7 Email Templates You Need For Your Job Search

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Email is definitely going to stick around for the long-run. That’s why we compiled a list of email templates you will need for job searching. Below are some templates that you can use when asking for a referral at a company that you really want to work at to thanking an interviewer. Feel free to copy and paste the email templates below and customize it to your liking.

1Following up on Job Application – Email

This will be used to follow up on any job applications that you haven’t heard back from. 

Subject: [Position You’re Applying For] – [Your Name] – Following up

Hello [Recruiter’s Name],

I hope you’re having a great week! I know how busy you probably are, but I recently applied to the [Input Position Name] position. I am excited about the opportunity to join [Input Company Name] and [Say what you’re excited about for the position].

Please let me know if there’s any other information I can provide for you to move onto the next stage in the hiring process.

I look forward to hearing from you,

[Enter Your Name]

2Following up on job application after no response – Email

This is the template you will use if you haven’t heard from the recruiter for weeks. Did I just get ghosted?

Subject: [Position You’re Applying For] – [Your Name] – Following up

Hello [Recruiter’s Name],

It has been [Insert # of Weeks] weeks since we last spoke about [Job Title]. At the time, you mentioned you were looking for a [Insert the qualities that the recruiter was looking for].

I’m still very interested in working with your team at [Company Name], and I would love to prove to you that I not only meet those qualifications, but exceed them.

I understand if the position has already been filled, but I wanted to reiterate my enthusiasm for working with such an incredible group of people at [Company Name].

If the role is no longer available, would you mind providing feedback on what I can improve upon in the future? 


[Your Name]

3Turning down the job offer – Email

This is the email template you will use when you have either accepted another offer at a different company.

Subject: [Your Name] – Thank you for the opportunity

Hello [HR Representative],

Thank you very much for offering me the position of [Position] with [Company Name]. I appreciate the offer and your interest in hiring me.

Unfortunately, I have accepted a position with another company that is a good match for my current professional goals.

Again, I do appreciate both the offer of employment and your consideration. Thank you for such a pleasant interviewing experience.


[Your Name]

4If you need more time to think about the job offer – Email

A week’s time to get back to the recruiter is standard, below is the template you will use. 

Subject: [Your Name] – [Job Position You’re Applying]

Hello [HR Representative],

Thank you very much for offering me the [role’s name] position. I greatly enjoyed speaking with you and the rest of your team, and I appreciate the opportunity to work with [company name].

I am carefully considering a few options and will let you know within the next week. May I get back to you at the latest [insert date]? Does that timeline work for you?

Thank you again for considering me for this amazing opportunity.


[Your Name]

5Thank you email after an interview – Email

Sending a thank you email after your interview is important because it expresses your gratitude for having the opportunity to meet with your interviewers. You want to have a long-lasting impression after the interview, so it is important to send the email within 24 hours after your interview. In the email, you can bring up points that the interviewer brought up during the interview and expand more on how you can help the team with your skills. Check out this article we wrote on thank you emails.

Subject: [Your Name] interview – Thanks for your time!

Hello [Name of HR representative],

Thanks so much for arranging my interview with [Interviewer’s name]. It was great to learn more about [Company Name], and the [Position Title] role.

If you could relay the message to [Interviewer’s Name] that I appreciate them for taking their time for interviewing me, that would be great!

If you need anything else from me, please let me know. Otherwise, I look forward to the next steps in our process.


[Your Name]

6Sending an email to Alumni from your school for a referral – Email

This will be for reaching out to alumni from your school, you can even use this for a Linkedin message as well.

Subject: [Your Name] – [Job Position You’re Applying For] – [Their Company]

Dear [Alumni’s Name],

My name is [Your Name]. You graduated a few years ahead of me from [Enter Your School’s Name]. I’m currently majoring in [Enter your Major] and would like to learn more about your company.

I’d love to pick your brain about your post-graduation years and how you ended up in your current job. Would you be open to meeting up? I can, of course, work around your schedule.


[Your Name]

[Linkedin Profile – Link]

7Reaching out to a colleague you used to work with for a referral – Email

Referrals are the way to go. If you do know any colleagues you used to work with, the email template below would work well.

Subject: [Your Name] – [Job Position You’re Applying For] 

Hey [Name],

I hope you’re having a great week! I’ve been keeping up with you on LinkedIn, and it looks like things are going awesome with [Their Company].

I’m getting in touch to let you know that I’m currently searching for a new opportunity in [industry]. With my background in [field] and skills in [area], my ideal position involves [detailed description of the ideal job] for an employer who [detailed description of ideal company].

Since we used to work so closely, I’ll love to learn more about [Job Position You’re Applying For]. I’ve attached my resume to this email, just in case that helps.

Of course, I’m always willing to return the favor if you ever need it.

Thanks so much, [Name]! We had great memories working together at [previous company].


[Your Name]

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