EMAIL TEMPLATES FOR RECRUITERS

7 Must-Have

Save time, work faster, and nurture your talent pipeline

TABLE OF

Introduction

THE POWER OF EMAIL

Email Template #1

THANK YOU

Email Template #2

NEW JOB OPPORTUNITIES

Email Template #3

INTERNAL JOB OPPORTUNITIES

Email Template #4

CANDIDATE STATUS UPDATE

Email Template #5

FACE-TO-FACE INTERVIEW CONFIRMATION

Email Template #6

EVENT INVITATION

Email Template #7

EVENT FOLLOW UP

Summary

MAINTAINING THE CANDIDATE CONNECTION

Introduction

THE POWER

For recruiters interacting with job seekers, email allows you to

stay connected, nurture relationships, and communicate during

key stages of the talent life-cycle. And when you set up these

emails in advance to automatically send to your candidates,

you’re able to increase personalization and save time—which

means you can focus on more strategic tasks like building quality

relationships with talent.

How to Use These Templates

To help you cra emails that engage, delight, and inspire

candidates to take action, we created these templates to take the

guesswork out of what to write. Just like a game of Mab Libs®, all

you have to do is ll in the blanks, copy the content, and paste it

into a new email message. Feel free to tweak the content as you

see t—you’ll be an email rockstar in no time!

Building and growing your talent pipeline is key to a

healthy and successful recruiting strategy. So where

do you start?

Look no further than one of the most eective tried-and-true

communication methods: Email.

Email continues to be a top source of communication—

more than 85%

of adults send or read email in the US—

and engagement skyrockets when companies embrace

personalization. Organizations that tailored content to specic

subscriber segments saw click-through rates improve by 14% and

conversion rates improve 10%.

1 www.pewinternet.org/2011/08/09/search-and-email-still-top-the-list-of-most-popular-online-activities/

Email Template #1

THANK

Purpose

As soon as a job seeker signs up to join your talent community,

you have a chance to create a memorable impression. The “Thank

You” email is one of the most eective in the world of email

marketing. Why? Because it immediately engages your audience

aer they take an action, setting a positive tone for your new

relationship while allowing you to communicate your brand

personality. This is the time to thank candidates, make them feel

good, and share information about your company, culture, and

open jobs.

SUBJECT LINE: Welcome to our Talent Community!

PREVIEW TEXT: Here’s what you can expect

Hi [rst name],

Thanks for signing up to the [insert your company’s name] Talent Community! Whether you’re searching for that next

career move or interested in learning a little bit more about us, we’re thrilled to have you here.

What you can expect:

We’ll send you [insert number] emails a [insert week, month, every other week] to keep you up to date on the latest at

[insert company name], including new job opportunities, upcoming events, and behind-the-scenes stories of our culture.

What you can do now:

In the meantime, here’s quick access to our most popular content:

Open Jobs [add link to webpage]

About Us [add link to webpage]

Benets & Perks [add link to webpage]

[Insert links to any other pages you want to direct candidates to, such as social media proles]

Have any questions? Contact us at [insert email address or link to contact us page] today!

Cheers,

[Insert signature]

Email Template #2

NEW JOB

Purpose

One of the biggest benets of an active Talent Community? You can

nurture and stay connected with passive job seekers who weren’t

ready to apply to a job the rst time they visited your career site. To

leverage this talent pool and keep them engaged, be sure to send

regular emails communicating new and relevant job openings.

Either send them manually to a targeted list of candidates, or

set up email campaigns to automatically send based on specic

candidate criteria. Including relevant content is the best way to

create a personalized experience, which boosts engagement and

keeps job seekers interested in the long run.

SUBJECT LINE: New Job Openings [insert 1-2 departments or 1-2 job titles]

PREVIEW TEXT: Join the [insert company name] family

Hi [rst name],

Jobs you might be interested in just opened up! Check them out below and click to

learn more.

