📨 1. Initial Candidate Outreach (Cold Email)

Subject: Exciting Opportunity – [Job Title] at [Client Name / Industry]

Body:
Hi [Candidate Name],

I came across your profile and thought you’d be a great fit for a [Job Title] role with our client, [Client Name].

Here are a few quick details:

• Location: [City, State / Remote]

• Duration: [Full-time / Contract]

• Skills Required: [Key Skills]

• Start Date: [ASAP / Specific Date]

If you’re interested, please share your updated resume along with:

• Work Authorization:

• Current Location:

• Expected Rate/Salary:

• Availability to Start:

Looking forward to connecting!

Best,
[Your Name]
US IT Recruiter | [Company Name]
📞 [Phone] | ✉️ [Email]

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💼 2. Candidate Submission Confirmation

Subject: Submission Confirmation – [Candidate Name] for [Job Title / Req ID]

Body:
Hi [Candidate Name],

Thanks for sharing your details. I’ve submitted your profile for the [Job Title] position with [Client Name].

I’ll keep you updated on the next steps and any feedback I receive.
Meanwhile, please stay reachable in case the client requests an interview.

Best regards,
[Your Name]
US IT Recruiter | [Company Name]

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📞 3. Interview Schedule Email

Subject: Interview Scheduled – [Job Title] | [Date & Time]

Body:
Hi [Candidate Name],

Good news! The client has scheduled your interview for the [Job Title] position.

Details:

• Date: [MM/DD/YYYY]

• Time: [Time + Time Zone]

• Mode: [Teams / Zoom / In-person / Phone]

• Interviewer: [Name / Title]

Please confirm your availability and ensure a stable connection and quiet environment for the call.

Wishing you all the best!

Best,
[Your Name]

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🤝 4. After Interview Follow-Up

Subject: Quick Follow-Up – [Job Title] Interview

Body:
Hi [Candidate Name],

Hope your interview for the [Job Title] position went well!
Could you please share how it went from your side? I’ll follow up with the client for feedback and keep you posted.

Thanks for your time and effort!

Best regards,
[Your Name]

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🧾 5. Offer Letter / Selection Email

Subject: Congratulations – Offer for [Job Title]

Body:
Hi [Candidate Name],

Congratulations! 🎉

Our client [Client Name] has selected you for the [Job Title] position.
Here are the offer details:

• Start Date: [MM/DD/YYYY]

• Location: [City, State / Remote]

• Rate / Salary: [$/hr or $ per annum]

Please confirm your acceptance so we can initiate onboarding.

So happy to see this move forward for you!

Best,
[Your Name]

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❌ 6. Rejection / No Selection Email

Subject: Update on Your Application – [Job Title]

Body:
Hi [Candidate Name],

Thank you for interviewing for the [Job Title] position.
Unfortunately, the client has decided to move forward with another candidate at this time.

We really appreciate your time and interest — I’ll keep your profile in mind for future openings that better match your experience.

Best regards,
[Your Name]

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🔁 7. Passive Candidate Follow-Up

Subject: Checking In – New Openings That May Fit You

Body:
Hi [Candidate Name],

Hope you’re doing great. Just wanted to check if you’re currently open to new roles — I have some exciting openings in [Skill/Domain] that might match your background.

Would you be available for a quick chat?

Best,
[Your Name]

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🧠 8. Candidate Database Reconnect

Subject: Reconnecting – New Roles in [Technology / Location]

Body:
Hi [Candidate Name],

It’s been a while since we last connected!
I’m currently hiring for several [Technology / Domain] positions across the US — both contract and full-time.

If you’re exploring new opportunities, please share your latest resume and availability.

Warm regards,
[Your Name]