6 email templates for recruiters to keep candidates warm

Given how hyper competitive the talent market is, recruiters are doing more than just filling the vacant roles with new faces; they are nurturing relationships. Hiring isn’t just about taking interviews or conducting exams. Rather, it is about gradually and eventually allowing the potential candidates to become familiar with the company culture, rules, policies, and other aspects. Given that, we have outlined here the six most preferred email templates for recruiters to leverage so they can boost candidate engagement and interest for both internal and external hires.

If communication is not optimized, it would lead to a chaotic situation. Studies from SHRM Talent Pulse, Q1 2025, reveal that about 72% of candidates drop midway through the recruitment process due to the sheer absence of timely communication.

So, it’s crucial that employers pay attention to how they build relationships with candidates that can last longer. Emails, when curated carefully, can bridge the gap and help set you apart from other recruiters. However, these can’t be just some random emails. Rather, you need to focus on details, subject lines, and other aspects to ensure candidates stay looped in throughout the hiring process. This reliability is a key reason to choose a reliable email delivery provider.

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Why is Keeping Candidates Warm Important?

Crafting candidate-engaging emails is no longer an option in today’s competitive recruitment landscape. Lack of updates on the next step or a long silence from the employer’s end leaves a negative impression on the candidates. 

This further compels them to shift their focus to the competitors. So, keeping your potential candidates warm will ensure they stay engaged, trust the efficiency of the HR process, and have positive views about your organization. 

Here’s how:

1. Engaging emails boost satisfaction amongst the candidates. Studies have proven that 38% of happy candidates are more likely to accept the offer letter, leading to a lower withdrawal rate. 
2. Leaving the job seekers out of the picture for too long will create a negative impression about your brand. While sharing this experience with their peers, your organization’s reputation will take a hit. 
3. Candidates feel valued when they are engaged with company cultures through warm emails. It further increases the likelihood of reapplication or consideration of future roles. Many HR teams also use eNPS survey software to track satisfaction and improve the candidate journey.
4. You won’t have to worry about drop-offs any further once you start using crafty, engaging email templates for your candidates during the hiring pipeline. 

Tips for Creating Effective Email Templates

A thoughtful email doesn’t just talk about your professionalism. Instead, it also helps strengthen your brand’s image and foster trust amongst your candidates. A LinkedIn survey found that 59% of candidates feel more positive toward an employer when communication looks professional and visually polished. That’s why some HR teams work with creative partners like Superside to design branded email templates and visual assets that reinforce culture and consistency throughout the hiring journey.

Given this, below we have outlined a few tips to help you design engaging email templates for recruiters. 

1. Personalizing messages will give you an upper hand to keep candidates glued to the screen. For instance, a sales executive candidate might appreciate references to their pipeline management experience, while a technical hire might respond better to product- or process-oriented examples. Whether it’s including details from the past conversation or referencing the roles, you can leverage AI tools to craft emails that will nurture a strong bond and personalize the candidate experience. 
2. The best way to reduce uncertainty and frustration about the communication gap is to set clear expectations. For instance, share the timelines or next steps to be taken concerning another email or phone call they might receive from your HR team, as well as any specific phone number to expect a call from.
3. You can design value-based email templates to keep the job seekers engaged with your organization’s policies and culture. Consider using infographics to visually highlight key points—Venngage’s infographic tools – can help you create them easily. To top it off, these content resources will act as an accurate source of information, keeping them updated about everything going on in your organization.
4. Balance the timing for sending out the emails. Too frequent updates might overwhelm your candidates, while a long gap between consecutive emails might lead to a loss of interest. 
5. The emails should be short, crisp, and easy to understand. Longer bodies with fluff will automatically cause readers to close the screen midway. Mention the details clearly, but do not stretch too much. 
6. Also, keep in mind that your DNS configurations for SPF (Sender Policy Framework) is not broken else your emails are not going to be delivered to the inbox.

6 Email Templates to Keep Candidates Warm Throughout The Hiring Process

Template 1: Application Acknowledgement

This email template can be used to confirm the receipt of the candidate’s application in your recruiting system. 

1. Use definitive language to set the expectations straight from the beginning only. 
2. It needs to be sent within 24 to 48 hours of receiving the application without delays. 
3. To ensure there’s no confusion amongst the applicants, include review timelines clearly in the mail content. You can also mention that the candidate’s resume has been successfully received and is under review, which reassures them that their application is being considered seriously.

To top it off, keep the language professional, appreciative, and friendly.