[Insert Job Title & Location with link to job description page]

These jobs are still available!

[Insert Job Title & Location with link to job description page]

View All Open Jobs [insert link to job results page]

Cheers,

[Insert signature]

PRO TIP

As you set the frequency for these automated

emails, consider the volume of open jobs at your

company. To avoid spamming job seekers, start

with sending bi-weekly or once a month—keep an

eye out on unsubscribes and open rates to gauge

whether or not you need to adjust the cadence.

Also consider your audience: Candidates actively

looking for a job will want to hear from you

more frequently, while passive job seekers will

appreciate less communication.

PHENOM USER PRO TIP

Using the Phenom platform to send email

campaigns to candidates? When craing your

emails, be sure to use the “Jobs” widget to pull in

job descriptions and links to your career site.

Email Template #3

INTERNAL JOB

Purpose

As organizations struggle to maintain an edge in the war for

talent, many overlook their greatest candidate pool: existing

employees. To keep your top talent engaged and reduce turnover

rates, you need a strategy that focuses on encouraging growth

from within. Sending email updates with open internal job

opportunities is an eective way to keep your team informed.

In addition to providing links to job descriptions, encourage a

conversation by including contact information if they want to

learn more.

SUBJECT LINE: New Job Opportunity: [Insert Position or Department]

PREVIEW TEXT: Are you the right t?

Hi [rst name],

New job opportunities opened up that we think you might be interested in! Are you the right person for the job? Know

someone who might be a good t? Check out the new positions below to nd out!

[Insert Job Title & Location with link to job description page]

View All Open Jobs [insert link to job results page]

Have any questions? Contact [insert the name of the recruiter in charge] for more details!

Cheers,

[Insert signature]

Email Template #4

CANDIDATE

Purpose

There’s nothing candidates hate more than submitting a resume

to a company, only to never hear from them again. That’s not a

pleasant experience, and it leaves a bad impression on the very

talent you hope to capture. Even if a candidate isn’t the right

t, they might know someone else who is—and word of mouth

can have a big impact. To keep candidates informed, prepare

an email for every touchpoint in the application and interview

process. Below is one example of an email recruiters can send to

candidates who just applied for a job. Consider other emails you’ll

want to send, such as: if their resume has not been selected, if a

recruiter wants to schedule a phone call or in-person interview,

and extending a job oer.

SUBJECT LINE: We received your application!

PREVIEW TEXT: Thank you for applying

Hi [rst name],

Thank you for applying to the [insert job title] position at [insert your

company’s name]!

Your resume will be reviewed by one of our team members in the next

[insert time frame]. Have any questions? Feel free to reach out to our

team by sending an email to [insert email address].

Thank you for your interest, and we look forward to speaking with you

about the opportunities at [insert company name]!

Cheers,

[Insert signature]

PRO TIP

Have fun videos or blog posts that convey more

about your company culture? Share them in this

email to get candidates pumped about your brand!

Email Template #5

FACE-TO-FACE

Purpose

The interview conrmation email is one of the most common

you’ll send to candidates, and it’s helpful to have it saved as

a template to improve eiciency. In this message, be sure to

include details around the interview date and time, location,

and schedule details to help them prepare.

SUBJECT LINE: Your upcoming interview

PREVIEW TEXT: We look forward to meeting you!

Hi [rst name],

We’re excited to see you on [insert date] at [insert time]! You’ll

meet with [insert names of team member(s)] from the [insert

department(s)]. Here is the schedule:

[Insert interview details]

Our address is [insert oice location]. As a reminder, please park

[insert parking information].

If you have any questions, please don’t hesitate to reach out!

Cheers,

[Insert signature]

PRO TIPS

1. Another great way to conrm interview details?

Send it via SMS!

2. If you work on a large campus, attach a photo of

a map to the email to provide candidates with

detailed instructions on how to nd you!

