Invites a current employee to consider an open internal role: why they came to mind, a confidential no-obligation framing, and a clear first step.
Hi {{Employee name}},
We've opened a {{Role title}} position on the {{Team name}} team, and before looking outside, I wanted to bring it to you. Here's why you came to mind: {{Specific reason — e.g., the skills they've shown on a recent project, an interest they've expressed}}.
The role in brief: {{Two or three sentences on what the role owns and where it could take someone}}.
Three things to be clear about:
If you're interested, reply and I'll set up an informal chat with {{Hiring manager name}} — questions only, no commitment. If not, no reply needed beyond a quick no thanks.
{{Your name}} {{Your title}}, {{Company name}}
Not legal advice
This template is provided for general informational purposes only and is not legal advice. Laws differ by jurisdiction and change over time — have a qualified professional review any document before you rely on it.
Acknowledges a candidate's application with honest timeline expectations, what happens next, and a commitment to respond either way.
Tells a candidate their background screening is starting: the provider, what it covers, the consent step, expected duration, and who to ask about anything sensitive.
Asks for structured feedback on the hiring process after a decision, whatever the outcome: how long it takes, how to access it, how answers are handled, and why it matters.
Recruiter presents a vetted candidate to a client: three evidence-backed highlights, compensation expectations and availability, and a single next step to book the interview.
Honest mid-process update for when timelines slip: the real reason for the delay, a new date, confirmation the candidate is still in the running, and a promise to write again either way.
Acknowledges a candidate withdrawing from the process without friction: thanks them for the heads-up, asks one optional learning question, and leaves the relationship genuinely warm.