Subject: Thank you for your Application for {{job.title}}

Message:
Hi {{applicant.first_name}}

Many thanks for your interest in the {{job.title}} role at {{company.name}}. We’ve now received your application and will be reviewing this over the next few days.

So hold tight, cross your fingers, and we’ll be in touch again soon to let you know if you’ve been shortlisted!

Best wishes,

{{sender.name}}
Recruiting Manager

Template 2: After Initial Screening or Assessment

One of the most important email templates for recruiters will: 

1. Outline the next steps candidates may have to take once their application is reviewed and confirmed
2. Boost their interests, letting them know that your organization has acknowledged their time and effort. 

You can specify the timeline of the next update by including a small statement like “Our team is proactively reviewing the results and expects to share the next steps with you by [Date]”.

Subject: Next Steps for Your Application

Hi {{applicant.first_name}}

We’ve loved all we’ve learned about you so far and we’d like to proceed to the next step.
This next stage is to complete the task as outlined in the brief below.
——–
Brief

We’d like for you to imagine you work on the Microsoft Customer Support team and you’ve received the following message:

“I’m stuck! I need to add up a column of numbers and then also show the average. How do I do this?”

Your task is to reply to this email with your response to the customer’s query.
——-

Ideally we would like you to complete the task within 3 days, but we understand life doesn’t always allow for these things so if you’re having any difficulty, please do reach out.

Good luck! We look forward to reading your response.

Best wishes,

{{sender.name}}
Recruiting Manager

Template 3: When The Process is Delayed

Sometimes, the hiring pipeline encounters unexpected delays. During such times, you should keep your candidates updated about the changes in events. 

Always be transparent about the reason for the delay and provide a new, realistic timeline for the next course of action, like “We expect to reconnect again by [Date] and move further with our hiring process”. Acknowledge their patience and continued interest. 

Template 4: Between Interview Rounds

The key to keeping candidates engaged is through creating different email templates between the interview rounds. These will help you 

1. Build the right momentum
2. Acknowledge their participation in the previous phase
3. Share engaging content to boost morale. 

End the email with the expected next step or a decision date, as it would help prevent frustration build-up amongst the job seekers.

Subject: Invitation for a Second Interview!

Hi {{applicant.first_name}},

Thanks for taking the time to meet with us recently. So far, we like what we’ve heard and we are keen to progress your application to the next stage.

We place great value in making sure we bring the right people into our business and that the move feels just as right for the new team members as it does for us! For that reason, we’d like to invite you back to our Head Office to meet with more of the team.

We propose [insert date] at [insert time] – please let us know if this works for you and we’ll follow up with a confirmation.

Best wishes

{{sender.name}}
Recruiting Manager

Template 5: Reference Email

Encourage the candidates by giving an affirmative email about them being considered for the role. During this stage, asking for references is a must. Acknowledge their patience while respecting their time and effort.

Subject: Reference Details

Hi {{applicant.first_name}}

We’re almost there! We’ve been very impressed with you and would like to move forwards.

The final step is for you to provide us with at least two different references from the past 5 years. These should be from managers you’ve worked with, but if you’ve been in one role over that timeframe, your second referee can be a colleague who has worked with you during this time.

Please reply with the following information:

Reference #1
Company name:
Dates of Employment:
Referee name:
Contact Phone:
Contact Email:

Reference #2
Company name:
Dates of Employment:
Referee name:
Contact Phone:
Contact Email:

Many thanks and best wishes,

{{sender.name}}
Recruiting Manager

Template 6: For Future Opportunities 

Lastly, design a closure email template for the candidates that will help you draw the curtains easily. Maintain a tone that can portray your gratitude toward their interest and time while emphasizing the aspects of their profiles that created a long-lasting impression on the HR team. 

Subject: An Update on Your Application

Hi {{applicant.first_names}},

Many thanks for your application for the role of {{job.title}}.

The role certainly proved popular and we’ve received a lot of interest. After reviewing each of the applications, I’m sorry to say that we have decided not to proceed with yours at this time as other candidates met our requirements more closely.

We would like to thank you once again for your interest in working with us. Best of luck in your job search and future endeavors.

Regards,

{{sender.name}}
Recruiting Manager

Conclusion 

If you want to foster a transparent and affirmative culture throughout the HR hiring pipeline, these email templates for recruiters will certainly put forth numerous benefits to the table.

In other words, you can boost your candidates’ morale, make them know that their effort and time are appreciated, and reduce drop-off significantly. These will build a positive employer brand image, even if the hiring outcome isn’t favorable for the applicants. 

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