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How to Craft Friendly and Engaging Recruitment Emails for All Scenarios

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How to Craft Friendly and Engaging Recruitment Emails for All Scenarios
David Banaghan
3 minute read
Hiring Hacks Series

In recruitment, effective communication stands as the linchpin for forging connections and relationships with prospective hires. Your email communication possess the capability to either enhance or undermine the candidate experience, thereby influencing whether they perceive your organisation as an attractive workplace.

As many aspects of recruitment communication can now be automated and as AI continues to take a foothold, crafting friendly, human and empathetic communication, has never been more important.

In this article, we will guide you through the art of composing recruitment emails that are both friendly and engaging, but most of all human! From initial candidate sourcing to extending job offers, each interaction presents an opportunity to create a positive impression on your candidates. Let's delve into the techniques to master these moments, ensuring that your emails shine amidst the crowded inboxes of potential talent.

The Power of a Personal Touch

Recruitment emails can often feel robotic and impersonal, but taking the time to inject a human touch can go a long way in building a connection with your potential hires. Start by addressing the candidate by their name in the salutation. A simple "Hi [Candidate's Name]" or "Hello [Candidate's Name]" immediately makes the message more personable.

Additionally, share a brief personal anecdote or connection to the candidate's background or interests. For instance, if you both attended the same university or share a passion for a particular hobby, mention it. These personal touches demonstrate that you've taken the time to research and connect with the candidate on a deeper level. Now lets dive into how to craft engaging recruitment emails for all scenarios.

1. Sourcing a Candidate

If you source candidates through email on a regular basis, utilising a well-crafted recruiting template can be a game-changer. This template is not just another generic message but a personalised, engaging approach to initiate a conversation with potential candidates. Creating an excellent first impression is paramount, especially when dealing with passive candidates who might be hesitant to respond to generic emails. Your goal is to convey your enthusiasm for connecting with them, highlighting what impressed you in their profile and how you envision them as a valuable asset to your team. Maintain a casual and inviting tone, and don't forget to articulate what's in it for them, providing them with a compelling reason to engage further.

Subject: Exciting Opportunity at [Your Company]

Hi [Candidate's Name],

Hope you had a good week. Your profile on [platform] caught our eye, and we were genuinely impressed with your skills, especially your expertise in [specific skill or industry]. At [Your Company], we're always eager to connect with talented individuals like you.

We understand that job searches can be challenging, and we appreciate the dedication it takes to build a career. We'd love to get to know you better and explore how your aspirations align with our opportunities. Would you be open to a conversation to discuss this further? Please share your availability, and we'll work around your schedule.

Looking forward to hearing from you.

Warm regards,[Your Name][Your Title][Your Company][Contact Information]

2. Scheduling a Phone Screen Interview

When scheduling a phone screen interview, your email should reflect your company's commitment to a candidate-centric approach. Recognise the significance of this step in a candidate's job search journey. Your message should convey warmth and genuine interest in their potential as a team member. Ease any apprehensions they may have and create an atmosphere where they feel valued.

Subject: Let's Talk - Interview Opportunity at [Your Company]

Hi [Candidate's Name],

I trust you're doing well. We were delighted to review your application for the [Job Title] position at [Your Company]. Your qualifications are very impressive, and we believe you have the potential to make a meaningful impact on our team.

Navigating the job market can be a daunting task, and we understand the significance of this step in your career. To move forward, we'd like to schedule a brief phone screen interview. This will provide us with an opportunity to get to know you better and discuss your background and aspirations. Please let us know your preferred time, and we'll make it work for you.

We appreciate your consideration of [Your Company] as your potential career destination.

Warm regards,[Your Name][Your Title][Your Company][Contact Information]

3. Sending an Assignment

When assigning a task or project to a candidate, it's essential to frame it as an exciting opportunity for them to showcase their skills. Make them feel valued and respected as you provide clear instructions and express your anticipation of their work.

Subject: Exciting Next Step - Assignment for [Job Title] Position

Hi [Candidate's Name],

Happy Friday! We are delighted to progress in the selection process with you for the [Job Title] role at [Your Company]. As the subsequent step, we would like to evaluate your skills by assigning you a [specific task or project].

Enclosed, you will find comprehensive instructions for the assignment, inclusive of the submission deadline. Should you require any clarifications or have queries, please do not hesitate to reach out. We highly value your creativity and problem-solving acumen, and this assignment will enable us to gain a deeper insight into your capabilities.

We eagerly anticipate the review of your work and its discussion during our forthcoming interview.

Best regards,[Your Name][Your Title][Your Company][Contact Information]

4. Inviting Candidates for an Interview by Email

Inviting candidates for an interview should reflect your company's genuine excitement to meet them. Acknowledge the anticipation and uncertainty that often accompanies job searches. Emphasise your eagerness to get to know them better, making them feel valued and comfortable.

