> For the complete documentation index, see [llms.txt](https://help.join.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.join.com/candidates-and-applications/candidate-messaging/email-templates.md).
# Email Templates
Create and manage templates for candidate communication. Insert them in one‑on‑one, bulk, or automated messages. Use placeholders, languages, and defaults to keep communication consistent.
Email templates in JOIN are pre-written messages you can prepare once and reuse whenever you need them. They make it easier to send consistent, professional communication to candidates and save you from typing the same messages repeatedly. For example, you can create templates for application confirmations, interview invitations, rejections, or offer letters. This ensures your hiring team maintains a consistent tone, reduces errors, and speeds up the process.
With JOIN, you can create, edit, and manage email templates, then use them across the platform for one‑on‑one or automated communication. Templates help you save time, streamline workflows, keep your candidate communication clear, and stay aligned with your company’s brand voice.
***
### Using email templates
Templates can be used across JOIN in various scenarios:
* Sending individual emails from a candidate’s profile or from `Mailbox`
* Replying, forwarding, or replying all to existing email threads
* Sending bulk messages (e.g. mass rejections)
* Sending automated system emails (e.g. application confirmations, rejections)
{% hint style="info" %}
Templates are fully editable when inserted into one‑to‑one emails. For bulk rejections, auto‑reject emails, and application confirmations, templates must be used as‑is. Update them beforehand: go to `Settings`, then select `Emails`.
View Email Templates
{% endhint %}
***
### Creating email templates
You can create templates for different communication types, including application confirmations, rejections, offers, or general updates. Templates can be created in more than one language.
{% hint style="warning" %}
`System Admins` and `Standard` users can create, edit, duplicate, delete, and set templates as default. `Limited` users can only view and insert existing templates when composing emails. [Read more](/account-settings-and-billing/member-management.md)
{% endhint %}
**Creating a new template**
1. Click your name in the bottom-left corner and select `Settings`.
2. Select `Emails`.
3. Click `+Add template` on the top-right
4. Fill in the required fields:
* `Name`: an internal name to help you and your team identify the template
* `Email type`: choose from Application Confirmation, Rejection, Offer, Consent Request, Spontaneous Application confirmation, or General
* `From`: choose between your [JOIN recruiter address](#user-content-fn-1)[^1] and your [company no-reply address](#user-content-fn-2)[^2]
* `Language`: choose the language version you're adding
* `Subject`: the subject line of this email template
* `Body`: the content of the message
5. (Optional) Select the checkbox `Use template by default for this type of email`
6. Click `Save`
{% hint style="info" %}
You can add multiple language versions to a single template. Both the subject and body fields are required for each added language. The `Save changes` button will remain disabled if either field is empty.
{% endhint %}
{% hint style="warning" %}
You can’t remove a language version once it’s been added to a template. However, you can still update the subject and body text for that language at any time.
{% endhint %}
{% hint style="warning" %}
For some email types, such as Application confirmations or Rejection confirmations, where no response from the candidate is expected, the `From` field is automatically set to your company’s no-reply address. In these cases, the sender address is fixed and cannot be changed.
{% endhint %}
{% hint style="info" %}
When creating or editing interview scheduling templates, make sure to include the required placeholders for that template type (for example, booking links or interview details). These placeholders ensure the email contains all necessary interview information. You can use the placeholders menu in the editor to insert supported interview fields.
{% endhint %}
***
### Edit a template
1. Click your name in the bottom-left corner and select `Settings`.
2. Select `Emails`.
3. Select the template you want to make changes to.
4. Update subject, body, or add new language versions.
5. Click `Save changes`.
{% hint style="warning" %}
You can’t change the template’s email type once it’s created. If you need a different type, we recommend duplicating the template and selecting a new type.
{% endhint %}
***
### Duplicate a template
Duplicating is useful when creating variations of a base message, for example, different types of rejection messages or separate confirmations for different departments in your company.
1. Click your name in the bottom-left corner and select `Settings`.
2. Select `Emails`.
3. Open the template you want to copy.
4. Click the duplicate icon :copy: at the bottom of the template window. This will immediate duplicate and open the template window of the copied version.
5. In the duplicated template, rename it or adjust the content as needed.
6. Click `Save changes` to create the template or press `Cancel` to cancel creating the template.
***
### Delete a template
1. Click your name in the bottom-left corner and select `Settings`.
2. Select `Emails`.
3. Open the template you want to remove.
4. Click the delete icon :trash-can: at the bottom of the template window, then click `Delete` in the window the pops-up to confirm deletion.
{% hint style="warning" %}
Templates set as 'default' can’t be deleted. To delete a template that is currently set as the default, first assign a different template as the default.
{% endhint %}
If you delete a template that’s currently used in an active job, JOIN will automatically replace it with the default template for that email type.
***
### Using placeholders
Placeholders are dynamic variables that automatically personalise parts of your emails, for example, by inserting the candidate’s name, the job title, or your company name. You can add placeholders to both the subject line and body of your email template.
**To add a placeholder:**
1. In the template editor, place your cursor where you want to insert the variable
2. Click the {...} icon in the formatting toolbar or type `{`
3. This will open the menu with the available variables you can insert in that email. Choose the placeholder you want to insert. Some common placeholders include: Candidate details, Sender details, Company name etc.
{% hint style="warning" %}
If you insert an invalid placeholder or one that isn’t available for the selected email type, you’ll see an error message when saving.
{% endhint %}
***
### Default email templates
JOIN provides a set of prebuilt default templates to cover the most common communication scenarios during your hiring process.
