect applicable withholding and payroll taxes and other deductions required by law.

Tax Advice

You are encouraged to obtain your own tax advice regarding your compensation from the Company. You agree that the Company does not have a duty to design its compensation policies in a manner that minimizes your tax liabilities and you will not make any claim against the Company or its Board of Directors related to tax liabilities arising from your compensation.

III. Bonus potential

In addition, you will be eligible to be considered for an incentive bonus for each fiscal year of the Company. The bonus (if any) will be awarded based on objective or subjective criteria established by the Company’s Chief Executive Officer and approved by the Company’s Board of Directors. Your target bonus will be equal to [%] of your annual base salary. Any bonus for the fiscal year in which your employment begins will be prorated, based on the number of days you are employed by the Company during that fiscal year. Any bonus for a fiscal year will be paid within [number] months after the close of that fiscal year, but only if you are still employed by the Company at the time of payment. The determinations of the Company’s Board of Directors with respect to your bonus will be final and binding.

IV. Employee benefits

As a regular employee of the Company, you will be eligible to participate in a number of Company-sponsored benefits.

The Company offers a comprehensive employee benefits program, including:

Flexible Hours

You will be eligible for [number] work-from-home day[s] per [week, month or year.] You can also occasionally adjust your daily working schedule upon manager’s approval, should you have any personal commitments.

Vacation Policy

You will be eligible for [unlimited, X] days of paid vacation leave per year. Paid time off is additional to sick days, bank holidays and days that the company does not operate.

Health and Dental Insurance

As all Company employees, you will be eligible for the health and dental insurance plan we provide. Specific terms and conditions may change upon vendor’s decision.

Remote Work

You will be eligible for [number] day[s] of remote work per year, upon manager’s approval. [Mention any limitations, e.g. “You can request to work remotely after you have completed three months of employment with our company.”]

Training

As part of our professional development initiative for all employees, you will be eligible for an annual training budget. You can use this for educational materials, including books, subscriptions to online courses, tickets to conferences and workshops or other resources, upon managerial approval. You’re also eligible for [tuition fee reimbursement, upon HR department’s approval.]

Stock Options

Subject to the approval of the Company’s Board of Directors or its Compensation Committee, and following the adoption by the Company of an equity incentive plan, you will be granted an option to purchase [number] shares of the Common Stock of the Company or of its parent (the “Option”). The exercise price per share of the Option will be determined by the Board of Directors or the Compensation Committee when the Option is granted. The Option will be subject to the terms and conditions applicable to options granted under the Company’s Stock Plan (as adopted, the “Plan”), as described in the Plan and the applicable Stock Option Agreement. You will be able to vest in 25% of the Option shares after 12 months of continuous service, and the balance will vest in equal monthly installments over the next 36 months of continuous service, as described in the applicable Stock Option Agreement.

V. Privacy and confidentiality agreements

Privacy Agreement

You are required to observe and uphold all of the Company’s privacy policies and procedures as implemented or varied from time to time. Collection, storage, access to and dissemination of employee personal information will be in accordance with privacy legislation.

Conflict of Interest Policy

While you are employed at this Company, you will not engage in any other employment, consulting or other business activity (whether full-time or part-time) that would create a conflict of interest with the Company (e.g. freelance healthcare work for our competitor.) By signing this letter of agreement, you confirm that you have no contractual commitments or other legal obligations that would prohibit you from performing your duties for the Company.

Proprietary Information and Inventions Agreement

Like all Company employees, you will be required, as a condition of your employment with the Company, to sign the Company’s standard Proprietary Information and Inventions Agreement.

VI. Termination conditions

The Company reserves the right to terminate employment of any employee for just cause at any time without notice and without payment in lieu of notice. The Company will be entitled to terminate your employment for any reason other than for just cause, upon providing to you such minimum notice as required by law.

VII. Interpretation, Amendment and Enforcement

This letter agreement supersedes and replaces any prior agreements, representations or understandings (whether written, oral, implied or otherwise) between you and the Company and constitute the complete agreement between you and the Company regarding the subject matter set forth herein. This letter agreement may not be amended or modified, except by an express written agreement signed by both you and a duly authorized officer of the Company. You may indicate your agreement with these terms and accept this offer by signing and dating this agreement by [date the offer expires]. Upon your acceptance of this employment offer, [Company_name] will provide you with the necessary paperwork and instructions.

Sincerely,

[Sender_name]  

Signatures:

___________________________________________________
Company Representative (Sign)
___________________________________________________
Company Representative (Print)
___________________________________________________
Date

___________________________________________________
Applicant (Sign)
___________________________________________________
Applicant (Print)
___________________________________________________
Date

Related content:

How to Hire: 6 tips to succeed in healthcare recruiting

Houston Behavioral Healthcare Hospital finds more clinicians using Workable

The post Healthcare Job Offer Letter template appeared first on Recruiting Resources: How to Recruit and Hire Better.

Tips on how to modify this hospitality job offer template

Here are some tips to modify the hospitality job offer template and make it stand out:

• Talk about your mission. When you offer a job to your candidates congratulate them and mark how they will bring value to your mission, especially if you’re a small company crafting your brand.
• Play up your perks. Apart from traditional employee benefits, like health insurance and paid vacation days, highlight all of the other perks that your company provides. Here are some ideas:
  • Gym memberships, event tickets etc.
  • Access to restaurant and bar
  • Outplacement services
  • Maternity/Paternity leave
  • Rest & relaxation
• Describe your team culture. This is the moment when you’ll showcase your company culture. Mention any clubs or group activities that employees participate and help your candidates visualize being part of your team.

Hospitality job offer email template

Email subject line: [Company_name] Job offer / Job offer from [Company_name]

Dear [Applicant Name],

We’re delighted to extend this offer of employment for the position of [Position] with [Company Name]. Please review this summary of terms and conditions for your anticipated employment with us.

If you accept this offer, your start date will be [Start Date] or another mutually agreed upon date and you would report to [Supervisor Name]. We look forward to adding you to our team.

Hours and Compensation

This is a [Full-time/Part-time/Seasonal] position requiring approximately [Hours per Week] hours per week. Your compensation package includes base pay and the following:

Standard benefits package (list benefits here)

• Discounted hotel rooms
• Discounted food and beverages
• Discounted retail gift shop items

You may indicate your agreement with these terms and accept this offer by signing and dating this agreement by [Offer Expires On]. Upon your acceptance of this employment offer, [Company Name] will provide you with the necessary paperwork and instructions.

Sincerely,
[Sender Name]

Signatures:

Company Representative (Sign)

Company Representative (Print)

Date

Applicant (Sign)

Applicant (Print)

Date

Hospitality  Job Offer Letter template – attachment

Job offer format: Table of contents

1. Position
2. Cash compensation
3. Bonus potential
4. Employee benefits
5. Privacy and confidentiality agreements
6. Termination conditions
7. Interpretation, Amendment and Enforcement 

I. Position

Job Title

Your title will be [Job_title], and you will report to the Company’s [Manager’s job_title].

Work Schedule

This is a [full-time/part-time] position requiring approximately [e.g. 40] hours per week. Your regular weekly schedule will be [e.g. Monday to Friday 09:00-17:00.].

Employment Relationship

Employment with the Company is for no specific period of time. Your employment with the Company will be “at will,” meaning that either you or the Company may terminate your employment at any time and for any reason, with or without cause. Any contrary representations that may have been made to you are superseded by this letter agreement. This is the full and complete agreement between you and the Company on this term. Although your job duties, title, compensation and benefits, as well as the Company’s personnel policies and procedures, may change from time to time, the “at will” nature of your employment may only be changed in an express written agreement signed by you and a duly authorized officer of the Company (other than you).

II. Cash Compensation

Salary

The Company will pay you a starting salary at the rate of $[Gross annual salary] per year, payable in accordance with the Company’s standard payroll schedule, beginning [start day] and you will receive your first pay on [date.] This salary will be subject to adjustment pursuant to the Company’s employee compensation policies in effect at the time.

Tax Withholding

All forms of compensation referred to in this letter agreement are subject to reduction to reflect applicable withholding and payroll taxes and other deductions required by law.

Tax Advice

You are encouraged to obtain your own tax advice regarding your compensation from the Company. You agree that the Company does not have a duty to design its compensation policies in a manner that minimizes your tax liabilities and you will not make any claim against the Company or its Board of Directors related to tax liabilities arising from your compensation.

III. Bonus potential

In addition, you will be eligible to be considered for an incentive bonus for each fiscal year of the Company. The bonus (if any) will be awarded based on objective or subjective criteria established by the Company’s Chief Executive Officer and approved by the Company’s Board of Directors. Your target bonus will be equal to [%] of your annual base salary. Any bonus for the fiscal year in which your employment begins will be prorated, based on the number of days you are employed by the Company during that fiscal year. Any bonus for a fiscal year will be paid within [number] months after the close of that fiscal year, but only if you are still employed by the Company at the time of payment. The determinations of the Company’s Board of Directors with respect to your bonus will be final and binding.

IV. Employee benefits

As a regular employee of the Company, you will be eligible to participate in a number of Company-sponsored benefits.

