Top 10 Effective Vacancy Email Sample Templates to Land Your Dream Job

Do you feel overwhelmed when you have to write a vacancy email? You’re not alone. Crafting the right words to attract the desired candidate can be challenging and often intimidating. Fortunately, I’ve got some samples that will make the process effortless. You can find them below and customize them to your specific needs. Whether you’re looking for a new employee for your growing company or seeking the perfect fit for your team, these sample vacancy emails will help you nail the right candidate. So, sit back, relax, and let me show you how to harness the power of words to make your next vacancy email a success.

The Best Structure for a Vacancy Email Sample

If you’re looking to fill a job vacancy in your company, sending out a vacancy email to potential candidates is a great way to start the hiring process. But, how do you structure the email to make sure that it stands out and gets the attention it deserves? Here is a guide to the best structure for a vacancy email sample.

Subject Line: The subject line is the first element of your email that the recipient will see. Make it clear and direct. Use a compelling subject line that will convince the recipient to open your email. For example, “Exciting Opportunity: Marketing Manager Position at XYZ Company.”

Salutation: Start the email by addressing the recipient by name. This will show them that you have taken the time to personalize the email. If you are not sure about the name of the person receiving the email, use a generic salutation like “Dear Hiring Manager.”

Introduction: Start with a brief introduction about your company and the position you are hiring for. Keep it concise and to the point. Explain why the position is important and the benefits of working for your company.

Body Paragraphs: Use the body paragraphs to highlight the requirements for the position. Be specific and provide as much detail as possible. Be clear about the qualifications you are looking for and the skills required to be successful in the role. Don’t forget to mention the location, pay scale, and other benefits of the job.

Call to Action: End the email with a clear call to action. Encourage the recipient to apply for the job by providing a link to your company’s careers page. You can also invite them to contact you with any questions or to schedule an interview.

Closing: Close the email by thanking the recipient for their time and consideration. Use a professional sign-off, such as “Best Regards,” or “Sincerely.”

Conclusion: By following this structured approach, you can make sure your vacancy email stands out and is effective in recruiting the right candidates for your job vacancy. Remember, be concise, clear, and persuasive.

7 Sample Vacancy Emails for Different Reasons

Thank You for Applying, but the Position has been Filled

Dear [Applicant Name],

Thank you very much for your application for the [Position] role at [Company]. We received many applications for this position and we are pleased to inform you that it has been filled by another qualified candidate.

We will keep your resume on file for future reference should another opportunity arise that matches your skills and experience. We appreciate your interest in our company and wish you all the best with your job search.

Best Regards,

[Your Name]

We Regret to Inform You that You Have Been Unsuccessful

Dear [Applicant Name],

Thank you for applying for the [Position] role at [Company]. Although your qualifications and experience are impressive, we regret to inform you that we have decided not to proceed with your application at this time.

Please know that our decision was a difficult one to make, as we received many strong applications. We appreciate your interest in our company and thank you for taking the time to apply for this position.

All the best,

[Your Name]

You Have Been Shortlisted for an Interview

Dear [Applicant Name],

Thank you for your application for the [Position] at [Company]. We are pleased to inform you that you have been shortlisted for an interview. We were impressed with your qualifications and experience and believe that you could be a good fit for this role.

Please let us know your availability for an interview at your earliest convenience, so we can schedule a mutually convenient time. We look forward to hearing from you soon. Congratulations and good luck!


[Your Name]

You Have Been Offered the Job

Dear [Applicant Name],

We are pleased to offer you the position of [Position] at [Company]. We were impressed with your qualifications and experience and believe that you will make a valuable addition to our team.

Please let us know if you accept this offer and if you have any questions, concerns, or would like to negotiate any aspects of the offer. We look forward to welcoming you to our company and wish you all the best in your new role.


[Your Name]

Position on Hold / Pause

Dear [Applicant Name],

We would like to inform you that the [Position] role at [Company] is currently on hold/pause. We appreciate your interest in the company and apologize for any inconvenience that this may cause.

We will keep your resume on file and will reach out as soon as the role becomes available again. In the meantime, we encourage you to explore other job opportunities.

Best Regards,

[Your Name]

Position has been Cancelled

Dear [Applicant Name],

We appreciate your interest in the [Position] role at [Company]. Unfortunately, we regretfully inform you that we have cancelled this position due to [reason].

