Overview - Email Templates

Last updated: August 29, 2026

What are Email Templates?

Email templates help teams standardize candidate communications for common scheduling workflows, such as requesting availability, confirming interviews, rescheduling, or holding candidates. They can include template variables to personalize messages automatically.

When to Use Email Templates?

  • Requesting candidate availability

  • Confirming interview details

  • Rescheduling interviews

  • Sending hold / delay updates

  • Standardizing recruiter or coordinator messaging

  • Reducing manual edits with variables

Related links:

Email Templates - Example Emails (Request Availability, Confirmation, Reschedule, etc.)

Email Templates - Hold Emails

Here are some sample email templates for inspiration. Once you've completed building your email templates, you're ready to go on to the next step of building your Interview Templates!

Template type

Used for

Related article

Request Availability

Asking candidates for available times

Request Availability - Virtual Onsite

Subject: ABC Company - Virtual Onsite Availability 

 

Hi $Candidate.FirstName,

Thanks for your continued interest in ABC Company! We would love to invite you to meet with the team as the next step in our process for the $Job.Name role!

 

Please select at least three dates and times using the “Find A Time” link below and we will get that interview set up for you! Please be prepared to set aside 3-4 hours for this interview. 

 

Cheers, 

$Recruiter.FirstName

[Reschedule] Request Availability

Subject: Request to reschedule your interview with ABC Company

 

Hello $Candidate.FirstName,

We are so sorry that we weren’t able to hold the interview as planned.

Please submit some new times and dates using the "Find a Time" button below.

 

Once again our apologies and we look forward to meeting with you soon.

Thank you,

$Coordinator.FirstName

$Coordinator.Email

Confirmation

Confirming scheduled interviews

Confirmation - Virtual Onsite

Subject: Confirming your virtual onsite interview with ABC Company! | $Job.Name

Hi $Candidate.FirstName,

You’re now confirmed for your Zoom call to meet the team for $Interview.Start.DateTime. You will also receive a calendar invitation with more details including your Zoom link.

Attached you’ll also find a prep guide to help you prepare for your interview.

Should you need to reschedule your interview, you can use the Event Confirmation link within your calendar invite to select a new day and time, or email me.

For all other questions, you can reach out to  $Recruiter.FullName at $Recruiter.Email.

Best of luck! 
$Coordinator.FirstName

Reschedule

Rebooking interviews

 [Reschedule] Confirm

Subject: Confirming your new interview with ABC Company!

 

Hi $Candidate.FirstName,

 

Thanks again for being flexible! You are now confirmed for your new interview time on $Interview.Start.Date at $Interview.Start.Time.

 

Please ensure you reference your updated calendar invitation also, as it may contain additional details including your Zoom link.

 

We look forward to connecting!

Thanks,

$Coordinator.FirstName

$Coordinator.Email

Hold Email

Keeping candidates warm

Email Templates - Hold Emails