HR Email Templates
Professional templates for every stage of the hiring process. Copy and customise for free — or automate them with KiteHR so you never copy-paste again.
Automate hiring emails for freeRejection
Application Rejection Email
A respectful rejection email sent after reviewing an application — before any interviews have taken place. Keeps your employer brand strong and treats every candidate with dignity.
Post-Interview Rejection Email
A rejection email sent after one or more interview rounds. This carries more weight than an application rejection — candidates have invested time, so the message should be warm, specific, and prompt.
Scheduling
Interview Invitation Email
An email inviting a candidate to interview for a role. A well-written invitation sets a professional tone and gives the candidate everything they need to prepare.
Interview Confirmation Email
A confirmation email sent after a candidate has accepted an interview invitation. Reinforces the key details and makes the candidate feel welcomed.
Interview Reschedule Email
An email requesting or acknowledging a reschedule of a confirmed interview. Should be apologetic (if company-initiated), prompt, and offer immediate alternatives.
Offer
Job Offer Email
The email that accompanies or precedes a formal offer letter. Should be warm, celebratory, and clear on next steps. This is the moment — make it memorable.
Salary Negotiation Response Email
A response email when a candidate comes back with a salary counter-offer. Should be professional, warm, and aim to find a path to yes — while protecting the company's commercial position.
Offer Letter Follow-Up Email
A follow-up email to a candidate who received an offer letter but hasn't responded within the expected decision window. Should be warm and curious, not pressuring.
Follow-up
Application Received Confirmation
An automated acknowledgment email sent immediately when a candidate submits an application. Sets expectations and makes a strong first impression before you've even reviewed their CV.
Candidate Follow-Up Email
A follow-up email to re-engage a candidate who hasn't responded, or to update them on where they are in the process. Keeps the relationship warm and your pipeline moving.
Hiring Process Update Email
An email to update candidates when your hiring process is taking longer than anticipated. Prevents drop-off and maintains your employer brand.
Thank You For Applying Email
A personalised thank-you email sent after a candidate has completed an interview. Different from a rejection — this is a warm post-interview touchpoint while you're still deciding.
Onboarding
Welcome New Hire Email
A warm welcome email sent to a new employee after they've signed their contract — before their first day. Sets the tone for a positive onboarding experience.
Pre-Start Onboarding Email
An email sent 2-5 days before a new employee's start date with practical onboarding information. Reduces Day 1 anxiety and ensures everything is in place.
First Day Instructions Email
A practical email sent the evening before or morning of a new employee's first day with all the logistical details they need to arrive confidently.
Compliance
Background Check Request Email
An email to a candidate explaining that a background check is required as part of the hiring process, and providing instructions to complete it.
Employment Verification Email
An email response to a third-party request (bank, landlord, mortgage provider) to confirm an employee's or former employee's employment details.
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