Periodic value-add touch for pooled candidates: a genuine update worth reading, currently open roles, and a standing invitation to reply — plus an easy opt-out.
Hi {{Candidate name}},
You're in our talent network from {{How they entered the pool — e.g., a past interview process, a hiring event}}, and we promised these notes would carry substance, not noise. Here's this round:
Nothing here requires action. But if your situation has changed — new skills, new city, actively looking — hit reply and tell us. A two-line update on your end keeps our matching sharp.
And if these notes aren't useful anymore, reply with unsubscribe and we'll quietly remove you — no follow-up questions.
{{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.