# Email Templates

> Email templates let you control how candidates hear from you, from the first interview invitation to reminders and resume requests. Writing in your own tone and sending from your company domain helps keep every message consistent, professional, and on-brand.

## Prerequisites

Make sure you have:

* 📨 A verified **sender email** set up in HeyMilo (e.g., `recruiting@yourcompany.com`)
* Sender emails are managed under Email Templates → Sender Domains.

<figure><img src="/files/tEaUSq9v9zs9sp2tnOqt" alt=""><figcaption></figcaption></figure>

## Create and Manage Email Templates

{% stepper %}
{% step %} <mark style="color:blue;">**Step 1**</mark> Go to **Email Templates**

From your HeyMilo dashboard, navigate to:

* **Outreach → Email Templates**

<figure><img src="/files/SUMEoIKhYRFJs4A585hs" alt="" width="375"><figcaption></figcaption></figure>
{% endstep %}

{% step %} <mark style="color:blue;">**Step 2**</mark> Create a New Template

Click Create Template, then:

<figure><img src="/files/fSlHbbKrqk8JmLqX9iYe" alt=""><figcaption></figcaption></figure>

* Enter a **Template Name** (for example, “Customer Support – Interview Invite”)
* Select a **Template Type**:
  * **Web Interview Invitation:** sent when a candidate is invited
  * **Web Interview Nudge:** reminder for incomplete interviews
  * **Web Interview Final Nudge:** final reminder before the interview window closes
  * **Resume Upload Invitation:** request for a resume
  * **Resume Upload Reminder:** reminder to upload a resume
* Add a **Subject line**
* Write your **email content** using the editor
* Use **Preview** to check formatting
* Click **Create Template** to save
  {% endstep %}

{% step %} <mark style="color:blue;">**Step 3**</mark> Create a Template Group

Template groups bundle multiple templates together so they can be reused across roles or clients.

<figure><img src="/files/mKtzIK6Z8ASW1g6l2s8u" alt=""><figcaption></figcaption></figure>

* Click **Create Group**
* Enter a **Group Name** (for example, “High-Volume Staffing Roles”)
* (Optional) Select a **Sender Email**
* Select one or more templates to include
* Click **Create Group**
  {% endstep %}

{% step %} <mark style="color:blue;">**Step 4**</mark> Apply a Template Group to an Interview Experience

When creating or editing an interview experience:

<figure><img src="/files/TVpG9FoX2EvPVB4fI8Bj" alt=""><figcaption></figcaption></figure>

* You can include template groups during **Interview Setup**
* Open **Communication & Branding**
* Select your **Email Template Group**
* Save your changes

All candidate emails for that interview will now use your templates.

If a specific template type is missing, HeyMilo automatically falls back to the system default.
{% endstep %}
{% endstepper %}

## Example Email Templates

Below are sample templates you can adapt based on your hiring needs.

#### Web Interview Invitation 1

<pre data-overflow="wrap"><code>Subject: Complete your interview for {{job_title}} at {{company_name}}

<strong>Hi {{first_name}},
</strong>Thanks for applying to {{company_name}}. As the next step, we’d like you to complete a short interview with our AI interviewer.
⏱️ The interview takes about 10–15 minutes and should be completed within {{days_to_complete}} days.
👉 Start your interview here:
{{interview_link}}
Choose a quiet space, take your time, and answer honestly. We’re looking forward to learning more about your experience!
Best,
{{company_name}} Hiring Team
</code></pre>

#### **Web** Interview Invitation 2

<pre data-overflow="wrap"><code>Subject: Invitation to complete your HeyMilo interview with {{company_name}}

Hi {{first_name}} 👋,
Thank you for applying to opportunities with {{company_name}}. As the next step, we’d love for you to complete a short, AI-assisted interview through HeyMilo.
This interview helps us quickly understand your experience and match you with the right opportunities. Many roles move fast, so completing this step promptly helps keep your application moving forward.
What to know before you start:
Set aside 10–15 minutes in a quiet place with a reliable internet connection
The interview should be completed in one sitting, but you can always go back to it if needed.
Please complete it within {{days_to_complete}} business days — your link will expire after that
👉 Start your interview here:
{{interview_link}}
You’ll be asked about:
<strong>- Your background and experience
</strong>- Your interest in the {{job_title}} role
- What you’re looking for in your next opportunity
We’re excited to learn more about you and see how we can support your next placement.
Best,
The {{company_name}} Recruiting Team
For information on how we use and process personal information, please see the HeyMilo Candidate Privacy Notice (Americas).
</code></pre>

#### Web Interview Nudge

{% code overflow="wrap" %}

```
Subject: Reminder: {{days_to_complete}} days left to complete your interview

Hi {{first_name}},
Just a reminder to complete your interview for the {{job_title}} role.
👉 {{interview_link}}
Completing the interview by the deadline helps us move your application forward.
Thanks,
{{company_name}} Hiring Team
```

{% endcode %}

#### Web Interview Final Nudge

{% code overflow="wrap" %}

```
Subject: Final reminder — interview deadline approaching

Hi {{first_name}},
This is a final reminder to complete your interview for the {{job_title}} role at {{company_name}}.
⏰ You have {{days_to_complete}} days remaining.
👉 {{interview_link}}
After the deadline, we may not be able to consider your application further.
Best,
{{company_name}} Hiring Team
```

{% endcode %}

#### Resume Upload Invitation

{% code overflow="wrap" %}

```
Subject: Please upload your resume to continue your application

Hi {{first_name}},
To continue your application for the {{job_title}} role, please upload your resume using the link below:
👉 {{upload_link}}
This helps us review your background more accurately.
Thanks,
{{company_name}} Hiring Team
```

{% endcode %}

### Best Practices for Email Templates

* ✅ Keep subject lines short and clear so they display well on mobile
* ✅ Use variables to personalize messages and set expectations
* ✅ Include a clear deadline using **{{days\_to\_complete}}**
* ✅ Match your tone to the role (formal for corporate, concise for staffing)
* ✅ Test templates before applying them to live interview experiences
* ✅ Group templates by role, client, or program to stay organized

If a template type is missing from a group, HeyMilo will automatically use the system default for that message.

## Additional resources

For additional information not covered here, or if you need live assistance, reach out to <support@heymilo.ai>.


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