submit interview assignment email

Interview Assignment Email Template

Use this email template to send an assignment to your candidates during the hiring process. For some positions, a written assignment or test will help you evaluate your candidates’ skills through a real work project.

Set candidates up for success by letting them know about your assignment process ahead of time.

Here’s what to include:

• Make the deadline clear upfront
• Mention the exact timeframe for the assignment
• Provide contact information for any additional clarity needed
• Include a link, or attachment, to the assignment along with necessary instructions to help your candidates understand what they’ll have to do.

It’s also essential to send a confirmation once you’ve received their assignment, to thank them for taking the time to complete it and let them know about next steps (template to follow).

Email template for sending an interview assignment or test project: Template #1 - Briefing the assignment

Subject Line: Assignment for the [ Job_title ] position

Hi [ Candidate_Name },

I’ve attached the assignment we discussed during our last chat, along with instructions to help you complete it.

Please don’t feel pressured to provide the “perfect answer”. The goal of this assignment is to help us better understand your skills and give us an idea of how you approach tasks relevant to the [ Job_Title ] role. It would be great if you could send this over to us [ within X time frame or by Y date ].

Please do not hesitate to get in touch if you have any questions.

Best of luck!

[ Your name ]

[ Signature ]

Sample email for sending an interview assignment or test project: Template #2 - After you receive the assignment

Hi [ Candidate_Name ] / Dear [ Candidate_Name ],

Thank you for completing the assignment! Our team will review it and get back to you with feedback as soon as possible.

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Effective hiring: Optimizing interview assignment emails

• Why it's important to optimize recruiter emails

Test assignment before the interview

Test assignment after the interview.

• Email signature

Wrapping up

Balancing clarity and ease during email correspondence with candidates will not only ensure effective communication but also create a positive experience. Remember that a clearly defined task is already half the battle. Therefore, you need to be specific in formulating and setting an assignment.

Valeriia Samoilova,

Sometimes a single communication can decide a candidate's success or cost them a big chance. That's why it's important to pay attention to your emails at all stages of the interview process. Our article provides practical tips on how to write interview assignment requests with a focus on clarity, efficiency, and engagement so that candidates understand what is expected of them and can demonstrate their abilities. We'll also talk about how you can create professional designs for your emails on your own.

Why it's important to optimize recruiter emails

• 77% of job seekers view the interview process as key to joining a company, and 83% say a negative experience could deter them;
• 80% of candidates who receive a positive communication experience become brand advocates, recommending the company to other talented people;
• 75% of professionals took their current jobs due to the positive experience they had during the application process;
• 94.9% of job seekers prioritize knowing how to follow up after applying;
• 68% of candidates have quit a job application process midway because of its length and complexity;
• 83% of candidates believe a clear timeline would significantly enhance the recruitment experience;
• 70% of candidates agree that assessments help them demonstrate their potential;
• 31% of candidates expect to receive personalized messages about job opportunities from employers;
• 73% of job seekers say looking for a job is one of the most stressful events in life.

With this in mind, let's talk about how to maximize the candidate's positive experience through email communication.

Why use it:

• to assess the technical or specific skills of candidates before spending time and resources on in-depth interviews;
• to narrow down the pool of candidates to a higher quality one, making the interview process more efficient;
• to check interest: sending a pre-interview ToR also helps assess the candidate's interest and motivation.

Email structure:

• Introduction: Start with a brief introduction and the company name, thank the candidate for their application, and express your interest in considering them for the position.
• Purpose: Clearly explain the reason for the test task and how it fits into the overall recruitment process.
• Task details: Provide a detailed description of the task, including objectives, expected outcomes, and any specific instructions or resources the candidate may need.
• Timeframe: Set clear deadlines so that the candidate has enough time to complete the assignment without being rushed.
• Support: Provide contact information for any questions or clarifications about the written assignment, showing support and openness to communication.
• Next steps: Outline the next steps after the assignment is submitted, including how and when the candidate can expect to hear from you or receive details about potential interviews.

If you haven't spoken with the candidate before and need to send a test task, I recommend first sharing key and compelling details about the company, including a team photo. Then, detail the stages of the recruitment process, highlighting the inclusion of a test task, its purpose, and the benefits it offers to the candidate.

Here are a few general tips for when you need to send a test assignment:

• Use a friendly tone: Even in professional correspondence, it's possible to maintain a light and friendly tone. Let's not forget that there's a living person on the other side of the screen ❤.
• Be specific in formulating the test and setting the task: Clarity of instructions helps avoid misunderstandings. It's necessary to thoroughly describe all details, including deadlines. Present steps or requirements clearly and sequentially, but do so in a friendly manner without turning the email into a set of strict rules. A clearly stated task is already half the success.
• Use simple and clear language: Avoid overly complex or specialized jargon and formalism.
• Show care and humanity: It's possible to include small personal remarks or demonstrate care and interest, for example, by inquiring about their workload and noting that we can meet them halfway by slightly adjusting the deadlines. We strive to make the correspondence warmer and more personal.
• Offer help and support: Make it clear that you're ready to answer questions or provide additional information if something is unclear to the candidate.
• Conclude the email positively: Express hope for further cooperation or thank the candidate for paying attention to the email.
• сheck the email for mistakes and proofread it;
• structure your message: Use paragraphs, lists, and bullets to organize the text; this not only makes our email with the test clearer but also makes it easier to perceive the information.

I'll add, just in case, that we do not go beyond the bounds of friendly-professional communication. In any interaction, it's important to remain humane, polite, and caring.

Test assignment template by Stripo

• verification : After interviewing candidates and selecting the top few, a test assignment finally confirms their suitability based on practical skills; most often, it is a second or final interview;
• analysis: At this stage, the company can analyze the candidate's approach to problem solving, creativity, and ability to cope with the real tasks that the job entails.
• Personalized approach: Start by referencing specific topics or discussions from the interview to personalize the email and increase the candidate's interest.
• Rationale for the assignment: Explain why you're sending them this assignment now, focusing on its importance in further assessing their suitability for the role.
• Necessary instructions: As before, provide comprehensive information about the task, expectations, and evaluation criteria.
• Deadline: Clearly communicate the deadline, making sure it is reasonable given the complexity of the task and the candidate's potential current employment.
• Availability for questions: Offer the candidate the opportunity to contact you if they have any questions, emphasizing your commitment to a transparent and communicative selection process.
• Acknowledgement: Recognize the effort and time the candidate has invested in this stage of the process and express your appreciation for their continued interest in the position.

If you have already communicated at the preliminary stage of the interview, then address the candidate in the follow-up email like this: "Thank you for choosing to spend time with our company. We hope this experience will be useful for you." Be polite and friendly.

