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Sample Emails to Keep Candidates Warm

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Use these sample emails to keep candidates warm when a decision has not been made in the hiring process yet.

Throughout the hiring process, it is important to stay in touch with candidates and let them know what is going on. Keep these emails brief and to the point. Encourage candidates to get in touch if they have any questions.

When You Have Received Their Application

Letting candidates know when you have received their application helps to prevent follow-up emails and phone calls from applicants who want to confirm that their application was received and seen by someone. By sending an application acknowledgment email, you can ease those concerns and reduce the number of duplicate applications you receive. 

Application Acknowledgement Template

Subject line: Your application for the [Job Title] position at [Company Name]

Hi [Candidate Name]/Dear [Candidate Name],

I hope you are doing well. I am writing to update you on the current status of your application for the [Job Title] position. 

We have received your application and will be reviewing it shortly. We expect to schedule our [phone/Skype/on-site] interviews by [Date, e.g. the end of next week]. If you are selected for an interview, you will receive a [phone call/email] from a member of our staff to schedule [an on-site interview/a Skype interview/a phone interview].

If you have any questions, please don’t hesitate to contact me via email or at (999-999-9999 ext 999).


[Your name]

[Email signature and contact information]

When There Is A Delay In The Hiring Process

There are many reasons you may encounter a delay in the hiring process. You may be required to cancel interviews due to a scheduling conflict. Your company may have decided not to hire someone right away for the open position. You might still be interviewing other candidates and unable to reach a decision until the interviews are over. 

Throughout delays in the hiring process, it is important to maintain a positive, professional relationship and keep your candidates warm so that when the process starts moving again they will still be actively engaged in the process.. Express a sincere apology if you are canceling a scheduled interview, with a brief explanation as to why. In cases where it is simply a short delay or scheduling conflict, suggest potential dates or a date range to reschedule. When you aren’t sure when you will be able to resume the hiring process, let applicants know when they can expect to hear from you next with an update. If you do not plan on moving forward with the hiring process for this position, be honest. 

Rescheduling a Job Interview Email Template

Subject line: Rescheduling the interview for the [Job Title] position at [Company Name]

Hi [Candidate Name]/Dear [Candidate Name], 

I am writing to let you know that unfortunately we will need to reschedule your interview for the [Job Title] position on [Date and Time of interview].

Our hiring manager [Hiring Manager Name] has a scheduling conflict and will be unable to attend any interviews that week. We are doing our best to reschedule all interviews as soon as possible. 

If you are still available, please reply to this email at your earliest convenience to let me know which of these dates and times works best for you.

  • [Date and Time, e.g. Tuesday Sept 17, 9:45am]
  • [Date and Time, e.g. Tuesday Sept 17, 2:30pm]
  • [Date and Time, e.g. Wednesday Sept 18, 1:00pm]
  • [Date and Time, e.g. Friday Sept 20, 11:15am]

We expect the interview to be approximately [length of time, e.g. 20 minutes]. Please remember to bring [anything the candidate may need to bring, such as a portfolio, a copy of their resume, or ID]. 

If none of the above options are suitable for you, please let me know what your availability is for that week of September. 

Thank you again for applying for the [Job Title] position at [Company Name]. If you have any questions at all about our hiring process, I’d be happy to discuss this with you on the phone. My contact information is below.

Please accept my sincerest apologies for any inconvenience this has caused you.


[Your name]

[Email signature and contact information]

When The Hiring Process Is Moving On To The Next Stage

When you have finished reviewing applications and are moving on to the next stage, whether that is phone interviews, on-site interviews, or an assignment, you can let candidates know via email. Use the subject line to make it clear that the applicant should open the email promptly. For example, use the words “invitation to interview,” or “your application to [Company Name].” 

Invitation Interview Email

Subject line: Interview with [Company Name] for the open [Job Title] position

Dear [Candidate Name]/Hi [Candidate Name],

Thank you for your interest in our [Job Title] position. We were impressed with your application and would like you to come in for an interview to discuss your qualifications and the job requirements.

Are you available to come into our office at [address] on [Date and Time, e.g. Thursday Sept 12th at 3:15pm], or between [range of dates or times, e.g. Sept 9th-11th in the mornings]?

Please reply to this email as soon as you are able so that we can schedule your interview.


[Your name]

[Email signature and contact information]

We hope you find these 3 sample emails to keep candidates warm useful. We have a complete library of other recruitment templates. These are a great help during every stage of the recruitment process. Let us know if there are any other resources that would be a great for your business.

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