4 Must-have HR Email Templates For Every Company

HR professionals can spend lots of time on email communications, whether offering a new role for candidates or communicating changes in the Company. Since this can be a time-consuming task, we've gathered 4 top HR email templates below so you can save time from writing emails from scratch and focus on other equivalently important tasks.

 

#1 Job Offer Email Template

So you've found your perfect candidate and would like to offer them the position officially. It might be tempting to send a simple email with a "Welcome to the company!" but an effective and engaging job offer email should go beyond that. 

 

A formal job offer email should typically include position details (job title, working hours, department), salary details (including benefits), and contract length (if applicable). Here's an example of a job offer email template:

 

Dear [Candidate First and Last Name], 

 

Congratulations on your offer from [Company Name]! We are delighted to offer you the position of [Job Title] with the anticipated start date of [Date]. 

 

You'll find a detailed offer letter attached to this email. If you choose to accept this offer, please sign, scan and send over your letter to [email address] by [decision deadline].

 

Should you have any questions or concerns, please do not hesitate to reach out to me via this email or by calling me directly at [your phone number].

 

We look forward to hearing from you and hope you join our team! 

 

 

Best regards, 

 

[Your Name]

[Your Job Title]

[Your Email]

[Your Phone Number]

 

#2 Candidate Rejection Email Template

Pay attention to your rejected candidates, as it could potentially damage your employer's brand and your organization's candidate experience. Taking the time to write the reason behind the rejection demonstrates that you appreciate the time and effort they took to apply to your Company.  

 

Here's a template outlined to help you send out rejection emails while maintaining a good relationship with your candidates.

 

Dear [Candidate's name],

 

I appreciate your interest in [Company name]. We appreciate your time and effort in applying for the [Job title] position.

 

After careful contemplation and upon evaluating other job candidates, we regret to inform you that we have chosen to move forward with a different candidate for this position.

 

Our team was very impressed with your skills and experiences, and you could be a good fit for other potential openings. 

 

We highly encourage you to apply to any of our Company's upcoming positions, so please continue to look over our website for any future job opportunities. 

 

We wish you all the best in your future professional endeavours.

 

 

Best regards, 

 

[Your Name]

[Your Job Title]

[Your Email]

[Your Phone Number]

 

#3 Sick Leave And Employee Vacation Policy Announcement Email Template

Sick leave and vacation day policies can instantly and directly affect your Company. Hence, it's essential to communicate these changes to your employees in a clear and timely manner to prevent any misunderstandings. 

 

Use this email template as a reference when writing your policy update announcements:

 

Dear employees,

 

We have recently updated our [Sick leave/employee vacation policy] at [Company name]. These changes come after [Reasons for change] and will be effective on [Date].

 

[Sick leave/employee vacation leave] requests will now be managed via [software solution, website, or other resources]. Please manage your requests, remaining [sick leave/employee vacation] days, and personal healthcare information from here. You will be given [Number] of [Sick days/employee vacation days] annually, with the rollover date being [Date].

 

If you have any questions, please do not hesitate to contact the HR team. Thank you for being so understanding.

 

 

Best regards,

 

[HR lead or relevant manager]

[Your Phone Number]

 

#4 Employee Termination Email Template

Drafting and sending out an employee termination letter is never easy - you need tact and precision. You may consider arranging a short one-on-one meeting with the individual to inform them they're being let go before sending them the official "termination of employment" email or letter.

 

Here's an email template to help you close your employment relationship with the employee on good terms.

 

Dear [Employee name],

 

We regret to inform you that your employment with [Company name] shall officially be terminated on [Date]. The reason for termination of employment and the details of your severance benefit and compensation will be mentioned in the attached document. The decision is final and irrevocable.

 

Please return all the company property you may have before the [Final date]. Should you have any questions or concerns, do not hesitate to contact the HR team.

 

Thank you for your past contributions to the Company, and we wish you success in your future endeavours.

 

 

Best regards,

[Your Name]

[Your Job Title]

[Your Email]

[Your Phone Number]

 

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