Email template · Application and screening
Request for additional information email
In short
An email requesting documents from a candidate asks for a specific missing item, such as an updated resume, portfolio, certification or answer to a screening question, explains why it is needed, and gives a deadline and an easy way to send it. Below are four templates, subject lines, an SMS version and notes on what you should not ask for.
When to send it: Send it as soon as you spot the gap during screening, ideally within a day of the application. Asking quickly keeps the candidate warm; asking a week later often means they have moved on to another process.
Request for additional information email: 4 versions
Missing information
SubjectOne more thing for your [Job Title] application
Hi [First Name], Thanks for applying for [Job Title] at [Company]. Your application is moving forward, and I need one more detail before I can schedule the next step: - [Missing Item, e.g. your availability for weekend shifts / whether you hold a current [License Name]] You can answer by replying to this email or here: [Form Link] If I have it by [Deadline], I can get you into interviews this week. Thanks, [Your Name] [Title], [Company]
Updated resume
SubjectCould you send an updated resume?
Hi [First Name], Thanks for your interest in [Job Title]. The resume we have on file is from [Year], and I'd like to see your recent experience, especially anything involving [specific skill or responsibility]. Could you send an updated version by [Deadline]? A PDF or Word file is fine. You can reply with it attached or upload it here: [Upload Link] If it's easier, a few lines on what you've done since [Year] works too. [Your Name] [Title], [Company]
Portfolio or work samples
SubjectWork samples for [Job Title]
Hi [First Name], I enjoyed reading your application for [Job Title]. Before we set up interviews, the hiring team would like to see [Number] examples of your work, ideally [type of work, e.g. a training module you designed / a campaign you ran / a report you wrote]. A link to a portfolio or a few files is fine. Please remove any confidential client information. We only need to see your approach and quality. Could you send them by [Deadline]? Reply here or upload them at [Upload Link]. [Your Name] [Title], [Company]
License or certification
SubjectCopy of your [License Name] for [Job Title]
Hi [First Name], The [Job Title] role requires a current [License or Certification Name]. Could you send a copy or your license number by [Deadline] so we can verify it? Upload it securely here: [Upload Link] If your license is pending or up for renewal, let me know the expected date and we'll see what we can do. [Your Name] [Title], [Company]
Subject line ideas
- One more thing for your [Job Title] application
- Quick question about your application
- Could you send an updated resume?
- Work samples for [Job Title]
- Copy of your [License Name] for [Job Title]
- Missing detail on your [Company] application
- Next step for [Job Title]: one item needed
SMS and WhatsApp version
Hi [First Name], it's [Your Name] from [Company]. Your [Job Title] application is moving forward. I just need [Missing Item] by [Deadline]. Reply here or use this link: [Form Link]. Thanks.
Placeholders to replace: [First Name], [Job Title], [Company], [Missing Item], [Deadline], [Form Link], [Upload Link], [License or Certification Name], [Year], [Number], [Your Name], [Title]
Ask for one thing, and say why
Requests that list five items get answered slowly or not at all. Decide what you actually need to move the candidate to the next stage and ask only for that. If the missing piece is a knockout requirement, such as a CDL for a driver role, a state nursing license or weekend availability for a retail store, ask about it first; there is no point collecting a portfolio from someone who can't work Saturdays.
Tell the candidate why you are asking and what happens when they reply. "If I have it by Thursday, I can get you into interviews this week" turns an admin chore into a step forward. Candidates are far more responsive when they can see the payoff.
If the application is unfinished rather than missing one detail, use an incomplete application email instead; that is a different problem with a different fix.
Make it easy to reply
A large share of candidates, especially for hourly roles, apply and check email on a phone. Attaching a resume from a phone is awkward. Give them options: reply with the file, upload through a mobile-friendly form, or type a few lines. For a single yes/no question like shift availability, a text message with a reply option usually gets the fastest answer.
Better still, fix the application so you stop asking. If you send the same request to a third of applicants, that question belongs in the job application itself, as a short screening question near the start.
What not to request before an offer
Some items should not be collected during screening:
- Identity and work-authorization documents for Form I-9. These are completed after the offer is accepted, and you may not specify which acceptable documents the person presents. You can ask whether someone is authorized to work in the US, but not for the documents themselves at this stage. Collect them later with a document submission request email.
- Date of birth, photos, marital status or medical information, which can create discrimination risk under the ADEA, ADA and Title VII, and serve no screening purpose.
- Salary history in places with a salary history ban, including California, New York and a growing list of other states and cities. Asking about pay expectations is generally fine.
- Background check consent without the stand-alone FCRA disclosure, if you use a third-party screening company.
Rules vary by state and country, so check local requirements before adding new questions.
Follow-up and handling files
If there is no reply after two business days, send one short follow-up, by text if you have consent. After that, close the request and keep the candidate in your pool. Chasing for a fourth time rarely changes the outcome.
Treat what you receive as candidate data: store it in your applicant tracking system rather than personal inboxes, restrict access to people on the hiring team, and follow your retention schedule. Licenses and certifications should be verified with the issuing body, not just filed. And if a portfolio contains a previous employer's confidential material, do not share it around; ask the candidate for a redacted version.
Mistakes to avoid
- Vague requests like "please send any additional information." Name the item.
- No deadline, which makes it easy to put off forever.
- Asking for work samples that amount to free labor. Existing samples are fine; a custom project is an assessment and should be treated as one.
- Requesting the same item twice because it was sent to a colleague's inbox. Keep everything in the candidate record.
- Going silent after the candidate replies. Confirm receipt and give the next step within a day.
Frequently asked questions
How do you write an email requesting documents from a candidate?
Name the exact item you need, explain why, give a deadline and offer an easy way to send it, such as replying or uploading through a mobile-friendly link. Say what happens next once you receive it.
How do I ask a candidate for an updated resume?
Say the resume on file is out of date, mention the experience you want to see, give a deadline and accept a PDF, Word file or a few lines in reply. Keep it short and friendly.
How do you request a portfolio from a candidate?
Specify how many examples and what kind, ask them to remove confidential client information, accept a link or files, and set a deadline. Do not ask for new work to be created as part of the request.
What should I do if a candidate does not send the missing information?
Send one follow-up after two business days, by text if you have consent. If there is still no reply, close the request politely and keep the candidate in your talent pool for future roles.
Can I ask candidates for ID documents before making an offer?
In the US, Form I-9 documents are collected after the offer is accepted, and employers may not specify which acceptable documents to show. You can ask whether a candidate is authorized to work in the US.