Recruiter Email Templates: Interview Invitations, Rejections and Follow-Ups

Most candidates judge a company by its messages long before they meet anyone. A clear invitation gets more people to the interview, and a quick, respectful rejection keeps the door open for the next role. Candidates who never hear back remember that as well.

Below are recruiter email templates for each stage of the hiring process. Copy them, replace the parts in square brackets, and adjust the tone to your company. Each one is short on purpose: candidates read these messages on their phones.

Four rules for every candidate email

1. Lead with the point. The first line says why you are writing: an invitation, a decision, an update.
2. One message, one action. If the candidate needs to do something, say exactly what and by when.
3. Use the role title and the candidate's name. Templates should not read like templates.
4. Say when they will hear from you next, and keep that promise.

1. Application received

Send this automatically when the application arrives.

Subject: We received your application for [Role]

Hi [First name],

Thank you for applying for the [Role] position at [Company]. We have your application and will review it against the role's requirements.

You will hear from us by [date], whatever the outcome.

Best regards,
[Your name]
[Company]

Change: the date. If you cannot commit to a date, give a range ("within two weeks").

2. Interview invitation (live, with the team)

Subject: Interview invitation: [Role] at [Company]

Hi [First name],

Thank you for your application for [Role]. We would like to invite you to a [30 / 45 / 60]-minute [video / phone / in-person] interview with [Name, title].

Please choose a time that suits you: [booking link]
If none of the times work, reply with two or three options and we will find one.

In the interview, we will talk about [your experience with X / a recent project / how you would approach Y]. You do not need to prepare a presentation.

[For video: The link will be in the calendar invite. / For in person: The address is ..., ask for ... at reception.]

Looking forward to speaking with you,
[Your name]

Change: the interview format and what you will cover. Telling candidates the topics in advance gives better answers and a fairer comparison; it is standard practice in a structured interview.

3. AI or one-way interview invitation

When the first round is an AI interview or a recorded one-way video interview, candidates need to know what to expect before they click the link.

Subject: Next step for [Role]: first-round interview

Hi [First name],

Thank you for applying for [Role] at [Company]. The next step is a first-round interview of about [20] minutes, which you can take whenever it suits you before [date].

How it works:
- The interview is run by [an AI interviewer / a recorded video format]. It asks questions about your experience for this role.
- You can take it on a laptop or a phone, in a quiet place with a working microphone [and camera].
- Our team reviews every interview. A person makes the decision about the next step.

Start the interview here: [link]

If you need an adjustment, for example more time or a different format, reply to this email and we will arrange it.

Best regards,
[Your name]

Change: the length, the deadline, and the description of the format. Be honest that AI is involved, say that a person makes the decision, and offer an alternative for candidates who need one. In the EU, AI used to evaluate candidates is treated as high-risk under the AI Act, and transparency to candidates is part of the rules; our guide to AI interviews and the EU AI Act covers what applies.

4. Interview reminder

Send this the day before, or a few hours before for same-day interviews.

Subject: Reminder: your interview for [Role] tomorrow at [time]

Hi [First name],

A quick reminder of your interview tomorrow, [date] at [time, time zone], with [Name].

Join here: [link] / Address: [address]

If you need to reschedule, reply to this email and we will find another time.

See you then,
[Your name]

5. Rejection before an interview

For applicants who did not move past CV review. Keep it short and kind, and send it soon after the decision.

Subject: Your application for [Role] at [Company]

Hi [First name],

Thank you for your interest in [Role] and for the time you put into your application.

We have reviewed all applications, and we will not be moving forward with yours for this role. We received many applications and had to choose candidates whose experience matched the requirements most closely.

[Optional: We would like to keep your details for future roles in [area]. If you prefer that we do not, reply to this email.]

We wish you the best in your search.

Kind regards,
[Your name]

Change: remove the talent-pool sentence unless you will really use it, and check your data retention rules before you keep a CV.

6. Rejection after an interview

The candidate gave you their time, so the message should be more personal.

Subject: Update on your application for [Role]

Hi [First name],

Thank you for interviewing with us for the [Role] position, and for the time you spent with [Name(s)].

We have decided to offer the role to another candidate whose experience matched [the main requirement] more closely.

[Optional feedback, one or two sentences: The team appreciated your [specific strength]. For roles like this, we were looking for more experience in [specific area].]

We enjoyed meeting you and would be glad to hear from you if a suitable role opens in the future.

Best regards,
[Your name]

Change: the feedback lines. Only give feedback that is specific, job-related and consistent with your scorecard. Vague praise is worse than none. If your company does not share feedback, delete those lines rather than promising feedback later.

7. Rejection after a final round

For candidates who reached the last stage, a phone call is better. If you send an email, offer a call.

Subject: [Role]: our decision

Hi [First name],

Thank you for everything you put into the process for [Role], including [the case study / the final interview with ...].

This was a close decision, and we have offered the role to another candidate. I know this is disappointing after several rounds.

If it would help, I am happy to share the team's feedback in a short call. Here is my calendar: [link]

I hope our paths cross again,
[Your name]

8. Status update when the decision is delayed

Send this before the date you promised passes.

Subject: Update on [Role]

Hi [First name],

I promised you an update by [date], so here it is: we have not made a decision yet. [We are still interviewing / The hiring manager is away until ...].

We expect to get back to you by [new date]. You are still very much in the process.

Thank you for your patience,
[Your name]

9. Follow-up after no reply

When a candidate has not responded to an invitation.

Subject: Re: Interview invitation: [Role]

Hi [First name],

Just following up on my message about the [Role] interview. Are you still interested in the role?

If yes, you can pick a time here: [link]. If your plans have changed, a one-line reply is enough and I will close your application.

Best,
[Your name]

Send one follow-up, two at most. After that, close the application and note why.

10. Verbal offer follow-up

After you made the offer by phone.

Subject: Your offer for [Role] at [Company]

Hi [First name],

It was great to speak with you today. As discussed, we are delighted to offer you the [Role] position.

The written offer is attached. It includes [salary, start date, location / remote policy and benefits]. Please review it and let us know your decision by [date].

If you have questions, [Name] and I are happy to talk them through.

Best regards,
[Your name]

Timing that candidates notice

Message	When to send
Application received	Automatically, at once
Interview invitation	Within a few days of applying
Reminder	The day before, or a few hours before
Rejection before an interview	Soon after the CV review, in one batch
Rejection after an interview	Within a few days of the decision
Status update	Before the promised date passes
Offer follow-up	The same day as the verbal offer

Sending these at scale

The hardest part of candidate communication is not writing the messages. It is sending them on time to hundreds of candidates without losing track.

In Firstview, you can invite, move or reject a whole stage at once by email or WhatsApp from the pipeline board, and pending actions show which candidates are waiting on you. Candidates invited to the AI Interviewer start when they are ready, on a laptop or a phone, and candidates your team moves forward get a message with times that suit your team, so the next interview books itself. Every candidate hears back, and nobody has to copy and paste the same email fifty times.