Candidate email templates: interview invitations, job offers and results, clear and polite
Email is the candidate's first encounter with how your company works. A message that leaves out the time or address, or arrives late, makes strong candidates wary before the interview has even taken place. The tool at the top of this page has five templates for the five most common situations: fill in the candidate's name, the position, company, time, location and sender to get a ready-made subject line and body, then copy each part or the whole email.
Five situations and the details you must include
| Situation | Required details | When to send |
|---|---|---|
| Interview invitation | Required detailsTime, date, address or meeting link, interviewer, deadline to confirm | When to sendAt least 2 working days before the interview |
| Interview reminder | Required detailsTime, location, who to ask for on arrival | When to sendThe afternoon before the interview |
| Feedback timeline | Required detailsThe date you will give the result | When to sendStraight after the interview |
| Job offer | Required detailsPosition, salary, start date, deadline to reply | When to sendAfter a verbal agreement with the candidate |
| Rejection after interview | Required detailsThanks and a clear result | When to sendWithin one week of the interview |
A recognisable subject line and a concise tone
The subject line should include the company name and the position, for example “Interview invitation: General Accountant at ABC Company”, so the candidate can find it again in their inbox. The body goes straight to the key information, one point per paragraph, and ends with the sender's name, job title and phone number.
Short rejection email template
Dear Minh,
Thank you for taking the time to interview for the General Accountant position at ABC Company. After careful consideration, we have chosen a candidate whose experience more closely matches our current requirements. With your permission, we will keep your application on file and contact you when a suitable position opens up.
We wish you every success in finding the role you are looking for.
Points to note when sending a job offer
An offer letter confirms the main terms but does not replace a labour contract. Under Article 14 of the Labour Code 2019 (Bộ luật Lao động 2019), a labour contract must be concluded in writing, except for contracts of less than one month, so prepare the contract before the start date.
- State whether the salary is gross or net to avoid misunderstandings when the first month's pay arrives.
- Specify the probation period and the probation salary.
- Give the candidate a specific deadline to reply, usually 3 to 5 working days.
Frequently asked questions
You should send one to every candidate who attended an interview. A short email sent on time keeps goodwill towards your employer brand and makes the next hiring round easier.
No. The offer letter only confirms the main terms; the labour contract must still be signed in writing under the Labour Code, except for contracts of less than one month.
Send official information such as interview schedules and job offers by email so there is a written record; text messages work well for reminders or for asking the candidate to check their inbox.