Standard Email Templates for Applicant Tracking

The article outlines standard email templates available for Applicant Tracking, designed to facilitate communication with candidates. Users can access these templates in the Hiring section of Settings under Email Templates. The templates include Application Confirmation Email, Phone Conversation Request, Invitation to In-Person Interview, and several regret notifications. Notably, the Application Confirmation Email cannot be deleted but can be edited. Each template allows customization of the subject and body, while placeholders for candidate and sender details can be inserted. The guide emphasizes that once templates are deleted, they cannot be restored, except for the Application Confirmation Email. This resource aims to streamline the hiring process and enhance candidate communication.

  • Apr 24, 2026
  • Knowledge

Title
Standard Email Templates for Applicant Tracking
Article Text
Banner showing that Core, Pro, and Elite packages include “Standard Email Templates for Applicant Tracking.” The Add-on option is grayed out, indicating it is not included.

What standard email templates are available?

Purpose: We have created a handful of email templates to help you get a headstart with streamlining your communication with candidates. This help guide will show you what standard email templates are available to send to candidates.

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Table of Contents

Email Templates

Screenshot of the Hiring section in BambooHR settings. The Email Templates tab is highlighted in orange. A list of templates appears in a table, including Application Confirmation Email, Phone Conversation Request, Invitation to In-Person Interview, Regret to Inform – Applicant, Regret to Inform – Interviewed, and Regret to Inform – International. A button labeled New Template is above the list for adding new templates.

Standard email templates for Applicant Tracking automatically adds to your account. You can access them by navigating to the Hiring section in Settings, then selecting Email Templates. You will find a list of standard templates available to you from the get-go. You can edit or delete these templates. However, once you delete a template, you cannot restore it. The only exception for deletion is the Application Confirmation Email. While you can edit the contents of this email, you cannot delete this template. 

Application Confirmation Email
Screenshot of the Application Confirmation Email editor in BambooHR. The screen demonstrates how users can edit the subject line, body text, and insert placeholders for candidate or hiring lead details. Save and Cancel buttons appear at the bottom, emphasizing template editing functionality.

This template allows you to customize the automated message that every candidate will receive once submitting their application. There are a few things you should keep in mind:

  1. Users with access to edit ATS email templates can edit this template.
  2. You cannot disable or delete this template.
  3. You cannot add images and attachments to this template.
  4. You can edit the subject and body of the template but cannot change the template name.
  5. Several placeholder options do not make sense (i.e., sender fields as the system is the sender, not a person), therefore removed.
  6. The confirmation email will show as coming from the company name in BambooHR. The sender's email address is no-reply@app.bamboohr.com.
Phone Conversation Request
Screenshot of the Phone Conversation Request email template editor. The subject and body can be edited, and placeholders for candidate and sender information can be inserted.
Invitation to In-Person Interview
Screenshot of the Invitation to In-Person Interview template editor. The subject line and body can be customized to invite a candidate, with placeholders available for candidate and sender details.
Regret to Inform - Applicant
Screenshot of the Regret to Inform – Applicant template editor. The subject and body text provide a polite rejection, with placeholders for candidate and sender details to personalize the message.
Regret to Inform - Interviewed
Screenshot of the Regret to Inform – Interviewed template editor. The subject and body text acknowledge the interview before delivering a rejection. Placeholders allow candidate and sender details to be inserted.
Regret to Inform - International
Screenshot of the Regret to Inform – International template editor. The subject and body explain that international candidates cannot be considered. Placeholders for candidate and sender details are available.
Request for References
Screenshot of the Request for References template editor. The subject and body ask the candidate to provide reference details, with placeholders for candidate and sender information.
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