Admins: add and edit email templates

This article is for Hire Admins.

Add an email template

  1. Sign in to Hire.
  2. Select Menu Menu and then Admin and then Email templates.
  3. Select Personal to add, view, or edit email templates that are only available to you, or select Company to add, view, or edit templates that are available to your entire company. 
  4. To add a template, select Add Add
  5. Below "Name," enter a name for your template. 
  6. Below "Type," select the type of email you are creating from the dropdown list.
  7. Below "Visibility," select Personal if you would like your template to only be visible to you, or select Company if you would like to share it with your company. 
  8. Enter the email subject and email body.
  9. To add a placeholder, in the subject or body, enter < and select the placeholder to insert. (Optional)
  10. Select groups to cc or bcc. (Optional)
  11. Select Save.

Edit a template

Edit a Personal template

  1. Sign in to Hire.
  2. Select Menu Menu and then Admin and then Email templates.
  3. To the right of the template you want to edit, select More More.
  4. Select Edit.
  5. On the Edit template page, update the template.
  6. Select Save.

Edit a Company template

  1. Sign in to Hire.
  2. Select Menu Menu and then Admin and then Email templates and then Company.
  3. To the right of the template you want to edit, select More More.
  4. Select Edit.
  5. On the Edit template page, update the template.
  6. Select Save.

Edit the Thanks (for applying) email

A Thanks (for applying) email is sent to applicants after they apply to a job expressing your organization's appreciation for their interest. 

  1. Sign in to Hire.
  2. Select Menu Menu and then Admin and then Email templates and then System.
  3. To edit the template, select Thank you email.
  4. On the Edit template page, update the template.
  5. Select Save
If you don't want job applicants to receive a Thank you email, you can disable the feature in Hire. Learn more

 

Edit the Request (diversity data) email

If you haven't collected EEOC and OFCCP diversity data from a candidate, you still have the option to request that information through a follow-up email. 

  1. Sign in to Hire.
  2. Select Menu Menu and then Admin and then Email templates and then System.
  3. To edit the template, select Diversity questionnaire.
  4. On the Edit template page, update the template.
  5. Select Save

Delete an email template

  1. Sign in to Hire.
  2. Select Menu Menu and then Admin and then Email templates.
  3. To the right of the template you want to delete, select Menu More.
  4. Select Delete.

Use Hire's email templates

If you accidentally delete an email template or would like to see the original content, you can view Hire's email templates below: 

Sourcing (general)

Subject line: <job_title> position at <company_name> 
Alt subject line: Hello  <candidate_first>

Hi <candidate_first>,

I noticed your professional profile online. I’m at <company_name>, and we’re looking for an excellent <job_title> to join our dynamic team.

Your experience is outstanding—a great fit for this role. I’d love to tell you more about it and hear more about you. 

Would you like to connect by phone? If so, let me know when you’re available for a quick call.

Best, 
<user_first> 

Sourcing (LinkedIn)

Subject line:  <job_title> position on our team
Alt subject line:  Hello  <candidate_first>

Hi <candidate_first>,

I noticed your profile on LinkedIn. I’m at <company_name>, and we’re looking for an excellent <job_title> to join our dynamic team.

Your experience is outstanding—a great fit for this role. I’d love to tell you about it and hear more about you. 

Would you like to connect by phone? If so, let me know when you’re available for a quick call.

Best,
<user_first>  

Sourcing (referral)

Subject line: <referrer_first> <referrer_last> recommended you 
Alt subject line: <referrer_first> <referrer_last> recommended you for <job_title>

Hi <candidate_first>,

I’m <user_first>, from <company_name> and I heard about your experience via <referrer_first> <referrer_last>, who recommends you highly. 

I’m reaching out in case you’re open to hearing about a new opportunity. We’re looking for a <job_title> to join our team. It sounds like your level of experience may be an excellent match.

Do you want to learn more? Our team is dynamic, with many growth opportunities. 

I’d love to speak with you. If you’re interested, please let me know when you’re available. 

Best,
<user_first>

Sourcing (rediscovered)

Subject line: <job_title> position open  

Hi <candidate_first>,

I hope you’re doing well. It was great to speak with you about our open position a while ago. Thank you again for your time.