As always, a test assignment should contain clear instructions. But I think at this stage, it is also important to sell the company and the idea so that candidates feel the value of the brand.

If you are not sending a mass email but writing to an individual directly, you need to personalize it. Use the candidate's experience in technology or other areas as something that interests you in them. For example, "I saw that you have experience with Java and Kotlin technologies. Our project is currently migrating to these technologies, and your expertise would be very useful."

I agree that it's a good idea to make the email more personal. We can mention the experience the candidate talked about in the interview and explain how it will help in accomplishing the task.

In this article, I want to highlight the importance of your email signature , which significantly enhances the professionalism and credibility of your communications. It should contain essential information such as the manager’s name, position, and additional contact details, including your phone number, LinkedIn profile, and other relevant links. Consider adding a link to employee reviews of your company; this can provide candidates with valuable insights, helping them make a more informed decision about joining your organization.

It is also important to note that emails lacking signatures might not align with specific regulations, risking classification as spam. By including a signature, you boost the likelihood of your emails being delivered successfully.

(Source: Stripo email signature)

Would you like to create a similar signature in a couple of minutes? Use Stripo's signature editor for free.

We reviewed examples of emails with a test assignment and discussed their content. But what if I told you that you can actually create their designs by yourself in a matter of minutes?

Stripo has several solutions for this:

• ready-made interview assignment email templates — you can use a variety of designs and edit them for your own purposes;
• modules — prepare, save, and combine the elements in your recruitment emails;
• custom email design — when you need to create something unique.

With our email editor, you don't need to know HTML and communicate with designers and developers. You can build professional emails on your own in minutes.

You might also like

Interview assignment emails are crucial for enhancing the candidate experience and streamlining the recruitment process. In incorporating expert recommendations and showcasing effective email examples, we've highlighted the significance of clear, engaging communication. Stripo's services simplify email design, allowing hiring managers to create professional emails quickly, improving interaction with candidates. Using Stripo's user-friendly email templates and design tools can save you time, reducing the effort to just a matter of minutes, and enhance the quality of your recruitment emails. Let’s create your next email together and transform your recruitment communication into an impactful candidate experience.

Sending an Interview Assignment Email Template

During the recruiting process, use this email template to give an assignment to your applicants. A written assignment or exam will assist you in evaluating your prospects' talents through an actual work project for various roles.

Prepare applicants for success by informing them about your assignment procedure ahead of time.

Here's what you should include:

• State the deadline clearly
• Mention the specific duration of the job
• Provide contact details in case more clarification is required
• Include a link to the task and any essential instructions to help your prospects understand what they'll need to perform
• Once you've received their assignment, send a confirmation to thank them for their time and to inform them of the subsequent steps

Sending an Interview Assignment Email Template Sample 1

Subject: [Company Name] Interview Assignment Request.

Dear [First Name of Candidate],

Thank you for coming to the interview for [role] with [manager name]. We need all candidates to complete the accompanying assignment as part of the interview process. We do this to learn more about you and your work style. There are no correct or incorrect responses.

Please read the assignment carefully and let me know if you have any questions. Please submit it back to me through email after you've finished it. Please keep in mind that the deadline for submitting the assignment is [Date and Time].

Thank you very much,

[Name and position of the sender]

Sending an Interview Assignment Email Template Sample 2

Subject: Assignment for the role of [job title].

Dear [Candidate Name]

Thank you for applying for the position of [Job title]. We have chosen to provide tasks to talented individuals like yourself as part of our hiring process!

The assignment is included, along with explicit directions for completing and submitting it. Please read and follow the directions to ensure successful completion.

Please remember that the assignment's due date is [Due Date].

Don't hesitate to contact me if you have any questions or concerns regarding your assignment. I wish you the best of luck with the task and look forward to reading your ideas.

[Your surname]

[Email Signature]

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Interview Assignment email template

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Why does it matter.

It helps the company to gauge how the candidate will approach certain tasks or behave in the workplace. It’s also important for the candidate because it gives them a great chance to show off their skills.

When to send?

Assignments would usually be required after the first stage of screening and interview, possibly before a second or final interview.

What to include?

Include the assignment, with any instructions the hiring manager has given you. You will also be able to put them at ease by explaining it is a standard process and it is solely to get to know them, and their style of working better:

• The role they have applied for
• The name of the manager or supervisor they interviewed with
• The details of the assignment
• The date it must be completed by
• How to return the assignment

Template Email

Email Subject Line: Interview assignment request from [Company Name]

Dear [Candidate First Name],

Thank you for attending the interview for the position of [Role] with [Manager Name]. As part of the interview process, we ask all candidates to complete the attached assignment. We do this so that we can get to know you, and your work style better. There are no right or wrong answers.

The assignment is attached, please take time to read it and let me know if you have any questions. Once you have completed it, please send it back to me via email. Note that the deadline to submit the assignment is [Date and Time].

If you require assistance or need any reasonable adjustments to be made to the deadline, please let me know.

Kind Regards,

[Your Name] 

[Your Job Title] 

[Company Name]

Once you have received the Assignment – email template

Thank you for sending back the interview assignment. I have passed it on to the relevant team to look at and they will be in touch with you within [Length of Time] to discuss the outcome.

[Company Name

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Interview Assignment Example-Template-Format | Pocket HRMS

Interview assignments are an integral part of contemporary interviews. They help the recruiters with brilliant insights as to the thinking pattern of candidates and understand their aptitude for working. On the other hand, it is a great avenue for the candidate to showcase their skill set as well as stand out from the crowd.

Since the assignment helps the interviewer understand the candidate’s problem solving and analytical skills better, it is used by recruiters whenever a technical position is being filled. Irrespective of how the candidate fares during the interview, the recruiter might still go ahead and hire a poorly performing candidate solely due to the fact that they were able to complete the assignment on time and were able to explain it well.

Importance of The Assignment

Interview and interview questions are an essential part of any recruitment process. However, what really helps the recruiter narrow down their search is the assignments and the way they are completed. If you are a candidate applying for any position where analytical skills and problem-solving is involved, then you can be sure that you will be asked to complete some form of assignment by the recruiter. Nowadays, even positions requiring creative thinking also requires the candidates to fulfil some assignments for their interview.

The assignments help the HRs understand the thinking pattern of candidates. It also gives them a good overview of their abilities. This helps them weed out others who might not be suited for the vacant position. The way the candidate approaches the problem at hand also helps in understanding whether they would enjoy the daily challenges of their job while they work in the company. Hence, based on how they complete the assignment, the HRs can make a sound decision.

