Email Templates

Email Templates let you create reusable messages for communicating with candidates during the hiring process. Templates help your team respond faster, maintain consistent communication, and deliver a better candidate experience.

How to Access Email Templates

To open the Email Templates page:

1. Click Tools in the left-hand menu

2. Select Email Templates

You’ll see a list of all email templates available to your company.

What You Can Do on This Page

From the Email Templates page, you can:

• View all existing email templates

• Create new templates

• Edit or update existing templates

• Copy templates to create new templates

• Delete templates you no longer need

• Search templates by name

Search Email Templates

At the top of the page, use the search bar to quickly find a template.

• Type part of a template name or keyword to filter the list.

• The list updates automatically as you type.

This is helpful when you have many templates or multiple team members creating them.

Create a New Email Template

To add a new email template:

1. Click Add Template

2. Enter a clear, descriptive template name

3. Write the email subject and message content

4. Save the template

Once saved, the template will appear in the list and be available when messaging candidates.

Template List Overview

Each row in the template list displays:

Template Name

The name used to identify the template

Actions

Icons that let you manage the template

Template Actions

Each template includes action buttons on the right side:

Edit

Update the subject line or message content

Copy

Duplicate the template to create a new version

Delete

Permanently remove the template

💡 Hover over an icon to see a tooltip explaining the action.

Pagination

If you have many templates, pagination controls may appear at the bottom of the page:

• First page

• Previous page

• Next page

• Last page

These controls help you navigate large template libraries.

Best Practices for Email Templates

To get the most value from Email Templates:

• Create templates for common scenarios (application received, interview requests, follow-ups, rejections)

• Keep messages short, friendly, and easy to read

• Review templates periodically to keep language and details up to date

Use consistent naming like:

• Application Received

• Interview Request

• Interview Confirmation

• Rejection Notice

• Follow-Up Reminder

This makes templates easier for your team to find.

Why Email Templates Matter

Using Email Templates helps you:

• Respond to candidates faster

• Keep messaging consistent across your team

• Reduce manual typing and errors

• Improve the overall candidate experience

• Support a more organized hiring workflow

Email Templates are a foundational tool for efficient, professional candidate communication within HRGP.