We apologize for any inconvenience this may have caused you and appreciate the time and effort you put into your application. We encourage you to keep applying for other suitable positions and wish you all the best in your job search.


[Your Name]

The Hiring Process is Taking Longer than Anticipated

Dear [Applicant Name],

We would like to give you an update on the status of your application for the [Position] role at [Company]. We regret to inform you that the process is taking longer than we initially anticipated, and we are still in the process of reviewing candidates.

We apologize for the delay and any inconvenience that this may cause. Rest assured that we are working diligently to ensure that we review all candidates properly. We will keep you informed of any updates and appreciate your patience and understanding in this matter.

Best Regards,

[Your Name]

Tips for Writing an Effective Vacancy Email Sample

Being tasked with looking for candidates to fill vacancies in your company can be daunting, but an effective vacancy email sample can help make the process smoother and less intimidating. Here are some tips to help you write a compelling vacancy email that will attract the right candidates for your company:

  • Use a clear subject line: The subject line should clearly state the purpose of the email and the position being advertised. Use attention-grabbing words and keep it concise.
  • Start with an engaging opening: The opening should be catchy and create interest in the position being advertised. You can start by stating what the company does and how the position fits in with the bigger picture.
  • Highlight the job requirements: Be precise about the qualities and qualifications you’re looking for in the ideal candidate. This will help ensure that you attract candidates who can meet the company’s needs and will be a good fit for the team.
  • Showcase the company’s values: Explain what the company stands for and what kind of culture the ideal candidate will be working in. This will help attract candidates who share the company’s values and will be motivated to contribute to its success.
  • Include clear instructions: Be clear about the application procedure, what documents should be submitted, and the deadline for applications.
  • Close with a call to action: Encourage candidates to apply by emphasizing the benefits of working for the company and by creating a sense of urgency. Close with a thank you message that expresses appreciation for the time and effort invested in the application process.

By following these tips, you will be able to create an effective and engaging vacancy email sample that will attract the right candidates for the job. Remember to proofread your email before sending it and to use a professional tone throughout. Good luck!

Vacancy Email Sample FAQs

What is a vacancy email sample?

A vacancy email sample is a pre-written email that companies use to inform job applicants that they haven’t been selected for the position they applied for, but the company will keep their resume on file for future job opportunities.

Why do companies use vacancy email samples?

Companies use vacancy email samples to respond to job applicants in a timely and professional manner. This enables the company to maintain a good reputation and also keep the doors open for future job opportunities with the applicants.

What is the purpose of a vacancy email sample?

The purpose of a vacancy email sample is to notify job applicants that they have not been selected for the job they applied for, but the company appreciates their interest and desires to keep their resume on file.

How do I write a good vacancy email sample?

To write a good vacancy email sample, you should keep it short and polite. Address the applicant properly and use the opportunity to thank them for their interest in the company. Be honest and transparent in your communication and encourage the applicant to keep in touch with the company.

What should I include in a vacancy email sample?

In a vacancy email sample, you should include the company name, contact information, and the reason for the email. You should also mention the position the candidate applied for, why they were not selected, and thank them for their interest in the company before closing the email.

How long should a vacancy email sample be?

A vacancy email sample should be short and to the point. Keep it within a few paragraphs, less than 200 words if possible. This is to make sure the applicant understands the message quickly without lengthy explanations.

Should I personalize a vacancy email sample?

It’s a good idea to personalize a vacancy email sample by addressing the applicant using their name and mentioning something in their application that stood out. It makes the applicant feel the communication is not automatic, and you take the time to consider their application.

How soon should I send a vacancy email sample?

You should send a vacancy email sample as soon as possible after the hiring decision is made. This is to ensure that the applicant is informed in a timely manner and can move forward and apply for other positions if needed.

What impression should a vacancy email sample leave?

A vacancy email sample should ideally leave a good impression on the job applicant. It should show that the company values and respects all applicants, regardless of whether they were selected for the position or not. The communication should be polite, professional, and transparent, with an open door policy for future job opportunities.

Au Revoir, My Friends!

And that’s a wrap, folks! I hope you found our vacancy email sample helpful and informative. Remember to keep it short and sweet, add some personality, and always showcase your company culture. You’ll be sure to attract top-notch candidates in no time. Thanks for stopping by, and be sure to visit again for more tips and tricks on nailing your recruitment game! Happy hunting! 🎉