10 recruiter message templates
Messages for every stage of the hiring process, friendly and easy to personalize for each candidate.
A good hiring process depends a lot on communication: reaching out fast, explaining the next steps and closing respectfully, even when the answer is "no".
Here are 10 templates for every stage. The parts in braces, like {{input:Name}}, are the details you change for each candidate.
First outreach
1. Initial outreach — /candidate
Hi {{input:Name}}, we're looking for a {{input:Role}} at {{input:Company}} and your experience is a great fit. Could I tell you more on a 15-minute call?
2. Referral — /referral
Hi {{input:Name}}, {{input:Person}} spoke very highly of your work. We have a {{input:Role}} opening I think you might be interested in.
3. Application received — /received
Hi {{input:Name}}, thanks for your interest in the {{input:Role}} role. We're reviewing applications and will get back to you by {{input:Date}}.
During the process
4. Interview invite — /interview
Hi {{input:Name}}, we'd love to meet you for a {{input:Length}} interview. Pick the time that suits you best here: {{input:Calendar link}}
5. Interview reminder — /interview-reminder
Hi {{input:Name}}, a quick reminder of our interview tomorrow at {{input:Time}}. Here's the link: {{input:Link}}. See you tomorrow!
6. Take-home task — /task
Hi {{input:Name}}, the next step is a practical task of about {{input:Hours}} hours. You have until {{input:Date}} to send it. Any questions, just write.
7. Follow-up — /candidate-followup
Hi {{input:Name}}, thanks for your patience. We're still in the process and I'll get back to you by {{input:Date}}.
Closing the process
8. Rejection after interview — /decline
Hi {{input:Name}}, thank you for your time in the process. This time we've moved forward with another candidate, but we'd love to keep you in mind for future roles.
9. Offer — /offer
Hi {{input:Name}}! We're delighted to offer you the {{input:Role}} role. I've attached the offer details; when would be a good time to go over them?
10. Welcome — /welcome
Welcome to the team, {{input:Name}}! Your first day will be {{input:Date}}. I'll write before then with everything you need to know.
Tips to make your messages work
- Personalize the first line: mention something specific about their experience or profile.
- Always state the next step and when they'll hear from you.
- Reply to those who don't move forward too: a kind rejection protects your company's reputation.
- Keep the same tone across the team by sharing approved templates.
Use them as text shortcuts
With NexoPad you save each template with its shortcut and insert it by typing it in your ATS, email or LinkedIn. NexoPad asks for the name, role and other details before inserting, so every message comes out personalized.
With NexoPad Teams your whole hiring team shares the same templates. If you reach out to candidates on LinkedIn, check out our LinkedIn templates too.
Frequently asked questions
Does it work in Greenhouse, Lever or other ATSs?
NexoPad works in the text fields of any web tool open in your browser, so you can use it in your ATS, email or LinkedIn.
How do I keep messages from feeling generic?
Always use the candidate's name, add a sentence about their experience and adapt the tone to your company.
Can I share templates with my team?
Yes. With NexoPad Teams you share a vault of templates with roles and approvals.
Published on October 11, 20267 min read
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