Top 5 Email Templates for High Volume Recruiters

Author Josh Harrisking Date 07 Sep 2021

To say that Talent Acquisition professionals send a lot of emails would be an understatement. Sourcing a candidate? Send an email. Scheduling an interview? Send an email. Rejecting a candidate? You guessed it—send an email!

In order to streamline their processes, recruiters need a stockpile of email templates to tame the mountain of messages they need to send out daily. Below we’ve put together a list of the top five templates every recruiter needs in their arsenal.

Check out our high volume recruiter email templates below, and don’t be shy, go ahead— copy and paste them right into your next email thread with a candidate!

Phone Screen Scheduling Email Template

Subject line: Phone Interview Invitation – [Job Title], [Company Name]

Hi [Candidate Name],

Thank you for applying to [Company Name]! My name is [Your Name] and I am the [Your Job Title] at [Company Name].

I’d love to set up some time to chat with you about the opportunity and learn more about you as well. Are you available to chat this week? Let me know some times that work for you and I’ll send a calendar invite your way.

Looking forward to connecting with you!

[Your Name]

Phone Screen No-Show Email Template

Subject line: Phone Interview – [Job Title], [Company Name]

Hi [Candidate Name],

I hope all is well with you. We scheduled a phone interview with you for [Date] at [Time] but you didn’t make it.

Are you still interested in the [Job Title] role at [Company Name]? If so, let me know so we can reschedule your interview. If I don’t hear back from you by the end of the week we will be deleting your information from our applicant pool.

Thank you,
[Your Name]


General Candidate Engagement Email Template

Subject line: Update – [Job Title], [Company Name]

Hi [Candidate Name],

I am writing to you to check in and let you know that your application for the [Job Title] role is still currently under review.

I will reach out to you within the next week regarding further details about the position. Thank you so much for your patience. If you have any questions feel free to email me at any time!

[Your Name]

Background Check Update Email Template

Subject line: Background Check Update for [Company Name]

Hi [Candidate Name],

I hope you are doing well! I wanted to give you a quick update and let you know that we are still waiting on the results of your background check. We expect to finish the process as soon as possible and will be in contact with you once we receive the results.

Please feel free to reach out to me with any questions!

Thank you for your patience,
[Your Name]

Rejection Email Template

Subject line; Thank You for Applying to [Company Name]

Dear [Candidate Name],

Thank you for your interest in the [Job Title] role at [Company Name].

After careful consideration, we have determined that this role is not an appropriate fit at this time. We will keep your information and reach out if you’re identified as a match for future positions at [Company Name] and encourage you to apply to any other roles you may be interested in.

Thank you again for your interest in working at [Company Name]. We wish you the best of luck in your job search.

[Company Name] Recruiting Team

We hope these email templates allow you to optimize your recruiting processes and keep candidates engaged. Happy sending!


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About the Author

Director, Technical Program Management

Josh Harrisking

Josh Harrisking is the Director of Technical Program Management at Fountain.