Communication plays a key role in hiring, and automation can make it even more efficient. Instead of typing the same emails repeatedly, let automation handle common tasks—saving you time and creating a smoother candidate experience. If you haven’t explored Recruit’s automated templates yet, now’s the perfect time.

Templates overview

Email templates let you replace manual emails with automated ones in your hiring workflow, for example, to send assignments or reference requests.

Recruit provides two types of email templates to help keep communication consistent. To access email templates, go to the left-side menu and select Library > Templates:

• Auto templates – Prebuilt, customizable templates for every step of the hiring process:

  • To candidates

  • To sources

  • Internal use (sent to interviewers, meeting rooms, and office calendars for interview scheduling).

    

• Custom templates – Templates you create for specific needs, including:

  • Shared – All teammates can use these. Only Owners and the template owner can edit it.
  • Restricted – Only Owners and the template owner can edit and use the template.

  

Automate template delivery

You can define how auto-templates are sent using the following options:

• Send automatically – The email is sent without manual review.

• Confirm before sending – A preview of the email appears, allowing you to review, edit, and confirm before sending.

• Don’t send – The email is not sent automatically.

  

• Send reminder (only available for Interview reminder templates) – Sends an interview reminder to candidates 2 hours before or 24 hours before a scheduled interview.

  

• Create a send notification step – Adds a dedicated step in the candidate’s workflow for sending the message. Users with HR Admin roles can assign these tasks in Settings > Process > Automation.

  

Emails to candidates

Automating calendar invites, interview reminders, and rejection emails is a quick and easy efficiency boost. You can edit these templates as needed, then send them out via the workflow when it’s time.

• Interview invites: Predefine interview invitation emails for candidates and interviewers.
• Interview reminders: Send automatic reminders 24 hours or 2 hours before scheduled interviews.
• Compliance: Periodic update: Keep candidates engaged with status updates on their application progress.
• Compliance: Privacy notice: Inform candidates about how their data is used and stored during the hiring process.
• Application: Referred by employee: Acknowledge candidates who were referred and highlight the next steps.
• Consent: First request: Obtain candidate consent for processing their application and storing their data.
• Rejection templates: Sending a personalized rejection email improves the candidate experience despite the disappointment. If Confirm before sending is enabled, you can personalize the message and even include suggestions for improvement.
• Application: Thanks for applying (standard): The candidate experience starts with this confirmation email. Customize it to highlight your company culture by linking to videos, attaching photos, or including other media.
• Rejection: Position closed: When closing positions, Recruit will ask you whether or not to notify all candidates or just the ones still in progress.
• Offer letter: Request to sign: Send official offer details, including salary, benefits, and next steps for onboarding.
• Hired: Welcome aboard: “Congratulations, you’re hired.” It’s always exciting to send and receive this message. In addition to celebrating the candidate’s success, this template should include relevant information such as the start date and arrival instructions.

Emails to sources

Keeping sources informed helps maintain strong relationships and ensures they continue sending top candidates. These templates automate communication:

• Candidate status: Keep sources informed about their referrals, whether they move forward or not. If a referred candidate is hired, Recruit includes a “Notify Sources” option that emails them with the good news.
• Candidate: Duplicate: Notify sources if a referred candidate already exists in the system.
• Position: closed: Inform sources when a position is closed and no longer accepting candidates.
• Candidate: Request details: Share job requirements so sources can refer qualified candidates. The “Position: Request candidates” template organizes all the information they’ll need to know about the education, skills, and experience you’re looking for.

Internal use

• Team: New hire: Share the news with your team using a ready-made template. Let everyone know who’s joining and notify departments like IT, Accounting, and HR.
• Employee: Thanks for your referral: Let your colleagues know that you received their referral and the details of any referral bonus that you might be offering.
• Your own custom template: While the list above is a sampling of some of the standard templates available in Recruit, you can easily create your own for internal use, like automating candidate updates on tests or coding challenges. You can even set up company-wide templates for consistency.

Have more questions? Contact us at recruit.support@sparkhire.com