The Company offers a comprehensive employee benefits program, including:

Flexible Hours

You can occasionally adjust your daily working schedule upon manager’s approval, should you have any personal commitments.

Vacation Policy

You will be eligible for [unlimited, X] days of paid vacation leave per year. Paid time off is additional to sick days, bank holidays and days that the company does not operate.

Health and Dental Insurance

As all Company employees, you will be eligible for the health and dental insurance plan we provide. Specific terms and conditions may change upon vendor’s decision.

Training

As part of our professional development initiative for all employees, you will be eligible for an annual training budget. You can use this for educational materials, including books, subscriptions to online courses, tickets to conferences and workshops or other resources, upon managerial approval. You’re also eligible for [tuition fee reimbursement, upon HR department’s approval.]

Stock Options

Subject to the approval of the Company’s Board of Directors or its Compensation Committee, and following the adoption by the Company of an equity incentive plan, you will be granted an option to purchase [number] shares of the Common Stock of the Company or of its parent (the “Option”). The exercise price per share of the Option will be determined by the Board of Directors or the Compensation Committee when the Option is granted. The Option will be subject to the terms and conditions applicable to options granted under the Company’s Stock Plan (as adopted, the “Plan”), as described in the Plan and the applicable Stock Option Agreement. You will be able to vest in 25% of the Option shares after 12 months of continuous service, and the balance will vest in equal monthly installments over the next 36 months of continuous service, as described in the applicable Stock Option Agreement.

V. Privacy and confidentiality agreements

Privacy Agreement

You are required to observe and uphold all of the Company’s privacy policies and procedures as implemented or varied from time to time. Collection, storage, access to and dissemination of employee personal information will be in accordance with privacy legislation.

Conflict of Interest Policy

While you are employed at this Company, you will not engage in any other employment, consulting or other business activity (whether full-time or part-time) that would create a conflict of interest with the Company (e.g. work for our competitor.) By signing this letter of agreement, you confirm that you have no contractual commitments or other legal obligations that would prohibit you from performing your duties for the Company.

Proprietary Information and Inventions Agreement

Like all Company employees, you will be required, as a condition of your employment with the Company, to sign the Company’s standard Proprietary Information and Inventions Agreement.

VI. Termination conditions

The Company reserves the right to terminate employment of any employee for just cause at any time without notice and without payment in lieu of notice. The Company will be entitled to terminate your employment for any reason other than for just cause, upon providing to you such minimum notice as required by law.

VII. Interpretation, Amendment and Enforcement

This letter agreement supersedes and replaces any prior agreements, representations or understandings (whether written, oral, implied or otherwise) between you and the Company and constitute the complete agreement between you and the Company regarding the subject matter set forth herein. This letter agreement may not be amended or modified, except by an express written agreement signed by both you and a duly authorized officer of the Company.

You may indicate your agreement with these terms and accept this offer by signing and dating this agreement by [date the offer expires]. Upon your acceptance of this employment offer, [Company_name] will provide you with the necessary paperwork and instructions.

Sincerely,

[Sender_name]

Signatures:
___________________________________________________
Company Representative (Sign)
___________________________________________________
Company Representative (Print)
___________________________________________________
Date

___________________________________________________
Applicant (Sign)
___________________________________________________
Applicant (Print)
___________________________________________________
Date

Related content:

How to Hire: 5+1 tips for hospitality recruiting

Hospitality Job Descriptions templates

The post Hospitality Job Offer Letter template appeared first on Recruiting Resources: How to Recruit and Hire Better.

• VetJobs
• Disabled American Veterans
• Military.com
• Shift

Beyond niche job sites, use go-to sourcing techniques, like boolean search and social recruiting. You could also attend career fairs specific to military candidates and network with colleges where veterans and service members pursue their studies.

For European candidates, please refer to guidance on using social media for recruiting and collecting candidate information as per the General Data Protection Regulation, or GDPR.

To craft an effective sourcing email to veteran candidates, make sure to:

• Be respectful of their military service
• Explain how you found them and why you contacted them
• Briefly describe the open role
• Include benefits that come with the position (e.g. training, college tuition assistance for family or free/subsidized housing)

Do your research on the candidate’s background. To add a personal touch, mention an achievement of theirs that grabbed your attention. The research will also be useful if the discussion with your potential candidate progresses to an in-person interview.

As with all sourcing emails to passive candidates, make sure you provide relevant information (e.g. your name, company and contact information) and a clear call to action. And if this candidate resides in the EU, make sure to include a link to your privacy notice as the GDPR requires.

Sourcing candidates? People Search from Workable is the fastest, most effective way to find email addresses, resumes, social and professional profiles.

Sample email template for former military service members

Here’s a sample email template you can use to recruit former military service members. You can customize this template to include specific details for your company and open role.

* Note that this email template refers to US veterans, but is easy to customize for other countries, as well.

Subject line: [Company_name] is looking for a [job_title] / Interested in joining our team at [Company_name]?

Hi [Candidate_Name],

I am [Your_Name], [your job_title] at [Company_name].

I found your profile on [add specific website or social network] / I got your resume through [e.g. job fair or college] and I was impressed by your achievements while serving in the military. [It’s best to include a specific achievement that grabbed your attention.] Thank you for your service.

Here, at [Company_name], we are always looking to collaborate with skilled and dedicated people and currently, we have an opening for a [job_title – add link to the job description.] Your leadership skills along with your experience as part of a team would be great assets for our company. [Mention benefits that you offer, e.g. “To help our new employees adjust, we offer additional educational packages and on-the-job training sessions” or “Our benefits package includes college tuition assistance for you and your family members.”]

I’d like 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]

• Want to learn more about effective sourcing techniques? Download our complete sourcing guide for free.
• Tutorial: How to source passive candidates

The post Sourcing military veteran candidates email appeared first on Recruiting Resources: How to Recruit and Hire Better.

We are pleased to offer you a job as a [role title] at [company name]. We think that your experience and skills will be a valuable asset to our company.

If you are to accept this offer you will be eligible to the following in accordance to our company’s policies:

• Annual gross salary of $[total annual salary] paid in [monthly or semi-monthly] installments by check or direct deposit
• Up to [percent]% of your annual annual gross salary will be given to you as a performance bonus
• Standard benefits including:
  • [vacation days number] days of annual paid time off
  • [sick days number] days of sick leave
  • Medical and dental insurance
  • 401k/retirement plan
  • Flexible working hours
  • Tuition reimbursement for career development courses
  • Childcare
  • [more benefits]

To accept this offer, sign and date this letter as indicated below and email it back to us by [date].

Your expected hire date will be the [date]. Your immediate supervisor will be [supervisor’s name].

We look forward to welcoming you to our team. Feel free to call [recruiter’s name]  if you have any questions or concerns.

Sincerely,

[Sender Name]

Signatures:

___________________________________________________
Company Representative (Sign)
___________________________________________________
Company Representative (Print)
___________________________________________________
Date

___________________________________________________
Applicant (Sign)
___________________________________________________
Applicant (Print)
___________________________________________________
Date

• Tip: After sending an offer letter, be prepared for salary negotiations with your candidate.
• More email templates: 12 time-saving email templates for recruiters
• 8 job offer letter templates for every circumstance with extra tips

Related Resources:

Advice for Making a Job Offer

The post Informal offer letter sample appeared first on Recruiting Resources: How to Recruit and Hire Better.

• Keep your finalists warm
• Reassure candidates that the delay is because of external factors and not because you’ve found something alarming in their background check or have disqualified them already
• Maintain seamless communication with candidates throughout the hiring process and build a positive candidate experience

Here’s a sample background check update email to send to candidates:

Subject line: Update on your background check for [Company_name] / Update for the [job title] position at [Company_name]

Dear / Hi [Candidate’s name],

I hope all is well with you. I wanted to check in and let you know we [haven’t gotten the results of your background check from X yet / haven’t reviewed your background check yet]. We are expecting to finish with the process [by the end of the week]. I will contact you again as soon as I have any news.

In the meantime, feel free to reach me via email or at [phone number], if you have any questions.

All the best / Kind regards,

[Your name]
[Your email signature]

Related resources:

• 8 FAQs about employment background checks
• Tips for choosing the best background check service
• Red flags in candidates’ background checks
• How to run a background check with Workable

The post Background check update to candidates email appeared first on Recruiting Resources: How to Recruit and Hire Better.

Dear [Candidate_name],

Our hiring team was excited to meet and get to know you over the past few [e.g. days/weeks]. It is my pleasure to offer you a position at [Company_name] in the role of [Job_title]. This a fixed-term position that will start on [start date] and end on [end date].

You will work [e.g. from Monday to Friday, 9 a.m. to 5 p.m.] and you will report to the Head of our [e.g. Marketing] department.

We offer you the following compensation and benefits:

• Monthly gross salary of $X
• X days of paid vacation leave per month
• [Mention additional benefits that may apply, e.g. free snacks]

We would like to have your response by [date]. In the meantime, please feel free to contact me or [Manager_name] via email or phone on [provide contact details], if you have any questions.

We are all looking forward to having you on our team.