On the other end, the candidates themselves can benefit from the assignments given by their recruiters. It provides a window for them to understand the kind of challenges they might face while undertaking their daily duties. It is also a chance for them to showcase their talents and abilities in a practical situation and hence, it would also help those candidates who might be a bit reserved.

Why is an Assignment requested by The Hiring Manager?

As we have established, the interview assignment and the way it is completed helps HR understand various kinds of parameters and abilities of candidates. However, there are other reasons too where the recruiter might request the candidate to complete some assignment for their interview.

One common example is to verify whether the aptitude and qualifications mentioned in the resume are legitimate. A candidate might have the necessary qualifications, yet, may not be capable enough to face the daily challenges while working in the company. Hence, providing them with a challenge will expose them to the daily work which would help them make the right choice.

If you are being asked to submit an assignment towards the end of a hiring process, you can be almost sure that you have stiff competition and you are being asked to complete the assignment by the recruiter to help them decide between you and your competition. In this case, it is vital that you understand what the company is looking for and tweak your assignment accordingly to increase your chances of being placed.

Email Template for Requesting Intake Meeting | Pocket HRMS

Interview Assignment Email Checklist

Before furnishing your candidate with the assignment email, kindly check whether the following pointers are covered and conveyed clearly:

1. The expected outcome

2. the deadline to submit the assignment, 3. contact information for resolving any doubts related to the assignment, 4. an example, a link or an attachment with all required instructions, 5. the exact timeline of the assignment, 6. the instructions for submitting the assignment, the interview assignment template.

Email Subject Line: Assignment for the position of [Job title]

Dear [Candidate Name]

Thank you once again for applying for the role of [Job title]. As part of our hiring process, we have decided to send assignments to talented candidates such as yourself!

In the attachment, you will find the assignment along with detailed instructions about completing and submitting it. Kindly read and follow the instructions in order to complete it successfully.

I wish you to understand that there are no right or wrong answers in this assignment. It mostly consists of situations relevant to the position being offered, and we want to evaluate your behaviour when facing situations like that during the course of your work here.

Kindly note that the due date to return the assignment is [Due Date].

If you have any questions or doubts about your assignment, make sure you contact me here. Wishing you the very best with the assignment, and I am looking forward to reading your insights.

[Your name]

[Email Signature]

Reply To Job Application Acknowledgement Template | Pocket HRMS

Template for informing Candidates about the receipt of Assignment

Dear [Candidate Name],

Thank you for completing and sending over the assignment within the defined timeframe. I hope you have followed all the instructions of this assignment.

Our team will review and evaluate the answers to your assignment. Once it is done, we will get back to you with detailed feedback and any further information we may have. I hope your insights help us understand you better and moves you forward with the hiring process.

Wishing you a good day, and please don’t hesitate to contact us with any doubts you may have!

[Signature]

Download Interview Assignment Template[FREE]

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Interview Assignment

Job interview templates, search tools and templates.

Subject Line: Work assignment for the (job title) position at (company name)

Dear (Candidate name),

I hope this email finds you well.

As part of our interview process, there is an assignment portion that you need to work on. I’ve also included some instructions to assist you with the assignment. You can find the assignment document attached.

Remember that there are no “correct” responses. This assignment is intended to assess your abilities and provide insight into how you tackle tasks that are relevant to the [Job Title] role.

If you can complete this assignment and send it to us [by X time or Y date] that would be fantastic. Please do not hesitate to email me if you have any questions or concerns.

Thank you so much.

Good luck with the assignment.

Kind regards,

(Your name)

(Signature)

{When you receive the work assignment}

Thank you for completing the assignment and sending it my way. Our hiring team will look over it and get back to you with feedback as soon as they can.

Have a great day!

(Your name) (Your signature)

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How To Write an Email For Submission Of Assignment

Welcome to this informative article that will guide you on how to write an effective email for the submission of your assignment. If you’re unsure about how to draft an email for submitting your assignment, this article is here to help you!

Table of Contents

What To Do Before Writing the Email

Before you start writing the actual email, it’s important to take a few preparatory steps to ensure that your email is clear, concise, and professional:

• Gather all necessary information related to your assignment, such as the due date, submission guidelines, and any specific instructions given by your instructor.
• Review your assignment to ensure it meets the requirements and makes sense.
• If your instructor has provided a specific email address or subject line to use, make note of it.
• Consider attaching your assignment in the appropriate format if required.

What to Include In the Email

When composing your email for assignment submission, it’s important to include the following parts:

Subject Line

Choose a subject line that clearly indicates the purpose of your email. For example, “Assignment Submission – [Course Name]”. This helps the recipient identify the email’s content quickly.

Begin your email with a polite and professional greeting, such as “Dear Professor [Last Name],” or “Hi [Instructor’s Name],”. Use the appropriate salutation based on your relationship with the recipient.

Introduction

Introduce yourself briefly and mention the course or assignment you are submitting. This provides context for the recipient.

In the body of the email, mention any relevant details or specific instructions provided by your instructor. Clearly state that you are submitting your assignment and acknowledge the due date. If there are any additional comments or questions related to the assignment, include them here.

End your email with a courteous closing, such as “Thank you,” or “Best regards,” followed by your full name and contact information. This shows professionalism and makes it easy for the recipient to respond if necessary.

Email Template – Assignment Submission

Subject: Assignment Submission – [Course Name] Dear Professor/Instructor [Last Name], I hope this email finds you well. I am writing to submit my assignment for the [Course Name]. The assignment is attached in the required format. I have completed the assignment as per the given guidelines and it is ready for submission. The due date for the assignment is [Due Date]. If you have any further instructions or clarifications, please let me know. Thank you for your time and consideration. I look forward to hearing from you soon. Best regards, [Your Full Name] [Your Contact Information]

Writing an effective email for the submission of an assignment is essential to ensure clarity and professionalism. By following the steps outlined in this article, you can confidently compose your email and increase the likelihood of a positive response. Remember to always be polite, concise, and include all necessary information. Good luck with your assignment!

Additional tips:

• Double-check all the information before sending the email to avoid any errors or omissions.
• Use a professional email address and avoid using casual or inappropriate language.
• If there is a specific email format recommended by your institution, consult it for guidance.

11 Interview Invitation Email Templates and Samples

The interview invitation email acts as the first line of communication between an employer and job candidate after an application is submitted. A well-crafted invitation email helps to engage candidates, generate interest and leave a good first impression as a potential employer. 

Here’s what to know about writing a successful interview invitation email.

How to Write an Interview Invitation Email

• Use a direct subject line. 
• Provide role details. 
• Specify the interview format. 
• Specify the interview location.
• Approximate the interview duration. 
• Provide multiple date and time options. 
• Provide interviewer details. 
• Include your email signature.

