Jobs and HR email templates

Jobs and HR emails cover the path from open role to first day: job ads, job alerts, interview invitations, offer letters and first-day guides. People read these closely, because a job is a big part of their life. Clear facts and a kind tone matter more than a fancy design.

The templates on this page each do one job. A hiring email lists the open roles, each with its own link. An interview invitation gives the date, the time, who the person will meet and what to bring. An offer letter sets out the role, the start date and the pay in neat rows. A first-day guide shares the plan for the day, so a new hire knows where to go.

Check the details before you send. Treat a job offer email as a friendly summary, and have your formal contract checked under your local employment rules. Do not ask for bank details or ID scans by email; use a secure system for that.

All names, roles and pay figures in these templates are samples. Replace them with your own, and answer every candidate, even when the answer is no.