Best regards,
[Your name]

Signatures:

___________________________________________________
Company Representative (Sign)
___________________________________________________
Company Representative (Print)
___________________________________________________
Date

___________________________________________________
Candidate (Sign)
___________________________________________________
Candidate (Print)
___________________________________________________
Date

Don’t miss: 8 job offer letter templates for every circumstance with extra tips

The post Contract employee offer letter sample appeared first on Recruiting Resources: How to Recruit and Hire Better.

Tips on how to modify this developer job offer template

With high demand for software developers projected to increase much faster than average in coming years, job ads and offers need to stand out. Here are some tips for modifying this template to create a successful developer job offer letter:

• Talk about your mission. It’s common for companies to compete for tech talent. When offering a job to your best developer candidate, congratulate them and highlight how they will contribute to the mission of your products and company, especially if you’re a smaller company that is still establishing its brand.
• Play up your perks. Beyond traditional employee benefits, like paid vacation days and health insurance, consider offering perks and benefits popular among developers and include them in your offer letter. Here are a few ideas:
  • Flexible working hours
  • Remote work options
  • Tech equipment
  • Professional development
  • Tuition reimbursement
  • Free breakfast, lunch, snacks
• Describe your team culture. Entice your best developer candidates with offer letters that not only explain your terms of employment but also illustrate your company culture. Candidates are more likely to accept your offer if they understand you invest in building a healthy and safe work environment where they have everything they need to be productive. For example, mention:
  • Your anti-harassment policies.
  • Your equal opportunity initiatives (e.g. any efforts you take to build diverse teams.)
  • Your office plan (e.g. open spaces for team collaboration, communal areas to interact with coworkers during breaks and private rooms if employees want to work quietly.)

Here’s a sample developer job offer email you can use to introduce your formal offer. Customize this template to meet your needs:

Developer job offer email template

Email subject line: [Company_name] Job offer / Job offer from [Company_name]

Dear [Candidate_name],

We’re delighted to extend this offer of employment for the position of [Job title] with [Company_name]. Here’s an overview of terms and conditions for your anticipated employment with us:

Position: [e.g. You will be working as a [Job_title] and reporting to the [e.g. Engineering] department’s supervisor.]
Working hours: [e.g. 40 hours per week, Monday to Friday, with a 20-minute break per day.]
Compensation: [e.g. Your annual gross salary will be $X (12 monthly wages per year).]
Bonus: [If applicable, mention any bonus options you offer, e.g. $X sign-on bonus.]
Benefits: [As a full-time employee, you will be eligible for the benefits that [Company_name] offers. These benefits include:]

• [Health and dental insurance plan]
• [Occasional work from home days and remote work options]
• [X days of paid vacation leave per year/unlimited vacation]
• [Educational materials and conference tickets]
• [Stock option plan]

[You will also be eligible for any additional employee benefits that the company may provide in the future.]

Please find attached a detailed offer letter with the terms and conditions of your employment.

We would like to have your response by [date.] If you accept this offer, your start date will be [Start_date] or another mutually agreed upon date. In the meantime, please feel free to contact me or [Manager_name] via email or phone at [provide contact details], if you have any questions.

We are all looking forward to having you on our team!

Best regards,

[Your name]
[Signature]

Developer Job Offer Letter template – attachment

Job offer format: Table of contents

I. Position
II. Cash compensation
III. Bonus potential
IV. Employee benefits
V. Privacy and confidentiality agreements
VI. Termination conditions
VII. Interpretation, Amendment and Enforcement

I. Position

Job Title

Your title will be [Job_title], and you will report to the Company’s [Manager’s job_title].

Work Schedule

This is a [full-time/part-time] position requiring approximately [e.g. 40] hours per week. Your regular weekly schedule will be [e.g. Monday to Friday 09:00-17:00.] For remote work options and flexible hours, see the Benefits section.

Employment Relationship

Employment with the Company is for no specific period of time. Your employment with the Company will be “at will,” meaning that either you or the Company may terminate your employment at any time and for any reason, with or without cause. Any contrary representations that may have been made to you are superseded by this letter agreement. This is the full and complete agreement between you and the Company on this term. Although your job duties, title, compensation and benefits, as well as the Company’s personnel policies and procedures, may change from time to time, the “at will” nature of your employment may only be changed in an express written agreement signed by you and a duly authorized officer of the Company (other than you).

II. Cash Compensation

Salary

The Company will pay you a starting salary at the rate of $[Gross annual salary] per year, payable in accordance with the Company’s standard payroll schedule, beginning [start day] and you will receive your first pay on [date.] This salary will be subject to adjustment pursuant to the Company’s employee compensation policies in effect at the time.

Tax Withholding

All forms of compensation referred to in this letter agreement are subject to reduction to reflect applicable withholding and payroll taxes and other deductions required by law.

Tax Advice

You are encouraged to obtain your own tax advice regarding your compensation from the Company. You agree that the Company does not have a duty to design its compensation policies in a manner that minimizes your tax liabilities and you will not make any claim against the Company or its Board of Directors related to tax liabilities arising from your compensation.

III. Bonus potential

In addition, you will be eligible to be considered for an incentive bonus for each fiscal year of the Company. The bonus (if any) will be awarded based on objective or subjective criteria established by the Company’s Chief Executive Officer and approved by the Company’s Board of Directors. Your target bonus will be equal to [%] of your annual base salary. Any bonus for the fiscal year in which your employment begins will be prorated, based on the number of days you are employed by the Company during that fiscal year. Any bonus for a fiscal year will be paid within [number] months after the close of that fiscal year, but only if you are still employed by the Company at the time of payment. The determinations of the Company’s Board of Directors with respect to your bonus will be final and binding.

IV. Employee benefits

As a regular employee of the Company, you will be eligible to participate in a number of Company-sponsored benefits.

The Company offers a comprehensive employee benefits program, including:

Flexible Hours

You will be eligible for [number] work-from-home day[s] per [week, month or year.] You can also occasionally adjust your daily working schedule upon manager’s approval, should you have any personal commitments.

Vacation Policy

You will be eligible for [unlimited, X] days of paid vacation leave per year. Paid time off is additional to sick days, bank holidays and days that the company does not operate.

Health and Dental Insurance

As all Company employees, you will be eligible for the health and dental insurance plan we provide. Specific terms and conditions may change upon vendor’s decision.

Remote Work

You will be eligible for [number] day[s] of remote work per year, upon manager’s approval. [Mention any limitations, e.g. “You can request to work remotely after you have completed three months of employment with our company.”]

Training

As part of our professional development initiative for all employees, you will be eligible for an annual training budget. You can use this for educational materials, including books, subscriptions to online courses, tickets to conferences and workshops or other resources, upon managerial approval. You’re also eligible for [tuition fee reimbursement, upon HR department’s approval.]

Stock Options

Subject to the approval of the Company’s Board of Directors or its Compensation Committee, and following the adoption by the Company of an equity incentive plan, you will be granted an option to purchase [number] shares of the Common Stock of the Company or of its parent (the “Option”). The exercise price per share of the Option will be determined by the Board of Directors or the Compensation Committee when the Option is granted. The Option will be subject to the terms and conditions applicable to options granted under the Company’s Stock Plan (as adopted, the “Plan”), as described in the Plan and the applicable Stock Option Agreement. You will be able to vest in 25% of the Option shares after 12 months of continuous service, and the balance will vest in equal monthly installments over the next 36 months of continuous service, as described in the applicable Stock Option Agreement.

V. Privacy and confidentiality agreements

Privacy Agreement

You are required to observe and uphold all of the Company’s privacy policies and procedures as implemented or varied from time to time. Collection, storage, access to and dissemination of employee personal information will be in accordance with privacy legislation.

Conflict of Interest Policy

While you are employed at this Company, you will not engage in any other employment, consulting or other business activity (whether full-time or part-time) that would create a conflict of interest with the Company (e.g. freelance coding work for our competitor.) By signing this letter of agreement, you confirm that you have no contractual commitments or other legal obligations that would prohibit you from performing your duties for the Company.

Proprietary Information and Inventions Agreement

Like all Company employees, you will be required, as a condition of your employment with the Company, to sign the Company’s standard Proprietary Information and Inventions Agreement.

VI. Termination conditions

The Company reserves the right to terminate employment of any employee for just cause at any time without notice and without payment in lieu of notice. The Company will be entitled to terminate your employment for any reason other than for just cause, upon providing to you such minimum notice as required by law.

VII. Interpretation, Amendment and Enforcement

This letter agreement supersedes and replaces any prior agreements, representations or understandings (whether written, oral, implied or otherwise) between you and the Company and constitute the complete agreement between you and the Company regarding the subject matter set forth herein. This letter agreement may not be amended or modified, except by an express written agreement signed by both you and a duly authorized officer of the Company.

You may indicate your agreement with these terms and accept this offer by signing and dating this agreement by [date the offer expires]. Upon your acceptance of this employment offer, [Company_name] will provide you with the necessary paperwork and instructions.

Sincerely,
[Sender_name]

Signatures:

___________________________________________________
Company Representative (Sign)
___________________________________________________
Company Representative (Print)
___________________________________________________
Date

___________________________________________________
Applicant (Sign)
___________________________________________________
Applicant (Print)
___________________________________________________
Date

More:

• 8 job offer letter templates for every circumstance with extra tips

The post Developer Job Offer Letter template appeared first on Recruiting Resources: How to Recruit and Hire Better.