Typically, recruiters opt for a formal interview invitation email — one that simply states that they reviewed the candidate’s materials and would like to set up an interview. While it is important to be clear and concise in interview invitations, it is also a great opportunity to create a stand-out candidate experience by emphasizing  company culture and  employee value proposition points.

Plus, interviews are often a source of stress for job seekers, so going above and beyond may make them feel comfortable and confident.  

1. Use a Direct Subject Line

In the subject line, call out that this is an interview invitation; that will grab the candidate’s attention when they are looking through their inbox, ensuring your email is not accidentally overlooked and gets a prompt response .

2. Provide Role Details

Restate the title of the position early on, even in your subject line, if possible. Job seekers may apply to multiple open roles at once, so inform them of the role and company name for the interview to catch them up to speed.  

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3. Specify the Interview Format

Explain which format the interview will be conducted in, whether that’s in-person,  over the phone , virtual or as part of a group interview.

Related How to Do Panel Interviews Right

4. Specify the Interview Location

As part of in-person interview details, include your office address and either a screenshot of its location on the map or a link to a map with the address. When necessary, let them know who they should speak to about getting access to your floor and mention how they should notify you when they have arrived at the location.

For phone or virtual interviews (as well as related calendar invites), include the phone number or meeting room link and access code information. 

5. Approximate the Interview Duration

Give the candidate an estimate of how long the interview should take, and confirm with a start and end time window. This is especially important for job seekers who are currently employed elsewhere and need to plan the interview around their work schedule.     

6. Provide Multiple Date and Time Options

Some candidates may be currently employed , so it’s best to provide multiple time options with included time zones, and at least a few days’ notice to schedule an interview. 

While this is less feasible when scheduling group interviews , it is still important to offer candidates some latitude regarding interview times if possible.

7. Provide Interviewer Details

Say who the interview will be with and what their job title is — you can even link to their LinkedIn profile to help candidates better prepare. Additionally, state the interviewer’s contact details and relationship to the role, whether they’re the hiring manager or a team member. 

8. Include Your Email Signature

An interview invitation email is an important step in  selling the role while you assess candidate fit . To highlight credentials, include your professional email signature with your job title, company logo and applicable contact information.

Best Practices for an Interview Invitation Email

An upcoming interview can be stressful and a source of anxiety for job seekers. Providing additional information for the candidate’s benefit gives the impression of a compassionate employer that values its people . Include the following information in your interview invitation email to entice prospective employees .

• Mention What to Wear. Candidates want to make sure they look the part for the role. Letting them know what is appropriate in terms of your office dress code takes the pressure off of deciding  what to wear and shifts focus to the conversation.                 
• List Items to Bring. If there are any necessary items to bring, let candidates know ahead of time, so they feel prepared for the interview . Mention if they’ll need any samples of their work (including how many and format), an assessment completed ahead of time or any identification to get into the building.  
• Provide Talking Points to Mention. Providing candidates with a list of topics that will be brought up or discussed can help them prepare and streamline the conversation. State what the interview is about, such as getting to know a candidate better or discussing a recent product launch.  
• Recommend Travel Options. For in-person interviews, reference accessible travel options like subway lines, train stations, bus routes and parking garages in close proximity to your office. Do not assume all candidates will be able to grab a cab or rideshare service.

11 Interview Invitation Email Samples and Templates

If you need a starting point, take inspiration from these 11 interview invitation email samples to send engaging emails to candidates at every interview stage.  

1. Formal Interview Invitation Email

Every  recruiting email you send should adhere to your  employer brand voice and tone. If casual conversations are not your style or you are corresponding with more experienced and executive candidates, use the following email template.  

Subject Line: [Company Name]: Invitation to Interview

Dear [Interviewee First Name] ,

Thank you for your application to the [Job Title] role at [Company Name].  

We would like to invite you to interview for the role with [Interviewer] , [Interviewer Job Title]. The interview will last [Length of Interview] in total.

Please reply to this email directly with your availability during the following date and time options:

[Day, Date – Time, Time Zone] [Day, Date – Time, Time Zone] [Day, Date – Time, Time Zone]

We look forward to speaking with you. 

[Your Name] [Your Email Signature]

2. Casual Interview Invitation Email

If you’re a young company that boasts a desirable  startup culture , show it off by opting for a more informal interview invitation. For a casual, conversational interview invitation email example, use the following email template.  

Subject Line: [Company Name]: Interview Availability

Hi [Interviewee First Name] ,

Thank you for applying to the [Job Title] position at [Company Name] . After reviewing your application, we’re excited to invite you to interview for the role! 

Your interview will be conducted [Format] and last roughly [Length of Interview] . You’ll be speaking with [Interviewer] , our [Interviewer Job Title] here at [Company Name] .

Please let us know if you are available during the following times:

Thanks again for your interest in joining the [Company Name] team! We’re looking forward to speaking with you.

3. Cold Candidate Interview Invitation Email

If you come across an excellent potential employee when  sourcing candidates , you may want to talk to them immediately — especially if they’re in a high-demand role. Use the following template when reaching out to a candidate for the first time to invite them to an interview.  

Subject Line: [Job Title] Opportunity at [Company Name]  

Hello [Interviewee First Name] ,

I came across your profile on [Website/Source] and was interested in your recent work in [Field] . I’m a recruiter at [Company Name] , and we’re looking for a [Job Title] that I think you would be a good fit for.

I would love to hear more about you and tell you about the role. Are you free this week for a quick 15-minute call? I’m available at the following times:

Please let me know if any of these times work for you. 

Looking forward to hearing from you.

4. Referred Candidate Interview Invitation Email

Referred candidates are a  tech recruiter ’s dream — vetted, qualified and most likely aware of your company. How you invite a referred candidate to an interview should follow a similar structure to any of the previous email templates, but with more personalization. Use the following email template when leveraging your  employee referral program to send an interview invitation.  

Subject Line: [Company Name]: [Job Title] Interview Opportunity

I am [Your Job Title] at [Company Name] , and we’re currently looking for a [Open Job Title] to join our team. [Contact Name] spoke very highly of your [Skills] and recommended you for the role.

I took a look at some of your work online, and given your experience, I think you’d be an excellent fit for the role. This is a great opportunity to learn more about [Your Industry] alongside an ambitious team.

I’d love to hear more about you and talk to you about the role. Are you available for a 15-minute phone call sometime tomorrow? 

Let me know!

