HR email templates
Free HR email templates for recruitment, onboarding, feedback and announcements, ready to fill in and send.
- 62 templates in 9 categories
Recruitment & Hiring Emails
From the job announcement to the interview, the offer and the polite no.
- Job Posting Announcement EmailInternal and external emails announcing new job openings with role details and application instructions.
- Application Acknowledgment EmailAutomated confirmation emails to candidates acknowledging receipt of their job application.
- Interview Scheduling EmailEmails to schedule interviews with candidates including date, time, format and preparation tips.
- Interview Invitation Text MessageShort SMS and WhatsApp messages inviting a candidate to an interview, with date, time and a link to confirm.
- Interview Confirmation EmailAn email confirming the interview date, time, format and interviewer, and what the candidate should bring.
- Interview Reminder EmailReminder emails sent to candidates and interviewers ahead of scheduled interview sessions.
- Interview Reschedule EmailAn email to reschedule a job interview, apologizing for the change and offering new times for the candidate to choose.
- Interview Feedback Request EmailEmails requesting structured feedback from interview panelists after candidate evaluations.
- Offer EmailEmails extending job offers to selected candidates with compensation, role details and next steps.
- Offer Follow-Up EmailFollow-up emails to candidates who have received an offer but not yet responded.
- Candidate Rejection EmailProfessional rejection emails maintaining employer brand and encouraging future applications.
- Rejection Email After InterviewA polite rejection email to send candidates after an interview, with an optional line offering brief feedback.
- Candidate Waitlist EmailEmails informing candidates they are on a waitlist with expected timelines for a decision.
- Employee Referral Request EmailEmails encouraging employees to refer qualified candidates with referral program details and rewards.
Onboarding Emails
Welcome new hires before day one and check in through probation.
- Pre-Boarding Welcome EmailWelcome emails sent before the joining date with company info, culture highlights and what to expect.
- First Day Instructions EmailEmails with first-day logistics including reporting time, location, dress code and agenda.
- IT & Access Setup EmailEmails with login credentials, software access details and IT support contact information.
- Onboarding Checklist Reminder EmailReminder emails for completing onboarding tasks like document submission and policy acknowledgments.
- Buddy Introduction EmailEmails introducing new hires to their assigned buddy or mentor for onboarding support.
- Probation Check-In EmailPeriodic check-in emails during probation to gather feedback and address new hire concerns.
Performance & Appraisal Emails
Kick off goals, chase reviews, share outcomes and run a fair PIP.
- Goal Setting Kickoff EmailA motivating email that announces the goal-setting cycle with its timeline, guidelines and examples.
- Self-Assessment Reminder EmailReminder emails for employees to complete their self-assessment before the review deadline.
- Manager Review Reminder EmailReminder emails for managers to complete performance reviews for their direct reports.
- Performance Review Meeting Invite EmailEmails scheduling one-on-one performance review discussions between managers and employees.
- Appraisal Outcome Communication EmailEmails communicating appraisal results including ratings, feedback summary and next steps.
- Performance Improvement Plan (PIP) Notification EmailFormal emails notifying employees about being placed on a PIP with goals and timelines.
- PIP Follow-Up EmailFollow-up emails tracking PIP progress with feedback on improvements and remaining action items.
Compensation & Benefits Emails
Salary revisions, bonuses, benefits enrollment and payroll notices.
- Salary Revision Announcement EmailEmails communicating salary revisions with effective date, new compensation and appreciation note.
- Bonus Announcement EmailEmails announcing bonus payouts with amount, performance criteria and payment schedule.
- Benefits Enrollment Reminder EmailReminder emails for open enrollment periods with plan options, deadlines and help resources.
- Payslip Availability Notification EmailMonthly emails notifying employees that their payslip is available for download on the HR portal.
- Reimbursement Status Update EmailEmails updating employees on the status of their expense reimbursement claims.
- Tax Declaration Reminder EmailReminder emails for employees to submit tax declarations and investment proofs before deadlines.