Our hiring team was positively excited to meet and get to know you over the past few days. It is my pleasure to offer you a position at [company name] in the role of [role title]. You will be reporting to the Head of our [team name] team which belongs in the [department name] department.

Your expected starting date is the [date].

We will be offering you the following compensation and benefits:

• Annual gross salary of $[total annual salary] (12 monthly wages per year)
• Private health and dental insurance plan
• Computer workstation of your choice
• Paid vacation leave per annum
• Educational materials and expenses, subject to management approval
• Eligibility for any additional employee benefits that the company may provide in the future

This offer is valid until the [date]. To accept the offer, simply hit reply on the email that contained this offer letter and confirm that you agree with the proposed terms. If you prefer to accept the offer by phone, feel free to call [employee name] on [employee phone number].

We are looking forward to having you in our team and to seeing you achieve great things at [company name].

Sincerely,
[Sender Name]

Signatures:

___________________________________________________
Company Representative (Sign)
___________________________________________________
Company Representative (Print)
___________________________________________________
Date

___________________________________________________
Applicant (Sign)
___________________________________________________
Applicant (Print)
___________________________________________________
Date

More resources: 8 job offer letter templates for every circumstance with extra tips

The post Workable offer letter sample appeared first on Recruiting Resources: How to Recruit and Hire Better.

We are excited to announce that we are offering to extend your employment status from part-time to full-time, as of [date].

If you accept this offer, please find the terms and conditions of your new employment contract below:

• Position: [e.g. You will be working as a [Job_title] and reporting to the [e.g. Marketing] department’s supervisor.]
• Working hours: [e.g. Monday to Friday 9 a.m. to 5 p.m., with a 20-minute break per day]
• Compensation: [e.g. Your annual gross salary will be $X (12 monthly wages per year).]
• Bonus: [If applicable, mention any bonus options you offer.]
• Benefits: [e.g. As a full-time employee, you will be eligible for the benefits that [Company_name] offers. These benefits include: 
  • Private health and dental insurance plan
  • X days of paid vacation leave per year
  • Educational materials and expenses, subject to management approval

You will also be eligible for any additional employee benefits that the company may provide in the future.]

To accept, sign and date this full-time offer letter as indicated below and email it back to us by [date].

Feel free to contact the HR department [include contact details] or your supervisor, if you have any questions.
Sincerely,

[Your Name]

Signatures:

___________________________________________________

Company Representative (Sign)

___________________________________________________

Company Representative (Print)

___________________________________________________

Date

___________________________________________________

Employee (Sign)

___________________________________________________

Employee (Print)

___________________________________________________

Date

More resources:

• Formal job offer letter template when offering a full-time position
• 8 job offer letter templates for every circumstance with extra tips

The post Part-time to full-time offer letter template appeared first on Recruiting Resources: How to Recruit and Hire Better.

Tips on how to modify this sales job offer letter template

The sales industry is notorious for its high turnover. When modifying this template, make sure your job offers compel your best candidates to not only accept, but stay with your company. Here are a few ways to create more attractive sales job offers:

Create clear compensation plans with attainable goals. Compensation packages for salespeople often include performance-based commission or standard bonuses (when the entire sales team achieves quotas, or when the entire company achieves its goals.) Offer letters to candidates for sales positions should clearly describe any:

• Base salary
• Commission structure
• Bonuses
• Sales metrics (e.g. quotas)

Incentivize overachievement. Motivate potential sales hires to go beyond targets by offering incentives when they outperform their established goals. Mention any accelerated commissions sales representatives might be entitled to if they close X amount over quota, or sales contests you host teamwide.

Sell yourself. Salespeople need to be able to sell your product, so make sure to highlight how sellable your product or service is. Here’s how:

• Mention your various sales teams (e.g. account management, account executives) or number of sales employees. (e.g. “You’ll be joining an X-person team”)
• Highlight your mission (e.g. “We are delighted to offer you the X position, where we aim to [insert mission statement]”)
• List any other unique qualities about your company or team. For example:
  • Diversity
  • Mentorship opportunities
  • Potential for promotion and growth

Note that your offer letter should echo what you’ve already discussed with candidates during the hiring process (e.g. working schedule, shifts and travel expense reimbursements.) Also, to make sure your job offer is attractive, mention any employee perks and benefits you offer.

Here’s a sample sales job offer email template to introduce your formal job offer letter:

Sales Job offer email template

Email subject line: [Company_name] Job offer / Job offer from [Company_name]

Dear [Candidate_name],

We’re delighted to extend this offer of employment for the position of [Job title] with [Company_name]. Please find below an overview of terms and conditions for your anticipated employment with us:

Position: [e.g. You will be working as a [Job_title] and reporting to the [e.g. Sales] department supervisor.]
Working hours: [e.g. 40 hours per week in rotating 8-hour shifts, Monday to Saturday.]
Compensation: [e.g. Your annual base salary will be $X (gross) plus Y% commission on sales.]
Bonus: [Mention any bonus options you offer, e.g. X% of your base salary based on annual team target.]
Benefits: [e.g. As a full-time employee, you will be eligible for the benefits that [Company_name] offers. These benefits include:]

[Health and dental insurance plan]
[X days of paid vacation leave per year]
[Regular sales trainings, including workshops and conferences]
[Full expense reimbursement when participating in events]
[Stock option plan]

[You will also be eligible for any additional employee benefits that the company may provide in the future.]

Please find attached a detailed offer letter with terms and conditions of employment.

We would like to have your response by [date.] If you accept this offer, your start date will be [Start Date] or another mutually agreed upon date. In the meantime, please feel free to contact me or [Manager_name] via email or phone at [provide contact details], if you have any questions.

We are all looking forward to having you on our team.

Best regards,

[Your name]
[Signature]

Sales Job offer letter template – attachment

Job offer format – Table of contents

I. Position
II. Cash compensation
III. Commission potential
IV. Bonus options
V. Employee benefits
VI. Privacy and confidentiality agreements
VII. Termination conditions
VIII. Interpretation, Amendment and Enforcement

I. Position

Job Title

Your title will be [Job_title], and you will report to the Company’s [Manager’s job_title].

Working Schedule

This is a [full-time/part-time] position requiring approximately [e.g. 40] hours per week. You will be working [five days per week, eight hours per day] in rotating shifts. These shifts can be [9am-5pm and 1pm-9pm, from Monday to Saturday.] The shifts will be scheduled [on a monthly basis.]

Employment Relationship

Employment with the Company is for no specific period of time. Your employment with the Company will be “at will,” meaning that either you or the Company may terminate your employment at any time and for any reason, with or without cause. Any contrary representations that may have been made to you are superseded by this letter agreement. This is the full and complete agreement between you and the Company on this term. Although your job duties, title, compensation and benefits, as well as the Company’s personnel policies and procedures, may change from time to time, the “at will” nature of your employment may only be changed in an express written agreement signed by you and a duly authorized officer of the Company (other than you).

II. Cash Compensation

Salary

The Company will pay you a starting salary at the rate of $[Gross annual salary] per year, payable in accordance with the Company’s standard payroll schedule, beginning [start day] and you will receive your first pay [date]. This salary will be subject to adjustment pursuant to the Company’s employee compensation policies in effect at the time.

Tax Withholding

All forms of compensation referred to in this letter agreement are subject to reduction to reflect applicable withholding and payroll taxes and other deductions required by law.

Tax Advice

You are encouraged to obtain your own tax advice regarding your compensation from the Company. You agree that the Company does not have a duty to design its compensation policies in a manner that minimizes your tax liabilities and you will not make any claim against the Company or its Board of Directors related to tax liabilities arising from your compensation.

III. Commission potential

In addition to your base salary, you will receive [X]% commission on individual sales. The amount of the commission will be calculated on a [e.g. monthly or quarterly basis] and will be added to payroll.

You will also be eligible for an overachievement commission when you exceed [monthly / quarterly / annual] sales quotas. In this case, your commission will be calculated based on an accelerated rate of [X]% of your annual base salary.

IV. Bonus options

You will be eligible for a Standard bonus for each fiscal year of the Company. The bonus (if any) will be awarded based on annual Sales department targets. These targets will be established by the Company’s Chief Executive Officer and approved by [the Company’s Board of Directors and/or the VP of Sales]. Your bonus will be equal to [X]% of your annual base salary. Any bonus for the fiscal year in which your employment begins will be prorated, based on the number of days you are employed by the Company during that fiscal year. Any bonus for a fiscal year will be paid within [number] months after the close of that fiscal year, but only if you are still employed by the Company at the time of payment. The determinations of the Company’s Board of Directors with respect to your bonus will be final and binding.

V. Employee Benefits

As a regular employee of the Company, you will be eligible to participate in a number of Company-sponsored benefits.

The Company offers a comprehensive employee benefits program, including:

Health and dental insurance

As all Company employees, you will be eligible for the health and dental insurance plans we offer. Specific terms and conditions may change upon vendor’s decision.

Vacation policy

You will be eligible for [number] days of paid vacation leave per year. Paid time off is additional to sick days, bank holidays and days that the company does not operate.

