This article was updated in December 2025 to reflect the latest information and best practices.
TL;DR
A clear and genuine recruitment email helps candidates feel valued from the start. Sending a thank you for your application email not only shows respect but also strengthens your employer brand. Tools like an Applicant Tracking System (ATS) make it easy to send timely, personalized responses without losing the human touch. Explore the email templates below to refine your candidate communication.
Table of Contents
- Why Recruitment Emails Matter
- What to Include in a Recruitment Email
- How to Write a Thank You for Your Application Email
- Personalized Template Examples
- Why Automate Recruitment Emails with an ATS
- FAQ About Recruitment Emails
- Next Steps: Improve Your Hiring Workflow
Writing recruitment emails might feel like a given in modern hiring, yet many HR teams still choose to skip this step.
In the rush of a busy hiring cycle, candidate communication often slips down the priority list. But that silence can leave applicants uncertain and disengaged, especially when a short, automated ‘thank you for your application’ email could make all the difference. It’s one of the simplest – and most effective – ways to shape how candidates perceive your company.
In this article, we’ll walk you through how to write clear, genuine recruitment emails, share easy-to-use templates, and show you how to get started today.
Why Recruitment Emails Matter
Think of your recruitment email as a candidate’s first real impression of how your company communicates. It’s a small gesture that shows you respect their time and value their interest. No matter how many applications you receive, every candidate deserves a timely and thoughtful response.
A clear confirmation helps set expectations and builds trust early on in the process. It also reduces uncertainty for candidates and saves your team from answering the same, repetitive questions later.
Done right, these simple touchpoints strengthen your employer brand and create a more positive candidate experience. And when managed through your Applicant Tracking System (ATS), they can be both efficient and genuinely human.
What to Include in a Recruitment Email
Your recruitment email doesn’t need to be complicated. A short, well-structured message is all it takes to acknowledge candidates and show genuine appreciation.
Here’s what to include in a clear and professional thank you for your application email:
- Applicant’s name
- Position title they applied for
- Confirmation that the application has been received
- Next steps in the recruitment process (e.g., review timeline, interview dates)
- Contact information for the recruiter
- Company personality: tone and language that reflect your culture
- Optional links to your career page or social media
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✅ PRO TIP |
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Use the Talentech HR System to keep candidate data organized, secure, and GDPR-compliant. Centralized data management helps ensure all communication stays accurate, traceable, and aligned with your hiring records. |
How to Write a Thank You for Your Application Email
Before you start writing, take a moment to clarify your tone and message. This email should do three things: acknowledge the candidate’s effort, set expectations for what happens next, and reflect your company’s culture in a genuine way.
Below is a simple, ready-to-use template for confirming received applications. Once you’ve mastered the basics, you can fine-tune your language to mirror your organization’s personality and communication style.
| Subject: Your application to [Company Name] Body: Hello [Candidate Name], We’ve received your application for the position of [Job Title]. Thank you for your interest in joining [Company Name]. Our recruitment team will review all applications after the deadline on [Date]. You can expect to hear from us by [Timeline]. In the meantime, feel free to learn more about us on our career page or follow us on social media. If you have any questions, please contact me directly at [email/phone]. Kind regards, [Recruiter Name] [Title / Department] |
Using this template in practice:
Personalized Template Examples
Once you’ve mastered the basics, the next step is to make your message sound more like you. The examples below show how to adapt your recruitment emails to fit your company’s unique tone, whether that’s formal, friendly, or somewhere in between.
Matching your tone of voice across all candidate communication strengthens your employer brand and helps applicants get an authentic sense of your company culture from the very first interaction.
1. Friendly tone template
Goal: Create a warm, approachable impression that feels personal and conversational without losing professionalism.
Best suited for: Companies that value openness, collaboration, and an informal communication style, such as agencies, hospitality, or modern office environments.
| Hi [Candidate Name]! We’re thrilled that you’d like to join us here at [Company]. We’ve received your application for [Position], and since we review applications as they come in, we’ll reach out next week if we’d like to meet for an interview. If we’re not a match this time, [Recruiter Name] will let you know via email. Thanks again for your interest–and keep in touch on Instagram or LinkedIn! Cheers, [Recruiter Name] [Title / Department] |
2. Formal tone template
Goal: Maintain a polished, professional tone while clearly communicating next steps and timelines.
Best suited for: Corporate, public sector, or global organizations where clarity, professionalism, and consistency are priorities.
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Hello [Candidate Name], |
3. Warm tone template
Goal: Express genuine appreciation and empathy while keeping communication simple, kind, and clear.
Best suited for: Organizations with people-first cultures, such as non-profits, education, healthcare, or established companies with strong employee engagement values.
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Hi [Candidate Name], Thank you for taking the time to apply for [Position] at [Company]. We’re grateful for your interest and wanted to confirm that we’ve received your application. Our team will be reviewing applications over the next few weeks, and we’ll be in touch once there’s an update. In the meantime, you can learn more about what we do – and the people behind it – on our [Career Page] or LinkedIn. We really appreciate the effort you put into your application and wish you all the best until we speak again. Warm regards, |
4. Playful tone template
Goal: Show personality and enthusiasm while keeping communication short, upbeat, and approachable.
Best suited for: Startups, creative industries, and tech-driven companies that value transparency, energy, and authenticity.
| Hey [Candidate Name]! Just a quick note to say thanks for throwing your hat in the ring for [Position]. We’ve got your application and can’t wait to take a closer look. We’ll be reviewing everything over the next few days and will reach out if we’d like to chat more. In the meantime, keep an eye on your inbox – or check out what we’re up to on Instagram or LinkedIn! Talk soon, [Recruiter Name] [Team / Department] |
A Bonus Template: General Confirmation for Open Applications
Sometimes you’ll receive open or spontaneous applications that aren’t tied to a specific role. In those cases, a general confirmation email helps maintain professionalism and keeps candidates informed.
| Hello, We always look forward to reviewing applications from talented people who want to work with us at [Company]. This is to confirm that we’ve received your application. One of our recruiters will contact you shortly regarding next steps. Thank you for your interest in [Company]! Kind regards, [Recruiter Name] [Title / Department] |
Why Automate Recruitment Emails with an ATS
When you’re managing several open roles, manually sending confirmation emails can quickly eat up valuable time. An Applicant Tracking System (ATS) like Talentech ATS automates this process, ensuring:
- Consistent communication across all roles and candidates
- Personalized templates using candidate data
- Time savings for recruiters
- Improved candidate experience through fast, clear replies
Automation doesn’t remove the human touch. By reducing manual work, recruiters gain more time to focus on what matters most: building real connections and creating meaningful candidate experiences that reflect your brand at its best.
FAQ About Recruitment Emails
Why should I send a recruitment email?
A recruitment email is your first chance to make a great impression and show professionalism from the start.
When should I send a thank you for your application email?
Always send it promptly after receiving an application to reassure candidates that their submission was received.
What tone should my recruitment emails have?
Use a clear, warm tone that reflects your company culture and employer brand.
What information should I include in my email?
Explain next steps and timelines to reduce candidate uncertainty and build transparency.
How can I save time on repetitive emails?
Automate your communication with an ATS to maintain consistency, speed, and a positive candidate experience.
Next Steps: How to Improve Your Hiring Workflow
Writing great recruitment emails is just one piece of building a seamless hiring experience. The right Applicant Tracking System (ATS) can automate communication, simplify candidate management, and save hours each week.
Ready to take the next step? Download our free checklist on Choosing the Right ATS System to help you evaluate your needs and find the perfect fit for your organization.
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