Email Template #6

NETWORKING

Purpose

Events are great opportunities to meet face-to-face with job

seekers, raise brand awareness, and expand your talent pool.

Inviting your Talent Community to upcoming events you’re

hosting or attending gives you another opportunity to turn

passive job seekers into active candidates. The template below

applies specically to networking events, but you can apply

similar content principles to other event emails you send.

SUBJECT LINE: You’re Invited: [insert event name]

PREVIEW TEXT: Join us on [insert date]

Hi [rst name],

Join us on [insert date] at [insert time] for a chance to hang out with the

team, take part in on-the-spot interviews, tour our facilities, and enjoy a

night of networking fun.

Throughout the event, you’ll have a chance to:

[Insert benet #1]

[Insert benet #2]

[Insert benet #3]

And if you want to bring a friend, the more the merrier! To learn more and

reserve your spot,

Can’t wait to see you there!

Cheers,

[Insert signature]

RSVP NOW

PRO TIP

If possible, encourage talent community members

to bring friends to your events. More attendees =

more potential talent.

Email Template #7

NETWORKING

Purpose

The party doesn’t stop when the event is over—and neither

should your communication with the job seekers you’ve met. To

keep the dialogue going, send a follow up email the day aer to

thank candidates for stopping by. This is a great opportunity to

provide additional resources about your company, culture, and

open jobs.

SUBJECT LINE: Nice meeting you at [insert event name]

PREVIEW TEXT: Let’s keep in touch

Hi [insert rst name],

It was great meeting you at [insert event name]! We hope you enjoyed the [insert unique

networking event detail]—I know we did!

You mentioned you’d like to learn more about opportunities here at [insert company name].

Here are some resources I thought you’d nd helpful. I’ll be following up shortly to set up time

for us to chat more in-depth!

• About Us [insert link to your company’s website]

• Career Opportunities [insert link to job results page]

• Discover Our Culture [insert link to information about your company’s culture, such

as a blog post]

If you have any questions, don’t hesitate to reach out!

Cheers,

[insert signature]

Summary

MAINTAINING

THE CANDIDATE

While these are only a few of the many emails you can send to

keep your talent pool active and thriving, it’s a great place to start.

Feel free to add more automated emails as you see t. Soon, your

team will feel like it’s operating at double the size.

SENDING EMAIL CAMPAIGNS

Phenom Campaigns empower recruiters and talent recruitment marketers to improve communication and engagement

with candidates. Build emails in minutes, automate campaign workows, and analyze performance to boost ROI.

Easily drag and drop your content into beautiful, modern email templates. Set up and schedule one-time emails,

autoresponders, or drip campaigns—then sit back and watch your pipeline grow!

TEMPLATE BUILDER AUTORESPONDERS DRIP CAMPAIGNS

CUSTOM SPOTLIGHTS DYNAMIC LISTS ANALYTICS

SEE PHENOM CAMPAIGNS IN ACTION

ABOUT PHENOM PEOPLE

Phenom People is a global HR technology company with a mission to help a billion people nd the right job. We do this through

an AI-based SaaS platform called Talent Experience Management (TXM).

The Phenom TXM platform provides companies with a unied solution for: Candidate Experience (Career Site, CMS, University

Recruiting, Chatbot), Recruiter Experience (CRM, Campaigns, SMS, AI Insights), Employee Experience (Internal Mobility, CMS,

Referrals, Chatbot), and Management Experience (Talent Analytics, Reporting, Forecasting, Dashboards). Our platform is built on

articial intelligence, driving personalization, automation and accuracy for candidates, recruiters, employees and management.

The Phenom TXM platform eliminates multiple-point solutions, connects with quality candidates and employees through

personalized experiences, and delivers top talent while driving ROI.

We believe people should be happy and inspired by their jobs—just as we are. That simple belief fuels our collective desire to

fundamentally transform the talent journey.

For more information, please visit www.phenompeople.com.