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., [email protected])

• Sender emails are managed under Email Templates → Sender Domains.

Create and Manage Email Templates

1

Step 1 Go to Email Templates

From your HeyMilo dashboard, navigate to:

• Outreach → Email Templates

2

Step 2 Create a New Template

Click Create Template, then:

• 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

3

Step 3 Create a Template Group

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

• 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

4

Step 4 Apply a Template Group to an Interview Experience

When creating or editing an interview experience:

• 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.

Example Email Templates

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

Web Interview Invitation 1

Subject: Complete your interview for {{job_title}} at {{company_name}}

Hi {{first_name}},
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

Web Interview Invitation 2

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:
- Your background and experience
- 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).

Web Interview Nudge

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

Web Interview Final Nudge

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

Resume Upload Invitation

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

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 [email protected].