5 Helpful HR Email Templates If You Need to Recruit Online

Aside from their day-to-day tasks, HR professionals spend a substantial amount of time writing emails that are crucial for communication at any company. While writing a good email is not difficult, it does take time and effort that could be spent on other major tasks.

The human resources team can save a lot of time when they recruit online. They can standardize HR email templates instead of having to create emails from scratch every time.

How can email templates be standardized?

Using a hiring platform as a hiring platform.

AI-powered hiring platform like EVA-REC is greatly enhanced by customizable templates. With EVA-REC, you can easily recruit online and communicate with candidates in real-time, streamlining the hiring process and enabling faster and more effective decision-making. Additionally, EVA-REC’s HR email templates can be customized to better connect with candidates and provide a more personalized and responsive recruitment experience.

Now the real question is – how can you write an engaging and professional email? All you need are these 5 essential HR email templates to recruit online like a pro!

5 awesome HR email templates to recruit online

In today’s digital age, online recruitment has become increasingly popular. However, with so many candidates vying for attention, it can be challenging to craft HR emails that effectively engage potential hires. To make the process smoother, we’ve put together 5 essential HR email templates that will help you recruit online with ease.

When reaching out to potential candidates

With HR email templates at your fingertips, you can breeze through online recruitment while slashing the time spent composing emails. When you come across a top-notch candidate on LinkedIn, you’ll want to reach out to them in a way that showcases your excitement and creates a lasting first impression. So, why not personalize your message and highlight what struck you about their profile? Let them know why you believe they’d make an exceptional asset to your team. To sweeten the deal, you can give a brief introduction of your company and explain what you can offer them, all while maintaining a friendly and approachable tone that encourages them to get in touch with you.

Here’s an example of an HR recruitment email template that you can use to reach out to a prospective candidate:

Email Subject line: Interested in joining our team at [company’s name]?

Hi / Dear [candidate’s name],

I am [name], [job title] at [company’s name]. I saw your profile on [e.g. LinkedIn], and I was really impressed by your experience in [add a specific field or an achievement that caught your eye].

We are currently looking for a [job title – add a link to the job description] to join our team. I’d love to tell you a little more about this position and learn a few things about you, as well. Are you available [include date and time or a period of time]? If so, I’d be happy to set up a meeting.

Sincerely,

[Your name]

[Signature]

When scheduling an interview

When it comes to scheduling interviews with candidates, some recruiters prefer the personal touch of a phone call, while others opt for the convenience of email. Although phone calls offer a customized approach, emails provide a record of information that candidates can refer back to at any time. When crafting your HR email template, it’s essential to balance between being informative and welcoming. You want to ensure that candidates feel excited about the upcoming interview while having all the necessary details at their disposal.

Here’s an example of an HR interview email template to help you while you recruit online:

Email Subject line: Video interview with [company’s name] for the [job title] position

Hi / Dear [candidate’s name],

Thank you for applying to [company’s name].

My name is [name] and I’m a [position] at [company’s name.] I would like to schedule a video interview with you to discuss your application for the [Job_title] role.

I’d like to tell you more about [company’s name] and get to know you a bit better. Would you be available for a short video assessment [give a specific timeframe]

Please note that [in order to conduct this video call I will be sending you a link to join the call on or I will be sending you a link to the automated video assessment interview powered by AI].

Looking forward to hearing from you,

Sincerely,

[Your name]

[Signature]

Sending an assessment test for candidates

After conducting interviews, recruiters may assign the shortlisted candidates an evaluation to further evaluate their skills and knowledge. As previously mentioned, a hiring platform will handle the process of sending such emails on the recruiter’s behalf to all candidates, there saving you valuable time and effort. Therefore, you can customize an email template strictly based on the assessment and add it to your list of email templates on the hiring platform. 

Here’s an example of an email template that will assist you in conducting candidate assessment tests as you recruit online: of a candidate assessment test email template to recruit online:

Email Subject line: Assignment for the [job title] position

Hi / Dear [candidate’s name],

Kindly find attached an assignment as part of our interview process. I’m also attaching some instructions to help you complete the assignment.

This assignment is designed to test your [specify particular skills – writing, creative, communication…] skills and give us an idea of how you approach tasks relevant to the [job title] role. It would be best if you could send this over to us [within the X time frame or by Y date].

Please do not hesitate to get in touch if you have any questions.

Best of luck,

Sincerely,

[Your name]

[Signature]

Sending out  a job offer

The job offer email is simple to standardize. It will most likely be the same for most candidates, and it will be useful when the HR team recruits online. So, now that the recruiting process is done, you should write the email with enthusiasm! It can be the same as or apart from your official offer letter, which will include details on remuneration and benefits.

Use this job offer HR email template as you recruit online:

Email Subject line: [company’s name] Job Offer

Hi / Dear [candidate’s name],

Congratulations!

I am pleased to extend the following offer of employment to you on behalf of [company name]. You have been selected as the best candidate for the [job title] position!

We believe that your skills and experience would make you a great fit for our company. Please find attached the offer letter with more details about your compensation, benefits, and terms and conditions.

Your expected starting date is [date].

Please confirm your acceptance of this offer by signing and returning this letter by [offer expiration date].

We are excited and glad to have you join our team! If you have any questions, please feel free to reach out at any time.

Sincerely,

[Your name]

[Signature]

Sending a mass rejection email

One of the most useful features of a hiring platform is that it allows recruiters to send bulk rejection letters with a few clicks. It saves you time and effort instead of writing an email for each candidate. Many firms have a bad habit of not responding to rejected candidates. This can backfire and make them appear unprofessional. Therefore, always maintain your professionalism in the most effective way possible.

Here’s an HR rejection email template that you can use while you recruit online:

Email Subject line: Thank you for applying!

Hi / Dear [candidate’s name],

Thank you for taking the time to meet with our team about the [job title] role at [company’s name]. It was a pleasure to learn more about you and your skills. Unfortunately, our team did not select you for further consideration.

We often have to make difficult choices between many high-caliber candidates. Now that we’ve had the chance to know more about you, we will be keeping your resume on file for future openings that better fit your profile.

I am happy to answer your questions if you would like any specific feedback about your application or interviews.

Thanks again for your interest in [company’s name] and best of luck with your job search.

Sincerely,

[Your name]

[Signature]

To wrap it up

All in all, these templates are your secret weapon for finding top talent and matching them with your company’s unique values – as you recruit online.

By adopting these templates to your company’s values, you can create personalized and effective emails that will engage candidates and increase efficiency in the hiring process. And don’t forget to check out our award-winning end-to-end hiring platform to further streamline your recruitment efforts

We promise you an innovative hiring experience!

EVA-REC is an on-demand hiring platform that automates and improves the hiring process with AI technology. From small businesses to industry giants – EVA-REC helps companies drive merit-based, objective, and fair hiring practices that minimize bias, without dehumanizing the hiring process. Request a free demo today!

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