Having a job, a stable income is sometimes equivalent to being independent. With loads of work, it somehow provides some sort of comfort in life for having the ability to afford things for one’s livelihood/survival, however, finding a job is not an easy task. In this fastly moving world, having a job or even finding one is needless to say very exhausting, and covid-19 hasn’t made it any less easy. Here is the guide for how to Email Job Applicants?
With hundreds of job-seekers, flooding their choice of companies with job applications, it becomes an even tougher job to track these applications and reply through emails to the applicants, for whatever reasons, be it as an acceptance letter, interview call or rejection letter. In such a time, having a template can be very helpful.
Here we present some templates of a reply to job applications through emails for varied reasons.
However, before that, we must point out to you to keep some points in mind for a better appearance of the email:
- Keep it professional
Try not to make it sound informal while expressing the content of the letter. Keep it formal, short, and up to the point. Nobody would wish to read a 500 worded long email letter when in reality only two lines had all the power
- Mention the necessary details
Share all the necessary information such as job descriptions, salary, starting date, etc on the offer letter/Annexure or the email itself. Make it as easily understandable as possible so there is less space for confusion. Moreover, leave at least two or more contact details so you can be reached by the applicant anytime easily.
- Be encouraging
We all started from the bottom and we know how exhausting and tiring this job-seeking phase can be. It is very easy to get disappointed and give up in this competitive world. So, even if the applicant didn’t make it, try to wind up the email on a positive note. Encourage the applicant to keep on trying.
Examples of email to a job applicant
- Acceptance and offer letter/mail
EXAMPLE 1:
TO: (email address of the applicant as mentioned in their resume/cv)
SUBJECT: An acceptance letter from (company’s name)
BODY:
(date)
(official address of the company)
Mr/Ms/Mrs. (name of the applicant),
We hope this mail finds you in good health. Thank you for sending in your application for the post of (name of the post). We are delighted to inform you that your application has been accepted by our team.
You’ll be needing to clear further rounds in the process of selection before officially joining the team. A document has been attached with information about the rest of the rounds. We will share the remaining details with you once you revert to us.
Looking forward to your reply!
Regards,
(name of the CEO/the employee in charge),
(name of the company).
(contact details)
Enclosed: document with information
(example given below)
EXAMPLE 2:
TO: (email address of the applicant as mentioned in their resume/cv)
SUBJECT: An offer letter from (company’s name)
BODY:
(date)
(official address of the company)
Mr/Ms/Mrs.(name of the applicant),
We hope you are coping with the pandemic very well. We are pleased to announce that your application has been selected by (name of the company) for the post of (name of the post). We are glad to welcome you to our team (name of the post). We look forward to what you have to contribute to the team and its success.
You can start immediately from today itself. Enclosed with this mail are the offer letter and the employee handbook. You can go through the same for necessary details. If you have any queries, you can reach out to us anytime through the contact details mentioned below.
Congratulations!
Regards,
(name of the CEO/manager in charge)
(name of the company)
(contact number)
Enclosed:
- Offer letter
- Employee handbook
(attachment of the employee’s handbook- this will include all the information regarding the company’s business policies, a brief description of the workplace and work environment, their expectations from the employee, salary structure, leave or vacation schedules, and so on).
- Offer letter/mail for another post
EXAMPLE 3:
TO: (email address of the applicant as mentioned in their resume/cv)
SUBJECT: An offer letter from (company’s name)
BODY:
(date)
(official address of the company)
Mr/Ms/Mrs.(name of the applicant),
We hope you are in good health and keeping up with the pandemic. We are delighted to inform you that your application at (name of the company) has been accepted.
However, as the team looked at your resume, we thought your skills will be best suitable for the post of (name of the post offered by the company) instead of (name of the post the applicant applied for). We would appreciate it if you consider our offer. Enclosed below are the offer letter and the details of the duties assigned to the post (name of the post offered by the company).
For any queries, you can always reach out to us through our official website (address of the official website), or email (email address), or the contact details given below.
