Use these email templates when your team or recruiting manager is still evaluating a candidate but hasn't made a final hiring decision. Your communication should strike a balance between the possibility of an offer and honesty about your process.

Transparency is essential—even if you can't guarantee a specific timetable for hiring choices, it's worth being honest with the candidate and outlining the circumstances that may cause the process to take a little longer.

The email template should provide the applicant with a clear idea of the timetable, which is especially crucial for candidates who may be considering other opportunities while waiting for your decision.

Keeping Candidates Warm Email Template Checklist:

  • This email template should be used when hiring takes longer than planned, and you need to keep candidates interested. A decent rule of thumb is to check in once a week until a choice is reached.
  • This warm-up email is critical and needs to communicate and keep the prospects updated throughout the recruiting process. Keep your emails short and to the point. Encourage applicants to contact you with any inquiries.
  • The email should clarify the expected decision date and other relevant information.
  • The email may also contain your company's hiring process to help candidates empathise with why the process might take X amount of time.

Keeping Candidates Warm Email Template Sample 1

Subject: Hiring update: We are still reviewing applications, and you're being considered.

Greetings, [name],

I appreciate your interest in the [job title] position at [company name]. The staff had a great time meeting/talking to you.

We want to make the best recruiting decision possible and are actively interviewing additional prospects. We want to complete all interviews by [date] and decide by [date]. I will inform you as quickly as possible of any following actions.

Please do not hesitate to contact me if you have any queries.


[sender name and position]

Keeping Candidates Warm Email Template Sample 2

Subject Line: Your application for the post of [job title] at [company name]

Hello, [candidate name],

I hope everything is going well for you. I'm writing to give you an update on the progress of your application for the [job title] position.

Your application has been received and will be reviewed shortly. We anticipate scheduling our [phone/Skype/on-site] interviews by [date]. If you are chosen for an interview, you will be contacted by a team member to organise [an on-site interview/a, Skype, interview/a phone interview].

If you have any questions, please contact me by email at [@email address].


[sender name and position]

Keeping Candidates Warm Email Template Sample 3

Subject Line: [Company name] application update.

Hello [candidate first name],

I hope everything is going well for you.

Just a brief note to let you know how your application for the [job title] position is progressing.

[Concerned department] is now examining all [assignments/applications], and interviews are being scheduled. You should hear from us before the end of next week. I'll get back to you as soon as possible.

Meanwhile, if you have any questions, don't hesitate to contact me by email or at [phone number]!

Best wishes,

[sender name and position]