Recruitment email marketing can (and should) be one of your most valuable and effective tools as a recruiter. BUT, sometimes, it can make you feel like you are taking crazy pills 😵!

crazy pills

What works one day, totally bombs the next.  What gives?

Well, we can tell you there is a lot of strategy (and testing) that goes into email marketing and finding the sweet spot for your audience(s). For more insight on email strategy, check out our complete guide for perfecting recruiting emails.

Today, we are diving into some actionable recruitment email templates that you can use throughout the entire recruitment cycle. We suggest you personalize and use these messages together as part of a well-planned recruitment communication strategy.

OK. Let’s jump in.

  1. Nurturing Candidates

As part of your pipeline management step, you want to nurture and engage candidates at all stages and statuses of your pipeline.

“Candidate experience begins before the application. About half (48 percent) of recent job candidates have had some manner of relationship or interaction with the hiring organization before applying.” – IBM Smarter Workforce Institute

This engagement starts the minute a candidate or prospective customer hits the ATS. By deploying a simple introduction email, you improve your chances of building a better relationship and you boost your employment brand.

Welcome Email Template:

Welcome to [YOUR FIRM'S NAME], we are thrilled to have you join our network of industry-leading %JOBTITLE% and %INDUSTRY% organizations. 

As your dedicated recruiter, I look forward to working with you and helping match you to the right job for you.

I will be reaching out shortly to discuss your specific career needs and interests.  Or, if you like, you can go ahead and schedule a time for us to chat here.

In the meantime, I want to share a couple %JOBTITLE% positions that I think you would be a great fit for:

Have a great day, and I look forward to talking with you soon!


Just because a candidate wasn’t a fit for Job A, doesn’t mean they won’t be a fit for Job B. However, many companies let most of their ATS candidates go dormant and stagnate; you spent time, energy and money sourcing them, so don’t give up on them now!  Here is a great email template to re-engage candidates.

Re-Engagement Email Template:

We know how stressful job hunting can be, so we are inviting you to check out some of our recent opportunities that could be a good fit for you. 

If you don't see anything that looks right for you, click here to update your profile. 

We're eager to help you find the match that will take your career to the next level!

If you'd like to discuss your career prospects in more detail, go ahead and schedule a time for us to chat here!



Having up-to-date candidate resumes, job preferences, and experience means you can effectively nurture, target and source candidates directly in your own ATS.  Gathering the data (and keeping it fresh) can be a burdensome task, but not with Herefish automations!  Get started with this go-to email template for requested updated information and resumes from candidates.

Update Candidate Resume Email Template:

We know how stressful job hunting can be, but we can make it better!

With our sophisticated job matching, we are able to send expertly matched opportunities directly to your inbox.

In order for us to best match your needs, please click here to update your profile. 

I am eager to work to help you find the match that will take your career to the next level! 

If you'd like to discuss your career prospects in more detail, go ahead and schedule a time for us to chat here.



  1. Sourcing Candidates

Or as we like to call it, fishing in your own ocean. 🎣

You want to work toward sourcing the candidates that are already in your ATS and your pipeline.  Our customers see a 76% increase in placements from existing candidates when utilizing campaigns that target top candidates in their own database. Don’t let your star talent prospects slip through the cracks. Yesterday was the time to start warming them up.  And, don’t forget an attention-grabbing subject line!

Sourcing Email Template:

I came across your profile and noticed it seems you are actively looking for your next contract assignment. 

Here at [YOUR COMPANY'S NAME], we specialize in placing candidates in %POSITION% positions with industry leaders across the country.

I'd to talk with you more about what exactly you are looking for. 

In the meantime, if you'd like to take a look at some of our recent openings, I included a couple you might be interested in below:
Let me know when you have a few minutes to chat, or go ahead and schedule a time here.



  1. Application Confirmation and Qualifying

This email workflow helps you not only improve your candidates’ experience when they apply for a job (no one likes wondering if their job application actually went through), but it also helps keep that active candidate engaged by creating more opportunities for you to effortlessly communicate with them.

Bonus points for including a link to a pre-qualification survey. 👌

Application Confirmation Email Template:

Welcome to [YOUR COMPANY'S NAME HERE], we are thrilled to have you join our network and be first in line to receive notifications for new %POSITION% job openings. As a veteran %CATEGORY% recruiter, I look forward to working with you to find the right job for your background and needs.

