Email template · Recruiting events and campus
Career fair follow-up email
In short
A career fair follow up email reaches candidates you met at a job fair within a day or two, reminds them who you are and where you met, and gives one clear next step: apply, book an interview or join a talent list. Below are four templates (strong prospect, student, hourly job fair, virtual fair), subject lines, an SMS and a follow-up sequence.
When to send it: Send it within 24 hours of the fair, and the same evening for hourly job fairs. After 48 hours, most candidates can't remember which of the 20 booths you were.
Career fair follow-up email: 4 versions
Strong prospect
SubjectGreat meeting you at [Event Name], [First Name]
Hi [First Name], It was good to meet you at [Event Name] yesterday. I enjoyed hearing about [specific detail, e.g. the inventory project you ran during your internship at the regional distributor]. Based on our conversation, I think you'd be a strong fit for our [Job Title] role on the [Team Name] team. Here's the job description: [Job Link] I'd like to set up a 20-minute call with [Hiring Manager Name] next week. You can grab a time here: [Scheduling Link] If you have questions before then, reply anytime. [Your Name] [Title], [Company] [Phone Number]
Student / campus fair
SubjectFollowing up from the [School Name] career fair
Hi [First Name], Thanks for stopping by the [Company] table at the [School Name] career fair on [Date]. It was great to hear about your [Major] studies and your interest in [Area]. As promised, here are the next steps: - Apply for our [Program Name, e.g. Summer 2027 Operations Internship]: [Application Link] - Applications close on [Deadline]. - First-round interviews will be on campus on [Interview Dates] or by video. If you'd like to know what the program is really like, I can connect you with [Current Intern Name], who's a [School Name] student in this year's class. Good luck with the semester, [Your Name] [Title], [Company]
Hourly / hiring event
Subject[First Name], next step for [Job Title] at [Company]
Hi [First Name], Thanks for talking with us at [Event Name] today. We're hiring [Job Title]s at our [Location] site: - Pay: [Pay Rate] - Shifts: [Shift Options] - Start date: [Start Date] Book your interview now: [Scheduling Link] Interviews take about [Duration] minutes, and many people get an offer the same day. Questions? Text us at [Text Number]. [Your Name] [Company] Recruiting Team
Virtual career fair
SubjectThanks for joining us at [Event Name]
Hi [First Name], Thanks for visiting our booth at the [Event Name] virtual career fair. As we mentioned in the session, we're hiring for [Role Area, e.g. customer support roles across three time zones]. Here are the roles that match what you shared: [Job Links] The session recording and the slides from our team talk are here: [Recording Link] If you'd like a one-on-one conversation, book 15 minutes with me: [Scheduling Link] [Your Name] [Title], [Company]
Subject line ideas
- Great meeting you at [Event Name], [First Name]
- Following up from the [School Name] career fair
- Next step after [Event Name]: [Job Title] at [Company]
- As promised: the [Job Title] role we talked about
- Your interview link from [Event Name]
- Thanks for stopping by the [Company] booth
- [First Name], let's keep the conversation going
SMS and WhatsApp version
Hi [First Name], it's [Your Name] from [Company]. Great meeting you at [Event Name] today. Book your [Job Title] interview here: [Scheduling Link]. Questions? Just reply. Reply STOP to opt out.
Placeholders to replace: [First Name], [Event Name], [School Name], [Date], [Major], [Job Title], [Job Link], [Application Link], [Scheduling Link], [Hiring Manager Name], [Pay Rate], [Location], [Text Number], [Your Name], [Title], [Company]
Speed beats polish
Career fairs produce a short window of interest. A candidate who talked to 15 employers in four hours will remember the two who followed up first. Aim for within 24 hours for professional and campus fairs and the same evening for hourly hiring events, where candidates are often actively choosing between offers that week.
The practical problem is getting the list clean fast. If your booth collected names on paper or business cards, someone is typing them in on Saturday morning and the follow-up goes out Monday. Use a QR code at the booth that drops candidates into a sign-up form, tag them by event, and send from those candidate groups as soon as the fair closes.
Segment before you send
One follow-up for everyone you met wastes the conversations that went well. Sort your list into three groups during or right after the event:
- A list: strong fits you want to interview. Send a personal email from the recruiter they met, mention a specific detail, and offer an interview time.
- B list: possible fits or wrong timing. Send a friendly note with relevant job links and invite them to apply or join a talent community.
- C list: not a fit now. Send a brief, courteous thank-you and a link to the careers page.
A quick note on each person at the booth ("forklift cert, wants nights" or "senior in supply chain, strong on Excel") is what makes A-list follow-ups possible. Recruiters at busy fairs often keep a phone note per candidate between conversations.
What to include
- Where and when you met, in the subject or first line.
- One specific detail from the conversation for strong prospects.
- A single next step: book an interview, apply by a deadline, or reply. Two calls to action halve the response.
- What you promised at the booth: the job link, the pay range, the internship dates, the contact for a current employee.
- Your direct contact, not a no-reply address.
For campus fairs, include application deadlines and interview dates, since students plan around exams. If you're building a relationship with the school itself, our campus recruitment email to colleges covers outreach to career services offices.
Follow-up sequence after the fair
- Day 0 or 1: follow-up email (and a text for hourly candidates who opted in).
- Day 3: a short reminder to anyone who hasn't applied or booked.
- Day 7 to 10: a final note with a fresh reason to act, such as a new shift or an upcoming interview day.
For A-list candidates, add a phone call between steps 1 and 2. After the sequence ends, move non-responders into a talent pool and invite them to your next hiring event rather than continuing to email.
Virtual fairs are different
Virtual fairs generate more registrations and weaker intent. Expect a lower reply rate and lean on recordings, short role-matched links and quick booking slots. Follow up with attendees who joined your session or chatted with your booth separately from people who only registered. The guide on virtual career fair best practices for recruiters covers booth setup and session design that make follow-up easier.
Consent and fairness notes
Only text candidates who gave you their number and agreed to receive texts, and include an opt-out; the Telephone Consumer Protection Act applies to recruiting texts. If you collected candidate data from EU or UK attendees, data protection rules require a lawful basis and a clear privacy notice. Treat everyone you met consistently: if you invite some fair attendees straight to interviews, document the job-related reason, such as a required certification, so the selection holds up.
Frequently asked questions
How soon should I follow up after a career fair?
Within 24 hours for professional and campus fairs, and the same evening for hourly hiring events. Response rates drop sharply after two days.
What should a recruiter's follow-up email after a job fair say?
Remind the candidate where you met, mention one detail from your conversation, share what you promised (job link, pay, dates) and give one clear next step such as booking an interview.
How do I follow up with hundreds of candidates from a job fair?
Collect details digitally at the booth, tag candidates by event, sort them into strong, possible and not-now groups, and send a templated email with merge fields to each group. Personalize only the strong group.
Should I send a follow-up to candidates who aren't a fit?
Yes, a short thank-you with a link to your careers page. Students and job seekers talk, and a booth that never replies hurts your reputation at the next fair.
How many times should I follow up with career fair candidates?
Two or three touches over about ten days is enough. After that, add them to a talent pool and invite them to future events.