Keeps a candidate warm after an interview round: genuine appreciation, one specific highlight from the conversation, and a concrete decision timeline.
Hi {{Candidate name}},
Thank you for the time and energy you brought to your {{Interview type}} interview {{When it happened — e.g., yesterday, this morning}}. The team genuinely enjoyed the conversation — in particular, {{One specific moment or answer that stood out and why}}.
What happens next
If you have follow-up questions for anyone you met, or anything you wish you'd said, reply here — we're happy to pass it along. It counts, not against you.
Thanks again — regardless of outcome, it was a pleasure talking with you.
{{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.