The Right to Represent email is your official handshake with a candidate, confirming you're their exclusive advocate for a specific role. It’s a simple but vital piece of the recruitment puzzle.
Referring to a template takes the guesswork out of drafting these notes. It helps you send clear, effective emails quickly so you can focus on the candidate relationship, not the wording.
<template>
Subject: Confirmation of Representation for [Job Title] at [Company Name]
Hi [Candidate Name],
It was great speaking with you earlier and discussing the [Job Title] position with [Company Name]. As we covered, I believe your background is a strong match for what they are looking for.
To formally submit your application, I need your exclusive permission to represent you for this role. This step ensures a clear and direct line of communication with the hiring manager and prevents any duplicate submissions on your behalf.
Please reply to this email with a simple confirmation, and I will move forward with presenting your profile to [Company Name].
Let me know if you have any questions.
Best,
[Your Name]
[Your Title]
[Recruiting Agency Name]
[Your Phone Number]
[Your Email Address]
</template>
<template>
Subject: Consent to Represent for Future Opportunities
Hi [Candidate Name],
Following our conversation, I'm confident your skills and career goals are a great fit for several opportunities we see. To help you find the right role, we'd like to keep your profile active and represent you for positions that align with your expertise.
This allows us to proactively submit your profile for suitable roles, ensuring you don't miss out on a great match. To proceed, we need your formal consent.
Please reply to this email confirming that you authorize [Recruiting Agency Name] to represent you for relevant job opportunities. We're excited to partner with you.
Best,
[Your Name]
[Your Title]
[Recruiting Agency Name]
[Your Phone Number]
[Your Email Address]
</template>
<template>
Subject: Candidate Submission: [Candidate Name] for [Job Title]
Hi [Client Name],
Following our discussion about your requirements for the [Job Title] position, I have a candidate I believe is a strong match. We have spoken with them at length and are confident in their qualifications.
As per our terms of business, we are presenting this candidate on a contingency basis. Our fee is [Fee Percentage]% of the candidate's first-year base salary, payable upon their start date, and includes a [Number of Days, e.g., 90-day] guarantee. By requesting to see this candidate's profile or arranging an interview, you agree to these terms for this submission.
Please let me know if you would like me to send their full profile. I am ready to forward it upon your confirmation.
Best,
[Your Name]
[Your Title]
[Recruiting Agency Name]
[Your Phone Number]
[Your Email Address]
</template>
<template>
Subject: Interview for [Job Title] with [Company Name]
Hi [Candidate Name],
Great news! [Company Name] was impressed with your profile and would like to schedule an interview for the [Job Title] position. This is a fantastic step forward.
The team would like to connect for a [e.g., 30-minute phone call, 1-hour video chat] with [Interviewer Name(s) and Title(s)]. To get this scheduled, could you please provide a few dates and times that work for you over the next few days? I will then coordinate with the hiring manager to confirm a time that works for everyone.
Let me know your availability, and I'll handle the rest. We're here to help you prepare.
Best,
[Your Name]
[Your Title]
[Recruiting Agency Name]
[Your Phone Number]
[Your Email Address]
</template>
<template>
Subject: Contract Renewal for [Job Title] at [Company Name]
Hi [Candidate Name],
I'm writing to follow up on your current contract as a [Job Title] with [Company Name], which is set to conclude on [Current End Date].
The team at [Company Name] has been pleased with your work and would like to extend your assignment. This renewal would be for an additional [Number of Months/Weeks], with a new end date of [New End Date]. All other terms of your contract, including your pay rate, will remain the same.
To proceed, we need your formal agreement to this extension. Please reply to this email to confirm you accept the renewal, and I will handle the necessary paperwork.
Let me know if you have any questions.
Best,
[Your Name]
[Your Title]
[Recruiting Agency Name]
[Your Phone Number]
[Your Email Address]
</template>
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