How to Customise Your Emails
Customise email templates and candidate communications for your hiring process.
Communication Templates
Recruit41 provides pre-built templates for different stages of the candidate journey.
| Template | When to Use |
|---|---|
| Invitation | Initial interview invitation |
| Reminder | Nudge to complete interview |
| Extension | Grant more time |
| Abandoned | Re-engage dropped candidates |
| Custom | Write your own message |
Customising Templates
Accessing Email Templates
- Go to Email Templates in the job sidebar
- Select the template you want to edit
- Modify the subject line and body
- Save your changes
Using Placeholders
Use these placeholders for dynamic content:
| Placeholder | What It Inserts |
|---|---|
{{candidate_name}} |
Candidate's full name |
{{first_name}} |
Candidate's first name |
{{job_title}} |
Position name |
{{company_name}} |
Your company name |
{{deadline}} |
Interview deadline |
{{interview_link}} |
Unique interview URL |
{{duration}} |
Expected interview duration |
Example Template
Subject: Your interview for {{job_title}} at {{company_name}}
Hi {{first_name}},
Thank you for your interest in the {{job_title}} position!
Please complete your interview by {{deadline}} using the link below:
{{interview_link}}
The interview will take approximately {{duration}}.
Best regards,
The {{company_name}} Team
Email Best Practices
Subject Lines
- Keep it clear and action-oriented
- Include the job title
- Use professional, friendly language
Good: "Complete your Software Engineer interview - Action required" Avoid: "URGENT!!! Don't miss this opportunity!!!"
Body Content
- Be concise and friendly
- Clearly state the action needed
- Include all necessary details
- Provide support contact information
Timing
| Email Type | Best Time to Send |
|---|---|
| Initial invitation | Morning (9-10 AM) |
| Reminders | Early afternoon (1-2 PM) |
| Final reminder | Morning, 1 day before deadline |
Tracking Communications
Delivery Status
Track the status of your emails:
| Status | Meaning |
|---|---|
| Sent | Email dispatched |
| Delivered | Email reached inbox |
| Opened | Candidate opened email |
| Clicked | Candidate clicked interview link |
| Bounced | Email could not be delivered |
Troubleshooting Bounces
If emails are bouncing:
- Verify the email address is correct
- Check for typos in the domain
- Ask the candidate for an alternative email
- Check if their inbox is full