5. Past Candidate Interview Invitation Email

When recruiting, tap into your  talent community to re-engage qualified candidates who stood out to you during past interviews. Similar to employee referrals , you have a relationship with these candidates and must include enough personal details to get their attention. Use the following email template to invite a past candidate to interview over email.  

Subject Line: [Company Name]: New [Job Title] Opportunity  

I hope this finds you well! I know you applied to the [Previous Job Title] role at [Company Name] back in [Month/Year] , and while we went in a different direction then, we kept your resume on file.

A new [Open Job Title] role just opened up on the [Department] team that I think you’d be an excellent fit for.

We’re currently conducting interviews for the role, and I would love to set up a time for you to talk to [Interviewer] , the hiring manager. Are you available for a [Length of Interview] phone call sometime this week? I’ve highlighted a few date and time options below, let me know if any of them work for you.

Here is a link to the job description on our website. [Include Link] . If you have any questions about the role, give me a call at [Phone Number] .

Thanks, [First Name] ! Looking forward to hearing from you soon.

6. Phone Interview Invitation Email

After an applicant has applied to an open role, the next step may be a phone screen interview to assess their qualifications. When reaching out for the first time to invite them to a phone interview, use the following template.  

Subject Line: [Company Name]: Phone Interview Availability

Thank you for applying to the [Job Title] position at [Company Name] . 

After reviewing your application, we are excited to move forward with the interview process.

We would like to schedule a [Length of Interview] phone call with [Interviewer] , [Interviewer Job Title] at [Company Name] . 

Below are some date and time options:

Please reply directly to this email and let me know if you are available at any of the above times. From there, I’ll coordinate with [Interviewer] and send you an email with a calendar invitation to confirm the date and time.

7. Virtual Interview Invitation Email

When requesting a video interview, send the interview invitation far enough in advance so candidates are able to plan accordingly. Use the following template to send a video interview invitation. Once you have confirmed the date and time, be sure to include the meeting room link and any access information needed to join the interview.  

Subject Line: [Company Name]: Video Interview Availability

After reviewing your application, we would like to invite you to interview with [Interviewer] , our [Interviewer Job Title] .

So we can get to know you better, the interview will be conducted over video using [Video Conferencing Platform] and last about [Length of Interview] in total. 

We want you to be able to plan accordingly, so we’ve provided a list of date and time options over the next week. Please take a look and let us know which date is best for you.

We’re looking forward to continuing the conversation.

8. In-Person Interview Invitation Email

In-person interviews typically follow an initial phone or video conversation, so you should have a solid relationship with the candidate at this point. Customize the following template carefully before sending an in-person interview invitation.  

Subject Line: [Company Name]: On-site Interview Invitation 

[Interviewer] was really impressed by you during your last conversation about the [Job Title] position and we’re excited to invite you to interview at our office!

Please review the date and time options I’ve provided below and let me know which one works best for you. From there, I’ll send a confirmation email with a calendar invitation.

We’re excited to meet you in person, and we want you to feel comfortable and prepared when you arrive. Below is some information about us to help you plan for your interview.

You will be meeting with [Interviewer] , [Job Title] , and [Interviewer 2] , [Job Title 2] . The interview will last no more than [Length of Interview] .

During the interview, you will be asked to complete a skills assessment and discuss some of your recent work. Please bring [Quantity] samples of your [Work] , as well as a form of identification to be admitted to the building. 

Our office is located at [Address] . We’re close to [Public Transportation Options/Parking Details] .

Our office dress code is [Dress Code] , but we encourage you to wear whatever you’re most comfortable in.

Please reply directly to this email with your availability during the suggested times. If you have any questions, feel free to call me at [Phone Number] .

9. Second Interview Invitation Email

When you are ready to invite a candidate to a second interview, use the following template. Making it to the next round is a big accomplishment for candidates, so convey your enthusiasm to keep them interested. Additionally, provide any helpful information upfront so they continue to feel supported going into the next round.  

Subject Line: [Company Name]: Invitation for Second Interview

Thank you for taking the time to speak with [Interviewer] about the [Job Title] position at [Company Name] .

We’re quite impressed by you and are eager to continue the conversation! We’d like to schedule a second interview with you during one of the following time options:

You will be speaking with [Interviewer] , [Interviewer Job Title] , and the interview should last no more than [Length of Interview] .

Please let me know which time works best for you. I will send a calendar invitation to confirm once we have selected a date and time. 

10. Group Interview Invitation Email

Coordinating a group interview can be challenging without preparation. To simplify the process, use a  scheduling or calendar tool to allow candidates to select the times that work best for them. Once aware of everyone’s availability, use the following group interview invitation template as a next step.  

Subject Line: [Company Name]: Group Interview Invitation

Thank you for applying to the [Job Title] position at [Company Name] . After reviewing your application materials, we are pleased to move forward with the interview process. 

We would like to invite you to an interview at our office. You will interview as a part of a group with [Number] other applicants. The interview will last no more than [Length of Interview] .

To help us schedule the interview, please select your availability from this calendar link: [Insert Link] .

From there, I will coordinate between the other candidates and the hiring team to confirm a time that works for all involved. You will receive an email with a calendar invite link to confirm the interview.

To help you prepare, here is some information about the interview and [Company Name] .

You will be meeting with: [Interviewer] , [Job Title] and [Interviewer 2] , [Job Title 2] . 

Length of interview: [Minutes/Hours]

Interview agenda: During the interview you will be asked to complete several exercises with the other candidates. [Additional Information]  

Our office location: [Address]  

We’re close to [Public Transportation Options/Parking Details] .

Our office dress code: [Dress Code] , but we encourage you to wear whatever you’re most comfortable in.

We’re looking forward to meeting you! If you have any questions, don’t hesitate to reach out.

11. Final Interview Invitation Email

Emphasize your excitement when sending a final interview invitation email. At this point, candidates have been through several rounds of  your interview process , and you need to keep them engaged and informed on the next step. Reduce the body text of your email by linking out to the pertinent information. These details could be on a hidden page of your website or a Google Doc in “View Only” mode. Customize the template below to send the perfect final-round interview invitation email.  

Subject Line: [Company Name]: Final-Round Interview Invitation

Thank you for your recent interview regarding the [Job Title] position at [Company Name] . We appreciate your dedication to the process and are pleased to share that you have been selected for a final interview at our office! 

We believe you are an excellent candidate for the position and we’re excited to continue the conversation with you.

The interview will be with [Interviewer] and will last no longer than [Length of Interview] . Below are some proposed time and date options:

To help you plan and prepare for your on-site interview, click here to view additional information about our office and nearby travel options. [Include Link to Additional Information] .

Please reply to this email with your availability. I will then confirm the date and time internally and send you a confirmation email with a calendar invitation. 