We hope to get a reply from you soon!
Regards,
(name of the CEO/manager in charge)
(name of the company)
(contact number)
Enclosed:
- offer letter
- Duties assigned to the post of (name of the post offered by the company)
- Sample email for an interview call
EXAMPLE 4:
TO: (email address of the applicant as mentioned in their resume/cv)
SUBJECT: An interview call from (company’s name)
BODY:
(date)
(official address of the company)
Mr/Ms/Mrs.(name of the applicant),
We hope you are in good health. We are glad to inform you that your application for the post (name of the post) at (name of the company) has been accepted.
We invite you for the interview dated (date of the interview) at (official address) for one final step in the selection process before you join the team officially. Enclosed are the acceptance letter and the details of the interview. You will be needing to select a time slot and a date for the interview along with some documents. The remaining information has been shared in the letter enclosed with this mail.
For any queries, you can contact us at our official website (address of the official website) or the contact details given below.
We look forward to you joining our team!
Best wishes,
(name of the CEO/manager in charge)
(name of the company)
(contact number)
Enclosed:
1. Acceptance letter
2. Interview call letter
EXAMPLE 5:
TO: (email address of the applicant as mentioned in their resume/cv)
SUBJECT: An interview call from (company’s name)
BODY:
(date)
(official address of the company)
Mr/Ms/Mrs.(name of the applicant),
We hope you are in good health and coping up with the pandemic well. We are glad to inform you that your application for the post (name of the post) at (name of the company) has been accepted.
You have been selected for the second round of the selection process, i.e. the interview call. We would like to hear from you a time slot preferably on (date of the interview) for a telephonic interview. You can inform us of your preferred time slot along with some necessary documents, explained in the document below) for identity through email (official email address). You can contact us through our official website (official website of the company) or the contact number given below.
We look forward to your reply!
Regards,
(name of the CEO/manager in charge)
(name of the company)
(contact number)
Enclosed: Necessary documents required for identification
- Sample for a rejection letter
EXAMPLE 6:
TO: (email address of the applicant as mentioned in their resume/cv)
SUBJECT: Letter from (company’s name)
BODY:
(date)
(official address of the company)
Mr/Ms/Mrs.(name of the applicant),
We hope you are doing well in this pandemic! We thank you for making time and submitting your application at (name of the company) for the post of (name of the post).
We are sorry to inform you that you didn’t make it to the final list of the applicants. However, we see a lot of hope in your work and hope the best for you! Your applications in the future are always welcome.
Good luck to you, Mr/Ms.(name of the applicant)!
Best wishes,
(name of the CEO/manager in charge)
(name of the company).
EXAMPLE 7:
TO: (email address of the applicant as mentioned in their resume/cv)
SUBJECT: Letter from (company’s name)
BODY:
(date)
(official address of the company)
Mr/Ms/Mrs.(name of the applicant),
We hope this letter finds you in good health. We thank you for your application for the post of (name of the post).
We regret to inform you that you didn’t make it to the next round of interviews. However, we do see promise in your work and encourage you to keep trying.
Looking forward to seeing your applications in the future.
Best wishes,
(name of the CEO/manager in charge)
(name of the company).
It is important to attach the official documents with the email. Even though much of the format of an official letter remains the same as the email content, however, you must remember that it is the official letters attached within an email that is used for future references and not the email itself. The official letters mention the particulars about the job in a detailed manner, unlike an email that is just an overview of what is in the official letters.
Below we have given some examples for the official documents that are to be enclosed with the email:
Example 1:
IN CASE OF AN ACCEPTANCE LETTER
(official logo)
(official address)
(date)
Mr/Ms. (name of the applicant),
We hope this mail finds you in good health. Thank you for applying for the (name of the post). We are delighted to inform you that your application has been accepted by our team.
You’ll be needing to clear further rounds before officially joining the team.
- You will be needing to submit another work and mention the process details in order.
