Sample Email Templates & Placeholders

Email templates help you communicate with candidates more efficiently while maintaining consistent messaging throughout your hiring process. Templates can automatically personalize messages using placeholders, reducing manual editing and saving time

Personalize Templates with Placeholders

Placeholders automatically insert information from the candidate profile or interview when the email is sent.

Common placeholders include:

Placeholder Inserts
{{candidate-first-name}} Candidate first name
{{candidate-name}} Candidate full name
{{candidate-last-name}} Candidate last name
{{opening-name}} Opening or position name
{{user-name}} Name of the user sending the email
{{candidate-source}} Candidate source
{{interview-time}} Scheduled interview time
{{interview-duration}} Interview duration
{{interview-type}} Interview type
{{interviewers}} Interview participant names
{{interview-contact-details}} Interview contact information

Important: Preserve placeholders exactly as written (for example, {{candidate-first-name}} ). They are functional fields that are automatically populated when the email is sent.

  • Phone Interview Template

Hi {{candidate-first-name}}, 
I've reviewed your application and would like to speak further via phone. 
Below you'll find a link to pick a time that works well for your calendar.
If none of those spots work for you, let me know, and we can look a few days further out. Once you pick a time, you'll receive an invite for our interview. 

I am looking forward to it!

  • Video Interview Template

Dear {{candidate-first-name}}, 
I've reviewed your application and would like to speak further via a video interview next week. 
Below you'll find a link to pick a time that works well for your calendar. 
If none of those spots work for you, let me know, and we can look a few days further out. Once you pick a time, you'll receive an invite for our interview. We will meet over a video-sharing software, Zoom. You can join the call using this link. 
Zoom does require a small download. You may want to do this ahead of time. You can check this out here - http://zoom.us/.

I am looking forward to it!

  • Face to Face Interview Template

Hi {{candidate-first-name}},

We'd love to bring you in for an in-person office visit! This will be an excellent opportunity for you to get a tour of the office, meet some of us, and for us to get to know you better.

Our office is located at 1234 Main St City, State ZIP.

Kevin will be waiting for you in the lobby to help you get a visitor pass and walk you upstairs when you arrive.

I am looking forward to seeing you!

  • Group Video Interview Template

Dear {{candidate-first-name}},

Thanks for taking the time to chat with me! I want to advance you to the next stage and meet some team members.

Similar to our previous interview, we'll all take turns asking you questions and let you ask some.

We’ve suggested the time slots that work for us over the next few days in the link below. You can pick the time slot convenient for you by directly selecting it on the link. You’ll receive a calendar invite once it is confirmed.

We will meet over a video-sharing software, Zoom. You can join the call using this link.

If you haven't used it before, Zoom does require a small download - please check their website for requirements!

  • Offer Template

Dear {{candidate-first-name}},  
I’m thrilled to welcome you to the [name of company] team!
Please take a moment to review and sign the document by clicking on the link below. 

In the meantime, please don’t hesitate to reach out to me, either through email or by calling me directly at [your phone number], if you should have any questions or concerns.

We are so excited to start working with you!

  • Rejection Template

Dear {{candidate-first-name}},  

We regret to inform you that we've decided not to take you through to the next phase due to many quality candidates.
We are seriously privileged with how many people have applied for this role, but that has also made it tough for those applying to be successful. We know we're missing out on plenty of good people that would have done great in our company but have needed to make some tough calls.
I appreciate you taking the time to apply and go through this process, and I wish you the best of luck finding your next role.

Interview Templates

Templates that contain interview-specific placeholders are automatically identified as Interview templates.

To ensure interview placeholders populate correctly:

  • Send the email from an interview stage, or
  • Attach the interview invitation before sending the message.

Share Templates with Other Users

If you enable Make this template available to other users on your account, other users can:

  • View the template.
  • Use the template.
  • Edit the template.

Any user with access to a shared template can modify it.

Best Practices

  • Create templates for messages you send frequently and use placeholders instead of manually entering candidate information.
  • Review templates regularly to keep messaging accurate and up to date.
  • Share commonly used templates so your recruiting team communicates consistently.
  • For interview templates, verify that interview information is attached before sending.
  • Personalize templates with placeholders whenever possible.
  • Keep messaging clear, concise, and professional.
  • Review templates periodically to ensure they reflect your organization's hiring process and branding.
  • Avoid removing system placeholders unless you intend to replace them with static text.

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