If you have any questions in the meantime, feel free to reach out.

[Your Name] [Your Email Signature]                                                            

Frequently Asked Questions

How do you invite someone for an interview.

It’s considered professional to invite someone to an interview by sending a short email. The email should contain a clear subject line and details like the location and format of the interview, a description of the role and the interviewers’ names and titles.

Can you invite a candidate to an interview via text?

It’s become acceptable for recruiters to invite candidates to interviews via text. Recruiters may also text candidates job descriptions, background questions and other elements of the recruiting process. 

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Top 6 Candidate Messaging and Email Templates for Every Stage of the Interview Process

Here are some of the best candidate message and email templates for every stage of the recruitment process. As a recruiter or employer, you may not have the time to write personal messages. All you can do is create a standard template and then customise it as per your requirement.

There is no substitute to a handwritten, personalised note particularly written for the candidate. You can begin by creating a candidate email template of the message and then doing a few edits as per the candidate and the situation to further enhance this authentic growing professional relationship.

Here, in this article, we will discuss some candidate email templates for every crucial stage of the recruitment process.

• Consideration

After the interview, if your team has put your candidate under consideration, and they have not yet arrived at the final decision, then your message to the candidate must inform them about the current status.

You must also inform about the possibility that he/she might get selected without giving any promises about the same. Add complete transparency in your candidate email template.

Dear (name) Thank you for your interest in the interview process for the (job title) position at (company name). The team had a good time interviewing you for the role.

We still have a few more interviews lined up over the next week with other candidates, but we intend to complete our interviews by (date) and would make a decision by (date). We will stay in touch with you and reach out to intimate you about the next steps as soon as we complete all interviews.

Please let me know if you have any questions.

Sincerely, (Name)

In this message template, you have provided a clear timeline to the candidate. This alleviates the unnecessary anxiety of the candidates, plus, it states to the candidate about their chances of recruitment.

The essence lies in being authentic with your communication. If you follow a fixed timeline, inform the candidate about it. If there is no fixed timeline, honestly explain the unavoidable factors that could cause a delay in arriving at a decision.

• Request for a follow-up round of interview

After conducting the initial rounds of interview, if you want the candidate to visit again for another meeting, you must precisely clarify the reason why they are being called yet again.

It is important to differentiate the meeting from other meetings for two main reasons:

• To allow the candidate to prepare for specific types of questions
• To reassure that this meeting is part of the strategy and that the candidate is not merely jumping around in hoops

Dear (name) Thank you for your interest in the interview process for the (job title) position at (company name). We would like to invite you for one more round of interviews.

For this round, you will be meeting: (add name), (title) for (length of the meeting)

The goal of this interview is to (add the objective or purpose of the interview. For instance, to seek detailed information about your skills, experience and qualifications).

So, can you make yourself available on (date and time) at (location)? If not, do let us know about two other dates when you would be available for the meeting. We will try and set it up on a day and time of your convenience.

The team looks forward to meeting you to learn more about you.

Thank you once again for your interest.

At this stage, it is important to provide detailed information to the candidate, as these would be the additional rounds, over and above the pre-decided rounds of the interview.

Therefore, the candidate should understand the reason for this additional round. And, by sharing the specifics with the candidate, you allow them the opportunity to prepare well for the meeting.

• Making a job offer

It is one message that every candidate expects to receive. It is also the most crucial aspect of the recruitment process.

Dear (name)

With immense pleasure, we would like to formally offer you the position of (job title). This is a fulltime/parttime role with the (annual/hourly) salary of (mention salary). You will need to report to (reporting manager name) at the (department name) located at (location/address). You are requested to join on (date).

Also find attached (formal offer letter, appointment letter, employee benefits letter, etc). We need you to sign on all the documents and return to us by (date). We are thrilled to extend this job offer and are excited to have you join our team.

By this point you will have built a good rapport with the applicant, therefore, you could add a touch of personalization and familiarity to the message. You must convey excitement and positivity on the new chapter of the candidate’s life. At the same time, you must include every important detail you want the candidate to know and understand.

It is challenging to be the bearer of bad news, however, it is inevitable in the life of an HR recruiter. A recruiter must be the recipient as well as the bearer of decisions that are not always in a candidate’s favour. But still, the most important factor is to share in such a manner that there is still room for nurturing the professional relationship beyond the recruitment process. Using compassion in your tone will reflect the employer brand and company culture of the organization.

Dear (name),

Thank you for being a part of the interview process for the (job title) position at (company name).

Your conduct in the interview was satisfactory. But we decided to offer the position to another candidate with more experience as they would be better aligned with the role.

We wish you good luck in your career. Do stay in touch and feel free to apply for future openings.

Keep the message short, simple and sweet. Thank the candidate for participating in the interview process. Explain the reason for their disqualification, and end the message on a positive note by asking her/him to stay in touch and apply for future openings. The best way to say “no” to a candidate is to say it diplomatically, i.e., without degrading the rejected candidate and without talking highly about the candidate selected in her/his place.

Candidate email template examples

Let us take a look at a few candidate email template examples as well for different stages of the recruitment process. Recruiters can use these to effectively convey the message and build a positive connection with the candidate.

• Phone interview email

When you write an email to the candidate to invite her/him for the interview, you must include specific details in the email, such as interview date, time and location. If possible, also include the interviewer’s name and the duration of the interview.

The email invite for phone interviews is generally the first email interview invite a recruiter sends to the candidate. So, thank them for participating in the recruitment process and highlight the basic requirements of the available positions.

Dear (candidate name),

Thank you for sending your job application for the post of (job title) at (company name). Your application has been shortlisted for the next round.

We wish to invite you for a phone interview to discuss and know more about your job application for the role of (job title). We would like to use this opportunity to know more about you and tell you about our company.

Your invitation for an in-person interview, on-site, should include specific details about the date, time and location of the interview, followed by what kind of documents do you want the candidate to carry for it. You could also provide them with the map location of the office.

Dear (applicant name),

Your application has been selected after screening through all the applications for the position of (title) at (company name). We wish to extend you our invitation for the first round of the personal interview on (date and time) at (enter office address).

The interview would be conducted by (manager name, designation). The interview would last for about (duration in minutes). You will get the opportunity to discuss the job position, learn about the company and clear your doubts if any.

Kindly cooperate with the security personnel in creating your security pass before entering the building.

These are some of the best candidate message and email templates for every stage of the recruitment process. As a recruiter or employer, you may not have the time to write a personal message on every candidate who is part of the recruitment process. All you can do is create a standard message template and then customise it as per your requirement.

