Email template · Staffing agency (client and candidate)
Candidate submittal email
In short
A candidate submittal email presents a screened candidate to a client hiring manager with the resume, a short case for why they fit the job order, pay or rate, availability, and the agency's representation. It should let the manager decide on an interview in under two minutes. Below are four templates, subject lines and an SMS heads-up.
When to send it: Send it as soon as a candidate is screened and has confirmed in writing that you may represent them for this specific role, ideally within 24 to 48 hours of receiving the job order. Never submit a candidate without that confirmation.
Candidate submittal email: 4 versions
Single candidate
SubjectCandidate for [Job Title] ([Job Order Number]): [Candidate Name]
Hi [Client First Name], I'd like to submit [Candidate Name] for your [Job Title] opening. Resume attached. Why [Candidate First Name] fits: - [Match to requirement 1, e.g. 4 years in inbound healthcare claims, including Medicare Advantage] - [Match to requirement 2, e.g. averaged 96% QA scores over the last 12 months] - [Match to requirement 3 or a strong extra, e.g. bilingual English/Spanish] Details: - Availability: [Start Availability], [interview availability] - Rate: [Bill Rate] per hour [or: Salary expectation: Salary Expectation] - Location: [Candidate Location], [commute or remote note] - Work authorization: [confirmed as authorized to work in the US / other] [One honest note, e.g. She's currently on a contract ending March 14, so a start date after that works best.] [Candidate First Name] has confirmed we represent [him/her/them] for this role. Can we set up an interview this week? [Candidate First Name] is open [Interview Slots]. [Your Name] [Title], [Agency Name] [Phone Number]
Multiple candidates
Subject[Number] candidates for [Job Title] ([Job Order Number])
Hi [Client First Name], Here are [Number] screened candidates for [Job Title]. Resumes are attached in the order below. 1. [Candidate Name 1]: [one-line fit summary]. [Rate or Salary], available [Start Availability]. 2. [Candidate Name 2]: [one-line fit summary]. [Rate or Salary], available [Start Availability]. 3. [Candidate Name 3]: [one-line fit summary]. [Rate or Salary], available [Start Availability]. My top pick is [Candidate Name 1] because [reason]. [Candidate Name 3] is the strongest on [skill] but would need [trade-off]. All three have confirmed we represent them for this position and are available to interview [Interview Window]. Which would you like to meet? [Your Name] [Title], [Agency Name] [Phone Number]
Hourly or volume order
Subject[Number] candidates ready for [Job Title], start [Start Date]
Hi [Client First Name], For the [Number]-person [Job Title] order starting [Start Date], we have [Number] candidates screened and ready: - All have passed [skills check, e.g. a forklift certification check / a typing test at 40+ WPM] - All confirmed for [Shift] at [Bill Rate]/hr - Background checks: [status] The candidate summary sheet is attached, and full profiles are here: [Candidate Portal Link]. If you'd like to interview, I can schedule [Number] 15-minute calls on [Day]. Otherwise we're ready to confirm assignments by [Confirmation Deadline]. [Your Name] [Title], [Agency Name] [Phone Number]
Confidential or senior candidate
SubjectConfidential candidate for [Job Title]
Hi [Client First Name], I'm presenting a candidate for the [Job Title] search who is currently employed and has asked that we keep [his/her/their] identity confidential until you've confirmed interest. A blind profile is attached. In brief: [Current Title] at a [description of current employer], [Number] years in [area], with [standout achievement]. Compensation expectation: [Salary Expectation]. Notice period: [Notice Period]. If you'd like to proceed, I'll share the full resume and set up a first conversation. The candidate has confirmed we represent [him/her/them] exclusively for this role. [Your Name] [Title], [Agency Name] [Phone Number]
Subject line ideas
- Candidate for [Job Title] ([Job Order Number]): [Candidate Name]
- [Number] candidates for [Job Title] ([Job Order Number])
- Submittal: [Candidate Name] for [Job Title]
- Strong match for your [Job Title] opening
- Confidential candidate for [Job Title]
- [Number] candidates ready for [Job Title], start [Start Date]
SMS and WhatsApp version
Hi [Client First Name], it's [Your Name] at [Agency Name]. Just emailed you [Number] screened candidates for [Job Title]. My top pick is [Candidate First Name], available to interview [Day]. Want me to book it?
