Six candidate emails worth writing before you need them

Templates help when your team sends the same type of message repeatedly. They are less helpful when they make the conversation sound as though nobody has read the application. Keep a clear structure, then add the detail that makes the message accurate for this candidate and this role.

The examples below use square brackets for information you should replace. They are writing examples, not a promise that every bracket is an automatic field in your hiring tool. Before sending, check the recipient, job title, dates, time zone, links and the next step. Remove any sentence that describes a process your team hasn't agreed to follow.

Subject: Your application for [job title]

Hi [first name],

Thanks for applying for [job title] at [company]. We’ve received your application and our hiring team will review it.

We expect to share an update by [date]. If that changes, we’ll let you know. There’s nothing else you need to send at this point.

Thanks for taking the time to introduce yourself.

[sender name]

Only include a date if someone is responsible for meeting it. If the role is reviewed on an ongoing basis, describe that approach and give a realistic expectation for the next update.

Subject: Let’s talk about [job title]

Hi [first name],

Thank you for sharing your experience with us. We’d like to arrange a [duration] conversation about [job title].

You’ll meet [name and role]. We’ll talk about [topics], share more about the team and leave time for your questions. There’s no exercise to prepare for this conversation.

Please [choose a time / reply with availability]. The meeting will take place [location or video details], in [time zone]. If you need a different arrangement, let us know.

[sender name]

Choose one scheduling action. A message that includes a booking link and asks for several availability options creates unnecessary uncertainty.

Subject: Your [interview type] conversation with [company]

Hi [first name],

Your next conversation is with [names and roles] on [date] at [time and time zone]. It will last [duration].

We’ll focus on [purpose of the interview]. Please bring [specific preparation, if any]. We’re interested in understanding [what the team wants to learn], rather than a polished presentation for its own sake.

Join here: [meeting details]. If anything changes or you have a question beforehand, you can reply to this email.

[sender name]

Make the preparation proportionate to the conversation, and say how long you expect it to take if you are asking for additional work.

Subject: An update on [job title]

Hi [first name],

I said we’d update you by [date], and we need a little more time to [brief, appropriate explanation]. I wanted to let you know rather than leave you waiting.

We expect to have the next update by [new date]. You don’t need to do anything in the meantime. If your availability or plans change, please let me know.

Thank you for your patience,

[sender name]

An update doesn't need to pretend the decision is ready. Give the candidate a useful expectation and keep ownership of the next message.

Subject: An update on your application to [company]

Hi [first name],

Thank you for the time you’ve put into [applying / meeting our team] for [job title]. We’ve decided not to move forward with your application for this role.

[Where appropriate, add a specific, considered explanation connected to the requirements of the role.]

We appreciate the opportunity to learn about your work and wish you well with your next steps.

[sender name]

Don't add an offer of feedback if the team cannot provide it. If you include individual feedback, check that it is grounded in the work discussed and consistent with the decision. A generic compliment followed by a vague rejection rarely makes the message more helpful.

Subject: A change to our plans for [job title]

Hi [first name],

We’ve paused hiring for [job title] because [brief, appropriate explanation]. This means we won’t be continuing the interview process at the moment.

Thank you for the time you’ve already shared with us. I’m sorry that our plans changed during your application. [Explain any specific next step you can genuinely commit to.]

[sender name]

In Rolefern, email templates and candidate threads keep repeated messages close to the candidate's history. Use templates as a starting point, review the final message and keep the decision to send it with the person responsible for the conversation.