Shortlisted Email Template
Copy our shortlisted email templates to let candidates know they are still being considered for a role. Choose the version that best matches your hiring stage, then personalise the details before sending.
What makes a good shortlisted email?
A good shortlisted email should give the candidate certainty about one thing: they are still in the recruitment process. It should then explain what the next stage is, when they are likely to hear from you and whether you need anything from them.
Clear
Say directly that the candidate has been shortlisted or is progressing to the next stage.
Timely
Send the update while the application is still fresh rather than leaving candidates guessing.
Specific
Explain the next step, such as interview scheduling, a final review or an assessment.
Realistic
Give a timescale if you can, but avoid promising a date you may not be able to meet.
Human
Thank the candidate and make the message sound like genuine communication rather than a status alert.
A shortlisted email should reduce uncertainty, not create more of it. Tell the candidate where they stand and what happens next.
3 shortlisted email templates
The right wording depends on how far the candidate has progressed. These three versions cover common situations: a confirmed progression to the next stage, a candidate who remains on the shortlist while the hiring team completes its review, and a warmer informal version.
Candidate progressing to the next stage
Subject: You have been shortlisted for the [Job Title] role
Hi [Candidate First Name],
Thank you for applying for the [Job Title] position at [Company Name].
We have now reviewed your application and are pleased to let you know that you have been shortlisted to progress to the next stage of our recruitment process.
The next stage will be [briefly explain the next step – for example, a first-stage interview / assessment / call with the hiring manager]. We expect to contact shortlisted candidates by [date or timeframe] with the next steps.
Thank you again for your interest in joining [Company Name]. We look forward to speaking with you.
Kind regards,
[Name]
[Job Title / Hiring Team]
[Company Name]
Candidate shortlisted while you decide the next stage
Subject: Update on your application for [Job Title]
Hi [Candidate First Name],
Thank you for your application for the [Job Title] role at [Company Name].
We have reviewed your application and wanted to let you know that you have been shortlisted for further consideration.
Our hiring team is currently completing its final review of the shortlisted applications before confirming who will progress to the next stage.
We expect to provide another update by [date or timeframe]. You do not need to do anything at this stage, but we will contact you if we need any additional information.
Thank you for your patience and continued interest in the role.
Kind regards,
[Name]
[Job Title / Hiring Team]
[Company Name]
Casual shortlisted email for a smaller team
Subject: Quick update on your [Job Title] application
Hi [Candidate First Name],
Just a quick update to let you know that we have reviewed your application for the [Job Title] role and would like to keep you in our shortlist.
We are currently [reviewing the remaining applications / arranging interviews / confirming availability with the hiring team] and expect to be back in touch within [timeframe].
Thanks again for applying and for your interest in [Company Name]. We will be in touch as soon as we have the next step confirmed.
Best,
[Name]
Do not overstate the candidate's position. If they are only being kept under consideration, say that. If they are definitely progressing to interview, make that clear instead.
What should you include in a shortlisted candidate email?
Most shortlisted emails only need a handful of details. The candidate should be able to understand their status without reading a long explanation.
Say that the candidate has been shortlisted, remains under consideration or is progressing to the next stage.
Include the role name so the candidate immediately knows which application the message relates to.
Explain whether you are arranging interviews, completing a review, running an assessment or waiting for a hiring decision.
If you know when the candidate will hear from you, say so. If you do not, use an approximate timeframe rather than an exact promise.
If you need availability, documents or additional information, make the request obvious and easy to respond to.
Recognise the time the candidate has already invested in the application process.
Why should you send a shortlisted email to job applicants?
Shortlisted candidates are often the people you are most likely to interview or hire, so leaving them without an update can create unnecessary uncertainty at exactly the point you want to keep them engaged.
Keeps candidates informed
A simple update tells candidates that their application has not disappeared into a recruitment system.
Reduces uncertainty
If the process is taking longer than expected, a shortlist email gives candidates a reason to remain patient.
Supports employer reputation
Clear communication helps create a more professional candidate experience, whether or not the person is eventually hired.
If you know the next stage will take several days or longer to organise, a short update can prevent strong candidates from assuming they have been unsuccessful.
When should you send a shortlisted email?
There is little value in sending a shortlist message before applications have been reviewed. Once you have identified the candidates you genuinely want to retain in the process, an update can help keep them engaged.
Review applications
Identify candidates who genuinely meet enough of the criteria to remain in consideration.
Confirm their status
Decide whether they are definitely progressing or simply remaining on a final shortlist.
Send the update
Tell them where they stand and give the clearest next-step information you currently have.
Follow up when promised
If you gave a date or timeframe, make sure the candidate receives another update even if the decision is still delayed.
What to avoid in a shortlisted email
What should happen after the shortlisted email?
The next communication should match the outcome of your shortlist review. For candidates progressing, that may be an interview invitation or assessment. For candidates who are no longer moving forward, send a clear unsuccessful application email rather than leaving the process open indefinitely.
Still reviewing applications? Use Career Poster's AI Application Reviewer to compare candidate fit and support your shortlisting process.
Shortlist candidates, then keep the process moving
Candidate communication works best when it is part of a clear recruitment process. Review applications, tell shortlisted candidates where they stand and make the next stage easy to understand.
Shortlisted email FAQs
How do you tell a candidate they have been shortlisted?
Tell them directly that their application has been shortlisted or that they are progressing to the next stage. Then explain what happens next, give a realistic timeframe where possible and thank them for their continued interest.
Does shortlisted mean the candidate has an interview?
Not necessarily. A shortlist may mean the candidate is still under serious consideration, but the employer may still be deciding who to invite to interview. If an interview has definitely been confirmed, say that clearly rather than using vague shortlist wording.
Should you email every shortlisted candidate?
It is good practice to update candidates who remain actively under consideration, particularly when there will be a delay before the next stage. The message can be brief, but it should accurately explain their current status.
What subject line should I use for a shortlisted email?
Clear subject lines work best, such as “You have been shortlisted for the [Job Title] role” or “Update on your application for [Job Title]”. Avoid subject lines that imply an offer or interview unless that next stage has actually been confirmed.
How long should a shortlisted email be?
Usually only a few short paragraphs. The candidate mainly needs to know their status, what happens next, when they are likely to hear from you and whether they need to take any action.
What if the hiring process is delayed after I send the shortlist email?
Send another update rather than letting the original timeframe pass without contact. A short message acknowledging the delay is usually better than leaving the candidate unsure whether they are still being considered.
