Create an Email Template for Applicant Tracking

The article provides a guide on creating and customizing email templates for streamlined communication with candidates. It outlines the steps to access the Email Templates section within the Hiring settings. Users can create a new template by selecting "+ New Template" and fill in key details such as Template Name, Subject, Message, and optional file attachments. The article emphasizes the importance of using email placeholders to personalize messages for candidates. An example illustrates how selecting a template auto-populates the email fields, allowing for additional formatting before sending. It also notes that all email threads related to a candidate are accessible on their profile. The guide concludes with a reminder to save the template after creation.

  • Apr 24, 2026
  • Knowledge

Title
Create an Email Template for Applicant Tracking
Article Text
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How do I create an email template?

Purpose: Email templates help you to streamline your communication with potential candidates. This help guide will show you how to create and customize email templates.

Table of Contents

Hiring in Settings

Screenshot of the Hiring section in BambooHR Settings. The left navigation menu has Hiring selected. On the right, the Email Templates tab is open, showing a list of templates such as Application Confirmation Email, Phone Conversation Request, and Invitation to In-Person Interview. A button labeled + New Template is highlighted near the top. A trash can icon appears beside one template for deletion.

Email templates allow you to quickly and easily send messages to candidates. To create a new email template, go to Hiring in Settings and click Email Templates. Choose + New Template.

*You can edit a current template by clicking on the template name. To remove a template, hover over the template name and click the trash can icon. 

Create a new email template

Screenshot of the Edit Email Template page with five numbered callouts: Template Name — internal label to identify the purpose of the template (candidates do not see this). Attach Files — allows attaching documents that will be sent with the email. Email Subject — subject line that the candidate will see when they receive the email. Email Message — main body of the email where text is entered; supports formatting, links, and placeholders. Email Placeholders — list of dynamic merge fields (e.g., Candidate First Name, Sender Phone) that automatically populate with each candidate’s information when the email is sent. At the bottom, the Save button saves the template for reuse, and the Cancel button discards changes.

To create a new email template, you will enter the following details:

  1. Template Name: Give the template a name to help you remember its purpose. (Candidates will never see the template name.)
  2. Attach Files: Add any files that need to send with this template.  
  3. Subject: Create a subject line that a candidate will see when they receive your message.
  4. Message: Enter the body of the email message. You can also add formatting such as font, color, bold, italic, underline, bullets, numbers, hyperlinks, and insert photos. If you copy and paste your message from somewhere else, the spacing, formatting, and lists will carry over as you expect to see them.
    • Note: If your template is too large, you may see an error message and may have additional spacing in your text. You can easily remove these extra spaces. Once saved, there will be no changes needed moving forward.
  5. Email Placeholders: Add placeholders to your message. These templates intend to be used for any candidate and bulk emailing, and we allow for email placeholders (merge fields) that populate when sending the email. 

Do not forget to save your template when you finish. 

Example

Screenshot of the Send an Email to [candidate] screen. At the top, the Email Template dropdown is set to "Phone Conversation Request," showing that a preset template can be selected. Once chosen, the Subject and Message fields automatically populate with the predefined text. On the right, the Email Placeholders panel lists merge fields that personalize the message with candidate or sender information. At the bottom, action buttons — Send Now, Send Later, and Cancel — provide delivery options. This example highlights how templates ensure consistency and reduce manual typing when communicating with candidates.

When emailing a candidate, select the email template, and the message will auto-populate for you! You have the option to add additional formatting changes before sending the email. Also, you can attach files if needed.

In the upper right-hand corner of the message, you can preview it before you click Send Now or Send Later. The preview will show you how the placeholders will be replaced by the candidate's information.

Anyone with access to the job opening can find all email threads visible on a candidate's profile. While our email templates don't support CC functionality, you can learn more about hiring email notifications in our Applicant Tracking Email Notifications help guide.

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