This is the sequence of emails you can use in responding to candidates during a hiring process. You may need to use each of the emails at some point or just a few of them. Kindly ensure you use a suitable template depending on the hiring stage.
Email Sequence 1: Job Application Received Email Sample
This sample is used to acknowledge that you have received the application from a potential candidate. It also tells the candidate what to expect from you.
A good subject for this email is “Your Application was Received”
Dear Stephen,
Thank you for applying to our company.
I’d like to inform you that we received your application. Our hiring team will review all applications soon. Please expect an update from us. If you are among the qualified candidates, you will receive an email from one of our recruiters, shortlisting you and/or scheduling an interview. In any case, we will keep you posted on the status of your application.
Thank you, again, for taking the time to apply to our company.
Best regards,
Email Sequence 2: Application in Review Stage Email Sample
This email is used to notify candidates that their application is now being reviewed, and they should expect feedback from your organization soon.
A good subject for this email is “Your Application is Being Reviewed”.
Dear Stephen,
Thank you for applying to our company.
I’d like to inform you that our hiring team is reviewing all applications and planning to schedule interviews soon. If you are among the qualified candidates, you will receive an email from one of our recruiters scheduling an online interview. In any case, we will keep you posted on the status of your application.
Thank you, again, for taking the time to apply for this role.
Regards,
Email Sequence 3: Shortlisting Email Sample
This email is used to notify a candidate that he or she has been shortlisted for a role and may receive an invitation for an interview.
A good subject for this email is “You Have Been Shortlisted”.
Dear Stephen,
Thank you for applying to our organization. We have received your CV and shortlisted your application as suitable for this role. After we have reviewed all applications for this position, we may be in contact to discuss a potential interview.
In any case, we will keep you posted on the status of your application.
Regards,
Email Sequence 4: Interview Invitation Email Sample
This email is used to inform a candidate that he or she has been scheduled for an interview.
A good title for this email is “Invitation for Interview (Action Needed)”
Dear Stephen,
Thanks again for your application to our company.
We are happy to inform you that your application stood out to us, and we would like to invite you for an interview online to get to know you a bit better.
You will meet with the department most relevant to the role you applied for. The interview will last about 30 to 60 minutes and you’ll have the chance to discuss the position and learn more about our company.
Would you be available?
Regards,
Email Sequence 5a: Job Offer Email Sample
This email is used when the hiring team has decided to make an offer to a candidate. An offer letter is often attached to this email and candidates are expected to respond with their acceptance email.
A good subject for this email is “You Have Been Selected”.
Dear Stephen,
Thank you for taking the time to talk to us about this position. It was a pleasure getting to meet you and we think that you’d be a good fit for this role.
Please find the attached offer letter.
As a next step, please respond with your acceptance email within 48 hours of receiving this email. Also, feel free to reach out if you have any questions. As soon as we receive your “acceptance email”, we will send you further information on the next steps.
Looking forward to hearing back from you.
Email Sequence 5b: Job Rejection Email Sample
This email is used to notify a candidate that they were not selected for a role after the candidate has undergone an interview process.
A good subject for this email is “Your Application Status”.
Dear Stephen,
Thank you for applying for this position.
This email is to inform you that you have not been selected. While this may come as a disappointment to you, we’d like to thank you for taking out time to apply. We received a staggering amount of applications from candidates and we are both honoured and humbled by this.
Please keep in touch with us to learn about new opportunities. Thank you again for taking out time to apply for the position.
Regards,