Build email templates

Create the template

Open email templates

Write the internal template name, the subject line, and the body so recruiters can reuse the message without rebuilding it from scratch.

1. Use a template name that other recruiters can recognize quickly.
2. Keep the subject clear enough that someone can understand it from the list view.

Use merge tags only where they help

Mail merge tags are useful for small personal touches, but they should not make the template hard to read or hard to maintain.

1. Use merge tags where they improve clarity or personalization.
2. Leave them out when plain text is simpler and safer.

Preview and edit before rollout

Preview the template before recruiters start using it. If the wording is awkward in preview, it will be awkward in production too.

1. Check formatting, tone, and obvious merge-tag mistakes.
2. Edit the template before rollout instead of asking recruiters to fix it every time they send.

Keep the template library clean

Open email templates

A small library of good templates is more useful than dozens of near-duplicates. Review the existing list before creating another version.

1. Re-use or update an existing template when the difference is minor.
2. Archive or replace old templates that no longer match the team voice.