Invite to Apply Template
Copy our invite-to-apply templates to contact potential candidates about an open vacancy. Choose the version that matches how you found the candidate, personalise why the role may be relevant and give them a clear link or next step if they want to apply.
What makes a good invite-to-apply message?
A good invite-to-apply message should quickly explain why you are contacting the person and why the vacancy may be relevant to them. It should feel like targeted outreach rather than a generic job advert copied into an inbox.
Personalised
Reference something genuinely relevant about the person's experience where possible.
Role-focused
State the job title and give enough detail for the candidate to judge whether it may suit them.
Transparent
Make it clear that you are inviting them to consider applying rather than offering them the job.
Easy to act on
Include a clear link or next step so they can read the vacancy and apply without unnecessary back-and-forth.
Concise
Give enough information to create interest, then let the full advert provide the detail.
An invite-to-apply message should answer: Why this person? Why this role? What should they do next?
3 invite-to-apply templates
These templates cover three common outreach situations: contacting someone whose experience appears relevant, approaching a passive candidate and reconnecting with a previous applicant or talent-pool candidate.
Invite a relevant candidate to apply
Subject: [Job Title] opportunity at [Company Name]
Hi [Candidate First Name],
I'm contacting you because we're currently recruiting for a [Job Title] at [Company Name], and your experience in [relevant skill / sector / role] caught our attention.
The role involves [brief one-sentence summary of the opportunity], and we're looking for someone with experience in [key requirement].
You can view the full vacancy here:
[Job Advert Link]
If the role looks relevant to you, we'd be very happy to receive an application. If not, no problem at all.
Kind regards,
[Name]
[Job Title / Hiring Team]
[Company Name]
Approach someone who may not be actively job hunting
Subject: Would you be open to a [Job Title] opportunity?
Hi [Candidate First Name],
I hope you don't mind me getting in touch.
We're currently recruiting for a [Job Title] at [Company Name], and I noticed your background in [specific relevant experience].
The role focuses on [brief summary] and offers [one or two genuinely relevant points such as location, hybrid working, responsibility, salary range or progression].
I appreciate you may not be actively looking for a new role, but I thought it could be worth sharing in case the opportunity is of interest.
You can see the full details here:
[Job Advert Link]
If you'd like to explore it, feel free to apply or reply with any questions. Either way, thank you for taking a look.
Best regards,
[Name]
[Job Title / Hiring Team]
[Company Name]
Reconnect with someone you have previously considered
Subject: New [Job Title] opportunity at [Company Name]
Hi [Candidate First Name],
We previously spoke with you regarding [previous role / previous application], and I wanted to get back in touch because we now have another vacancy that may be relevant.
We're recruiting for a [Job Title], and your experience in [relevant skill / experience] made us think the opportunity could be worth sharing with you.
You can view the full vacancy here:
[Job Advert Link]
If you're interested, we'd be very happy for you to apply. If the timing or role isn't right, there's no obligation to respond.
Kind regards,
[Name]
[Job Title / Hiring Team]
[Company Name]
An invitation to apply is not an interview invitation. If you have only reviewed someone's profile or previous application, avoid wording that suggests they have already passed your selection process.
What should you include in an invite-to-apply message?
The message should be short enough to scan but specific enough that the recipient understands why you chose to contact them.
Give the candidate enough context to understand who is contacting them and on whose behalf.
State the role clearly rather than using a vague message such as “we have an opportunity”.
Mention the relevant experience, skill or background that made the role appear worth sharing.
Give one or two useful facts about the opportunity rather than pasting the entire job advert into the message.
Salary, location, working arrangement or contract type can be worth mentioning when they materially affect candidate interest.
Let the candidate read the full responsibilities and requirements before deciding whether to apply.
Tell them whether to apply through the link, reply to the message or contact you with questions.
Make it clear that they are free to decide whether the opportunity is relevant to them.
How personalised should an invite-to-apply email be?
“Hi Sarah” followed by a generic recruitment message is technically personalised, but it does not explain why Sarah was selected. A useful outreach message should connect something about the person's experience with something relevant about the vacancy.
Generic personalisation
“I came across your profile and thought you may be interested in an exciting opportunity.”
Relevant experience
“I noticed your experience managing B2B accounts and thought our Account Manager vacancy may be worth sharing.”
Experience + opportunity
“Your experience managing enterprise SaaS accounts looked particularly relevant to our Senior Account Manager role, which focuses on retaining and growing a portfolio of larger clients.”
Do not invent a reason for contacting someone simply to make the email look personalised. Reference something you can reasonably connect to the vacancy.
What should you avoid promising when inviting someone to apply?
Inviting someone to submit an application does not necessarily mean they will be shortlisted. Keep the distinction clear so candidates understand where they are in the process.
Should you follow up after inviting someone to apply?
One short follow-up can be reasonable if you believe the vacancy is genuinely relevant, but repeated messages can quickly make candidate outreach feel intrusive.
Send the initial invitation
Give the candidate enough information to decide whether they want to explore the vacancy.
Allow time to respond
Do not follow up immediately. The person may be working, travelling or simply considering the opportunity.
Send one concise follow-up
If appropriate, remind them that the vacancy is still open and include the application link again.
Leave the decision with them
If there is still no response, avoid continuing to chase the candidate about the same vacancy.
What to avoid in an invite-to-apply message
Combine targeted outreach with wider job advertising
Inviting individual candidates can complement a broader recruitment campaign. Career Poster can advertise your vacancy across leading job boards while you manage applications and candidate communication from one employer dashboard.
Invite-to-apply FAQs
What does invite to apply mean?
An invite to apply is a message from an employer or recruiter encouraging someone to consider submitting an application for a vacancy. It usually means the person's experience appears potentially relevant, but it does not guarantee an interview or job offer.
How do you write an email inviting someone to apply for a job?
Introduce yourself, name the vacancy, explain why you believe the opportunity may be relevant, include one or two useful role details and provide a link or clear application method. Keep the message short and personalised.
Does being invited to apply mean you are shortlisted?
Not necessarily. An invitation to apply normally happens before the employer has reviewed a formal application. The person will generally still need to apply and be assessed against the same recruitment criteria used for other candidates.
Should an invite-to-apply email include salary?
It can be useful, particularly when salary is likely to affect whether the candidate is interested. At minimum, make sure the full vacancy page contains clear salary information where available.
Can you invite a previous applicant to apply for another job?
Yes, where you have an appropriate basis for contacting them and the new role is genuinely relevant. Explain that you are contacting them because of their previous application or interaction rather than pretending the outreach is completely new.
Should you follow up if someone does not respond to an invite to apply?
One brief follow-up can be reasonable for a genuinely relevant vacancy. If the person still does not respond, it is usually better to leave the decision with them rather than repeatedly contacting them about the same role.
Can an invite-to-apply message guarantee an interview?
It should not unless the employer has already made a separate decision to invite the person directly to interview. If you are simply encouraging them to submit an application, make that distinction clear.