• candidate email template

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Sending an Interview Assignment Example Email Template

Download this Sending an Interview Assignment Example Email Template Design in Word, Google Docs Format. Easily Editable, Printable, Downloadable.

During the hiring process, you will need to test the applicant's qualifications. This is done by sending assignments during the interview process. To save yourself the hassle of starting from scratch, and use our Sending an Interview Assignment Example Email Template. Download now to get that task done real quick!

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How to Write an Email to Submit an Assignment

An email is an essential tool for communication in the modern world, especially in the academic world. Whether you're a student, teacher, or professional, writing emails has become a crucial part of our daily lives. In the academic world, emails are a common way of submitting assignments, communicating with teachers and professors, and collaborating with classmates.

In order to make a good impression, it would be considered beneficial to write an email to submit an assignment properly. Before moving forward in the blog, let's talk about why is it important to write an email before submitting an assignment. 

Importance of writing an email before turning in an assignment:

An email to submit an assignment allows students to communicate with their teachers in a professional and organized manner. This helps to establish a clear line of communication between the student and teacher and sets the tone for the rest of the course. What happens when you form communication before turning in an assignment is that it gives you a chance to convey the particulars, context, or any other important information that you feel like sharing with the teacher before he or she can keep it in mind before evaluating your paper. 

Moreover, emails can provide a permanent record of communication between the student and teacher. This is useful for both parties, as it allows the teacher to easily refer back to previous correspondence if necessary, and the student to have a record of the communication for their own reference. In addition, emails can be easily saved, archived, and searched, making them a great tool for record-keeping purposes.

In this blog, we'll go over the 6 steps you need to follow to write an effective email for submitting an assignment.

1. Use a professional email address

The first step in writing an email to submit an assignment is to use a professional email address. Your email address is often the first impression people have of you, so it's crucial to choose a professional email address that reflects your identity. Avoid using personal email addresses that include nicknames, humor, or casual language. Instead, use an email address that includes your first and last name, or your initials and last name.

For example, go for "[email protected]" which is a professional email address, whereas "[email protected]" on the other hand is not.

2. Give a clear subject line

The subject line of your email is the first thing people see, so it's important to keep a clear and concise subject line. The subject line should provide an overview of the content of your email, so the recipient knows what to expect.

For example, "Assignment Submission: [Name of Assignment]" is a clear and concise subject line that clearly indicates the purpose of the email. Avoid using vague or misleading subject lines, as this can lead to confusion and can make it more difficult for the recipient to understand the content of your email.

3. Start with a formal greeting

When writing an email to submit an assignment, it's important to start with a formal greeting. The greeting should include the recipient's name if you know it, and a polite salutation such as "Dear [Name],".

If you don't know the recipient's name, use a general greeting such as "Dear Sir/Ma’am,". The greeting sets the tone for the rest of the email, so it's better to choose the right words and tone.

4. Provide a brief introduction

In the next section of your email, provide a brief introduction. This section should briefly introduce yourself and explain the purpose of the email.

For example, "My name is [Your Name] and I am a student in [Name of Course]. I am writing to submit my [Name of Assignment] for your review and feedback." This section should be short and to the point, so the recipient knows who you are and why you're writing.

5. Attach the assignment

The most important part of your email to submit an assignment is to attach the assignment itself. Make sure that the attachment is saved in a file format that is compatible with the recipient's computer, and that the file is clearly labeled with your name and the name of the assignment.

For example, "Name - [Name of Assignment].pdf". It's also a good idea to include a brief description of the attachment in the body of your email, to ensure that the recipient knows what the attachment is.

6. Provide additional information

In this section of your email, provide any additional information that the recipient may need. This could include a brief summary of the assignment, any specific instructions or guidelines that the recipient should follow, and any other relevant information.

For example, "The assignment is based on [Name of Topic] and includes [Number of Pages/Words]. I have followed all the guidelines and instructions provided in the guidebook and as given in the problem statement. 

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Your Feedback matters

You’ve made it past the interview phase and you’re feeling good about your chances of landing the role! Before you can make it any further in the process, however, the hiring manager wants you to complete an interview assignment. This may come as a big surprise, and you may be wondering why taking this extra step is even necessary.

Job interviews help the employer get to know you and assess whether you would be a good fit, but an interview assignment can give them a more tangible idea of your skills, how you think, and your work ethic. They can vary from a writing assignment, a technical assessment, or a presentation, and typically come toward the end of the hiring process when the employer is closer to making a decision.

Whether you decide to move forward on an interview assignment is entirely up to you and how good you feel about the employer and their hiring process. If this is something you are considering, here are five ways to handle interview assignments.

Understand expectations

Make sure you clearly understand the employer’s expectations for the interview assignment. Before you get started, you should be able to answer these questions:

• What is the deadline to complete the interview assignment?
• How much time should you spend working on the assignment?
• What exactly should you be including in the final piece? A high-level overview or specific details or ideas?
• How will this be evaluated?

Ensure you have enough time to complete the task

Make sure you are able to complete the assignment (and do a good job) within the deadline you are given. At the same time, it’s important to consider how much time the assignment will actually take. If it’s simply too much work or you have been given an unreasonable deadline, you’re within your rights to reconsider. If the employer is not being respectful of your time, you may want to ask yourself if the opportunity would ultimately be the right one for you.

Ask for more information

If you feel like your interview assignment would be improved with more context about the company or specific departmental processes and goals, don’t be afraid to ask for more information or data. This can help demonstrate your interest in the role, as well as help you work on a more custom project, proposal, or presentation. If this additional information is not available, don’t stress about it! Do your best to work with the information you were given or have found through your research. The hiring manager will understand.

Don’t go overboard

While interview assignments can be a great way to prove yourself, avoid going overboard. If you feel like you are starting to go above and beyond, it’s important to take a pause. Remember, you are not an employee just yet. It is not your job to do actual work for the company. While you want to demonstrate that you are a strategic thinker and that you have good ideas that can be valuable to the organization, you need to walk a fine line. It should raise some red flags if the employer has unrealistic expectations about what you can and should accomplish.

Review your work

Make sure you take the time to review your work before you submit, and if applicable, practice your presentation or proposal. During this stage in the process, it may also be helpful to enlist the help of a friend. They may be able to catch any issues in the written assignment, and give you tips for perfecting your body language and presentation skills—helping you boost your confidence for the big day.

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Sending an interview assignment: example email

This is an email template you can use when you want to send an assignment to your candidates as part of your hiring process. For some positions, especially technical roles, adding a written assignment or test will help you evaluate your candidates’ skills through a real work project and screen people who approach problems the best way.