I will be reaching out shortly to discuss your application. In the meantime, I invite your to check out more jobs in your area [ADD LINK TO YOUR FIRM'S JOB SEARCH WEBPAGE] and visit our blog for tips on your job search [ADD LINK TO YOUR FIRM'S BLOG WEBPAGE].

Feel free to go ahead and schedule a time for us to chat here, otherwise I'll give you a call tomorrow morning. 

Talk soon!


  1. Interview Confirmation

Create a better candidate experience and help prevent interview fall-off by implementing an automated interview confirmation email (and text) workflow.

Interview Confirmation Email Template:

I am excited to confirm your upcoming interview with %SUBMISSIONCOMPANYNAME%.

Here are the details for your meeting as well as some quick tips for nailing your interview.


Let me know if you have any questions, and be sure to check out this article on 5 Tips for a Successful Interview [ADD LINK TO RELEVANT BLOG ARTICLE].

Talk soon!


  1. Interview Rejection (and Nurturing)

The interview process can be stressful for anyone.  With this email message (and an automated workflow), you will create a much better experience for candidates when they have been rejected by a client.  Sending them timely notifications of the status of their interview and job search, along with additional resources to keep their job search moving along (with your firm), helps ensure they will continue working with you.

Interview Rejection Email Template:

Thank you very much for your interest with our client, %SUBMISSIONCOMPANYNAME%.

After careful consideration the team has decided not to move forward with you as a candidate for their position, but please allow me to stay in touch while I continue to assist you in your job search.  

I will be following up later this week with additional opportunities you may be interested in. In the meantime, check out the latest article from our career blog [ADD LINK TO RELEVANT BLOG ARTICLE].

Feel free to reach out to me in the mean time if you have any questions.



  1. Onboarding Candidates

Improve the onboarding experience for new contract employees while driving engagement with timely (and automated) post-placement followup emails.

Onboarding Email Template:

Congratulations on your new role at %PLACEMENTCOMPANYNAME% as a %PLACEMENTJOBTITLE%! 

We are excited to have you as part of the [YOUR FIRM'S NAME] team, and I want you to know I will continue to be your liaison throughout your assignment.

You are scheduled to start on %PLACEMENTSTARTDATE%, if you need anything at all please don't hesitate to reach out or book time on my calendar here!

Congrats again on the new role, and I look forward to working together!



  1. Contractor Care

Contractors on assignment often get thrown on ‘consultant island’ and are easy for busy firms to overlook. Make sure you are reaching out and (automatically) communicating with current contractors to optimize the contractor experience with your firm… and to prevent revenue from walking away during or after an assignment ends.

Contractor Care Email Template:

Just wanted to connect with you and see how things are going over at %PLACEMENTCOMPANYNAME%.

I hope your contract has been as fulfilling to you as I know it has been to the team at %PLACEMENTCOMPANYNAME%! Please let me know if there is anything I can do during these last few weeks on your assignment.

I’ll reach out again in a couple of weeks so we can start talking next steps.

Have a great day!


  1. Contractor Redeployment

With 70% of contractors NOT redeployed, there is a ton of opportunity to get more value out of contractors you already have a relationship with and who are more likely to place. Initiate this revenue driving message stream with an email like the one below. And, oh yea, make it go out automatically.

Redeployment Email Template:

I want to thank you for choosing to work with us here at [ENTER YOUR COMPANY'S NAME]. We truly hope you have enjoyed your time at %PLACEMENTCOMPANYNAME%. 

With your last day being %PLACEMENTENDDATE%, I’d like to chat with you about what you’d like to do next! 

Figuring out what you want for your next job opportunity can take some time, so before we get on the phone, I’m sending over a few opportunities and resources to help you get started.

Below we have a list of available job opportunities that I believe you would be interested in -- You can also browse our career portal [ADD LINK TO YOUR JOBS WEBSITE].


I'm sure you have a few questions, so let's get a quick call scheduled for later this week. You can put something on my calendar here or just reply back with your availability.

Talk to you soon,
PS - If you haven’t already, be sure to check out our latest career tips from our blog. [ADD LINK TO BLOG ARTICLE]


Final Thoughts

With over 70% of the global talent force being passive, according to LinkedIn, you can not wait around for a random candidate to find your job and apply to it on their own fruition.

You must nurture and build that engagement from day 1, and continue to build the relationship throughout the entire recruitment process.  Email is still a preferred means of communication, and with Herefish by Bullhorn, this can all be automated, so your recruiters can lose the busywork and focus on doing what humans do best.  Connecting.