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Must-Have Messaging Templates for Hiring Managers


Written by

Leah Richards

Leah Richards




The corporate world is filled with emails, text messages, messaging apps, zoom meetings and countless phone calls. From coordinating interviews to sending out offer letters, the hiring process often depends on how effectively you’re communicating. The good news is that it’s easy to streamline one of the most message-heavy aspects of doing business, hiring new employees.

Here are templates to make your communication more efficient and effective:

Just Getting Started Template

Hello [profile/first name], a [position name] role in [city] just opened up and it looks like you’d be a good fit. I’d love to connect to discuss the role. Do you have some time [day/time of day] for a quick chat?

Pre-Screening Template

Hi [profile/first name]. My name’s [recruiter name] and I’m a recruiter here at [company name]. Thanks for applying for our [position name] role. To keep things convenient and efficient for you, the first step in our process involves answering a few follow-up questions. You can answer them whenever you get a free minute throughout your day.

Scheduling the Interview Template

SUBJECT: Interview with [Company name] for [Job title] position

Hey [Name of candidate],

Thanks for applying to the [Job title] role at [Company name]. We were very impressed with your application, specifically your experience with [Something specific to the role]. We’d love the chance to get to know you a little better.

Are you free during any of the following times for a chat?

– [Date, time, time zone]
– [Date, time, time zone]

Looking forward to chatting,

[Your name]

Re-engaging Candidates Template

Hi [first name],

[recruiter name] here from [company name]. Curious if you’re still open to exploring [job name] openings? If so, we have a new position I’d love to share with you.

Let me know!

Reference Checks Template

SUBJECT: Reference check for [Name of candidate]

Hey [Name of reference],

I’m currently talking to [Name of candidate] about a role on [Company name]’s [Name of team] team. [Name of candidate] mentioned that you two had a great time working together at [Former company]. Would you be kind enough to share more about your experience with [him/her/them]? If so, please let me know the best number to reach you at and if any of the times below work for you:

– [Date, time, time zone]
– [Date, time, time zone]

Thanks for your time!

[Your name]

Rejection Template

SUBJECT: Follow up from [Company name]

Hey [Name of candidate],

Thanks for taking the time to apply to [Company name]. After [chatting with you/reviewing your resume], we’ve found there isn’t a strong fit right now. That being said, we appreciate the time you took to learn about us and the role.

If there’s anything we can do to help with your job search, please let us know.

We wish you all the best!

[Your name]

The Offer Template

SUBJECT: [Name of candidate], will you join us?

Hey [Name of candidate],

On behalf of everyone at [Company name], we’re delighted to offer you the role of [Job title]!

After getting to know you over these past few days, it became clear that your talents, goals, and values are a perfect match for our team.

Your official offer letter outlining everything you need to know is attached. As you review the offer details, we’d love to answer any questions you might have before you make your decision.

We’re aiming for a start date of [Date], and it would be great to hear your feedback on this offer by [Date]. If this time frame doesn’t work for you, just let us know.

Thank you,
[Your name]

Hiring takes time, and time is money. That’s why you want to make sure each message exchange doesn’t turn into a time-consuming event. These templates will ensure you are still giving the hiring process the attention it deserves while managing your own time effectively. Drop some of your own personality in there and make each of these your own. Happy hiring!