> ## Documentation Index
> Fetch the complete documentation index at: https://docs.hellorecruiter.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Email Templates — Reusable Candidate Emails

> Create reusable email templates for interview invites, rejections, and general candidate messages in Hello Recruiter.

> [!NOTE]
>
> **Who is this for?** Users with the **Organisation Administrator** and **Recruiter** roles.

Email templates are reusable messages for the emails you send candidates — interview invites, rejections, and general updates. Write them once and keep your tone consistent across every job.

## View Your Templates

Open the main menu and go to **Organization Settings** → **Email Templates**. The list shows each template's **Template Name**, **Subject Line**, and **Last Modified** date. Use **Search email templates** to find one. Click a template to open it in **View template**, which shows its content next to the email preview. The **⋮** menu on a row has more actions.

## Create a Template

**1. Start a new template**

Click **+ Create New Email Template**.

**2. Name it and pick a category**

Enter a **Template Name** (for example, "Interview invite") and choose a **Category**: **General**, **Rejection**, or **Interview invite**.

**3. Write the subject and body**

Write the subject line and the email. Use the toolbar for bold, italic, underline, alignment, bulleted and numbered lists, images, and links.

You can add **placeholders** such as **Candidate Full Name**, **Job Title**, and **Current Company**. Each one is filled in with the real details when the email is sent.

**4. Check the preview**

The **Email Preview** on the right shows the email as a candidate will see it, sent from your organization's name, with sample details (for example **John Doe**, **Senior Software Engineer**, **Acme Corp**) in place of the placeholders.

**5. Save**

Click **Save template**. Click **Cancel** to discard it.

![Create template with numbered labels: 1 template name, 2 category, 3 subject, 4 formatting, 5 live preview, 6 Save template](https://mintcdn.com/hellorecruiter/zKMxSU3Lmj3NMsKm/images/screenshots/email-template-editor.webp?fit=max\&auto=format\&n=zKMxSU3Lmj3NMsKm\&q=85\&s=839ddd301990062bd8f749709dc10380)

Creating an email template, with the live preview on the right

## Where Templates Are Used

Each job decides which emails go out automatically and which template they use. Open a job's **Job Settings** to:

* Choose the **Interview invite email** (click **Edit email**).
* Turn on **Automatic rejection emails** and pick a delay (click **Edit rejection template** to change the message).

See [Job Settings](https://docs.hellorecruiter.ai/companies/job-settings/candidate-communication.md).

> [!TIP]
>
> Candidates can reply to Hello Recruiter emails directly, so write templates in a voice that invites a reply when that's useful.

## Related Guides

> [card] [Job Settings](https://docs.hellorecruiter.ai/companies/job-settings/candidate-communication.md)

> [card] [Candidate Experience](https://docs.hellorecruiter.ai/companies/best-practices/candidate-experience.md)


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