Tells a strong runner-up plainly that you want them for future roles: names what impressed the team, asks permission to keep them in the pipeline, and commits to reaching out first.
Hi {{Candidate name}},
Following up on the {{Role title}} process: you were one of our final candidates, and even though we made a different call for this opening, the team was clear about one thing — we want to work with you.
What stuck with us: {{Specific strengths the team called out — e.g., how they structured ambiguous problems, the caliber of their portfolio work}}.
So here's a direct ask: may we keep you in our talent pipeline and contact you first when a {{Type of role they'd fit}} role opens? Realistically, that could be {{Honest time horizon — e.g., within the next three to six months}}. You'd skip the early stages — we already know what you bring.
If you'd rather we didn't, one line is enough and we'll respect it completely. And if your situation changes before we write, tell us — we'll move quickly.
{{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.