Application Confirmation Email Templates and Tips

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Poor communication during the hiring process is consistently cited as one of the top frustrations among job seekers — but it doesn’t have to be. Modern recruiting technology makes it incredibly easy to send personalized emails at scale throughout your recruitment process. With the right processes in place, you can elevate your candidate experience without adding to your team’s workload.

One of your first opportunities to demonstrate strong communication often comes after someone applies to your open position. A well-crafted application confirmation email can help you acknowledge receipt of the application, set clear expectations about next steps, and help you begin building a relationship with potential future employees.

35%

of US job seekers claim an employer failed to acknowledge their application

What to include in your application confirmation emails

Application confirmation emails may vary by organization, team, location, or role to ensure candidates receive the right information at the right time.

You can craft a comprehensive application confirmation email by including some or all of the following:

Acknowledge the application. Every application confirmation email should start by clearly acknowledging receipt of the application and thanking the candidate for their interest. This immediate confirmation helps reduce anxiety and uncertainty for job seekers who might otherwise wonder if their application was successfully submitted.
Indicate the position. Include specific details about the position applied for, including the job title and location. This information helps candidates track their applications.
Outline next steps. Setting clear expectations about your hiring process is crucial. Include a general timeline of what happens next and when candidates can expect to hear from you. Be realistic rather than overly optimistic — it’s better to exceed expectations than to miss stated deadlines.
Share additional resources. Consider adding value beyond just confirming the application. You might include links to resources about your company culture, social media profiles, or relevant blog posts. This gives candidates a deeper understanding of your organization while they wait to hear back.
Contact information. You might choose to include contact information for questions, but be specific about what kinds of questions are appropriate and when candidates should reach out. This helps manage the volume of inquiries while still providing support when needed.

Application confirmation email templates

Templates make it easier to consistently send well-crafted candidate communications.

Here are three application confirmation email templates you can customize to match your company’s voice and needs.

Basic application confirmation

Subject: Job Application Confirmation: [Job Title] at [Company Name] in [Location]

Hi [Candidate Name],

We just received your resume and would like to thank you for your interest in working at [Company Name]. This email confirms that your application has been submitted for the [Job Title] position.

Our team will carefully assess your qualifications and get back to you if there’s a match.

Best regards,

[Company Name] Recruiting Team

Detailed application confirmation

Subject: Thank you for applying to the [Job Title] role at [Company Name]

Hi [Candidate Name],

Thank you for applying to the [Job Title] role at [Company Name]. We’ve received your application and appreciate your interest in joining our team.

What happens next:

Our recruiting team will review your application within the next 10 business days
If your qualifications match our needs, we’ll contact you to schedule an initial phone conversation
If we decide to move forward with other candidates, we’ll let you know

While you wait, learn more about life at [Company Name]:

[Link to company culture page or blog]
[Link to social media profiles]

Best regards,

[Company Name] Recruiting Team

Application confirmation with assessment

Subject: Next steps for your [Job Title] application at [Company Name]

Hi [Candidate Name],

Thank you for applying to the [Job Title] role. We’re excited about your interest in joining our team at [Company Name].

Your next step is to complete our [Type of Assessment]:

You’ll receive a separate email within 24 hours with assessment instructions
You’ll have 7 days to complete the assessment
We’ll review your results within 5 business days after submission

The assessment typically takes [Number of Hours] hours to complete. You can start whenever you’re ready within the 7-day window.

Questions about the assessment? Contact us at [email@company.com].

Best regards,

[Company Name]

Recruiting Team

Best practices for application confirmation emails

Creating effective application confirmation emails requires balancing automation with personalization.

Here are key practices to ensure your emails achieve their intended purpose while maintaining a human touch:

Keep your subject lines clear and specific. Avoid generic subjects like “Application Received” in favor of more detailed ones that include the position title. This helps candidates quickly identify your email among the many they might receive during their job search.
Send confirmation emails immediately. Timing is crucial for confirmation emails; they should be sent immediately after an application is submitted. Delayed confirmations can cause anxiety and prompt candidates to question whether their application was successfully submitted.
Personalize your emails. Personalization makes a significant difference in how candidates perceive your communication. Use the candidate’s name and the specific position they applied for. Avoid obviously templated language like “Dear Applicant” or “the position.”
Optimize your emails for mobile. Many candidates apply for positions on their phones and will read your confirmation email on mobile devices. Ensure your email format is mobile-friendly with adequate spacing, readable font sizes, and clear call-to-action buttons.
Incorporate your brand voice and tone. Write in a tone that matches your company culture while maintaining professionalism. If your organization has a casual workplace, it’s fine to use a more conversational tone. However, remember that this is still a business communication and should reflect well on your brand.
Be honest about your timeline and communication expectations. If you know it will take two weeks to review applications, say so. If you only contact candidates who move forward, be upfront about this. Setting realistic expectations from the start helps prevent frustration and reduces follow-up inquiries.
Create different templates for different hiring scenarios. Having a library of templates ready helps you respond appropriately to different hiring scenarios while maintaining consistency in your overall communication approach. For example, a high-volume role might need a template that sets expectations about longer response times, while a technical position might require information about skills assessments.

Final thoughts on application confirmation emails

Every interaction with potential employees matters. Application confirmation emails might seem like a small detail in the broader recruiting process, but they play a crucial role in setting expectations and building relationships with candidates from the start.

JobScore can help you send customized, automated application confirmation emails that improve candidate communications and boost your candidate experience. Start a free trial to see it in action.