Creating and Editing Recruiting Email Templates

Email templates are a great way to save you and your hiring team time when replying to candidates in the Recruiting tool. Email templates use auto-populating fields such as Candidate First Name, Hiring Manager, and Requisition Title, which will allow you to use the same template across multiple requisitions.

In this article:
Create an Email Template
Edit or Delete an Existing Template
Sample Templates
Using Email Templates

Create an Email Template

Navigation

1. Click Tools, then Setup.
   
2. Click Email Templates.
3. From the Email Templates Page, you can:

Edit Email Aliases: Email aliases can be used as the reply-to address for any users replying to candidates. For example, your account email address may be [e-mail], and email aliases will allow you to send emails from ClearCompany using [e-mail]. Check out the how-to guide here if you are interested in setting up email aliases. Create a New Auto Reply Email: This is the auto-reply email that candidates applying via email will receive upon receipt of their resume. This email will contain a Validation Link to their profile so the candidate can verify their contact/employment/education information. Bulk Reply Templates: These templates will be available when replying to candidates in the system and can be used to communicate with multiple candidates at once. Additionally, they will be available when forwarding candidates to other users in the system. Delete an Email Template: Delete a created email template.

Create a New Template

1. To create a new email template, scroll down and click Add Template. 
2. Complete the fields below:

Template Name: Give the template a name that you and your hiring team can easily reference. Set Default Workflow Stage: Optional: Assign a workflow stage update. If you assign a workflow stage to this email template, the system will automatically update the candidate's workflow stage when you send the candidate a reply using this template. For instance, you might want to assign a disposition stage to a rejection/decline email. Set Default Reply to Email: Optional: Set up a reply-to email. This will allow you to assign an email alias. Email aliases allow you to set a "reply-to" email that is different from that of the sender's. For instance, if a hiring manager replies to a candidate, they might want an email alias associated in the event that a candidate replies and they would like to direct all replies into a general human resources email inbox. Email Subject:  Add an email subject line. Email Text: Create the body of the email. Note the auto-populating fields at the top of the text editor (such as Position Title, Department, etc.), which will pull directly from the requisition the candidate is applying for and the candidate profile. To add one of these fields, simply click on the desired field and place it where you'd like it to be in the email. Be sure to utilize these if you are going to be replying to candidates in bulk. Include a link to applicant profile/next stage of application:  Optional: Click to include a link to the candidate's application. This will allow a candidate to revisit their application - either to make edits or to enter the second stage of a two-part application. Attachments: Add any necessary file attachments, if relevant. Any attachments can be deleted. Create Template: When you are done, click Submit Changes to save your template(s).

Edit or Delete an Email Template

| Edit an Existing Template | Delete a Template

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To edit an existing template, click on the blue text that displays the template's name. Make the necessary changes, then click Update Template to update the template.

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To delete a template, click the checkbox next to the template(s) you wish to delete. Click Delete Template, then click Ok. Click Submit Changes when you are done to save your work.

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Sample Templates

Below are a few sample templates you can copy and modify to suit your organization's needs.

  The red wording in brackets are system fields that will auto-populate when sent to the candidate, and all other red wording is a blank field that you should update.

Application Incomplete

Thank you for your interest in employment with [CompanyName]. We noticed that your application is incomplete for the [PositionTitle] position. If you would like to be considered for the opportunity, please log back in and complete your application in full using the link below.

If your qualifications fit the specifications of the position, we will follow up with you regarding the next steps.

Sincerely,
[CompanyName] Recruiting Team

This template can also be used when setting up an application under Enable Application Abandoned Email under settings.

Passive Candidate Engagement/Sourcing/Talent Communities Reach Out

Dear [CandidateFirstName]

Here at [CompanyName] we’re looking to add a PositionTitle to our team. Having looked at your previous application with us/profile and previous experience I feel that there could be a great fit - particularly given your insert a skill/experience that makes this candidate unique.

I would love to connect with you to learn more about what interests you and tell you more about this opportunity.

Are you available to connect this week? If so, let me know how best to reach you - my number is number.

If you want to take a look at the opportunity the link to our careers page is: link to careers page.

Sincerely,
[RecruiterName]
[CompanyName]

Delayed Recruitment Process

Dear [CandidateFirstName]

Thank you for your interest in the position of [PositionTitle].

I wanted to provide an update that we are experiencing some delays with this recruitment drive at the moment. We are still interested in your candidacy and will reach out to you when we are progressing with recruitment for this position.

Sincerely,
[RecruiterName]

Unsuccessful Post Interview

Dear [CandidateFirstName]

It was a pleasure meeting and getting to know you in our interview. After careful consideration, we have decided that we will not be moving forward with your candidacy for the position of [PositionTitle]. While we appreciate your interest and the time that you have devoted to this process, we have decided to progress with other applicants whose qualifications more closely fit what we are looking for for this position.

If you would like any more specific feedback, please let me know, and I would be happy to provide it.

We thank you most sincerely for your time and hope you will consider us for future career opportunities.

Sincerely,
[RecruiterName]

More Information Request

Dear [CandidateFirstName]

Thank you for your interest in the position of [PositionTitle]. We are reviewing your application and are keen to know a bit more about you. Would you mind please answering the below questions so we can understand more if you would be a good fit for this role?

Question 1: INSERT QUESTIONS

Question 2: INSERT QUESTIONS

Question 3: INSERT QUESTIONS

We appreciate the time you have devoted to this application process and will be in touch with next steps.

Sincerely,
[RecruiterName]

Thanks for the Interview/Next Steps

Dear [CandidateFirstName]

I wanted to send a quick email just to say thanks for your time today/yesterday. It was a pleasure meeting you, and I will be in touch with next steps when we have further deliberated.

In the interim, please don’t hesitate to reach out to me if you have any questions.

Sincerely,
[RecruiterName]

Reference Requests

Dear [CandidateFirstName],

Thanks for your continued interested in the position of [PositionTitle]. We are impressed and would like to reach out to your referees to learn more about you.

Could you please provide the below details for NUMBER professional references that we can reach out to. Please advise them to expect our call over the next week.

Name
Position and Organization
Contact Phone and Email
Brief summary of what work you did for them and when.

We will be in touch once we have contacted them with next steps.

Sincerely,
[RecruiterName]

Offer Letter Reminder

Dear [CandidateFirstName],

We are excited to be offering you the position of [PositionTitle]. We have noticed that you haven’t accepted our offer yet. Do you have any questions on it that I can help with?

We are very excited to have you on board and look forward to working together soon!

Sincerely,
[RecruiterName]

Using Email Templates

Check out the guide on replying to candidates here and a handy guide to candidate communication best practices to put your templates to use!