How To Reply to an Email from a Recruiter

Emails / By

Emails from recruiters typically mean that you’ve been asked to an interview for a position to which you’ve applied or your application is not being pursued. In either case, you’ll need to reply appropriately.

If you’ve been offered a job interview, reply to the recruiter with measured enthusiasm and ensure that you have all of the dates, details, and locations correct. If you’ve been denied by a recruiter, thank them for their time and, if available, their feedback.

Here’s how to reply to a recruiter via email.

How To Reply to an Email from a Recruiter

Typically, recruiters will reach out to you to acknowledge your application before you hear anything else from them. In these cases, a very simple thank you message is appropriate, but not strictly necessary.

After this initial acknowledgement, recruiters will typically respond to you with either a request to interview or a denial of your application.

If you’re being asked to interview, thank the recruiter for the opportunity presented. Review the details you’ve been given and repeat them back to confirm their accuracy or ask questions for missing information. You should know the date, time, location, and dress code for your interview, and potentially who you’ll be interviewing with.

If you’ve been denied, reply calmly and cordially. Thank the recruiter for their time and for reaching out to you. If they have offered any feedback on the reasoning behind the denial, acknowledge this as well. If not, you may ask if they can provide feedback.

In either case, you’ll want to sign off politely with your contact information so that they have up-to-date methods of reaching you.

Recruiter Reply Email Templates

Here’s what a reply to an acknowledgement email from a recruiter might look like, should you choose to send one.

SUBJECT: Re: Request for Interview

Hello [Name],

Glad to know my application has been received. Thank you!

Regards,

[Name]

Again, these are purely optional and largely only worth writing if the acknowledgement is particularly enthusiastic or personal.

Here’s what a reply to a job interview request from a recruiter might look like.

SUBJECT: Re: Request for Interview

Hello [Name],

Thank you for this opportunity to interview for the [Title] position with [Company]. I would be happy to meet with you/[Interviewer Name].

To confirm, I will be meeting with you/[Interviewer Name] on [Date] at [Time] at [Location], and this interview is [Dress Code]. I look forward to seeing you then.

Regards,

[Name]

[Contact Info]

Here’s what a reply to a denial might look like.

SUBJECT: Re: Request for Interview

Hello [Name],

Thank you for informing me of this decision. While I am of course disappointed, I am appreciative of your taking the time to reach out to me. I wish you well in your search for an appropriate candidate.

Regards,

[Name]

Notice that both messages are relatively short and cordial. Whether or not your communications continue, these emails will leave the recruiter with a favorable impression of you.

Conor
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