Message templates for interview and job offer stages when dealing with a recruiter

So you've applied for your dream job and now need to follow up with the recruiter because you've been ghosted, need to move the process forwards, accept the offer or simply decline without burning a bridge. Many professionals struggle with composing simple but effective messages so I've done the hard work for you and created a few easy-to-edit templates...

There are potentially many reasons why a recruiter hasn't gotten back to you, so try not to jump to conclusions. They likely have a number of roles they're hiring for or have a long list of candidates. Being short or cross with the recruiter will do you no favours. It's best to wait until the first business day after you were due to receive a response before reaching out again to the recruiter via email.

Contact a Recruiter Message

Dear [name],

I’ve noticed that [company name] is currently expanding operations in [location]. I’m interested in the level of excellence and great reputation that [company name] has and would love to find out if I may be a fit for any of your current vacancies.

I have [number] years of experience working with [skill], [skill] and [skill]. I am hoping to learn about [concept] from some of the best in the industry, and in my research, I came across [company]. Our goals and interests are so aligned, I think we’d both accomplish more if I took my [skill] to your company.

Here is my LinkedIn profile [link]. I’d love for an opportunity to meet and talk further about how we may work together.

Sincerely,

[name]

Thank You Messages After Interview

Hi [name], Thank you so much for meeting with me today. It was such a pleasure to learn more about the team and position, and I’m very excited about the opportunity to join [company] and help [bring in new clients/develop world-class content/anything else awesome you would be doing] with your team. I look forward to hearing from you about the next steps in the hiring process, and please do not hesitate to contact me if I can provide additional information.

Best regards, [name]

Follow-up Message if Ghosted by a Recruiter

Hi [name],

I hope all is well. I know how busy you probably are, but I recently applied to the [position title] position and wanted to check in on your decision timeline. I am excited about the opportunity to join [company name] and help [bring in new clients/develop world-class content/anything else awesome you would be doing] with your team. Please let me know if it would be helpful for me to provide any additional information as you move on to the next stage in the hiring process.

I look forward to hearing from you,

[name]

Withdraw from Interview Message

Hi [name],

Thank you for your time and the opportunity to learn more about your organisation and the XXX position. I enjoyed our conversation and sincerely appreciate your interest. After giving it some thought, I have decided that this position is not the right fit for me at this time and must withdraw my application.

Again, thank you for the consideration and best of luck with your search.

Best regards,

[name]

Decline Job Offer Message

Hi [name],

Thank you so much for the offer for the [job title] position. I so appreciate you taking the time to consider me and for answering so many of my questions about the company and role. After careful consideration, I’ve decided to accept a position at another company. It’s been a pleasure getting to know you, and I hope that we cross paths in the future.

Best regards,

[name]

Job Rejection Message

Hi [name],

Thank you for taking the time to let me know. I appreciate you taking the time to consider me even though I wasn’t chosen for this role. I am still very interested in future opportunities at [Company] because [mention aspect of company’s mission and how you connect to it].

If there are any future openings where my background and skills in [mention your top skills/experience areas] would make sense, please keep me in mind. I would jump at the chance to be even a small part of this incredible organization.

Best regards,

[Name]

Job Offer Extension Message

Hi [name],

I greatly appreciate this offer, and I’m really excited about working with your company. I know you want my response by XXX. I wonder if I could have until XXX to get back to you on this opportunity.

Best regards,

[name]

Job Offer Acceptance Message

Dear [name],

I am writing to formally accept your offer of [Job title] at [Company name]. I am very grateful for the opportunity and delighted to be joining the company.

As discussed over the phone, my starting salary will be [Agreed starting salary], with [percentage] commission, as well as [days] annual leave, and private health insurance.

I will be able to start work on [Start date]. If there is any additional information, or paperwork you need me to complete prior to then, please do let me know.

Thank you very much for the opportunity.

Yours sincerely,

[Your name]