Leave & Attendance Emails
Leave decisions, balance reminders, attendance notes and the holiday calendar.
- Leave Approval Notification EmailAutomated emails confirming that an employee's leave request has been approved by their manager.
- Leave Rejection Notification EmailEmails notifying employees that their leave request was declined with reasons and alternatives.
- Leave Balance Reminder EmailPeriodic emails reminding employees of their remaining leave balance and upcoming expiry dates.
- Attendance Irregularity Warning EmailEmails flagging attendance issues like late arrivals, early departures or missed punches.
- Holiday Calendar Announcement EmailAnnual or quarterly emails sharing the official holiday calendar with optional and restricted holidays.
Engagement & Recognition Emails
Kudos, anniversaries, birthdays and engagement surveys with their results.
- Employee of the Month Announcement EmailCompany-wide emails recognising the employee of the month with achievements and rewards.
- Spot Recognition / Kudos EmailInstant recognition emails celebrating specific contributions, going above and beyond, or team wins.
- Work Anniversary Greeting EmailPersonalised emails celebrating employee work anniversaries with milestones and appreciation.
- Birthday Greeting EmailWarm birthday wishes emails from the organization to employees on their special day.
- Engagement Survey Invitation EmailEmails inviting employees to participate in engagement surveys with purpose, anonymity assurance and deadline.
- Survey Results & Action Plan EmailEmails sharing engagement survey results with key findings, action plans and next steps.
- Festival / Holiday Greeting EmailFestive greeting emails for major holidays and cultural celebrations with warm wishes from leadership.
Meetings & Communication Emails
All-hands invites, agendas, one-on-ones and follow-ups with action items.
- All-Hands Meeting Invite EmailCompany-wide emails inviting employees to all-hands meetings with agenda, speakers and joining details.
- Team Meeting Agenda EmailPre-meeting emails sharing the agenda, discussion topics and any pre-read materials for team meetings.
- One-on-One Meeting Scheduling EmailEmails scheduling regular one-on-one check-ins between managers and direct reports.
- Meeting Follow-Up / Action Items EmailPost-meeting emails summarising key decisions, action items, owners and deadlines.
- Town Hall Summary EmailSummary emails after town halls with key announcements, Q&A highlights and recording links.
Exit & Separation Emails
Resignations, exit interviews, farewells and the final settlement.
- Resignation Acknowledgment EmailEmails acknowledging receipt of an employee's resignation with last working day and next steps.
- Exit Interview Scheduling EmailEmails scheduling exit interviews with departing employees to gather feedback and insights.
- Farewell Announcement EmailCompany or team-wide emails announcing an employee's departure with appreciation and well-wishes.
- Knowledge Transfer Checklist EmailEmails outlining knowledge transfer tasks, documentation requirements and handover deadlines.
- Final Settlement Notification EmailEmails notifying departing employees about their full and final settlement amount and timeline.
- Relieving Letter Dispatch EmailEmails confirming dispatch of relieving letter and experience certificate to the departing employee.
- Alumni Network Invitation EmailEmails inviting former employees to join the company alumni network for continued engagement.
- Offboarding Feedback Request EmailEmails requesting feedback from departing employees about their overall experience and suggestions.
Internal Transfer & Relocation Emails
Internal postings, transfer confirmations and relocation support.
- Internal Job Posting Announcement EmailEmails announcing internal job openings to encourage employee mobility and career growth.
- Transfer Confirmation EmailEmails confirming an employee's internal transfer with new role, department and effective date.
- Relocation Support Details EmailEmails detailing relocation benefits, moving allowances, temporary accommodation and support contacts.
- Team Change Announcement EmailEmails announcing team restructuring, new team members or reporting line changes.
How it works
Fill in the blanks, copy, send
1. Pick a template
Browse the categories or search by name to find the email you need.
2. Fill in the blanks
Type your details into the highlighted fields and the email updates as you go.
3. Copy or download
Paste it into Gmail, Outlook or your ATS, or download it as a PDF or Word file.
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