Candidate Experience: templates for invitation emails

In this guide, you'll find templates you can use as inspiration for your invitation emails to send to your candidates and hiring managers.

If you choose to use one of them, do not forget to specify whether the survey is anonymous or not by either deleting the brackets around [non-]anonymous _or removing the [non-]_.

You can always further customize our templates to match your company's tone of voice as well as the custom fields that you're using, such as the candidate name for Hiring Managers surveys or the role that the candidates have applied for!

Candidate hired

Subject: Welcome to [company name]: share your experience with us!

Invitation text:

Dear [first name],

Congratulations on your new role at [company name]! We’re excited to welcome you onboard.

Our goal is to always improve our recruitment process so we can deliver a great experience to every candidate.

As someone who has gone through our entire interview process, your fresh perspective is extremely valuable for us. Would you mind letting us know how we did by answering this feedback survey?

Your feedback is extremely valuable for us, so please be honest! This survey is [non-]anonymous and will be used for internal purposes only.

We’d like to start with the first question:

[NPS Question]

Thank you on behalf of our recruitment team!

Candidate rejected after application

Subject: How did we do at [company name]?

Invitation text:

Dear [first name],

At [company name] we aim at providing a great experience to all our candidates.

As you recently applied for a role at [company name], your fresh perspective is extremely valuable for us, so we'd really appreciate you letting us know your thoughts about the application process.

Your feedback will help us create a better candidate experience, so please be honest! This survey is [non-] anonymous and will be used for internal purposes only.

We would like to start off by asking:

[NPS Question]

Thank you on behalf of our recruitment team!

Candidate rejected after interview

Subject: Your interview with [company name]: Let us know how we did!

Invitation text:

Dear [first name],

At [company name] we aim at providing a great candidate experience.

As you recently applied for a position with us, you have a fresh perspective on our recruitment process.

We'd really appreciate you letting us know how your experience was, what we did well, and what we can work on improving.

Your feedback is extremely valuable for us, so please be honest! This survey is [non-]anonymous and will be used for internal purposes only.

We’d like to start with the first question:

[NPS Question]

Thank you on behalf of our recruitment team!

Candidate withdrawn

Subject: Your interview with [company name]: Would you mind telling us how we did?

Invitation text:

Dear [first name],

Thank you for taking the time to apply for a role at [company name]. We are very sorry that we weren’t the right choice for you at this time.

As somebody that has recently gone through our recruitment process, we’d love to hear your thoughts about your interview experience for the role and what we could have done better to get you onboard.

Your feedback is extremely valuable for us and it can help us understand what we can improve, so please be honest!

This survey is [non-] anonymous and will be used for internal purposes only.

We’d like to start with the first question:

[NPS Question]

Thank you on behalf of our recruitment team!

Hiring Managers

Subject: How do you experience the cooperation with our recruitment team?

Invitation text:

Dear [first name],

First of all, congratulations on successfully filling the role of @JobName!

We want to continuously improve our recruitment process and create a fantastic candidate experience. So we would love to hear your feedback, both on what we did well and what needs to be fixed. It should only take a few minutes.
Thanks on behalf of our entire Recruitment Team!

We would like to start off by asking:

[NPS Question]

Many thanks,

Example 2.

Subject: Congratulations on your new hire!

Invitation text:

First of all, a big thank you from [company name] for helping us find the best talent!

As a recent Hiring Manager, you have a fresh perspective that we really value. We'd really appreciate it if you would take a couple of minutes of your time to let us know how you experienced your partnership with the recruiting team, so we can work on improving and delivering a better experience to all.

Your feedback is extremely valuable for us, so please be honest! This survey is [non-]anonymous and will be used for internal purposes only.

We’d like to start with the first question…

[NPS Question]

Thank you for helping us improve and learn.

Quality of Hire - Hiring Manager

Subject: Your experience with

Invitation text:

Dear [first name],

At [company name], we want to continuously improve our hiring process and increase hire quality. That’s why we would love to hear about your experience with over the past 3 months.

Would you mind letting us know how it is going and give us your honest opinion?

Your feedback is non-anonymous. It will only be used for internal purposes and will not be shared with the employee.

Please note, will also receive a similar survey to complete.

We’d like to start with the first question:

[NPS Question]

Thank you for your feedback!

Quality of Hire - New Hire

Subject: How is it going at [company name]?

Invitation text:

Dear [first name],

The Recruitment Team would love to hear about your experience at [company name] over the past 3 months.

Would you mind letting us know how it is going in your new role and give us your honest opinion?

Please note that this survey is non-anonymous, but your responses will not be shared with your manager. We will use your feedback to gain insights on our hiring process and ultimately increase quality of hire, something we care very much about.

We’d like to start with the first question:

[NPS Question]

Thank you for your feedback!

Onboarding

Subject: Your new role at [company name]: how was the onboarding?

Invitation text:

Dear [first name],

You recently joined [company name] and completed the onboarding process.

At [company name], we view feedback as an important tool to improve ourselves and create a great experience for our employees!

Would you mind answering a few questions to let us know how the onboarding went, what you liked and what we could have done better?

Because we want you to feel like you can be as honest as possible, we have made this survey anonymous..

We’d like to start with the first question:

[NPS Question]

Thank you for helping us improve and grow!