CareerATS
Recruiting resources

Candidate follow-up email template

Follow up with a specific purpose, a useful update, and one clear action instead of sending a generic “just checking in” message.

Use it in CareerATS

Published: September 15, 2026

Use this resource to

  • Recover unanswered interview invitations.
  • Keep candidates informed when a decision takes longer.
  • Set a concrete response date or next update.

Part 1

Follow up on an unanswered invitation

Send one concise reminder and make the response action obvious.

Ready-to-copy template 
Subject: Follow-up: [Position title] interview invitation

Hi {{first_name}},

I am following up on our invitation to discuss the [Position title] role with [Company name]. If you are still interested, please choose an available time here:

{{self_schedule_link}}

If your plans have changed, a brief reply is helpful. We plan to close scheduling on [Date].

Best,
{{my_name}}

Part 2

Hiring-process status update

Use this when your team needs more time and you can provide an honest next-update date.

Ready-to-copy template 
Subject: Update on the [Position title] hiring process

Hi {{first_name}},

Thank you again for your time and continued interest in the [Position title] role. Our team is still completing the review process, and we expect to share another update by [Date].

No action is needed from you right now. If your availability or interest changes in the meantime, please let me know.

Best,
{{my_name}}

Part 3

Follow-up rules

  • Use a specific subject line and reference the correct role.
  • Do not promise a decision date unless the team can meet it.
  • Avoid repeated messages after the candidate declines or opts out.
  • Record the follow-up and next action so another team member does not duplicate it.

Inside CareerATS

Keep candidate follow-ups visible.

CareerATS keeps email and SMS activity with applicant records and supports reusable templates, workflows, and outreach reporting.

Follow the product guide

Build repeatable follow-up steps and test them before applying them to live recruiting work.

Create and manage workflows →

Frequently asked questions

How soon should a recruiter follow up?

Use the timeline you set in the original message. For unanswered scheduling invitations, a concise reminder after a few business days is often reasonable, depending on the urgency of the role.

How many follow-ups should be sent?

Use restraint. One or two purposeful messages are usually more respectful than an open-ended sequence. Stop after a decline, opt-out, or clear lack of interest under your policy.

What makes a useful status update?

Acknowledge the delay, provide the next realistic update date, state whether the candidate needs to act, and avoid inventing progress.

Put the template into a repeatable workflow.

Start CareerATS free for one month with no credit card, then continue for $77.75 / month with 20 users included.

Start your free month