6 Follow-Up Email Templates to Have Handy

By Madison White on February 14, 2020

As a recruiter, it can be difficult to manage the influx of resumes and information alongside scheduling interviews and deciding on who to hire. Finding the right person for the job can often take a matter of weeks or even months. For someone who probably has other responsibilities beyond just recruiting, it can be tricky to manage everything that needs to be done, especially communicating with many applicants. While it is always a good idea to personalize communication, sometimes it just isn’t reasonable to craft individual communication for every single person and situation. Because you will likely see similar situations arise, it can be a good idea to have email templates ready to go beforehand. Take a look at these six different situations and some of the email templates we’ve chosen for each of them.

1. Receiving an application

It is always a good idea to notify applicants when their application has been received otherwise you may receive even more communication asking if you’ve gotten it. These kinds of emails can be short and sweet and serve as simple confirmations.

Dear [name],

We have received your application for [position] at [company name]. If you are a good fit for this role, someone from our team will get in contact with you. Thank you for your interest.


[your name]

2. The interview follow-up

If you are interested in the candidate and would like to see them for an interview, make sure you lead with a date and time alongside any other necessary information. If they need to dress a certain way or bring any documents, this should be stated in the email.

Dear [name],

Thank you for your interest in [position] at [company]. We believe you have the qualities we are looking for and would like to bring you in for an interview at [time, date, location]. Please respond and let us know if this time works for you. We look forward to meeting you.


[your name]

3. The additional interview 

If your company requires additional interviews, then you may need another template for requesting a second interview. For this, it should be positive and reflect the kinds of things they can expect from this upcoming interview, especially if they will be meeting with certain people or performing specialized tasks.

Dear [name],

Thank you for interviewing with us. We really enjoyed getting to know you. We would like to see you for a second round of interviews at our office.

You’ll be meeting with [name and position]. You can expect to discuss/perform [special tasks and/or job requirements].

Would you be able to meet at [date and time]? Please let us know if this works for you or we can schedule another time.

We look forward to learning more about you and thank you for your time.


[your name]

4. When you’re still considering candidates

Sometimes the decision can take longer than expected and you want your candidates to know that the process isn’t over yet. In this case, you may just want to send a quick email to remind them of what is going on and when to expect a decision.

Dear [name],

Thank you for coming in and interviewing with us at [company] for [job]. We are currently conducting interviews for the position and want to make the best decision possible. We aim to have our final decision made by [date]. We will be in touch with any other steps necessary.

Feel free to reach out if you have any additional questions.


[your name]

5. Extending an offer

Wonderful! You’ve found the right employee for you! Now it is time to extend the job offer. You want this email to be positive and display all the necessary information about the upcoming steps.

Dear [name],

Thank you for your time and interest in [company]. We would like to formally extend the offer for the role of [job]. This is a [full time/part time] position with [salary] paid [monthly/bi-monthly]. Your expected start date is [date].

Attached is a list of documents that should be completed [list documents]. We need these signed and returned via [email/printed] by [date]. We are so excited to have you as a new member of our team.

Please contact us if you have any other questions regarding the position.


[your name]

6. Rejecting an applicant/interviewee

Rejection is always tough, especially when you have to reject someone who was a really great candidate. Your email should always thank them for their time and interest in the job. Some recruiters only send rejections to those that they interview, but it can also be helpful to send rejections to applicants who did not make it to the interview stage.

Dear [name],

Thank you for [interviewing for/applying to] the [position] at [company].

We have decided to extend the job to another candidate who is a better fit for the role. Please keep in touch and feel free to apply for other job openings in the future.


[your name]


Keeping these templates on hand will make your recruiting go a lot smoother and hopefully help find your ideal candidate both easier and faster.


By Madison White

Uloop Writer
Wichita State University
Madison graduated with her Master's degree in Creative Writing from the University of Manchester (UK), and holds Bachelor's degrees in English and Creative Writing from Wichita State University. She currently teaches English at Wichita State University and works as a freelance writer and blogger on her website Madison White Writes and elsewhere.

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