Message templates
Talent pool keep warm email template.
Updated 5 October 2026
Contact past candidates only if they agreed to be kept in your talent pool, and only when you have something relevant to say. Keep the message short, say why you are writing, ask if they are still interested, and make it simple to opt out. Reply quickly when they respond.
What should this message include?
A good keep warm message is useful to the candidate, not just a reminder that your company exists. It should have a real reason to be sent.
- A reminder of how you know the candidate, such as the earlier role they applied for.
- A reason to write now, such as a new opening that fits their experience.
- A direct question about whether they are still interested.
- A clear, easy way to opt out of future messages.
- A named contact.
Email template
Subject: A new role at [Company] that may suit you Hello [Candidate name], You applied to [Company] earlier and you agreed to hear from us about future roles. We now have an opening for [Role] that we think may suit your experience. If you are interested, reply by [Reply-by date] and I will share the details and arrange a conversation. If the timing is not right, no problem. If you would rather not hear from us in future, just reply with the word stop and we will remove you from our list. Kind regards, [Recruiter name] [Company]
WhatsApp template
Hello [Candidate name], [Recruiter name] from [Company]. You agreed to hear from us about future roles. We have an opening for [Role] that may suit you. Interested? Reply by [Reply-by date] and I will share details. Reply STOP to opt out.
What should you change before sending?
- The audience: message only candidates whose consent and fit you have checked against your records.
- The reason: name a specific role, not a general check in.
- The frequency: set a limit on how often a person can be contacted.
- The opt out: make sure that the reply really removes the person from your list.
If you keep a talent pool, agentic resume search can help you find relevant past candidates, and you decide who to contact.
Mistakes to avoid
- Messaging candidates who never agreed to be contacted again.
- Sending generic updates with no relevant role.
- Ignoring replies, which turns goodwill into a bad impression.