We moved forward with another candidate for that particular role, but kept you top of mind. A new <job_title> position just opened—and your expertise is a particularly good fit.

Are you interested in learning more? If so, please let me know when you’re available for a quick call. If you prefer email however, I’ll send you the job description and we can go from there.

Best,
<user_first>

Schedule (phone screen) 

Subject line: Phone interview for <job_title>

Hi <candidate_first>,

Thanks for your application. Good news! We’d like to interview you by phone about the <job_title> position.

Please email me a date and time—or several options—this week or next that would be convenient for you. I’ll then check my calendar and get back to you to confirm.

Best,
<user_first>

Schedule (onsite interview)

Subject line: Onsite interview for  <job_title>

Hi <candidate_first>,

It was great to speak with you and hear more about your experience. We’d like to invite you to interview at our office. 

Please let me know a date—or several from which we can choose—that’ll work for you. I’ll check team calendars and then get back to you with a confirmation.

We’re looking forward to meeting you in person!

Best,
<user_first>

Request (work samples)

Subject line: Request for samples of your work interview 

Hi <candidate_first>,

Thanks again for your interest in the <job_title> position. We’re looking forward to meeting  you during the upcoming onsite interviews with you. 

In the meantime, we’d appreciate it if you could share samples of your work. Email me whatever you’d like, and I’ll share with the team.

Best,
<user_first>

Thanks (good phone screen)

Subject line: Thank you

Hi <candidate_first>,

Thanks very much for meeting by phone. It was great to learn about your professional background and experience and get to know you a bit more.

We’d like to invite you to our office for interviews with some of the team. I’ll send you an email soon to set up the interview day but for now just wanted to let you know that the team looks forward to meeting you in person. 

In the meantime, if you have any questions about <company_name> or the <job_title> position please feel free to contact me. 

Best,
<user_first>

Thanks  (ok phone screen)

Subject line: Thank you

Hi <candidate_first>,

Thanks very much for meeting with me by phone. It was helpful to learn more about your background.

We’re still in the early stages of our search for <job_title> and have a number of other candidates to interview. I’ll reach out with an update about our progress in the near future.

In the meantime, if you have any questions about <company_name> or the <job_title> position please feel free to contact me. 

Best, 
<user_first> 

Thanks (good onsite interview)

Subject line: Thank you

Hi <candidate_first>,

Thanks very much for spending time with us here at the office. It was a pleasure to get to know you more and hear in depth about your professional background and experience. 

The team was impressed by your experience. We’ll reach out to you soon about next steps. 

In the meantime, if you have any questions about <company_name> or the <job_title> position please feel free to contact me. 

Best, 
<user_first> 

Rejection (phone screen)

Subject line: Your application for <job_title>

Hello <candidate_first>

Thanks very much for your interest in  <company_name> and for meeting over the phone about the  <job_title> position. I appreciated the chance to learn more about you and your professional experience. 

I regret to tell you, however, that we won’t be moving forward with your candidacy for this particular role. We’ll definitely keep your information on file and will reach out to you when another opportunity arises.  

In the meantime, I wish you success with your job search and in your career. 

Best,   
<user_first>

Rejection (onsite interview)

Subject line: Your application for <job_title>

Hello <candidate_first>

Thanks very much for your interest in  <company_name> and for interviewing with us for the  <job_title> position. We appreciated the chance to meet you and learn more about your experience. 

I regret to tell you, however, that we won’t moving forward with your candidacy for this particular role. Nonetheless, we’ll definitely keep your information on file and will reach out to you when the next opportunity arises. 

In the meantime, I wish you success with your job search and in your career. 

Best,   
<user_first>

Sourcing (general)

Subject line: <job_title> position at <company_name> 
Alt subject line: Hello  <candidate_first>

Hi <candidate_first>,

I noticed your professional profile online. I’m at <company_name>, and we’re looking for an excellent <job_title> to join our dynamic team.

Your experience is outstanding—a great fit for this role. I’d love to tell you more about it and hear more about you. 

Would you like to connect by phone? If so, let me know when you’re available for a quick call.

Best, 
<user_first> 

Sourcing (referral)

Subject line: <referrer_first> <referrer_last> recommended you 
Alt subject line: <referrer_first> <referrer_last> recommended you for <job_title>

Hi <candidate_first>,

I’m <user_first>, from <company_name> and I heard about your experience via <referrer_first> <referrer_last>, who recommends you highly. 

