recruitment pipeline email templates

In a candidate-driven market, delivering a stellar candidate experience is more important than ever. 

Regardless of, whether you hire a particular candidate or not, how they are treated throughout the hiring process straightaway impacts their decision to go ahead with the offer or not.

According to research, 80% of candidates say that positive candidate experience during the hiring process has influenced their decision to accept a job offer.  

While there are lots of ways to amp up your candidate experience, one of the quickest is enhancing your email communication. 

Since email will likely be the first and most frequent interaction you have with applicants, shouldn’t it be a great reflection of your company and culture? As a recruiter, you’re likely sending similar emails to different candidates on a daily basis.

Also, check Cold email templates for recruiters that work

So, having a set framework for these common messages will make it far more manageable (and quicker!) to reach out to candidates with targeted and relevant information. That is they’ll get the responses they’re eagerly waiting for throughout the hiring process. 

So, we have drafted some awesome recruitment pipeline email templates that you can use right away to enhance the candidate experience

Recruitment pipeline email templates to enhance the candidate experience

Below are 5 easily customizable email templates you can use right away to give your candidates a dazzling candidate experience.

1. Confirming the application email template

Application acknowledgment email is the first point of communication with your candidates. Therefore, bolster your relationship with candidates from the first point of touch in the recruitment process.

 76 percent of pollee agreed that they expect personalized emails to acknowledge the application received for a job. So, let your applicants know that their application has been received. Additionally, keep them posted as the hiring process evolves. 

Jumpstart your prospective hire’s candidate experience off right with this superb confirmation email template-

Subject Line: We Received Your Application For [Role] at [Company Name] 


Hi [First Name],

We have received your application for the open [Job Title] role and appreciate your interest in working with us at [Company Name]. 

Our team is currently reviewing applications, and we plan to schedule the interviews [timeframe- for instance. – within two weeks]. Our hiring team will update you on the status of your application within [Time Frame]. Meanwhile, you can visit [Link to Relevant Web Page] to learn more about the company.

Thank you again for taking the time to apply for the position.

Best Wishes,

[Company name] Recruiting Team

2. Rejecting a candidate after the CV review email template

The word rejection brings with it an air of negativity. Soften the blow with a well-knitted email. 

Include a positive note in your rejection email by letting your candidates know that you’ll contact them if their profile matches some other role in the future.

Subject Line: Status of your application for the role of [Job title]


Dear [Candidate Name],

Thank you for expressing your interest in the [Job Title] role at [Company Name]. We appreciate the time and energy you invested in applying for the position.

Our recruiters have carefully reviewed all of the applications. Unfortunately, we’ve decided to move forward with other applicants whose skills and experience better fit the position. 

While you have impressive qualifications, at this time, we won’t be able to invite you to the next stage of the hiring process. However, we will surely reach out to you if you fit into another open role. I hope that you’ll stay in touch.

To stay up to date on current job openings, keep an eye on our [website] and social media channels [provide a link to your social handles]

We wish you all the best in your future endeavors.

Best wishes,

[Company name] Recruiting Team

Also Read: 25 Recruiting Email Templates for Recruiters

3. Updating candidates on their progress email template

To keep candidates engaged, you must constantly update them on their status. Whether it’s about unexpected delays in reviewing resumes or informing candidates about the next step, keep your candidates informed.

This will make your recruiting process transparent and build a relationship of trust with potential hires from the initial stage.

Subject line: Application update on the [Job_title] position


Dear [Candidate’s first name],

I hope you are doing great. This email is to keep you posted about the status of your application for the [Job title] role.

I want to apologize for the delay in the hiring process. We are currently in the process of reviewing your assignment/resume. We will let you know as soon as we have an update.

Feel free to contact us if you have any queries. 

Best wishes,

[Company name] Recruiting Team

recruitment pipeline email templates

Run these email sequences with Recruiterflow

4. Invitation to an interview email template

A well-written interview invitation is crucial to spark excitement about the opportunity among candidates. It has a positive correlation with candidate response and acceptance rates.

A formal interview invitation specifies the interview schedule, approximate duration, location, and format.

Here’s how your recruiters can email candidates inviting them for an interview-

Subject Line: Invitation to Interview for [Job Title] role at [Company Name]. 


Hi [First Name],

We are glad to inform you that your application for the [Job_title] role stood out. And, we are thrilled to move forward with the interview process to get to know you better.

We want to schedule an interview in the next few days. You should set aside [interview duration] for the interview. Let us know a few slots that work for you over the next few days and we can schedule one in. 

Look forward to speaking with you. Do not hesitate to contact us via email or phone for any questions.

Venue Address (If it’s a face-to-face interview). You can also locate us here – [location link on Google Maps] / Communication Link (if it’s a virtual interview)

Kind regards/ Best wishes

[Company name] Recruiting Team

5. Rejection after interview email template

Candidates have the right to know where they stand in the process. So, candidate rejection emails thus exhibit your professional courtesy. 

Send your candidates a proper closure with a rejection email to let them continue their job search. 

Let your candidates know about the rejection before their long wait becomes resentment for your recruiting firm. 

Maintain high-quality and consistent candidate experience using this late-stage professional candidate rejection email template-

Subject Line: Your application to [Company Name]


Dear [Candidate’s First Name],

It was a great pleasure to know you. Our recruiting team was impressed by your skills, personality, and accomplishments in the current role. We appreciate your time and effort in interviewing with us. 

However, we will not be able to take this forward. After careful consideration, we have decided to move forward in a different direction. 

You could be a good match for other future openings. We will reach out to you if we spot another suitable role for you.

We wish you all the best in your job search and upcoming professional endeavors. 

Kind regards/ Best wishes

[Company name] Recruiting Team

To wrap up:

Use these recruitment pipeline email templates throughout the entire recruitment cycle, with some personalization here and there. And give your candidates an additional reason to choose you over your competitors. 

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