Template library
Recruitment runs on time-sensitive messages, and email is where those messages go to die. These templates cover the full candidate and employee lifecycle, from application acknowledgement to exit clearance, written the way Indian HR teams and staffing firms actually communicate. Each one is structured to pass Meta's template review on the first submission.
40 ready-to-edit templatesCopy the message or the Meta JSON payloadOpen any template in the playground
application_received_ack_v1
Sent immediately after a candidate submits an application, to confirm receipt and set expectations.
Your application for *{{1}}* at {{2}} has been received. Application ID: {{3}}. Our recruitment team reviews profiles within {{4}} working days. You will get an update on this number, so no need to follow up separately.
Sent by the HR team
application_received_portal_v1
Sent after application submission when the company wants candidates to track status on a portal.
Thanks for applying, {{1}}. We have logged your profile for the {{2}} opening in {{3}}. Track your application status anytime using ID {{4}} on our careers page. If your contact details change, reply here and we will update them.
application_shortlisted_v1
Sent when a candidate clears resume screening, to keep them warm before scheduling.
Good news, {{1}} — your profile has been shortlisted for the *{{2}}* role at {{3}}. Our recruiter {{4}} will call you within 2 working days to discuss the next round. Please keep this number reachable between 10 am and 6 pm.
application_regret_v1
Sent to close the loop with candidates not selected after screening, protecting employer brand.
Thank you for your interest in the {{1}} role at {{2}}, {{3}}. After careful review, we have decided to move ahead with other candidates for this position. Your profile stays in our database for 12 months, and we will reach out if a matching role opens. We wish you the very best.
interview_invite_slots_v1
Sent to a shortlisted candidate offering interview slot choices, to cut scheduling back-and-forth.
Interview invitation from {{1}} — you have been selected for the next round for *{{2}}*. Available slots: 1. {{3}} 2. {{4}} Reply with 1 or 2 to confirm, or tap below if neither works.
interview_invite_video_v1
Sent to confirm a scheduled online interview with the joining link and prep instructions.
Your interview is scheduled
Hi {{1}}, your video interview for {{2}} is confirmed for *{{3}}*. Interviewer: {{4}} Duration: 45 minutes Join from a quiet spot with stable internet, and keep a government ID handy for verification.
interview_invite_walkin_v1
Sent to invite screened candidates to a walk-in interview drive at a physical venue.
You are invited to the walk-in drive for *{{1}}* roles at {{2}}. Date: {{3}} Venue: {{4}} Carry: 2 resume copies, Aadhaar, and your last salary slip. Registration closes at 12 noon — arrive early to avoid the queue.
interview_reminder_24h_v1
Sent one day before a scheduled interview to reduce no-shows.
Reminder: your interview for *{{1}}* at {{2}} is tomorrow, {{3}}. Mode: {{4}} If anything has come up and you cannot make it, tap Reschedule now — same-day cancellations cannot be rebooked this week.
interview_reminder_2h_v1
Sent two hours before an online interview with the join link, to catch last-minute drop-offs.
Starting soon: your interview for {{1}} begins at *{{2}}* — that is about 2 hours from now. Your interviewer {{3}} will be on the call sharp. Test your mic and camera in advance; the link below goes live 10 minutes before.
interview_noshow_followup_v1
Sent after a candidate misses a scheduled interview, offering one chance to rebook.
We missed you at your {{1}} interview today, {{2}}. We understand things come up. If you are still interested, you can pick one fresh slot within the next 3 days. After that the position moves to other candidates.
interview_reschedule_confirm_v1
Sent after a candidate or panel reschedules, to confirm the new slot in writing.
Your interview has been rescheduled as requested. Role: {{1}} New slot: *{{2}}* Mode: {{3}} The earlier slot stands cancelled. This is the final reschedule permitted for this round, so please block your calendar.
interview_reschedule_panel_v1
Sent when the interviewer cancels, apologising and proposing new slots proactively.
Apologies, {{1}} — your interviewer for the {{2}} role has an urgent conflict and today's {{3}} slot must move. New options: 1. {{4}} 2. {{5}} Reply 1 or 2. Sorry for the short notice; the delay is entirely on our side.
Approval & performance
Submit interview and joining-day templates as Utility, not Marketing. Meta's reviewers reclassify templates with promotional phrasing like "exciting opportunity", which triples your per-message cost — keep the language factual.
Offer letters and appointment letters sent as document headers get far higher open rates than portal links, but keep the PDF under 5 MB and name the file clearly; candidates forward it to family before accepting.
Referral and job-alert templates are Marketing, so frequency capping applies. If candidates stop receiving them, you have hit Meta's per-user marketing limit — rotate audiences instead of resending.
FAQ
Yes, as long as the candidate gave their number during the application and you use an approved Utility template. Business-initiated template messages do not require the candidate to message first. A free-form reply is only possible inside the 24-hour window after the candidate responds.
A PDF offer letter delivered on WhatsApp carries the same weight as one sent by email — it is the signed acceptance that matters, not the channel. Most companies send the letter on WhatsApp for speed and collect the signed copy by email or an e-sign tool. Keep the message itself as a Utility template referencing the attached document.
Send them. Candidates rate companies that close the loop far higher than ones that go silent, and a short, respectful Utility template takes seconds. Include an invitation to apply for future roles and avoid explaining the rejection reason in the template itself — handle specifics in a call if asked.
Yes, from the agency's own WhatsApp Business number and display name. The template should identify the agency as the sender and name the client company as a variable, so one approved template serves every mandate. Do not impersonate the client by putting their brand name as your sender identity.
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Import any template into InfiQ, submit it for approval from the dashboard, and go live on the official WhatsApp Business API in 2 hours.
