# Interview follow-up email templates for recruiters

Copy a template, replace the bracketed details, verify the timing with your hiring team, and personalize one sentence before sending. Only include a status or promise you can confirm.

## After a recruiter screen

**Subject:** Thank you for speaking about [role]

Hi [candidate name],

Thank you for taking the time to speak with me about the [role] position. I enjoyed hearing about [specific, accurate detail from conversation].

I am sharing your information with [the hiring team / next step, if confirmed]. I expect to update you by [date]. If anything changes, I will let you know.

Best,
[recruiter name]

## After a panel interview

**Subject:** Thank you for meeting the [role] team

Hi [candidate name],

Thank you for meeting with [panel/team] today. The team appreciated hearing about [specific discussion topic].

We are [confirmed process status]. I expect to have an update for you by [date]. Please reply if you have questions in the meantime.

Best,
[recruiter name]

## Decision is taking longer

**Subject:** Update on the [role] interview process

Hi [candidate name],

I wanted to share a quick update on the [role]. The team is [accurate status, such as completing interviews], and we need a little more time before we can confirm next steps.

I will contact you again by [date], even if the status has not changed. Thank you for your patience.

Best,
[recruiter name]

## Offer follow up

**Subject:** Next steps for the [role] offer

Hi [candidate name],

We are pleased to share an offer for the [role] position. The formal offer includes the details for your review.

Please [review/sign/return] it by [approved date, if applicable]. If you would like to discuss anything, reply here and I will coordinate with [contact/team].

Best,
[recruiter name]

## Reply to a candidate asking for an update

**Subject:** Re: [role] interview process

Hi [candidate name],

Thanks for checking in. The team is currently [confirmed status]. I expect to have another update by [date], and I will write then either way.

I appreciate your continued interest in the [role].

Best,
[recruiter name]

## Optional text message check-in

Hi [candidate name], this is [recruiter] following up on the [role]. The team is [confirmed status], and I expect to update you by [date]. Reply here if you have a question.

## Fields to verify before sending

- Candidate name and preferred contact method
- Role and interview stage
- Accurate status or approved offer details
- Personal detail from the conversation
- Next step and realistic update date
- Recruiter name and reply path

Do not use a date you cannot honor. If the timing changes, send a short update before the promised date passes.