Subject: Interview Invitation - Join Us at [Your Company]

Hi [Candidate's Name],

We extend our gratitude for your interest in the [Job Title] position at [Your Company]. After reviewing application, we are delighted to invite you for an interview.

The interview details are as follows:

  • Date: [Interview Date]
  • Time: [Interview Time]
  • Venue: [Interview Location or Video Call Link]

We kindly request you to confirm your availability by responding to this email or calling us at [Contact Number] no later than [Confirmation Deadline]. If the proposed date and time are unsuitable, please do inform us, and we will try to accommodate your schedule.

We are eagerly looking forward to meeting you and discussing your potential contribution to our team.

Warm regards,[Your Name][Your Title][Your Company][Contact Information]

5. Sending Mass Rejection Emails

Even when sending mass rejection emails, it's crucial to convey empathy and gratitude. Acknowledge the effort candidates put into their applications and reassure them that their qualities were recognised.

Subject: Thank You for Your Interest in [Your Company]

Hi [Candidate_name],

Thank you for your application for the  [Job_title] at [Company Name]. We really appreciate your interest in joining our company and we want to thank you for the time and energy you invested in your application for the [Job_title] position.

We received a large number of applications, and after carefully reviewing all of them, unfortunately, we have to inform you that this time we won’t be able to invite you to the next round of our hiring process.

Due to the high number of applications we are, unfortunately, not able to provide individual feedback to your application at this early stage of the process.

However, we really appreciated your application and you are welcome to apply again at [Company name] in the future.

We wish you all the best in your job search.

Kind regards,[Your Name][Your Title][Your Company][Contact Information]

6. Rejecting a Candidate After an Interview

Delivering the news of a decision not to move forward with a candidate after an interview is a sensitive task. Using an empathetic email template helps soften the disappointment and keeps the lines of communication open. It's important to convey your appreciation for their efforts, offer constructive feedback, and encourage them to persevere in their job search. To finish, you need to thank them for their time and the efforts that they have invested in the process.

Subject: Post-Interview Update - [Job Title] Position

Hi [Candidate's Name],

It was a great pleasure to meet you and thank you so much for your interest in [Company_name] and the nice chat we had earlier. Unfortunately, I’m a bringer of bad news.  

After careful review, your experience and interests didn’t quite line up with what we were looking for. We have decided to move forward with other candidates at this time. We know you’ve got a lot of options when seeking a community where your skills and talents will shine, so we really appreciate that you considered us.

While this is a ‘no’ for now, it may not be forever. We think you could be a good fit for other future openings and will reach out again if we find a good match, and hopefully our paths will cross again.

Thanks once again for your time and interest.

Best regards,[Your Name][Your Title][Your Company][Contact Information]

7. Following Up with Candidate No-Shows

When a candidate misses a scheduled interview, it's crucial to approach the situation with empathy and understanding. Life can be unpredictable, and using a gentle email template can help you reschedule and maintain a positive candidate experience.

Subject: Rescheduling Interview for [Job Title] Position

Hello [Candidate's Name],

We hope all is well on your end. We were looking forward to meeting you at our scheduled interview for the [Job Title] position today, but it appears that a scheduling issue or unforeseen circumstances may have arisen.

We acknowledge that life can be unpredictable, and we are willing to accommodate your availability. If you are still interested in the role, kindly inform us of your preferred date and time for rescheduling, and we will try to accommodate your schedule.

If, for any reason, you have had a change of heart or are no longer interested, please let us know too, so that we can adjust our records accordingly.

Looking forward to hearing from you,

Best regards,[Your Name][Your Title][Your Company][Contact Information]

Looking to use ChatGPT to help you script empathetic candidate emails? Check out our ChatGPT Prompt Library for recruitment, with some great examples and use cases you can simply copy and paste into ChatGPT.

8. Following Up with a Successful Candidate After Interview

After a successful interview, maintaining an empathetic and engaging connection with the candidate is vital to nurture their excitement about joining your company. Use this template to extend your congratulations and outline the next steps in the process.

Subject: Congratulations and Next Steps!

Hi [Candidate's Name],

We are delighted to offer our heartfelt congratulations on your successful interview for the [Job Title] position at [Your Company]. Your skills, experience, and enthusiasm have set you apart among our candidates, and we are confident that you will make a significant contribution to our team.

We would like to proceed with the next steps in the hiring process, which encompass finalising the details of your employment. In the coming days, our HR team will be in touch with you to discuss the specifics of your offer, including compensation, benefits, and the onboarding process.

Once again, congratulations on this exciting opportunity [insert name], and we look forward to welcoming you into the [Your Company] family!

