Recruiting email templates: application received, interview invitation, reminder, offer and follow-up (2026)
Five recruiting emails a small company sends most, written to be copied as they are: acknowledging an application, inviting to interview, reminding, following up after an interview, and making an offer. Full text on the page.
Last updated 3 September 2026. Competitor pricing and plan limits are re-verified against each vendor’s own pages.
Application received
Send within a day. The point is to confirm that the application arrived and to set the expectation for when the candidate will hear next.
Subject: Your application for {{jobTitle}} at {{companyName}}
Hi {{candidateName}},
Thank you for applying for the {{jobTitle}} role at {{companyName}}. Your application has arrived and we will review it within the next {{n}} working days.
If we move forward, the next step is a {{duration}}-minute call with {{interviewerName}}. Either way, you will hear from us by {{date}}.
Regards,
{{senderName}}
{{companyName}}Interview invitation
Give the candidate the choice of time. If your ATS lets candidates pick a slot, include the link; if not, offer three times.
Subject: Interview for {{jobTitle}} at {{companyName}}
Hi {{candidateName}},
We would like to invite you to a {{duration}}-minute {{round}} interview for the {{jobTitle}} role. You will meet {{interviewerName}}, {{interviewerTitle}}.
Please choose a time that suits you here: {{schedulingLink}}
The interview will be {{format: in person at {{address}} / a video call; the link will be in your confirmation}}. We will cover {{topics}}, and you are welcome to ask anything about the role or the company.
Regards,
{{senderName}}
{{companyName}}Interview reminder
Send the day before. Repeat the time, the place or link, and who they will meet.
Subject: Reminder: your interview tomorrow at {{time}}
Hi {{candidateName}},
A reminder that your {{round}} interview for the {{jobTitle}} role is tomorrow, {{date}}, at {{time}} {{timezone}}.
{{Location: {{address}} / Join here: {{meetingLink}}}}
You will be meeting {{interviewerName}}.
If you need to reschedule, use this link: {{schedulingLink}}
See you tomorrow,
{{senderName}}Follow-up after an interview
Send within two working days of the interview, even if the decision is not made. Silence after an interview is the most-remembered failure in candidate experience.
Subject: Thank you for meeting us — next steps for {{jobTitle}}
Hi {{candidateName}},
Thank you for your time on {{date}}. {{interviewerName}} enjoyed the conversation.
We are completing interviews for this role by {{date}} and will let you know the outcome by {{decisionDate}}. If that date moves, we will tell you rather than leave you waiting.
Regards,
{{senderName}}
{{companyName}}Offer
The email carries the decision; the offer letter carries the terms. Attach or link the letter and give a clear date to respond by.
Subject: Offer: {{jobTitle}} at {{companyName}}
Hi {{candidateName}},
We are pleased to offer you the position of {{jobTitle}} at {{companyName}}, starting on {{startDate}}. The offer letter with the full terms is {{attached / available here: {{offerLink}}}}.
Please let us know your decision by {{responseDate}}. If you have questions about any of the terms, reply to this email or call me on {{phone}}.
We hope you will join us.
Regards,
{{senderName}}
{{senderTitle}}, {{companyName}}Questions, answered straight
Should recruiting emails come from a noreply address?
No. Candidates reply to interview invitations, and the reply should reach a person. ofper sends every template from the company's own mailbox for that reason.
How formal should the tone be?
As formal as your company is in person. The templates are plain and direct; add warmth in your own words rather than adjectives.
Can these be used as ofper email templates?
Yes. ofper's interview invitation, confirmation, reminder, rejection and offer templates use the same placeholders for the candidate's name, job title and company name, and each can be edited in the company settings.