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Template library

Candidate email templates for recruiters

22 templates ·

How to use these

Replace anything in [square brackets]. Greetings are kept short and sign-offs left out, so your usual signature goes underneath. All of them are written on first-name terms, which is how most candidate conversations in English work.

A template only gets you started. One line that shows you remember the last conversation does more than any clever phrasing.

[…] Highlighted in yellow: fill in your own details.

First approach

1. Approach by email
Hi [first name], I'm [name] at [agency]. I'm working on a [role] for [client or description, e.g. "a manufacturing business near Stuttgart"], and your background stood out because [specific reason, e.g. "you've led the SAP rollout at [employer] for the last three years"]. Would you have 15 minutes this week or next for a confidential chat? If not, a quick no is absolutely fine. [data protection notice, see template 21]

2. Short LinkedIn message
Hi [first name], I'm recruiting a [role] for [client or description] and thought of your work on [topic]. Could I send you the details by email? Privacy notice here: [link].

Salary, remote and notice period

The full guide with five situations: salary questions.

3. Sharing the salary band
Hi [first name], The client has set [X] to [Y] gross a year for this role, plus [bonus]. Where you'd sit depends mostly on [criterion]. Does that work for you?

4. Remote and hybrid
Hi [first name], I've checked with the client: [number] days a week from home is fine, and the team is in the [city] office on [days]. [Any different rule during probation.] Would that work for you?

5. Notice period
Hi [first name], So I can plan realistically with the client: what's your notice period, and could you leave earlier if your employer agreed?

Interviews

6. Suggesting times
Hi [first name], Good news: [hiring manager] would like to meet you. They can do [day, time] or [day, time], about [length], [at address / on video]. Which suits you?

7. Confirming
Hi [first name], You're confirmed for [day], [date] at [time], [address or video link]. You'll meet [name, title] and [name, title]. I'll give you a quick call the day before to prepare.

8. Rescheduling
Hi [first name], Apologies, something has come up at [client] and they need to move [date]. Could you do [slot 1] or [slot 2] instead?

Submitting to the client

9. Asking permission to submit
Hi [first name], I'd like to put you forward to [client] for the [role]. That means sending your CV and a short summary of our conversation to [hiring manager]. Are you happy for me to do that? And are there any companies your CV mustn't go to?

10. Profile submitted
Hi [first name], Your profile went over to [hiring manager] today. I'm expecting to hear by [day], and I'll update you then either way.

Passing on feedback

11. Positive, next round
Hi [first name], Yesterday went well. [Hiring manager] particularly liked [specific point]. They'd like to see you for a second round with [name, title]. I'll send some times over shortly.

12. Mixed feedback
Hi [first name], Feedback from yesterday: [positive point] came across really well. The open question for them is [point, e.g. "your experience owning a budget"]. They'd like to cover that in a short second conversation. Shall we have a quick call first so you can prepare?

Offers

13. Offer coming
Hi [first name], [Client] wants to make you an offer. I'd like to talk you through the details on the phone today before the contract arrives. When's a good time?

14. Raising a counter-offer
Hi [first name], Before you hand your notice in, an honest question: what would you do if your manager came back with a counter-offer? I'm not trying to talk you into anything. I just don't want either of us to be caught out.

Rejections

The full guide, including what to leave out: rejections.

15. After screening
Hi [first name], Thanks for your time on [day]. I won't be putting you forward for the [role]: the client is focused on [requirement], and I don't think there's enough overlap yet. If you're happy for me to, I'll be in touch about roles that fit better.

16. After interview (following your call)
Hi [first name], As discussed, [client] has gone with another candidate. They liked [point]; what tipped it was [requirement]. Thank you for the time and preparation you put in.

17. Role filled or withdrawn
Hi [first name], I'm sorry to say [client] has [filled the role / put the role on hold]. It's nothing to do with your profile. I'll come back to you when something similar comes in.

Following up

Timings and switching channels: following up.

18. Nudge with a reason
Hi [first name], In case my email from [day] got buried: [hiring manager] can do [slot 1] or [slot 2] for the call. Does either work for you?

19. Closing the loop
Hi [first name], As I haven't heard back, I'll assume the role isn't right at the moment and close it off my side. Do get in touch if anything changes.

Data protection notices (samples)

20. Short notice under Article 13 when a candidate sends their CV Sample, please have it checked
Thanks for sending your CV. We'll use it to consider you for the [role] and, only with your agreement, to put you forward to our client. The controller is [company, address, email]. Unless you agree otherwise, we'll delete your details [period] after the process ends. Your rights and the full details are here: [link to candidate privacy notice].

21. Notice under Article 14 for a direct approach Sample, please have it checked
A note on data protection: I took your name, contact details and career information from your publicly available profile on [source] to contact you about the [role]. The controller is [company, address, email], [data protection officer contact, if appointed]. We rely on our legitimate interest in approaching suitable candidates (Article 6(1)(f) GDPR). We won't share your details with any client without your agreement. If you're not interested, we'll delete your details within [period]. You can object at any time, and you have the right to access, rectification, erasure, restriction and portability, and to complain to a supervisory authority. Full details: [link].

Points for your lawyer to check: recipients (for example your ATS or email provider), transfers outside the EU or UK, the actual retention period, and how the legitimate-interest balance is worded.

22. Talent pool consent Sample, please have it checked
I'd like to get in touch about future roles, and to do that I'd keep your CV and my notes until [date or period]. If you're happy with that, just reply "Yes, talent pool". You can withdraw at any time by emailing [address]. If not, we'll delete your details once this process is closed.

Every email from your thread with the candidate

Templates get you started. LetterForge drafts the email from your thread with that one candidate, with the name, role, band and whatever you discussed last, and you send it from your own mail app. See the demo, pricing, the waitlist, and how LetterForge relates to the AI Act.

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FAQ

Can I use these templates freely?
Yes, for your own candidate emails, including as Outlook Quick Parts. The data protection notices (templates 20 to 22) are samples and need checking before use.
When does the privacy notice have to go out on a direct approach?
Under Article 14(3)(b) GDPR, at the latest with your first message to the candidate, if you didn't collect their data from them directly.
Should I write formally or on first-name terms?
In English, first names are normal from the first message in most sectors. In German-speaking markets it depends on industry and seniority: see the German version of this page for formal and informal variants.

Sources

  1. Regulation (EU) 2016/679 (GDPR), Articles 6(1)(a) and (f), 7, 13, 14 (in particular 14(3)(b)), 21. https://eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=CELEX:32016R0679 (accessed 17 Oct 2026)

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