Recruitment Email Templates

Hi {{first_name}},

Thank you for the offer. I'm excited about [[company]] and the [[job title]] role.

I'd like to discuss the equity component. Based on the stage of the company and the scope of this role, I was expecting closer to [[your target equity amount or range]]. My thinking is based on [[brief reasoning: e.g., "comparable offers at this stage" or "the level of ownership the role requires"]].

Would there be room to adjust the equity grant? Happy to talk this through on a call.

[[Your name]]

Hi {{first_name}},

I've reviewed the full offer for [[job title]] and I'm ready to move forward. The role, the team, and the direction all feel like the right fit.

The one thing I'd like to adjust is [[specific component: e.g., "an additional week of PTO" or "a $5K professional development budget" or "a start date of [[date]] instead of [[date]]"]]. If that works on your end, I'm ready to sign.

[[Your name]]

Hi {{first_name}},

Thank you for the offer for [[job title]]. I'm excited about the opportunity and the team.

I'd like to ask about remote work flexibility. Would the role support [[specific arrangement: e.g., "three days remote per week" or "fully remote with quarterly on-sites"]]? This would be a meaningful factor in my decision and I'd like to understand what's possible before finalizing.

Everything else in the offer looks great.

[[Your name]]

Hi {{first_name}},

Thank you for the offer. I'm ready to accept with one adjustment.

I understand the base salary is set at [[offered salary]]. Would there be room to add a signing bonus of [[amount]] to bridge the gap between the offer and my target of [[your target]]? This keeps the recurring cost the same on your end while making the overall package work for me.

Let me know if that's something the team can consider.

[[Your name]]

Hi {{first_name}},

Thank you for the offer for [[job title]]. I'm excited about the role and the direction of the team.

I want to be transparent: I've received a competing offer at [[competing salary or range]]. [[Company]] is my first choice, and I'd like to make this work. Would there be room to move the base to [[your target salary]] to close the gap?

I'm committed to making a decision quickly and happy to discuss.

[[Your name]]

Hi {{first_name}},

Thank you for the offer. I'm very excited about the [[job title]] role and the team.

Based on my [[years of experience or specific relevant background]] and the current market rate for this type of position, I'd like to propose [[your target salary]] as the base salary rather than the [[offered salary]] outlined in the offer.

Happy to discuss this on a call if it's easier.

[[Your name]]

Hi {{first_name}},

I appreciate you putting yourself forward for the [[job title]] position. It takes initiative to apply internally, and I want you to know that was noticed.

We've decided to go with a candidate who had more direct experience in [[specific area]]. That's the deciding factor, not a reflection of your potential or your work on [[their current team or project]].

Your interest in this kind of work is something I'd like to support. Would you be open to a conversation about how to build toward a similar role down the line?

[[Your name]], [[your role]]

Hi {{first_name}},

Thank you for interviewing for the [[job title]] position. [[Referring employee name]] spoke highly of you, and I can see why. Your experience with [[specific area]] came through clearly in the conversation.

We've decided to go with another candidate whose background was a closer fit for [[specific requirement]]. I wanted to let you know directly before you heard through other channels.

I'd welcome the chance to stay connected. If a role closer to your strengths opens up, I'll reach out.

[[Your name]], [[your role]]

Hi {{first_name}},

We've completed our review for the [[job title]] position and won't be moving forward with your application at this stage. That said, your experience in [[specific area]] is the kind of background we look for, and I'd encourage you to apply again as new roles open.

We post openings at [[careers page URL]]. We'd like to see your name come through again.

[[Your name]], [[your role]]

Hi {{first_name}},

I wanted to reach out personally to let you know we've decided to move forward with another candidate for the [[job title]] role. This was a close decision, and your [[specific contribution: presentation, technical assessment, case study]] in the final round stood out.

We went with a candidate whose background was a closer match to [[specific requirement or area, e.g., "the infrastructure scaling experience the role requires"]]. That's not a reflection of the quality of your work in this process.

I'd genuinely welcome the chance to reconnect if a similar role opens up. I'll keep your details on file and reach out directly if something comes up.

[[Your name]], [[your role]]

Hi {{first_name}},

Thank you for taking the time to speak with us about the [[job title]] role. After careful consideration, we've decided to move forward with another candidate.

Your background in [[specific area they discussed]] was impressive, and I'd encourage you to keep an eye on our openings as the team grows.

Thanks again for your time.

[[Your name]], [[your role]]

Hi {{first_name}},

Thank you for applying for the [[job title]] position at [[company]]. We've reviewed your application and have decided to move forward with other candidates whose backgrounds more closely match the current requirements.

We appreciate your interest in [[company]] and encourage you to watch for future openings that might be a better fit.

[[Your name]], [[your role]]