- After having being selected, you’ll be needing to appear for an interview round for which we’d appreciate if you could mention any time slot along with your preferred date to appear for the interviews (if selected).
| DATE | TIME |
| 10th October, 20xx | 10 AM – 12 PM |
| 11th October, 20xx | 10 AM – 12 PM |
| 11th October, 20xx | 2 PM – 5 PM |
Looking forward to your reply soon!
Regards,
(name of the CEO/the employee in charge),
(name of the company).
(contact details)
Example 2:
IN CASE OF AN OFFER LETTER
First document:
(official logo)
(official address)
(date)
Mr/Ms. (name of the applicant),
We hope this mail finds you in good health. Thank you for applying for the (name of the post). We are pleased to inform you have been selected to join our team (name of the post) officially. We are excited to see the contribution that you can play to the team.
Your appointment will be governed by the terms and conditions presented in Annexure A. we request you to sign the document and submit it to us either through email or at the reception.
Congratulations!
Regards,
(name of the CEO/the employee in charge),
(name of the company).
(contact details)
The second document in continuance:
(official logo)
(official address)
ANNEXURE A
(This document will contain all the necessary details about the job in an officially formal manner. It is not the email that one presents in the future for any reference with the job but the official documents that also include the annexure/s. We present a vague demo of the same)
You shall be governed by the following terms and conditions during your term at the post of (name of the post) at (name of the company).
- Your date of joining is (date of joining) and the duration of your job/internship/part-time would be (the duration of the job offered).
- The company reserves the right to change these terms and policies any time without any prior notice
- Details of the duties assigned to the applicant
- Details about the salary to be paid
- Details about leave policy
- Details of resignation
- Details about the privacy policy
- Any other necessary details
I have read, understood, and agreed to all the terms and conditions of this job/internship/part-time letter as well as the Annexure. I hereby affix my signature in acceptance and completion of the terms of the letter.
Date:
Signature:
Name:
Place:
Email:
Contact number:
Example 3:
INTERVIEW CALL LETTER
(official logo)
(official address)
(date)
Mr/Ms. (name of the applicant),
We hope this mail finds you in good health. Thank you for applying for the (name of the post). We are glad to inform you that you have been selected for further rounds. For the next stage in the selection process, you will be needed to appear for an interview.
Below is a table with the time slots and the date you can choose from. We request you to choose one slot and reply to us along with the documents mentioned below. You can email the same to us or submit it at reception at least two days before the date of the interview.
Time slots for the interview:
| DATE: | 18th October, 20xx | 21st October, 20xx |
| TIME: | 11 AM – 12 PM | 11 AM – 12 PM |
| 2 PM – 3 PM | 2 PM – 3 PM | |
| 3 PM – 4 PM | 3 PM – 4 PM | |
| 4 PM – 5 PM | 4 PM – 5 PM |
You will be required to submit the following documents before appearing for the interview round:
- Your CV or Resume (preferably CV)
- Copies of the documents mentioned in the cv/resume – 3
- Copies of the work portfolio and the reference list – 3
- Copies of education certificates – 3
- Passport size photographs – 2
- Copies of identification card (college ID/Passport) – 3
In case of emergency, if you wish to change your time slot after already selecting one, you’ll have to visit the reception or contact the company immediately. However, the company reserves the right to call off your interview. Consequently, you’ll be dropped from the selection process.
I have read and understood the above-mentioned requirements and I hereby submit the same in respect to my selection process for the post of (name of the post) at (name of the company).
Date:
Signature:
Name:
Place:
Email:
Contact number:
The date selected for the interview:
The time selected for the interview:
Venue: (office address)
Summing up
We have here presented examples of emails to be sent to the job applicant for various occasions ranging from the acceptance mail/letter, or rejection mail/letter along with the vague example of the official letter that is to be attached within the emails sent to the applicant/s. The three points mentioned above, i.e. to be professional, mentioning important information, and be encouraging, shall be kept in mind while sending out such emails and letters.
Hope this was helpful for the employees in charge of managing these applications out there for the companies they work for. Good luck to the employees and their emails!