Training

You will be eligible for an annual training budget, as part of our professional development initiative for all employees. This can be used for educational materials, like books or other resources, subscriptions to online courses or tickets to conferences and workshops, upon manager’s approval.

Travel expense reimbursement

You will receive full reimbursement for travel expenses related to events you participate in as part of your job, upon manager’s approval. These expenses include transportation, lodging and meals. The exact terms of travel expense reimbursements are described in the Company’s travel policy.

Stock Options

Subject to the approval of the Company’s Board of Directors or its Compensation Committee, and following the adoption by the Company of an equity incentive plan, you will be granted an option to purchase [number] shares of the Common Stock of the Company or of its parent (the “Option”). The exercise price per share of the Option will be determined by the Board of Directors or the Compensation Committee when the Option is granted. The Option will be subject to the terms and conditions applicable to options granted under the Company’s Stock Plan (as adopted, the “Plan”), as described in the Plan and the applicable Stock Option Agreement. You will vest in 25% of the Option shares after 12 months of continuous service, and the balance will vest in equal monthly installments over the next 36 months of continuous service, as described in the applicable Stock Option Agreement.

VI. Privacy and confidentiality agreements

Privacy Agreement

You are required to observe and uphold all of the Company’s privacy policies and procedures as implemented or varied from time to time. Collection, storage, access to and dissemination of employee personal information will be in accordance with privacy legislation.

Conflict of Interest Policy

While you are employed at this Company, you will not engage in any other employment, consulting or other business activity (whether full-time or part-time) that would create a conflict of interest with the Company. By signing this letter of agreement, you confirm that you have no contractual commitments or other legal obligations that would prohibit you from performing your duties for the Company.

Proprietary Information and Inventions Agreement

Like all Company employees, you will be required, as a condition of your employment with the Company, to sign the Company’s standard Proprietary Information and Inventions Agreement.

VII. Termination conditions

The Company reserves the right to terminate employment of any employee for just cause at any time without notice and without payment in lieu of notice. The Company will be entitled to terminate your employment for any reason other than for just cause, upon providing to you such minimum notice as required by law.

VII. Interpretation, Amendment and Enforcement

This letter agreement supersedes and replaces any prior agreements, representations or understandings (whether written, oral, implied or otherwise) between you and the Company and constitute the complete agreement between you and the Company regarding the subject matter set forth herein. This letter agreement may not be amended or modified, except by an express written agreement signed by both you and a duly authorized officer of the Company.

You may indicate your agreement with these terms and accept this offer by signing and dating this agreement by [date the offer expires]. Upon your acceptance of this employment offer, [Company_name] will provide you with the necessary paperwork and instructions.

Sincerely,
[Sender_name]

Signatures:

___________________________________________________
Company Representative (Sign)
___________________________________________________
Company Representative (Print)
___________________________________________________
Date

___________________________________________________
Applicant (Sign)
___________________________________________________
Applicant (Print)
___________________________________________________
Date

More:

• 8 job offer letter templates for every circumstance with extra tips

The post Sales Job Offer Letter template appeared first on Recruiting Resources: How to Recruit and Hire Better.

Before employees receive a salary increase letter from an employer, they should have an in-person meeting with their manager (this could be a video call if they’re part of a remote team). In this meeting, the manager should:

• Inform their team member they’re getting a pay raise.
• Explain why they believe the employee deserves the extra salary (consistent high-quality work, particular achievements etc.)
• Briefly mention future expectations (without putting undue pressure on the employee).
• Discuss the employee’s career path if the pay raise corresponds to more responsibility or increased duties.

If you’re an HR professional, be sure to encourage the manager to have this meeting with their team member.

After this meeting, you can customize a sample pay increase letter to give employees confirmation of the raise discussed. The format of this letter should be simple and positive providing all the important information about the new salary and reaffirming the appreciation expressed in the meeting. Occasionally, an updated contract could be attached so the employee can sign it.

To help you, here’s our ‘pay raise letter to employee’ template in two versions – one sent from the employee’s manager and the other from HR:

From the manager

Subject line: Your new salary

Hi [Employee_name],

I’d like to confirm the [10%] salary increase we discussed. This brings your annual gross salary from [$70,000] to [$77,000]. Your salary will be officially updated on [September 1st] so you’ll see the boost on your [September] paycheck.

[I’ve attached your new employment contract with the updated salary – please read it, sign it and send it to HR/ Please pass by HR’s office to sign your updated contract by end of this week.]

Thank you for all your hard work. As your manager, I’m very pleased with your performance and commitment and [Company_name] appreciates your efforts and achievements so far. This pay raise is well-deserved.

Keep it up!

[Your name]

From HR

Subject line: Your new salary

Hi [Employee_name],

As discussed, you’ll be getting a [10%] increase in your salary. This brings your annual gross salary from [$70,000] to [$77,000]. Your salary will be officially updated on [September 1st] so you’ll see the boost on your [September] paycheck.

Please pass by my office to sign your updated contract by end of this week. [If you’re unable to come, I’ll send you the new contract via email and you can print it, sign it and scan it to send back to me.]

Thank you for all your hard work. [Company_name] appreciates your efforts and achievements so far. This pay raise is well-deserved.

Keep it up!

[Your name]

The post Pay increase letter to employee appeared first on Recruiting Resources: How to Recruit and Hire Better.

Thank you for your interest in joining the [company name] team. We wanted to let you know that although your resume and cover letter were very competitive, our hiring team reviewed your application and did not select it for further consideration.

We will, however, keep your resume on record and get in touch with you about future opportunities that may be a better fit for your skills and experience.

We wish you all the best in your job search and hope we will have the chance to consider you for another role in the future.

Regards,

[Sender Name]

• For a more formal rejection letter, see our sample job rejection letter template or our job application rejection email template.
• Tutorial: How to reject candidates without burning bridges

The post Applicant rejection letter sample appeared first on Recruiting Resources: How to Recruit and Hire Better.

We appreciate your interest in [company name] and the time you’ve invested in applying for the [role title] opening.

We ended up moving forward with another candidate, but we’d like to thank you for talking to our team and giving us the opportunity to learn about your skills and accomplishments.

We will be advertising more positions in the coming months. We hope you’ll keep us in mind and we encourage you to apply again.

We wish you good luck with your job search and professional future endeavors.

Best,

[Sender Name]

• Read why employers should always send a post-interview rejection letter to job candidates.
• For a more formal rejection letter, see our sample job rejection letter template.
• Tutorial: How to reject candidates without burning bridges

The post Candidate rejection letter sample appeared first on Recruiting Resources: How to Recruit and Hire Better.

Sourcing candidates? People Search from Workable is the fastest, most effective way to find email addresses, resumes, social and professional profiles.

Email template for sourcing a referred candidate

Subject line: Referral from [Employee_name] / [Employee_name] mentioned you’re a great [Job_title]

Hi [Candidate_Name],

I am [your name], [your job_title] at [Company_name]. We are currently looking to hire a [Job_title] 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 [Company_name], 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]

Note that when sending sourcing emails to European candidates, you need to comply with the General Data Protection Regulation, or GDPR. Find out more in our guide.

• Learn more about building an effective employee referral program on our blog.

The post Email template for sourcing a referred candidate appeared first on Recruiting Resources: How to Recruit and Hire Better.

If you’re a small company and chances are your candidates haven’t heard of you, you might want to consider adding some information about your company. Your best approach would be to add some links (like your company website and careers page) in your signature, so as not to overload your message. Also, make sure your signature includes all necessary information for candidates to reach you via email, phone or social media. As passive candidate emails can be a little tricky, it’s a good idea to use a template to avoid common mistakes.

Sourcing candidates? People Search from Workable is the fastest, most effective way to find email addresses, resumes, social and professional profiles.

Here’s an example email to passive candidates:

Subject line: [Company_name] is looking for a [job_title] / Interested in joining our team at [Company_name]?

Hi [Candidate_Name],

I am [your name], [your job_title] at [company_name]. 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_title – add link to the job description] 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]

More resources:

• Learn more about Sourcing 101 in our Hiring Guide for Startups
• More email templates: 12 time-saving email templates for recruiters
• Tutorial: What makes candidates respond to recruiting emails?
• Tutorial: How to source passive candidates

The post Passive candidate email appeared first on Recruiting Resources: How to Recruit and Hire Better.

Pique potential candidates’ interest with a personalized sourcing email. Explain how you found them and what specifically made you reach out. For example:

• Remind them that you met at a conference/event and highlight that their communication skills stood out to you.
• If you have previously interviewed them (even for a different role), explain what you liked about them and why you think they’d be a great match for a sales position.
• Companies and employees advertise their successes online. If you’re looking for an Account Manager, mention one to two deals they were involved in that impressed you.
• Social networks are good places to discover people who interact often and effectively with customers. Describe what you liked about their approach in your email.

For European candidates, please refer to guidance on using social media for recruiting and collecting candidate information as per the General Data Protection Regulation, or GDPR.

To attract a salesperson, you need to do some selling yourself. Offer potential candidates one compelling reason why it’s worth giving your company a shot. Are you opening an exciting new store? Do you offer special benefits to your sales team? Mention something that would be interesting to the specific person you’re contacting to make them look your way.

