Email template · Pre-employment and background checks
Drug test notification email
In short
A drug test email to a candidate explains that a job offer depends on a pre-employment drug screen and tells them exactly where to go, by when, what to bring and how results work. Below are four templates (standard scheduling, reminder, DOT-regulated role, result delay), subject lines, an SMS version and notes on state cannabis laws and accommodations.
When to send it: Send it right after the candidate accepts a contingent offer, with a collection window of 24 to 72 hours. Send it the same day for hourly roles, since a delayed test is a common reason start dates slip.
Drug test notification email: 4 versions
Standard scheduling
SubjectAction needed: drug screen for your [Job Title] offer by [Deadline]
Hi [First Name], Congratulations again on your offer for [Job Title]. As your offer letter says, it's contingent on a pre-employment drug screen. Here's how to complete it: - **Where:** [Collection Site Name], [Address]. Other nearby sites: [Site Finder Link] - **When:** by [Deadline]. Walk-ins are accepted [Hours]; some sites take appointments. - **Bring:** a government-issued photo ID and this registration number or form: [Registration Number / Form Link] - **Type of test:** [urine / oral fluid / hair] panel. It takes about [Number] minutes. Please don't drink large amounts of water beforehand; a diluted sample may have to be retaken. If you take prescription medication, you don't need to tell us. If a result needs review, a licensed physician (the Medical Review Officer) will contact you privately to discuss it. If you need an accommodation to complete the test, reply to me and we'll work it out. [Your Name] [Title], [Company] [Phone Number]
Reminder
SubjectReminder: complete your drug screen by [Deadline]
Hi [First Name], Quick reminder that we haven't received a drug screen result yet for your [Job Title] offer. Please visit [Collection Site Name] by [Deadline] with your photo ID and registration number [Registration Number]. If something is getting in the way, like transportation, site hours or your current work schedule, reply and let me know. We can often find another site or extend the window by a day. Thanks, [Your Name] [Title], [Company]
DOT-regulated role
SubjectDOT pre-employment drug test for [Job Title]
Hi [First Name], Because the [Job Title] position is a safety-sensitive role regulated by the U.S. Department of Transportation, you must complete a DOT pre-employment drug test with a verified negative result before you can perform safety-sensitive duties. - **Where:** [Collection Site Name], [Address] - **By:** [Deadline] - **Bring:** photo ID and your [CDL / registration form] This test follows federal procedures (49 CFR Part 40), including chain of custody and review by a Medical Review Officer. As required, we will also request your drug and alcohol testing history from previous DOT-regulated employers [and query the FMCSA Drug and Alcohol Clearinghouse, with your consent]. If you have questions about the process, call me at [Phone Number]. [Your Name] [Title], [Company]
Result taking longer
SubjectUpdate on your drug screen result
Hi [First Name], Thanks for completing your drug screen on [Test Date]. The result is taking a little longer than usual. This often happens when a lab needs to re-run a sample or the Medical Review Officer needs to reach you, so please answer calls from [MRO Phone Number] or unknown numbers over the next few days. We expect an update by [Expected Date]. Your start date of [Start Date] [is still on / may move to [New Start Date]]. [Your Name] [Title], [Company]
Subject line ideas
- Action needed: drug screen for your [Job Title] offer
- Your pre-employment drug test details
- Complete your drug screen by [Deadline]
- Drug test scheduling for [Company]
- Reminder: drug screen due [Deadline]
- DOT pre-employment drug test for [Job Title]
- Update on your drug screen result
SMS and WhatsApp version
Hi [First Name], it's [Your Name] at [Company]. Your [Job Title] offer needs a drug screen by [Deadline]. Go to [Collection Site Name], [Address] with photo ID and code [Registration Number]. Details are in your email. Reply STOP to opt out.
Placeholders to replace: [First Name], [Job Title], [Deadline], [Collection Site Name], [Address], [Site Finder Link], [Hours], [Registration Number / Form Link], [Registration Number], [Number], [Test Date], [MRO Phone Number], [Expected Date], [Start Date], [New Start Date], [Your Name], [Title], [Company], [Phone Number]
Timing and where it fits
Test after a conditional offer, not before. Your contingent job offer email should name the drug screen as a condition, and this email follows within hours. A 24 to 72 hour collection window is standard: long enough for someone working another job to get there, short enough that results arrive before orientation. Negative results usually come back in 1 to 3 business days; anything sent for confirmation testing or Medical Review Officer (MRO) review takes longer.
If you're also running a check, send the background check email at the same moment so both run in parallel.
State cannabis laws change what you can test for
Drug testing rules are mostly state law, and they've moved fast. New York City bars most employers from pre-employment testing for marijuana, with exceptions for safety-sensitive roles and DOT-regulated positions. California, since January 2024, prohibits discrimination based on off-duty cannabis use and on tests that detect non-psychoactive cannabis metabolites, again with exceptions. Several other states protect off-duty use or medical marijuana patients.
In practice, a multi-state employer needs a test panel by location and role, not one panel for the whole company. Some states also require written testing policies, advance notice or specific lab certification. Rules vary by state and change often, so review them at least yearly. This is general information, not legal advice.
DOT-regulated roles
Commercial drivers, some transit workers, pipeline workers and other safety-sensitive transportation jobs fall under federal DOT testing rules. These require a DOT-specific test following 49 CFR Part 40, a verified negative result before safety-sensitive work starts, and a check of the candidate's prior DOT testing history. FMCSA-regulated employers must also query the Drug and Alcohol Clearinghouse. Marijuana remains on the DOT panel regardless of state law. Use a separate template for these roles so recruiters don't send the wrong instructions.
ADA, privacy and accommodations
Under the ADA, a test for illegal drug use is not considered a medical examination, so it can be given before a conditional offer. Most employers still wait until after the offer because questions about prescription medication are medical inquiries, and the MRO process keeps that information away from the employer. Tell candidates they don't need to disclose medications to the recruiter. Offer accommodations, such as an alternative collection method for someone with a medical condition that makes a urine sample difficult, and keep results in a confidential file separate from the personnel record.
High-volume tips
For a warehouse starting 50 associates every Monday, a missed drug screen is one of the top reasons a new hire doesn't show for orientation. A few practical fixes:
- Send the instructions by email and text within minutes of offer acceptance.
- Include two or three collection sites near the candidate's ZIP code, with hours.
- Use a mobile form to collect the candidate's preferred site and confirm they went.
- Remind at 24 hours and call at 48.
- Track "collected but no result" separately from "not collected" so you chase the right problem.
Frequently asked questions
How do you notify a candidate about a drug test?
Send an email right after the conditional offer that says the offer depends on the screen, where to go, the deadline, what to bring and how long results take. Follow up with a text and a reminder after 24 hours.
How long should a candidate have to complete a pre-employment drug screening?
Twenty-four to 72 hours is the common window. Longer windows slow start dates; shorter ones penalize candidates who work another job or rely on public transit.
Can an employer test candidates for marijuana?
It depends on the state, the city and the role. New York City and California limit cannabis testing for most jobs, while DOT-regulated roles must include it. Check the laws where each role is based.
Should a drug test scheduling email ask about prescription medications?
No. Medication questions are medical inquiries. The Medical Review Officer handles them confidentially if a result needs review.
What if the candidate misses the drug test deadline?
Call them before you decide anything. Transportation and work conflicts are common. Extend once if your start date allows; if they miss a second deadline, tell them in writing the offer can't proceed.