Email Templates for Following Up with Candidates at Your Virtual Career Fair

As a recruiter, it’s often a challenge to keep up with job applicants, regardless of your industry type. In these times of social disconnect, some agile organizations are actively using creative ways to conduct virtual career fairs. In doing so, these organizations primarily rely on electronic mediums such as emails to engage with candidates. It is crucial to understand that communication doesn’t really end with your virtual career fair, and so it is important to maintain clear and consistent communication throughout.

Now you may be wondering, why is there a need to focus so much on email messaging? Here’s some food for thought for you. Warm messaging is very likely to make your audience feel respected, and it always reflects on your company culture as well as employer brand. On top of that, a timely and regular email sequence can also eliminate hassle, expediting the recruitment process. It’s absolutely obvious that candidates would expect to hear from the organizers after attending a virtual career fair, so it’s always best to follow up. 

First-time communication by email vs phone call

The proponents of phone calls as first-hand communication are of the viewpoint that it is far more pleasant and endearing for a candidate as compared to other mediums. It also helps eliminate continuous back-and-forth and aids in explaining complex ideas. On the contrary, it may also be seen as intimidating in some cultures to receive calls from anonymous numbers. 

While an email is not a replacement for a phone call, it can easily surpass a telephonic medium, especially in first-time communication. It also allows you to schedule an appointment for a personal interview, whether in person or via phone call. With emails, you can send messages to multiple candidates at a time, allowing them to respond whenever is convenient for them. Therefore, it’s best to use phone calls as the second medium after you have scheduled an appointment over email. 

icons of communication methods

Importance of using personalized email templates

The tone of your message forms the basis of your email communication, and must be carefully curated keeping your brand values in consideration. Your email copy needs to have the following in order to qualify for a perfect email:

– Include personalized elements for your audience, so they can resonate
Appealing subject line (helps in increasing open rates)
– Avoid using more than two embedded links (to avoid landing in the spam folder)
– Follow the three Cs of a clean copy: clear, concise, and coherent

animated people using types of messaging

Our email template guide for recruiters

In a corporate environment, recruitment experts can sometimes get so overwhelmed with their daily hussle that they struggle to curate new email copies for every new candidate. To ensure you are not neglecting some high-potential candidates in your pipeline, or investing too much valuable time in crafting unique emails, we have crafted some email templates from a recruiter’s point of view. Let’s now dive deep into the different use cases of email templates and understand how they can be personalized to fit our “warm messaging style.” 

Job offer email  

What can be sweeter than meeting the right candidate for your company at a virtual career fair? Here we will cover some useful tips for you. 

Rule #1: Use a simple expression that makes them feel welcomed, respected, as well as informed with your offer. Make sure to use a warm tone and remember to include all the basic details. 

Here’s an example:

Dear [Name],

Your application has been reviewed and we are delighted to confirm that your skills fit right for the position. We would like to formally extend you an offer letter for the role of [Job Title], effective from [Starting Date]. This will be a [Full/Part] time position with a starting salary of [XYZ]. You will be reporting to the [Manager/Head] of [Department].

Please find enclosed your offer letter along with your contract, where you can find further details about your role. Kindly read them thoroughly and return with your signature by [Due Date].

Our team looks forward to welcoming you at [Company Name]!


[Your Name]

Rejection email

No one likes to hear a rejection; even worse are the words “you are not the right fit.” So when writing a rejection email, be cautious with your choice of words. Here’s a template that you can use in this case: 

Dear [Name],

Thank you so much for taking time and sending us your application for the position of [Job Title] at [Company Name].

After going through your application, we have decided that we will not be able to move forward at this point because [Reason]. As you progress, please feel free to apply for future openings. Meanwhile, we will certainly keep your resume in our talent archive, and we’ll make sure to touch base with you if we have another opening that suits your profile better.

Best wishes, 
[Your Name]

Call for another interview

Inviting someone for another interview is a major step in the interview process, which can stir up a lot of nerves. The aim of your next message is to provide as much clarity as possible about the process.

Here is a template to help out:

Dear [Name],

We found your profile very interesting and so we would like to learn more about you. The hiring manager would like to meet you for a second interview. You will be interviewing the [Job Title of Interviewer].

I have listed the available time slots below. Please let me know a suitable slot so I can schedule your interview accordingly. 

Thank you once more for your time and interest.

[Your Name]


An effective orientation begins with a well-crafted onboarding email. It makes your employee feel at home. What’s important in an onboarding email? Build expectations: Introduce your team and showcase the training process. Also provide some practical information that is needed to kickstart their careers. 

Here is a sample onboarding email:

Dear [Name],

It is my privilege to formally assign you the [Job Title] role. Welcome to [Company Name]!

We’re very glad to have you on board. Your first day is [Starting Date]. We will expect you at [Time] at [Address].

We’ve planned your first day to help you comfortably settle in. You will be reporting to [Manager’s Name].

For more details, please find the attached agenda that will help you best prepare. Let us know if you have any questions! We look forward to having you!


[Your Name]

Hiring and introduction

With modern technology, you have a convenient opportunity to introduce your new employee with the rest of your team. It wouldn’t require much of your effort — just one nicely drafted email: 

Dear All,

I am very happy to announce that [Employee’s Name] will be joining us as a [Job Title] starting on [Starting Date].

[Employee’s Name] is a graduate from [University’s Name] with a degree in [Major]. [He/She] will be working with us in [Department’s Name].

Please join us to meet [Employee’s Name] on [Starting Date] at [Time] and welcome [Him/Her] to the team!


[Your Name]

Key takeaway:

While recruiters may find it tough to draft unique emails every time, these email templates can be really useful. Our goal is to make your life easier, so you can always archive these templates that will help you curate a flow of email sequences right after your virtual event is over. 

animated people moving giant key into a keyhole

Hosting an online recruiting event is easy with vFairs solutions! Check it out.



Email Templates for Following Up with Candidates at Your Virtual Career Fair

Subscribe For Updates (We Don't Spam)