Warm regards,[Your Name][Your Title][Your Company][Contact Information]

9. Giving Interview Feedback

Providing interview feedback is an opportunity to show empathy and support for a candidate's career growth. Use this email template to deliver constructive feedback while maintaining a positive and encouraging tone.

Subject: Interview Feedback - [Job Title] Position

Hello [Candidate's Name],

We appreciate your interest in [Your Company] and your recent interview for the [Job Title] role. Your application and interview performance were commendable, and we would like to provide you with some feedback to support your career development.


  • [Highlight strengths or skills exhibited during the interview]
  • [Another strength or skill]

Areas for Improvement:

  • [Constructive feedback on areas that can be enhanced]
  • [Another area for improvement]

We believe that your potential is significant, and we encourage you to continue pursuing opportunities that align with your strengths. Remember that growth is a continuous journey, and every interview serves as a valuable learning experience.

Thank you once more for considering a future at [Your Company], and we wish you all the best in your future endeavours.

Best regards,[Your Name][Your Title][Your Company][Contact Information]

10. Sending an Offer

When extending a job offer, it's crucial to convey your excitement while maintaining an empathetic and engaging tone. Use this email template to communicate the details of the offer and make the candidate feel valued.

Subject: Exciting News - Offer of Employment at [Your Company]

Hi [Candidate's Name],

I hope you are having a good week? We are thrilled to extend an offer of employment to you for the position of [Job Title] at [Your Company]. Following a comprehensive evaluation of your qualifications and interview performance, we are confident that you will be a valuable addition to our team.

Here are some details about the offer:

  • Start Date: [Start Date]
  • Compensation: [Salary and Benefits Details]
  • Reporting To: [Supervisor's Name]
  • Office Location: [Location]

Please take the time to review the offer package. If you have any questions at all, or require further information, do not hesitate to reach out to our HR team at [HR Contact Email] or [HR Contact Phone Number].

We kindly request your response by [Response Deadline]. Should you accept our offer, we will proceed with the onboarding process, which includes completing necessary paperwork and preparing for your first day at [Your Company].

Congratulations on this exciting opportunity, and we look forward to hearing back from you.

Warm regards,[Your Name][Your Title][Your Company][Contact Information]

11. Welcoming Your New Hire

Welcoming a new hire is an opportunity to express empathy and create a warm atmosphere. Use this email template to make the candidate feel appreciated and supported as they join your team.

Subject: Welcome to the [Your Company] Team!

Hi [New Hire's Name],

On behalf of the entire team at [Your Company], I am delighted to welcome you aboard as our newest [Job Title]. We are excited to have you on board, and we believe you will be a great fit to the team!

In the coming days, our HR team will provide you with all the necessary information and resources to get started. This will include details about your first day, training, and introductions to your colleagues.

Please feel free to reach out if you have any questions or require assistance at any point during your onboarding process. We are here to support you every step of the way.

Once again, welcome to [Your Company], and we look forward to working with you soon!

Warm regards,[Your Name][Your Title][Your Company][Contact Information]

Follow Up

Lastly, remember to follow up with candidates promptly. If you don't receive a response, a polite and friendly follow-up email can rekindle their interest and keep the lines of communication open.

In conclusion, crafting friendly and engaging recruitment emails for recruitment scenarios is imperative for creating a positive impression on potential hires. Effective communication demonstrates your company's professionalism and commitment to candidate experience. Remember to personalise your emails, maintain a friendly tone, and be concise yet informative.

Explore how ChatGPT can also help you script engaging, friendly and human email responses to your recruitment emails. Browse our full library of ChatGPT prompts for recruitment here, as another way Occupop will help you save you time in the recruiting process. 

As you streamline your recruitment process, consider utilising specialised ATS software like Occupop. Occupop offers advanced email templates in recruitment, helping you save time and enhance efficiency in your hiring efforts. Elevate your recruitment strategy and build lasting connections with your top talent. Try it for free for 14 days and see how our all-in-one recruitment software can improve hiring for you and your team.


Summary Points

Crafting Engaging and Human Recruitment Emails: A Guide

  • Personalise communication with candidates by using their names and sharing personal connections.
  • When sourcing candidates, use personalised templates and convey enthusiasm.
  • Make phone screen interview scheduling warm and candidate-centric.
  • Frame assignments as opportunities to showcase skills and provide clear instructions.
  • Express genuine excitement when inviting candidates for interviews.
  • Send rejection emails with empathy and leave the door open for future applications.
  • Handle candidate rejections after interviews with empathy and encouragement.
  • Approach missed interviews with understanding and offer to reschedule.
  • Create a warm onboarding experience for new hires with necessary information and support.
  • Provide constructive interview feedback with a positive tone to support candidates' career development.
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