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Recruiting template

Application Acknowledgement Email Template

An application acknowledgement email, or thank you for applying email, tells a candidate their application has arrived, what happens next and when they will hear back. Pick the version below for the kind of application, fill in your details and copy it, or set it up as the automatic reply in your careers inbox.

Application Acknowledgement Email Template

Fill in your details

Every version below updates as you type. A field left empty stays as a [placeholder] in the text you copy.

Email versions open straight in your email app with the subject and text filled in. You add the recipient there.

Your company and sender details are remembered, so the next template starts with them filled in.

Application received email

When to use it: A standard thank you for applying email, sent by a person within a day or two of the application arriving.

SubjectThank you for applying: [Job title] at [Company name]

Hi [Candidate name], Thank you for applying for the [Job title] role at [Company name]. Your application has reached us, and your reference is [Application reference]. What happens next We'll read every application once the role closes on [Closing date]. If your experience matches what the role needs, the next step is [Next step if shortlisted]. When you'll hear from us We'll let you know either way by [Date they will hear back by]. If anything changes before then, I'll email you. If you need any adjustments during the process, or have questions, reply to this email. Thank you again for your interest in joining us. Best wishes, [Your name] [Your job title], [Company name]

Automatic reply (high volume)

When to use it: The automatic email your careers site or inbox sends the moment someone applies, when you receive too many applications to answer each one personally.

SubjectWe’ve received your application for [Job title]

Hi [Candidate name], Thank you for applying for the [Job title] role at [Company name]. This email confirms we've received your application. Your reference is [Application reference]. Our team reviews every application. Because we receive a large number for this role, we can't reply to each one individually before the review is complete, but everyone who applies will hear from us about the outcome by [Date they will hear back by]. If you're shortlisted, the next step is [Next step if shortlisted]. This is an automatic message, so replies to it aren't monitored. For questions or to ask for adjustments, email [Contact email] and quote your reference. You can read how we use your information here: [Privacy notice link] Thank you, The [Company name] recruitment team

Referral application received

When to use it: A candidate applied after a referral from one of your employees, so the email can acknowledge the referral as well as the application.

SubjectYour application for [Job title], referred by [Employee who referred them]

Hi [Candidate name], Thank you for applying for the [Job title] role at [Company name]. [Employee who referred them] mentioned you'd be a good fit, and we're glad you've applied. Your application will be reviewed in the same way as everyone else's, against the same criteria. If it's a match, the next step is [Next step if shortlisted]. We'll be in touch with an update by [Date they will hear back by]. I'll also let [Employee who referred them] know your application has arrived, without sharing any detail about it. If you have any questions in the meantime, just reply to this email. Best wishes, [Your name] [Your job title], [Company name]

Internal applicant acknowledgement

When to use it: A current employee has applied for an internal vacancy and needs to know the process and how confidential it is.

SubjectYour internal application: [Job title]

Hi [Candidate name], Thank you for applying for the [Job title] role. It's good to see you looking at the next step in your career here. Your application is with the recruitment team. We'll review it alongside the other applications after the closing date of [Closing date], and if it's a match, the next step is [Next step if shortlisted]. We'll keep your application confidential within the recruitment team and the hiring manager. If you haven't already, it's a good idea to let your current manager know you've applied, but that is your choice to make. You'll hear from me by [Date they will hear back by], whatever the outcome. If we don't take your application forward this time, I'm happy to talk through the feedback. Best wishes, [Your name] [Your job title], [Company name]

Speculative application acknowledgement

When to use it: Someone has sent a CV without applying for an advertised role, and you have no suitable vacancy right now.

SubjectThank you for your interest in [Company name]

Hi [Candidate name], Thank you for getting in touch and sending us your CV. It's good to hear you'd like to work at [Company name]. We don't have a role that matches your experience at the moment. We'll keep your CV on file for [How long you keep CVs on file] and contact you if something suitable opens up. If you'd prefer us not to keep it, reply to this email and we'll delete it. You can see all our open roles at [Careers page], and you're welcome to apply for any of them directly. You can read how we use your information here: [Privacy notice link] Thank you again for your interest. Best wishes, [Your name] [Your job title], [Company name]

Incomplete application

When to use it: The application arrived without something you need to review it, such as a CV or an answer to a required question.

SubjectYour application for [Job title]: one thing missing

Hi [Candidate name], Thank you for applying for the [Job title] role at [Company name]. We've received your application, but we're missing [What is missing]. Could you send it by [Send the missing items by], either by replying to this email or through the link in your original confirmation? Once we have it, your application will go into the review with everyone else's. If you have any trouble sending it, or need any adjustments, let me know and I'll help. Best wishes, [Your name] [Your job title], [Company name]

How to use this template

  • 1Pick the version for the kind of application: a standard role, an automatic reply for high volume, a referral, an internal move, a speculative CV or an incomplete application.
  • 2Send it within a day or two of the application arriving, or set the automatic reply to go straight away.
  • 3Give a real date the candidate will hear back by, and make sure your process can keep it. Put a reminder in the calendar of whoever owns the role.
  • 4Say what the next step is, so shortlisted candidates know what to expect.
  • 5Include how to ask for adjustments and a link to your privacy notice, especially in the automatic reply.
  • 6If you set it up as an automatic reply, test it by applying yourself and check every placeholder fills in correctly.

Mistakes to avoid

  • Promising to reply "if you are successful", which tells everyone else they may never hear back.
  • Giving a reply date you then miss without sending an update.
  • Sending the automatic reply from a no-reply address with no other way to get in touch.
  • Leaving merge fields unfilled, such as "Dear [First name]", in an automatic reply.
  • Telling a referred candidate their application will get special treatment, which is unfair to other applicants.
  • Keeping speculative CVs indefinitely without telling the candidate or giving them a way to ask you to delete them.

Questions

What is an application acknowledgement email?

An email sent after someone applies for a job, confirming the application has arrived. A good one also says what happens next, when the candidate will hear back and how to get in touch.

How do I write a thank you for applying email?

Thank the candidate by name for applying to the named role, confirm it arrived, explain the next step, give a date they will hear back by and say how to ask questions or request adjustments. Keep it short.

What should an application received email say?

That the application has arrived, any reference number, what the next step is if they are shortlisted, when they will hear back and who to contact. The "Application received email" version above covers all of these.

Should the acknowledgement email be automatic?

For high-volume roles, yes: an automatic reply sent the moment someone applies is better than silence. Make sure it gives a real contact address and a date they will hear by, and send a personal email when you have news.

Do I need to acknowledge speculative applications?

It is good practice, and it is your chance to tell the person whether you will keep their CV, for how long and how to ask you to delete it. Your privacy notice should say the same.

When should I send an application acknowledgement email?

Straight away if it is automatic, and within a day or two if a person sends it. A candidate who hears nothing may think the application was lost.

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