Placeholders to replace: [Client First Name], [Job Title], [Job Order Number], [Candidate Name], [Candidate First Name], [Start Availability], [Bill Rate], [Salary Expectation], [Candidate Location], [Interview Slots], [Start Date], [Candidate Portal Link], [Notice Period], [Your Name], [Title], [Agency Name], [Phone Number]
Before you hit send: representation and ownership
A submittal is the moment an agency claims a candidate for a client's job order, so the paperwork behind it matters. Get the candidate's written agreement that you can present them for this specific role and client, before their resume goes anywhere. Our right to represent email covers that step. Most client terms say the first agency to submit a candidate owns the placement for a set period, often six to twelve months. A candidate who appears from two agencies, or from an agency and the client's own job board, triggers disputes nobody wins.
Check the client's portal or vendor management system first if they use one. Many enterprise and MSP programs require submittals to go through the system, not email; in that case, use the email only as a heads-up to the hiring manager, if the program rules allow direct contact at all.
What a hiring manager needs to see
Hiring managers read submittals between meetings. Put the decision-making information above the fold:
- Fit to the job order, in three bullets that map to the client's stated must-haves, not a summary of the resume.
- Rate or salary expectation, stated plainly. Surprises at offer stage kill placements.
- Availability: start date, notice period, interview times.
- Location and work authorization.
- One honest caveat if there is one. Flagging a gap or a longer commute up front builds the credibility that gets your next submittal read first.
- A clear next step, ideally with interview slots.
Attach a consistent, formatted resume rather than whatever file the candidate sent. Many agencies remove the candidate's direct contact details from the client copy to protect the placement; a branded resume does that formatting automatically. The candidate submittal template gives you a one-page summary sheet to attach alongside it.
Quality over quantity
Sending ten resumes to look busy trains the client to skim. Three to five strong, screened candidates per opening is a typical target for professional roles, and many good agencies aim for two or three. Track your submittal-to-interview ratio by client and recruiter; if fewer than one in three submittals get an interview, the problem is usually the intake call, not the candidates.
Volume orders are the exception. For a 25-person warehouse ramp, the client usually wants a confirmed roster, not individual pitches, so the hourly template above summarizes the group and links to profiles. Shareable candidate sharing links let the manager review and approve candidates in one place instead of digging through attachments.
Following up after the submittal
If you haven't heard back within one business day for urgent or hourly orders, or two to three for professional roles, follow up by phone, then email. Ask a specific question: "Would you like to meet Dana on Thursday at 2 or Friday at 10?" works better than "Any thoughts?"
After interviews, use a client interview feedback request email to get specific feedback quickly; it shapes your next submittal and keeps the candidate warm. Always tell candidates where they stand, even when the news is slow.
Fair and compliant submittals
Present candidates on job-related qualifications only. Don't include photos, age, date of birth, marital status or other protected characteristics in the submittal, and don't agree to client requests to screen candidates on them; an agency that does so can share liability for discrimination under Title VII and other laws. In states and cities with salary history bans, don't share a candidate's past pay unless they volunteered it and the law allows it; share the expected rate or salary instead. Rules vary by state and country.
Frequently asked questions
How do you write a candidate submittal email to a client?
Name the candidate and the job order in the subject. In the body, give three bullets showing fit to the client's requirements, then rate or salary, availability, location, work authorization, any caveat, confirmation of representation and proposed interview times.
What should I include when sending a resume to a client?
A formatted resume, a short summary of fit, pay or rate expectations, start availability and interview availability. Many agencies remove direct contact details from the client copy.
How many candidates should a recruiter submit per job?
Typically three to five well-screened candidates for professional roles, often fewer. For volume hourly orders, submit the confirmed group with a summary rather than individual pitches.
What is a candidate presentation email?
Another name for a submittal email, used more often for senior or retained searches. It usually includes a fuller written profile of the candidate's background, motivations and compensation alongside the resume.
Do I need the candidate's permission before submitting them?
Yes. Get written confirmation that you can represent them for that specific role and client. Submitting without it damages trust and causes ownership disputes with clients and other agencies.
How soon should I follow up after submitting a candidate?
Within one business day for urgent or hourly roles and two to three business days for professional roles. Call first, then email, and suggest specific interview times.