Email template · Sourcing and outreach
Email to rehire a former employee
In short
A rehire former employee email invites someone who left your organization on good terms to come back, either to a specific open role or to a general conversation. It should be personal, acknowledge their past work, say what has changed and make the next step easy. Templates below cover a specific role, a general invitation and seasonal rehires.
When to send it: Send it when a role opens that fits their skills, or six to eighteen months after they left, when the new job has lost its novelty. Check rehire eligibility in their file before you write.
Email to rehire a former employee: 3 versions
Specific open role
SubjectWould you consider coming back to [Company]?
Hi [First Name], It's been [time period] since you left [Team], and people still mention the [specific project or contribution] you led. I'm reaching out because we've opened a [Job Title] role on [Team], reporting to [Manager Name], and you were the first person [Manager First Name] thought of. It's a step up from your previous role: [one or two specifics, e.g. you'd own the quality program for all three sites]. The range is [Pay Range]. A few things have changed since you left: [relevant changes, e.g. hybrid schedule, new tooling, new leadership]. Would you be up for a relaxed conversation, no commitment? Here's my calendar: [Scheduling Link]. [Your Name] [Title], [Company]
General invitation back
SubjectChecking in, and an open door
Hi [First Name], I hope [new company / new role] is going well. I'm writing because we keep a short list of former team members we'd love to work with again, and you're on it. There isn't a specific role attached to this note. But if you're ever curious about coming back, I'd be glad to tell you what's coming up on [Team], and you'd skip the usual application queue for an initial conversation. Either way, it would be good to catch up. Reply anytime. [Your Name] [Title], [Company]
Seasonal or hourly rehire
SubjectWe'd love to have you back for [Season]
Hi [First Name], You worked with us as a [Job Title] at [Location] last [Season], and your supervisor, [Supervisor Name], asked us to invite you back. This year: - Pay: $[Hourly Rate] per hour [, up from last year] - Start dates: [Date Range] - Shifts: [Shift Options] Because you've worked with us before, you'll go through a shorter rehire process: [what's required, e.g. a quick online form and updated paperwork]. Interested? Confirm here: [Rehire Link], or reply with any questions. [Your Name] [Company] Recruiting
Subject line ideas
- Would you consider coming back to [Company]?
- Checking in, and an open door
- We'd love to have you back for [Season]
- A role on [Team] made me think of you
- [Manager Name] asked me to reach out
- Coming back to [Company]: a quick conversation?
- Your old team is hiring
SMS and WhatsApp version
Hi [First Name], it's [Your Name] from [Company]. [Supervisor Name] would love to have you back as a [Job Title] at [Location] this [Season], $[Hourly Rate]/hr. Rehire is quick for past employees: [Rehire Link]. Reply with any questions.
Placeholders to replace: [First Name], [Job Title], [Team], [Manager Name], [Manager First Name], [Supervisor Name], [Pay Range], [Hourly Rate], [Season], [Location], [Scheduling Link], [Rehire Link], [Your Name], [Title], [Company]
Check eligibility before you write
Open the person's file first. Most HRIS records carry a rehire eligibility flag set at exit, and it exists for a reason: a former employee terminated for misconduct, or one who abandoned the job during a peak, may be marked ineligible. Inviting them back by mistake creates an awkward retraction and, if you then reject them, a possible claim that the decision was inconsistent.
Talk to the former manager too, ideally before the email goes out. The best boomerang emails mention something specific the person did, and that detail almost always comes from the manager. If the manager has moved on, check the exit interview notes for why the person left. If they left because of pay, a schedule or a particular supervisor, and that has changed, say so. The boomerang employee glossary entry covers why these hires tend to ramp faster than external ones.
Tone: acknowledge the exit, focus on what's different
Don't pretend the person never left, and don't make them feel guilty for leaving. Former employees are usually wondering two things: does anyone remember my work, and has anything that made me leave actually changed? Answer both. One sentence of genuine credit and one or two specifics about what's new does more than a paragraph about company values.
Keep the ask small. A conversation is easier to agree to than an application, especially for someone who is reasonably happy elsewhere. Treat it like any other recruiter outreach email: short, personal, with one clear next step. If they reply "not now," add them to a re-engagement list and use the re-engage past candidates email a few months later.
Rehiring at volume
For seasonal retail, distribution centers, tax season call centers and similar operations, former employees are the cheapest and fastest hires available. They already know the building, the systems and the safety rules. A common approach is to send the rehire invitation to everyone marked eligible six to eight weeks before the season starts, ranked by supervisor rating, and to open a short rehire track that skips steps they've already completed.
Keep that pool searchable. A candidate directory that includes former employees with their last role, site, dates and rehire flag means recruiters can pull a list in minutes instead of asking payroll for an export every season.
Paperwork and compliance for rehires
A rehire is a new hire for most compliance purposes, with a few shortcuts. For Form I-9, if you rehire someone within three years of the date their original Form I-9 was completed, you can generally use Supplement B (formerly Section 3) to record the rehire instead of completing a new form, as long as the original is still on file and their work authorization hasn't expired. Otherwise, complete a new I-9. Most states also require you to report rehires through new hire reporting.
Background checks, drug tests and licenses may need to be redone depending on your policy and how long the person has been gone. Benefits eligibility, waiting periods and 401(k) vesting can depend on break-in-service rules in your plan documents, so check with benefits before promising anything about seniority. This is general information; rules vary by state and plan.
Mistakes to avoid
- Skipping the eligibility check and inviting back someone the company won't rehire.
- A form-letter tone that makes it obvious you emailed every former employee.
- Promising their old seniority or PTO balance without confirming with HR.
- Offering less than a new external hire would get for the same role. Former employees compare notes.
Frequently asked questions
How do you write an email to rehire a former employee?
Mention their past contribution specifically, explain the role or reason you're reaching out, say what has changed since they left, and ask for a short conversation rather than a formal application.
What is a boomerang employee email?
It's outreach to a former employee inviting them to return. It works best when it comes from someone who knew their work, references a real contribution and is honest about what has changed.
How do I invite a former employee back without sounding desperate?
Keep it short and specific. Offer a conversation, not a job, and give them room to say no. Mention a concrete opportunity or change rather than how much the team misses them.
Do rehired employees need a new I-9?
Not always. If the rehire happens within three years of the original I-9 date and their authorization is still valid, you can generally update the existing form using Supplement B. Otherwise, complete a new one.
Should I send a formal rehire letter?
Use a friendly email for the invitation. Once they accept, send a standard offer letter with the new terms, start date and any conditions, the same as for any other hire.
How long after someone leaves can I invite them back?
There's no fixed rule. Many recruiters wait at least six months unless a role opens that is a clear fit. Seasonal workers can be contacted before each season.