I’m reaching out in case you’re open to hearing about a new opportunity. We’re looking for a <job_title> to join our team. It sounds like your level of experience may be an excellent match.

Do you want to learn more? Our team is dynamic, with many growth opportunities. 

I’d love to speak with you. If you’re interested, please let me know when you’re available. 

Best,
<user_first>

Sourcing (rediscovered)

Subject line: <job_title> position open  

Hi <candidate_first>,

I hope you’re doing well. It was great to speak with you about our open position a while ago. Thank you again for your time.

We moved forward with another candidate for that particular role, but kept you top of mind. A new <job_title> position just opened—and your expertise is a particularly good fit.

Are you interested in learning more? If so, please let me know when you’re available for a quick call. If you prefer email however, I’ll send you the job description and we can go from there.

Best,
<user_first>

Schedule (phone screen) 

Subject line: Phone interview for <job_title>

Hi <candidate_first>,

Thanks for your application. Good news! We’d like to interview you by phone about the <job_title> position.

Please email me a date and time—or several options—this week or next that would be convenient for you. I’ll then check my calendar and get back to you to confirm.

Best,
<user_first>

Schedule (onsite interview)

Subject line: Onsite interview for  <job_title>

Hi <candidate_first>,

It was great to speak with you and hear more about your experience. We’d like to invite you to interview at our office. 

Please let me know a date—or several from which we can choose—that’ll work for you. I’ll check team calendars and then get back to you with a confirmation.

We’re looking forward to meeting you in person!

Best,
<user_first>

Request (work samples)

Subject line: Request for samples of your work interview 

Hi <candidate_first>,

Thanks again for your interest in the <job_title> position. We’re looking forward to meeting  you during the upcoming onsite interviews with you. 

In the meantime, we’d appreciate it if you could share samples of your work. Email me whatever you’d like, and I’ll share with the team.

Best,
<user_first>

Thanks (good phone screen)

Subject line: Thank you

Hi <candidate_first>,

Thanks very much for meeting by phone. It was great to learn about your professional background and experience and get to know you a bit more.

We’d like to invite you to our office for interviews with some of the team. I’ll send you an email soon to set up the interview day but for now just wanted to let you know that the team looks forward to meeting you in person. 

In the meantime, if you have any questions about <company_name> or the <job_title> position please feel free to contact me. 

Best,
<user_first>

Thanks  (ok phone screen)

Subject line: Thank you

Hi <candidate_first>,

Thanks very much for meeting with me by phone. It was helpful to learn more about your background.

We’re still in the early stages of our search for <job_title> and have a number of other candidates to interview. I’ll reach out with an update about our progress in the near future.

In the meantime, if you have any questions about <company_name> or the <job_title> position please feel free to contact me. 

Best, 
<user_first> 

Thanks (good onsite interview)

Subject line: Thank you

Hi <candidate_first>,

Thanks very much for spending time with us here at the office. It was a pleasure to get to know you more and hear in depth about your professional background and experience. 

The team was impressed by your experience. We’ll reach out to you soon about next steps. 

In the meantime, if you have any questions about <company_name> or the <job_title> position please feel free to contact me. 

Best, 
<user_first> 

Rejection (phone screen)

Subject line: Your application for <job_title>

Hello <candidate_first>

Thanks very much for your interest in  <company_name> and for meeting over the phone about the  <job_title> position. I appreciated the chance to learn more about you and your professional experience. 

I regret to tell you, however, that we won’t be moving forward with your candidacy for this particular role. We’ll definitely keep your information on file and will reach out to you when another opportunity arises.  

In the meantime, I wish you success with your job search and in your career. 

Best,   
<user_first>

Rejection (onsite interview)

Subject line: Your application for <job_title>

Hello <candidate_first>

Thanks very much for your interest in  <company_name> and for interviewing with us for the  <job_title> position. We appreciated the chance to meet you and learn more about your experience. 

I regret to tell you, however, that we won’t moving forward with your candidacy for this particular role. Nonetheless, we’ll definitely keep your information on file and will reach out to you when the next opportunity arises. 

In the meantime, I wish you success with your job search and in your career. 

Best,   
<user_first>

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