{% hint style="info" %}
The default templates are ready-to-use, but you can edit them to match your tone or create completely new ones and set those as default instead.
{% endhint %}
The available default templates types include:
* **Application Confirmation**: sent automatically when a candidate applies to your online job.
* **Consent Request**: sent automatically when you [request consent](/legal-and-data-privacy/candidate-consent.md) to process a candidate’s data.
* **Offer**: sent when you [share an offer](/candidates-and-applications/offer-management.md) with a candidate. This template can include the offer link placeholder, so candidates can review the offer details.
* **General**: for templates that are not tied to an automated trigger. Use these for custom communication, such as sharing additional role details with a candidate.
* **Interview Invitation**: sent when an [interview is scheduled](/candidates-and-applications/interview-scheduling.md#schedule-interviews) or when a candidate is invited to book a time. This template must include a booking link placeholder[^3], so candidates can schedule their interview.
* **Interview Confirmation**: sent after the candidate successfully books an interview slot. This template must include the interview details placeholder, which inserts the confirmed date, time, and location.
* **Interview Cancellation**: sent when an interview is cancelled. This template must include the interview details placeholder, so candidates can clearly see which interview was cancelled.
* **Rejection Confirmation**: sent when a candidate is rejected (manual rejection or automatic rejection).
* **Spontaneous Application Confirmation**: sent automatically after a candidate sends a [spontaneous application](/candidates-and-applications/spontaneous-applications.md) via your career page.
The `Settings` → `Emails` page shows a table that lists all templates set up in your account. You can filter, edit, or create templates based on any of these types. Each row shows:
* Title: internal name given to the template (e.g. “Screening Call Invite”)
* Type: the trigger or use case (e.g. Application confirmation, Rejection confirmation, Offer, Consent request, Spontaneous application confirmation, General)
* Default: a blue checkmark shows the default template for that type
* Last updated: shows the last edit date for your template
***
### Setting a template as default
1. Click your name in the bottom-left corner and select `Settings`.
2. Select `Emails`.
3. Open the template you want to set as default
4. Select the checkbox :square-check: next to ‘Use template by default for this type of email’
5. Click `Save changes`
***
### Inserting an email template
Whenever you’re composing an email in JOIN, whether it’s a new email, a reply, or a forward, you can quickly insert a template.
1. Click `Compose email` and in the email composer, click the `Templates` icon at the bottom.
2. A dropdown will open, showing all templates available for that email type.
> Example: If you are composing a rejection email, only templates with the type `Rejection confirmation` will be shown when you click the `Templates` icon. If you're sending an email on the 'Offer' stage, then only the `Offer` templates will be shown.
3. Hover over a template name to preview its subject and body.
4. Click the desired template to insert it into your draft.
5. Make any edits you like: in one-to-one emails, templates are fully editable.
6. Click `Send` when you are ready.
{% hint style="warning" %}
Templates can only be edited when inserted in one-to-one emails. For bulk actions, such as bulk rejection, or automated emails (such as application confirmations), templates are used as-is.
{% endhint %}
***
### Inserting a template during candidate rejection
You can also use templates when rejecting candidates. This works for both individual rejections and bulk rejections:
* **Individual rejections**: Open the candidate’s application and choose a rejection template. You can edit the content before sending.
* **Bulk rejections**: Select multiple candidates and apply a rejection template. In this case, the template is sent as-is and cannot be edited at the sending step.
* **Schedule rejection emails**: Instead of sending immediately, you can schedule rejection messages to be sent at a later time. This helps manage candidate communication more thoughtfully.
{% hint style="success" %}
If you prefer not to notify candidates, simply click 'Reject without notification' in the pop-up.
{% endhint %}
For full details, read more about candidate rejections.
{% hint style="info" %}
Bulk rejection emails cannot be edited at the sending step. If you need to update the wording, edit the template in `Settings` → `Emails` before sending.
{% endhint %}
***
### Inserting a template during interview scheduling
Email templates are also automatically used during the interview process. JOIN sends different interview-related emails at key moments, and you can select, preview, or replace the templates used before sending.
During interview scheduling and management from the [interview modal](/candidates-and-applications/interview-scheduling.md#add-interview-details), JOIN uses the following template types:
* **Interview Invitation**: sent when you invite a candidate to book an interview
* **Interview Confirmation**: sent after the candidate confirms a time
* **Interview Reschedule**: sent when an interview is rescheduled
* **Interview Cancellation**: sent when an interview is cancelled
To edit or replace interview templates:
1. Click your name in the bottom-left corner and select `Settings`.
2. Select `Emails`.
3. Look for templates with the type:
* `Interview Invitation`
* `Interview Confirmation`
* `Interview Reschedule Confirmation`
* `Interview Cancellation Confirmation`
4. Open a template to edit it, or create a new one and set it as default for that type.
{% hint style="danger" %}
Interview email templates must include the required interview placeholders such as interview title, date, time, location, and booking link. If a required placeholder is missing, the template can’t be used.
{% endhint %}
[^1]: This is your recruiter-specific address generated by JOIN. It is useful for personalised communication such as interview invites, follow-ups, or offer letters.
Format: `first.lastname@company.msg.join.com`
[^2]: Format: `no-reply@msg.join.com`
This is no-reply email address provided for your company by JOIN. It is best used for one-way or automated communication, such as application confirmations or automatic rejection notices.
[^3]: Placeholders are dynamic variables that automatically personalise parts of your emails, for example, by inserting the candidate’s name, the job title, or interview details.\
Click the {...} icon in the formatting toolbar or type `{` to see available placeholders.
---
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