Email template · Sourcing and outreach
Re-engagement email to past candidates
In short
An email to past candidates reopens contact with people who applied or interviewed before: silver medalists, strong applicants who withdrew, or seasonal workers. It reminds them who you are, mentions their earlier process, names a specific new opening and asks a simple question. Templates below cover runners-up, new-role outreach, talent pool check-ins and returning seasonal hires.
When to send it: Send it as soon as a matching role opens, before you post externally. For general talent pool check-ins, every three to six months is enough; for seasonal workers, six to eight weeks before the season's hiring starts.
Re-engagement email to past candidates: 4 versions
Silver medalist, new opening
Subject[First Name], a new [Job Title] role opened up
Hi [First Name], We met in [Month, Year] when you interviewed for the [Previous Job Title] role on [Team Name]. You were one of our final two candidates, and [Hiring Manager Name] still mentions [specific strength]. We've just opened a [Job Title] position on [Team Name], and you were the first person we thought of. [One or two lines on what's different or why it fits them, e.g. It's a step up in scope and includes the vendor management you said you wanted more of.] Would you be open to a 15-minute call this week to hear more? If the timing isn't right, no problem. Just let me know and I'll check back later. [Your Name] [Title], [Company] [Phone Number]
Past applicant, new role
SubjectStill interested in [Job Family] roles at [Company]?
Hi [First Name], You applied to [Company] for [Previous Job Title] in [Month, Year]. We didn't have the right opening for you then, but we do have one now: [Job Title] in [Location / Remote], paying $[Pay Range]. Based on your background in [skill or experience], I think it's worth a look: [Job Link] If you're interested, reply to this email and I'll fast-track your application. You won't need to start the application from scratch. [Your Name] [Title], [Company]
Talent pool check-in
SubjectChecking in, [First Name]
Hi [First Name], It's been a while since we spoke about [Previous Job Title / your interest in roles on our team]. I wanted to check in and see where things stand for you. A quick update from our side: [one real piece of news, e.g. we've opened a second site in Phoenix and are growing the analytics team]. Are you open to new opportunities in the next six months? A one-word reply is fine: - Yes: I'll send roles that match. - Later: I'll check back in [timeframe]. - No: I'll remove you from our list. Thanks, [Your Name] [Title], [Company]
Returning seasonal workers
SubjectCome back for [Season]? Rehire spots open now
Hi [First Name], Thanks again for working with us at [Site Name] last [Season]. We're hiring for [Season] [Year] and would love to have you back. As a returning team member, you get: - a shorter rehire process: [what's skipped, e.g. no interview, just a quick form] - first pick of shifts before we open to new applicants - $[Pay Rate] per hour[, plus a $[Bonus Amount] return bonus] Rehire spots are first come, first served until [Deadline]. Sign up here: [Link] See you soon, [Your Name] [Title], [Site Name]
Subject line ideas
- [First Name], a new [Job Title] role opened up
- You were our first call for this role
- Still interested in [Job Family] roles at [Company]?
- Checking in, [First Name]
- Come back for [Season]? Rehire spots open now
- We kept your details: a new opening at [Company]
- Following up on your [Previous Job Title] interview
SMS and WhatsApp version
Hi [First Name], it's [Your Name] from [Company]. You interviewed with us for [Previous Job Title] last [Month]. A new [Job Title] role just opened and I thought of you. Open to a quick call this week? Reply STOP to opt out.
Placeholders to replace: [First Name], [Job Title], [Previous Job Title], [Job Family], [Team Name], [Hiring Manager Name], [Month, Year], [Location / Remote], [Pay Range], [Pay Rate], [Bonus Amount], [Job Link], [Season], [Year], [Site Name], [Deadline], [Link], [Your Name], [Title], [Company], [Phone Number]
Your ATS is your cheapest source
Most companies already hold thousands of candidate records: people who were screened, interviewed, made it to the final round, or turned down an offer for timing reasons. Searching that database before posting a job externally is known as candidate rediscovery, and it's often the fastest route to a qualified shortlist. A runner-up from a search six months ago has already passed your screens and met the team, which can cut weeks off time to fill.
The email is what turns a record into a conversation. Done well, it gets reply rates well above cold outreach, because the candidate recognizes your name. Done badly, as a mass blast to everyone who ever applied, it gets ignored or marked as spam.
Segment before you send
Not every past candidate should get the same message. Split them into groups and match the template:
- Silver medalists from final rounds: a personal email from the recruiter or hiring manager, naming the earlier interview. These people should hear about a matching role before anyone else. See silver medalist for how teams track them.
- Qualified applicants who weren't advanced because the role filled: a role-specific email with an easy reapply path.
- General talent pool: an occasional check-in that asks a simple yes, later or no question.
- Former seasonal or temp workers with good records: a rehire invitation timed to the season.
Tagging candidates when they exit a process, using something like candidate groups, is what makes this segmentation possible later. The tag should include the role, the stage reached and why they didn't move forward.
What makes these emails work
Reference the history. "We met in March when you interviewed for the payroll lead role" proves this isn't a mass mailing. Get the details right; naming the wrong role or the wrong year is worse than saying nothing.
Name a specific role. "We have exciting opportunities" gets no replies. A job title, location and pay range does.
Lower the effort. Offer to fast-track the application or skip steps they already completed. Nobody wants to re-enter their work history.
Make the ask small. A 15-minute call or a one-word reply.
For people who aren't ready yet, move them into a longer candidate nurture email sequence rather than re-pitching them every month. The guide on candidate nurturing covers how to space those messages.
Data, consent and opt-outs
Keep candidate data only as long as your retention policy and the law allow. Under the GDPR, candidates in the EU must be told how long their data is kept, and many employers ask for consent to hold applicant data for future roles beyond the original vacancy. California's CCPA gives applicants notice and access rights too. Every re-engagement email should make it easy to opt out, and opt-outs should actually remove people from future sends.
Texts need more care. Under the TCPA, automated texts generally require the recipient's prior consent, so only text past candidates who agreed to receive messages, and honor STOP replies immediately. These rules vary by state and country; check with your privacy or legal team.
Mistakes to avoid
- Blasting the whole database with the same email. Segment first.
- Re-engaging someone you rejected for performance reasons without checking the notes.
- Asking candidates to reapply from scratch.
- Letting replies sit. A past candidate who says yes and hears nothing for a week won't say yes again.
- Contacting people who opted out. Check suppression lists before every send.
If the candidate's earlier rejection was handled well, with a rejection email after the final interview that asked to stay in touch, this outreach will feel like a natural follow-up. If it was handled with silence, acknowledge that briefly and move on. Cold recruiter outreach is the right template for people who never applied.
Frequently asked questions
How do you re-engage past candidates?
Search your ATS for candidates who reached late stages or matched the new role, segment them, and send a personal email that references their earlier process, names a specific opening and asks for a short call or one-word reply.
What is a silver medalist candidate email?
It's an email to the runner-up from an earlier search, inviting them to consider a new role. It mentions the previous interview, explains why this opening fits, and offers to speed up the process.
How do you write a keep in touch email to a candidate?
Remind them how you know each other, share one real update about the company, and ask if they're open to opportunities with a simple yes, later or no option. Keep it under 120 words.
How often should you email your talent pool?
Every three to six months for general check-ins, plus a targeted email whenever a role matches someone's background. Monthly generic emails lead to unsubscribes.
Can I contact candidates who applied a year ago?
Usually yes in the US, if your privacy notice allowed it and they haven't opted out. In the EU and some other places, check your retention period and consent before reaching out.