As with all sourcing emails to passive candidates, make sure you provide relevant information (your name, your company and contact details) and a clear call to action. And if this is an EU candidate, make sure to include a link to your privacy notice as the GDPR requires.

Sourcing candidates? People Search from Workable is the fastest, most effective way to find email addresses, resumes, social and professional profiles.

Here are some examples of cold recruiting emails to sales candidates:

Subject line: [Company_name] is looking for a [job_title] / Interested in joining our team at [Company_name]?

Hi [Candidate_Name],

I am [your name], [your job_title] at [Company_name].

• I saw your profile on [e.g. LinkedIn] and I was really impressed by your experience with [add specific software, e.g. SalesForce or specific field, e.g. B2B sales experience.] I was particularly excited to see [add specific achievement or cooperation that caught your eye]. We are currently looking for a [job_title – add link to the job description] to join our team/ to manage [add sales specific project.] I’d love to tell you more about this position and discuss how we could achieve great things together.
• I saw on your [e.g. on Meetup.com or Twitter] profile that you regularly participate in [e.g. Public Speaking and Sales] [meetings/events/seminars.] We are always looking for people who can present themselves and our company confidently. Currently, we’d like to expand our sales team with a [job_title – add link to the job description.] I’d love to tell you a little more about this position and learn a few things about you, as well.
• We met [e.g. recently / around 2 months ago], when you applied for the [Job_title] position. Even though we decided to move on with a different candidate at that time, your profile really stood out and we’ve kept you in mind for future openings. Particularly, your communication and presentation skills during our interview were impressive. We feel you’d be a good fit for our [job_title – add link to the job description.] I’d love to learn about what you’ve been up to since we last met and tell you a little bit more about this position.
• I saw your profile [e.g. on Twitter or Quora] and I was really impressed by the way you reply to [e.g. customers or people.] Here, at [Company_name], we are always looking to build strong relationships with our customers. Currently, we’d like to grow our team with a [job_title – add link to the job description] who will contact customers [e.g. via email and/or social media.] 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]

• Want to learn more about effective sourcing techniques? Download our complete sourcing guide for free.

The post Sourcing sales candidates email appeared first on Recruiting Resources: How to Recruit and Hire Better.

• Search developer communities like GitHub and Stack Overflow
• Engage in social recruitment (like Facebook groups and Twitter lists)
• Look in obscure channels like Slack and Meetup
• Use Boolean search strings

For European candidates, please refer to guidance on using social media for recruiting and collecting candidate information as per the General Data Protection Regulation, or GDPR.

When you come across an interesting profile, gather as much information as you can before sending the person a recruiting email. Personalize your message to potential candidates by clearly mentioning what attracted you to them and why you think they’ll be a good fit for your open role. Avoid usual buzzwords and jargon phrases, like “ninja engineers” and “rock-star developers.” Ask your development team to guide you in identifying candidates whose backgrounds fit the role.

Keep in mind that developers are usually in demand, especially the most senior among them. To attract qualified developer candidates, offer them compelling reasons to consider your company. Are you working on a project within their field of expertise? Do you offer special benefits to your engineering team? Mention something that would intrigue the specific person you’re contacting to get them to look your way.

As with all sourcing emails to passive candidates, make sure you provide relevant information (your name, your company and contact details) and a clear call to action. And if this is an EU candidate, make sure to include a link to your privacy notice as the GDPR requires.

Sourcing candidates? People Search from Workable is the fastest, most effective way to find email addresses, resumes, social and professional profiles.

Recruiting developers email template

Here are some examples of cold recruiting emails to developer candidates:

Subject line: [Company_name] is looking for a [job_title] / Interested in joining our team at [Company_name]?

Hi [Candidate_Name],

I am [your name], [your job_title] at [Company_name].

• I saw your profile on [e.g. GitHub] and I was really impressed by your project on [add specific achievement that caught your eye]. At [Company_name], we are working on similar projects and we’re currently looking to expand our team with a qualified [job_title – add link to the job description.] I’d love to tell you more about this position and discuss how we could achieve great things together.

• I saw on your [e.g. Meetup or Twitter] profile that you regularly participate in [e.g. Game Development and Mobile Technology] [meetings/events/seminars.] We always enjoy working with people who are interested in expanding their knowledge and can bring new ideas. Currently, we’re looking for a [job_title – add link to the job description] to join our development team. I’d love to tell you a little more about this position and learn a few things about you, as well.

• We met [e.g. recently / around 2 months ago], when you applied for the [Job_title] position. Even though we decided to move on with a different candidate at that time, we’ve kept you in mind for future openings. Particularly, your [e.g. positive attitude during the interview or performance on the written assignment] really stood out. We feel you’d be a good fit for our [job_title – add link to the job description.] I’d love to learn about what you’ve been up to since we last met and tell you a little bit more about this position.

• Members of our team were really impressed by your performance at [e.g. Hackathon or Open Source project] [mention specific achievement and/or comments from your engineering team.] Here, at [Company_name], we are always looking to collaborate with talented people and build great products together. Currently, we’d like to grow our team with a [job_title – add link to the job description] who will take on [add engineering project.] 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 discuss the role via email or LinkedIn, if you prefer.

I hope you have a great day,

[Your name]
[Signature]

The post Sourcing developer candidates email appeared first on Recruiting Resources: How to Recruit and Hire Better.

Once you’ve found good potential marketing candidates, send them recruiting emails to let them know about your job opening. Tell your potential candidates how you found them and what about them made you reach out. Personalize your recruiting emails to increase response rates. For example:

• Remind them that you met at a conference/event and highlight that their communication skills stood out to you. Or, if you’ve read an interesting piece they wrote (e.g. on marketing techniques/trends), describe what you liked about it.
• Marketers are usually active online. Try to network with them on social platforms, including Facebook groups, Slack and Twitter. If you have previously communicated, they’re more likely to respond to your recruiting email. For European candidates, please refer to guidance on using social media for recruiting and collecting candidate information as per the General Data Protection Regulation, or GDPR.
• Companies and employees advertise their successes online. If, for example, you’re looking to hire a Brand Manager, mention one to two projects they were involved in that impressed you.
• If you want to hire designers for your website or other marketing-related illustration tasks, look for online portfolios and compliment potential candidates on works that resemble what you (want to) do.

Sourcing candidates? People Search from Workable is the fastest, most effective way to find email addresses, resumes, social and professional profiles.

To pique potential candidates’ attention, you need to market the position and your company, as well. Name one or two benefits that you offer to employees and briefly describe some challenging tasks related to the position (e.g. launching a new product.)

As with all sourcing emails to passive candidates, make sure you provide relevant information (your name, your company and contact details) and a clear call to action. And if this is an EU candidate, make sure to include a link to your privacy notice as the GDPR requires.

Related: How to source passive candidates

Recruiting Marketing candidates email template

Subject line: [Company_name] is looking for a [job_title] / Interested in joining our team at [Company_name]?

Hi [Candidate_Name],

I am [your name], [your job_title] at [Company_name].

• I saw your profile on [e.g. LinkedIn] and I was really impressed by your experience with [add specific software, e.g. SalesForce or specific field, e.g. email marketing campaigns.] I was particularly excited to see [add specific achievement that caught your eye]. We are currently looking for a [job_title – add link to the job description] to join our team/ to manage [add marketing specific project.] I’d love to tell you more about this position and discuss how we could achieve great things together.

• I saw your online portfolio on [e.g. Behance or Dribbble] and I was really impressed by your work on [mention specific field, e.g. company logos.] Here, at [Company_name], we are always looking to collaborate with creative people who can freshen up our designs. Currently, we want to expand our team with a [job_title – add link to the job description]. I’d love to tell you a little more about this position and learn a few things about you, as well.

• We met [mention specific time e.g. one month ago] at [X event/conference] / We’ve previously interacted [mention specific social platform, e.g. X Slack group] and I couldn’t help but notice how you made a good first impression and maintained pleasant discussions. Here, at [Company_name], we prioritize our client satisfaction and, currently, we’re looking for a [job_title – add link to the job description] who’ll positively represent our brand both online and offline. I’d love to tell you a little more about this position and learn a few things about you, as well.

• I saw your profile [e.g. on Twitter or Quora] and I was really impressed by the way you reply to [e.g. customers or people.] Here, at [Company_name], we are always looking to build strong relationships with our audience. Currently, we’d like to grow our team with a [job_title – add link to the job description] who will [e.g. contact customers online or manage our social media pages.] 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]

The post Sourcing marketing candidates email appeared first on Recruiting Resources: How to Recruit and Hire Better.

• What qualifies as a successful referral (e.g. referred candidate is hired or stays in the company for X months)
• What the rewards are for each successful referral
• What limitations apply, like excluding past candidates
• What the employee referral process is, and any strategies for success

Customize this email to add the specific monetary and/or non-monetary rewards your company offers to referrers. Make sure that your tone encourages employees to refer qualified candidates not only as part of a bonus program, but also to create a productive workplace.

Communicate specific openings with our employee referral program sample email. And if you’re not sure where to start, here are some ideas and tips on building your first employee referral program.