Email subject line: Assignment for the [ Job_title ] position

Hi [ Candidate_Name ] / Dear [ Candidate_Name ],

Please find attached an assignment as part of our interview process. I’m also attaching some instructions to help you complete the assignment.

Keep in mind that there are no ‘right answers.’ This assignment is designed is to gauge your skills and give us an idea of how you approach tasks relevant to the [ Job_Title ] role. It would be great if you could send this over to us [ within X time frame or by Y date ].

Please do not hesitate to get in touch if you have any questions.

Best of luck with the assignment,

[ Your name ] [ Signature ]

[When you receive the assignment]

Thank you for completing the assignment. Our team will review it and get back to you with feedback as soon as possible.

I hope you enjoy your day,

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• Read about common mistakes to avoid when interviewing top candidates .

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Apr 10, 2023

How to write an email sending documents with 6 samples

Sending documents is an essential skill in the professional word. Gain confidence by reading our tips and check out 6 document email samples at the end.

Lawrie Jones

Table of contents

If you're working in an office, you're probably sending documents every day. But are your emails up to scratch?

Whether emailing customers, clients, or colleagues, we can show you how to create better messages. We break down document emails into the basic building blocks, showing you how to create better correspondence.

We'll explore how to use the correct language, tackle tone of voice and structure, and then finish with 6 solid gold samples and a template.

What to write in an email when sending documents

Let's start with the good news. You don't need to write a long and detailed email when sharing documents. The attachments are what matters, so you'll just need to introduce them, explain what they are and explain why you're sending them.

Here are some of the principles for writing better document emails:

• Use clear language.
• Keep messages clear and concise.
• Include relevant information about the purpose or context of documents.
• Spend time getting the tone of voice right for your audience (formal for customers and clients and friendly for colleagues, friends, and family).
• Stay polite and professional at all times.

Writing document emails can be as simple as a few sentences, or it can stretch to half a page. Focus on the easiest and most effective way of sharing your message.

Before writing emails, ask yourself the following:

• What do you want someone to do with the document? Do you need to request action from the recipient? Make it clear if you need them to act, like review, comment, or proofread it.
• Is there a deadline? Always add a deadline for a response if required.
• Do you need to provide instructions? You can add details about how documents can be used. You can also offer guidance (and restrictions) on whether documents can be shared and with whom.
• Do you need to provide access? Remember to share access to those files before sending online documents (like Google Docs ). For password-protected files, be sure to include the password!
• Do they need to confirm receipt? If you're sending something important, like a bill or invoice, it's always a good idea to ask for confirmation of receipt. This is also important when sharing sensitive documents to ensure they've ended up with the correct person.

Email format for sending documents

Writing document emails is an essential skill used in business, and they're easy to put together. We can separate the email format for sending documents into three sections:

• Document email subject line
• Email body copy
• Closing lines and sign-off

Here we explore each in more detail and provide some sample sentences you can use in your daily emails.

1. Email subject line for sending documents

OK, so this is super simple. You need to use your subject lines to explain what your messages are, what's included and anything else (such as a deadline).

The basic principles are familiar. Keep document message subject lines short and informative. Here are a few examples:

• Documents attached – (what the documents are attached)
• Q1 Sales figures – Attached with this email
• Please find (the document name) attached
• (Document title) – Attached
• Please review by (date) – (Document details)

2. Email body with documents attached

In the email body, we get down to business.

You need to provide a brief introduction and introduce your documents. Then, you can add the context and purpose of your message and clear instructions about what they are and why you're sending them.

• Attached you can find the sales figures for Quarter 1. The spreadsheet provides a breakdown of all sales in each product area. This provides a snapshot of all activity and shows we're making significant progress toward achieving our targets.

You'll also want to set out the next steps. For example, you can add contact information and a call-to-action (CTA) with actions, deadlines, and deliverables.

• Please confirm that you have received the latest report and are happy with it. Once you have confirmed this, I will share it with the rest of the sales team.

3. How to end email when sending documents

Time to sign off and send with a professional closing. Be sure to include essential information, such as a CTA and contact details.

• Thanks in advance for reviewing this quarter's sales figures. If you spot any issues or want to chat about them, please get in touch with me at (insert details). I look forward to hearing from you.

Before sending, it's important to re-read your messages and ensure the spelling and grammar are up to scratch.

Finally, double-check that you remembered to attach the document you're sending and check you've managed permissions and included any passwords.

6 sample emails for submitting documents

By now, it should be evident that sending documents is pretty easy – but in this section, we'll show you.

Here are 6 sample emails for sending requested documents covering several everyday situations you'll find in business. We provide a bit of an intro for each sample, highlighting the critical points you must get across.

1. Sample email for submitting documents

Here's a stripped-back sample for sharing documents. We won't go into detail; we're just delivering the documents and assuming the person receiving them knows who you are, what you're sending, and why.

2. Sample email for sending documents to HR

HR departments might want to see copies of your qualifications, permissions to work, driving license, or other documents.

Here's a sample email for sending documents to HR after an interview.

3. Sample email for document review request

Sometimes you'll want approval on a document, such as sales figures, before sharing it more widely. You can use this email template when asking someone to review a document.

In this sample, we introduce what the document is and lay out our request. We also explain the next steps and include a deadline for return.

4. Sample reply email to document submission

If someone has sent you a document, it's professional to email them to confirm you have received it. Begin each message with a brief thank you and build from there.

Before sending, double-check that you can open the file and do what is needed. It can be embarrassing to have to message back if you can't access a document!

Ready to respond? Here's our sample outlining how to reply when receiving documents.

5. Sample email for sending documents to a manager

When emailing your manager , you'll want to stay polite and professional. We'll assume they already understand the content of the attached document.

However, you'll still need to add your deadline and outline the next steps to ensure you get the response required to do your job.

Here's how to write an email to your manager when sending documents.

6. Apologies for the delay in sending the document email sample

Forgotten to send some important documents? It happens, and here's how to deal with it with a polite apology email .

First, provide a brief apology and an explanation for the delay. Then provide details of the content and context of the documents and clear instructions about the next steps.

Next time, put a note in your diary and don't forget to send the documents!

Email template for sending documents

If your situation doesn't fit the samples here (or you don't like them), this customizable template should do the trick. Each section can be updated and adapted.

By the end, you've got a professional business email for virtually posting your digital documents.

Work from top to bottom should leave you with an email ready to cut, paste, and send. (Remember to attach your documents, or you could look a little silly!)

Final words are attached below...

Sending emails with documents attached isn't exactly exciting, but it is easy. Follow our basic principles and use our samples and template to create compelling messages for every situation and circumstance.

When sending documents, don't waste time getting creative; instead, craft something short and to the point, and it'll do the business.

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