How to send an Employee Referral Bonus Program Announcement Email

Subject line: Introducing Employee Referral Bonus Program / Help us grow! / We are hiring! Can you help?

Hi all,

As you know, here at [Company_name], we are always looking to grow our teams with talented people, just like you. That’s why, we are excited to announce our Employee Referral Bonus Program. Refer qualified candidates and as a “thank you,” we will offer you [add specific rewards for referrers, e.g. “a discount for X”, “$ X bonus per hire” or “ an additional PTO day.”]

In order to be eligible for the referral bonus, you need to [add specific criteria, e.g. “be working in our company for X months” or “refer a candidate who hasn’t previously applied for a role in our company.”]

If you know someone who you think would be a good fit for our company, let us know. [It’s best to be clear about the employee referral process, e.g. contact the HR department via email or add candidate’s details to the company’s ATS.]

For more details about the employee referral bonus program, don’t hesitate to contact [add appropriate person’s name and contact details, e.g. recruiter’s name with a link to their email]. Also, don’t forget to check our careers page [add link] regularly for new openings.

Thank you,
[Your name]
[Signature]

Want to learn more about Employee Referrals? Don’t miss our employee referral complete guide.

The post Employee referral bonus program announcement email appeared first on Recruiting Resources: How to Recruit and Hire Better.

• Date and time of the interview
• Estimated duration
• Name(s) and job title(s) of the interviewer(s)
• Format and topic of the interview (e.g. candidates will complete a test or discuss their assignment)

You can also use this email to remind candidates what they need to bring with them (e.g. their resume or portfolio.)

If this is the first time that you have invited candidates to your office, include:

• How to get to your office (e.g. provide a link with directions and/or map, or point out some landmarks nearby)
• How to enter the building as a visitor (e.g. if they need to bring their ID)
• Where to park (if your office is located in a busy area)

When writing this email, keep your email brief. Make sure your subject line is clear, otherwise candidates may not open your message.

If you and the candidate booked the interview a while ago, consider sending this second interview confirmation email one to two days before your appointment, as a friendly reminder.

At this point in the hiring process, you have already communicated with candidates, so feel free to use a more casual tone. But, like all recruiting emails to candidates, make sure your writing style aligns with your company culture.

More: See our interview confirmation email template.

Looking to save time with the interview process? Sign up for our 15-day free trial of Workable’s end-to-end recruiting software and start hiring better people, faster.

Second interview confirmation email template

Email subject line: Confirmation for second interview – [Company_name] / Interview with [Company_name] for the [Job_title] position

Hi [Candidate_Name] / Dear [Candidate_Name],

I would like to confirm your interview for the [Job_title] position. At this meeting, we’ll have the chance to [e.g. discuss your assignment] and get to know you a bit better. Below are the details of your interview:

When: [date and time, e.g. Thursday, May 25, at 11 a.m] – the estimated duration is [e.g. 30] minutes
Where: [full address, e.g. 33 Farnsworth Street, 4th Fl, Boston, MA 02210 – if necessary, include a link with the specific location on the map and/or directions]
Who: [name and job title of the interviewer]

Keep in mind that you’ll need your ID, as the security guard will ask for it upon your entry. If you plan to drive, there is a parking lot next to our office that you may use.

Feel free to contact me via email or at [e.g. 1-444-555-2222], if you have any questions.

I look forward to meeting with you and discussing this job opportunity at [Company_name].

All the best / Kind regards,

[Your name]
[Signature]

The post Second interview confirmation email appeared first on Recruiting Resources: How to Recruit and Hire Better.

• Foster diversity in the workplace
• Communicate with clients and partners in other countries
• Produce written material (e.g. manuals or web content) for global use

Recruiters may find bilingual candidates by contacting:

• Translation services firms
• College career services offices
• Organizations that cater to immigrants
• Leaders of meetups or other events for expats

You can also source through social media to identify bilingual or native speakers and advertise your openings (e.g. to a relevant Facebook group.) Targeted Boolean search strings will also help you find online resumes of candidates native in more than one language.

For European candidates, please refer to guidance on using social media for recruiting and collecting candidate information as per the General Data Protection Regulation, or GDPR.

To craft an effective recruiting email to bilingual candidates, make sure to:

• Explain how you found them and why you contacted them
• Briefly describe the open role
• Include benefits that come with the position (e.g. training, college tuition assistance, travel reimbursement)

As with all sourcing emails to passive candidates, make sure you provide relevant information (e.g. your name, company and contact information) and a clear call to action. And if this is an EU candidate, make sure to include a link to your privacy notice as the GDPR requires.

Subject line: [Company_name] is looking for a [job_title] / Interested in joining our team at [Company_name]?

Hi [Candidate_Name],

I am [your_name], [your job_title] at [Company_name].

I found your profile on [add specific website or social network] / I got your resume through [e.g. community or college] and I was impressed with your background. [It’s best to include a specific achievement that grabbed your attention.]

Here, at [Company_name], we are always looking to foster a multicultural work environment and currently, we have an opening for a [job_title – add link to the job description.] We are looking for someone who’ll [e.g. act as our company representative for our global clients / create engaging online content to attract global clients / support our international customer base.]

Your language skills along with your [e.g. customer service] experience would be great assets to our team. [Mention benefits and perks that you offer, e.g. “Our benefits package includes college tuition assistance for you and your family members.” or “We offer daily meals with diverse food cuisines and organize regular in-house events for our expats.”]

I’d like 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]

Related: How to source passive candidates

The post Recruiting bilingual candidates email appeared first on Recruiting Resources: How to Recruit and Hire Better.

• Make the hiring process transparent
• Facilitate communication between recruiters and hiring managers
• Prepare hiring managers for the interviews

Customize your emails to provide the most relevant information to your hiring manager. In general, these emails tell hiring managers that recruiters:

• Received X applications and pre-screened Y candidates
• Scheduled X of phone-screening calls
• Advanced X of candidates to the interview phase
• Rejected X of candidates

Make sure that your emails are brief and well-structured, so that hiring managers get a quick update on the status of the hiring process. For example, a bulleted list can help you illustrate each hiring stage. Attach a file (e.g. interview notes, candidate resumes, test/assignment results), if you want to share more information.

The following sample hiring update email to hiring managers refers to the phone-screening phase. Tweak this template for other hiring stages.

Subject line: Update on [Job_title] position / Status of [Job_title] position

Hi [Hiring Manager’s_name],

I’m sending you an update on where we stand with the [Job_title] role:

• Number of phone screening calls conducted: [e.g. 6]
• Number of applicants we advanced to the assignment phase: [e.g. 2]
• Number of phone screening calls scheduled for next week: [e.g. 5]
• Deadline for assignment submission: [e.g. 6/20/2017]

Here’s an overview of the qualified candidates:

• [Candidate1_name]: Doesn’t have relevant experience, but has researched our company and is genuinely interested in the role. We had a very pleasant discussion and I would like to see the assignment results.
• [Candidate2_name]: Has two years of work experience in a similar role and knows a lot about the industry. The tone of our discussion was formal.

For more detailed information, feel free to refer to my notes [attach file to email.]

Please let me know if you need more information. We can schedule a quick [e.g. call or meeting] to follow up.

Thank you,

[Your_name]
[Your_signature]

The post Hiring update email: Recruiter to hiring manager appeared first on Recruiting Resources: How to Recruit and Hire Better.

• Business partners
• Customers
• Alumni
• Former employees
• Professional communities

To ask for referrals from your current employees, check our employee referral program sample email template and refer a friend email template.

In emails to your external network, include:

• The role you’re hiring for, along with key responsibilities and a link to the full job description
• The main skills and knowledge required for the role
• A brief description of your company/team or benefits attached to the role, that your recipients could share with potential candidates
• The referral process your recipients should follow to refer a candidate

End your email with a simple thank-you note to show your appreciation.

Customize this template with a more formal or informal tone, depending on your company culture. Make sure to keep your message short and clear, so that people from your network can refer qualified candidates.

Email Subject Line: We’re hiring! / Do you know a great [Job_title]?

Hi [Include recipient’s name, if you send to a specific individual],

Word on the street is that [Company_name] launched a search for a [Job_title].

As you may already know, here at [Company_name], we always want to collaborate with talented people and we’d like your help to find our next team member.

This person will be responsible for [Include 1-2 key duties and link to the job description, e.g. “This person will join our team of mobile developers and will be responsible for improving our iOS applications.”]

[It’s best to add some must-have requirements for the position, e.g. “Experience with Swift and interest in mobile technologies are required for this role.”]

It’s a great opportunity for a [Job_title] who wants to [e.g. work in a diverse environment and serve customers like X, Y, Z / to be part of a growing team and help us build X product / join our X team, work with high-end technology and attend global conferences that will help them develop professionally.]

If you know someone who you think would be a good fit, it would be great if you could refer them [e.g. by emailing their contact details or resume.]

Please feel free to contact me via email or at [e.g. 1-444-555-2222], if you have any questions.

Thank you,

[Your name]
[Signature]

Further Reading: The Art of the Employee Referral: a complete guide with tips and examples

The post Employee referrals from external network email appeared first on Recruiting Resources: How to Recruit and Hire Better.

• the open position’s details;
• the structure of the hiring process and;
• the qualification criteria for candidates.

Use this intake meeting email template to request a call or in-person meeting with hiring managers when they want to hire a new team member. To make the most out of this meeting, clarify what hiring managers should prepare beforehand. Also, it’ll be useful if you can provide them with resources, like job description templates.

It’s best to schedule intake meetings with hiring managers early on the recruiting process to make sure you’re on the same page and targeting the right candidates. If necessary, cc all hiring team members when sending this intake meeting email request.

Subject line: Intake meeting about [X] position / Let’s discuss [X] position

Hi [Hiring manager’s name],

I’d like to schedule a meeting so that we discuss requirements and candidate profiles for the [job title] role we’re about to open.

Before this meeting, could you have a think on the basics of the open role and the hiring process? For example, here’s some information I’ll need :

• Employment type (full-time or part-time, permanent or fixed-term contract)
• Salary range
• Job duties (five to ten regular tasks)
• Requirements (including relevant experience and knowledge of specific tools)
• Evaluation methods (like screening calls, assignments and online tests)
• Timeline (ideal start date)

Also, if you have specific people in mind that would be good candidates (like internal candidates or past applicants), let me know in this meeting so I can reach out as soon as possible.

To start you off, I’m attaching a job description template [that we’ve used in the past for a similar position]. You can tweak, remove and add job duties and requirements. Or we can review it together during the meeting if you like.

Please let me know which of the following options you prefer and I’ll send you a calendar invitation:

• [Tuesday 5/15, 10-11 a.m.]
• [Tuesday 5/15, 2-3 p.m.]
• [Wednesday 5/16, 1:30-2:30 p.m.]

If none of these time slots work for you, let me know when you’ll be available and we can find a time that works. [Also, if you think that it’d be helpful if someone else from the hiring team joins this meeting, please let me know.]

Thank you,

[Your name]
[Email signature]

Related resources:

• What questions to ask hiring managers during intake meetings
• How to update hiring managers on the status of the hiring process
• How to train hiring managers to conduct effective interviews
• How recruiters and hiring managers can collaborate productively

The post Email template to request an intake meeting: From recruiter to hiring manager appeared first on Recruiting Resources: How to Recruit and Hire Better.

Before sending an SMS, it’s best to ask for candidates’ consent to contact them via text. Particularly, if your candidates are EU citizens, their personal data is protected by the new data protection law (GDPR). So make sure you respect all relevant regulations when texting candidates. Also, despite being a more casual way of communication, texts to candidates should still be professional. Double-check your language for clarity, tone and accuracy and avoid texting after office hours.

Take a look at our guide to learn more about how to recruit candidates via text effectively.

Sample recruiting text messages to candidates for different scenarios

Job interview invitation text message

• Hi [Candidate_name]. Here’s how you can get to our office [map url] for your interview tomorrow. Let me know if you need further help. Looking forward to meeting with you.
• Hi [Candidate_name]. We’re looking forward to meeting you tomorrow at [12]. Keep in mind that traffic is usually quite heavy during that time so allow 10-15 extra minutes to get here. Feel free to contact me at this number if you need any directions.

Follow up text message after an interview

• Hi [Candidate_name]. Thanks for coming in today. It was great meeting you. Keep an eye on your inbox – I’ll send you the assignment we talked about by the end of the week. Feel free to reach out if you have any questions. Have a nice day!

Reschedule an interview text message

• Hi [Candidate_name]. Due to [a scheduling conflict], we have to reschedule tomorrow’s interview. Are you available on [Thursday at 3 pm] instead? Let me know if that works for you or if you prefer another day or time this week. I apologize for any inconvenience.

SMS candidates with one click, straight from the Workable mobile app.

Text message to reconnect with past applicant

• Hi [Candidate_name]. I’m [your name] from [Company_name]. We’re hosting a careers day on [date]. We’d love to see you there to discuss our new openings. If you’re interested, please let me know and I can send you some more details. Have a nice day!

Related resources:

• Recruiting email templates for all scenarios
• Interview confirmation email template
• Invitation to interview email template

The post Recruiting text messages to candidates for different scenarios appeared first on Recruiting Resources: How to Recruit and Hire Better.

• Candidates had a personal emergency and couldn’t inform you, but feel embarrassed to contact you later. Things happen. If candidates proactively communicate with you to apologize and ask to reschedule, then that’s great. But sometimes, they might feel bad for standing you up and waver about whether they should reach out (they might even assume that you wouldn’t accept their apology). By contacting them, you show that you’re open to an explanation and could potentially reschedule.
• There was a misunderstanding about the time, day or place of the interview. Before rejecting candidates who didn’t show up at an interview, make sure it’s not a miscommunication issue. Sending multiple back-and-forth emails to schedule an interview can cause confusion. For example, when you’re interviewing remote candidates, there could be a mix up because of different time zones.
• You rescheduled too many times and candidates are now disengaged. Candidates might have already accepted another job offer if you originally scheduled the interview a long time ago. Also, you might have put off candidates if you’ve canceled and rescheduled the interview multiple times. In this case, a no-show email could help end things on a more positive tone.

Note that if you’re interviewing EU candidates, you need to store and process their data in accordance with the General Data Protection Regulation (GDPR). Learn more about how to be compliant with GDPR in our guide.

Sample interview no-show email

Subject line: Interview with [Company_name] / Interview for [Job_title] at [Company_name]

Dear [Candidate_name] / Hi [Candidate_name],

We had scheduled [an interview at our offices / a video call] today [at 11 am] but you didn’t make it. I hope everything is well.

Could you let me know if you’re still interested in the [Job_title] role? If so, we can reschedule the interview. Otherwise, I’ll be deleting your information from our database.

Thank you,

[Your name]
[Your email signature]

More advice on how to handle interview no-shows.

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• The job title
• The employment type (for example, if it’s a full-time position or if it’s a fixed-term contract)
• The must-have requirements (like knowledge of industry, years of experience)
• The salary range (including additional bonuses if applicable)
• The seniority level (if it’s not clear from the job title)
• The time frame you want to close this hire in (including your preferred start date)
• The next steps (for example, whether you’re expecting a confirmation or whether you’re going to schedule a call/meeting to discuss details)

You could also include a document with the detailed job description that will give the agency recruiters a better understanding of the candidates you’re looking for.

Subject line: New job requisition from [Company_name] / New open role at [Company_name]: [job title]

Dear / Hi [partner’s name],

As discussed, we’d like to hire a new [Job title] for our [department]. We’re looking for a professional with at least [4] years of relevant work experience with expertise in [X technology] who’ll be able to [build mobile applications from scratch]. This is a [full time] position and the salary range is [$Y – $Z]. Attached you’ll find the detailed job description you can use to advertise the job and source candidates.

Ideally, we’d like to have our new hire onboard on [date]. So, we should have a shortlist of [five] candidates by [date]. Please let me know if this sounds like a reasonable timeframe for the particular position.

Feel free to reach out if you need me to clarify the qualification criteria or the scope of responsibilities. I’m also happy to answer any other questions you may have about the position.

Thank you,
[Your name]
[Your email signature]

Related resources:

• Benefits of using a recruitment agency
• Agency vs. in-house recruitment

The post Email from employer to a recruitment agency or external recruiter appeared first on Recruiting Resources: How to Recruit and Hire Better.

Here’s how to write an effective rejection email to overqualified candidates:

• Personalize your email. While it’s normal to say something like “The competition for this role was tough” when you reject applicants in the early stages of the process, a similar comment doesn’t apply to overqualified candidates. It’s best to tweak your message and mention something more specific and relevant to their profile.
• Avoid discriminatory comments. When rejecting candidates, stick to job-related arguments. Phrases like “We are looking for a younger person to fill this role” or “We think a candidate with less experience would be more suitable for this position” could entail legal risks for your company. Instead, stick to job-related arguments, like “While we were impressed with your skills, we are looking for someone who has experience using X software.”
• Be honest. If there’s something worse than being rejected, it’s building false hopes. Don’t promise overqualified candidates that you’ll reach out soon for more suitable opportunities, if you’re only hiring for entry-level roles. Opt for a simple “Best of luck with your job search” to end things on a positive note.

Rejecting overqualified candidates email template

Subject Line: Your application to [Company_name] for the [Job_title] position

Dear [Candidate_name],

Thank you for taking the time to meet with our team about the [Job_title] role. It was a pleasure to learn more about your skills and accomplishments.

Unfortunately, we have chosen to move forward with a different candidate for the [Job_title] position.

I would like to note that we were all impressed by your skills and your attitude during the interview. That’s why I’d like to stay in touch and contact you when a more fitting opportunity opens up; one that better matches your profile.

I am happy to answer your questions if you would like any specific feedback about your application or interview.

Thanks again for your interest in [Company_name] and best of luck with your job search.

Kind regards,

[Your name]
[Your email signature]

More resources:

• Why employers should always write a polite rejection letter after an interview
• How to reject candidates without burning bridges
• Applicant rejection letter template
• Sample job application rejection letter
• Candidate rejection letter after interview
• Late-stage candidate rejection letter template

The post Rejecting overqualified candidates email appeared first on Recruiting Resources: How to Recruit and Hire Better.