A Right to Represent email is your key to officially working with a candidate. It's a simple but critical step in the recruiting process, and how you write it matters.
Starting with a template ensures you cover all your bases without the guesswork, letting you move faster and focus on connecting with top talent.
<template>
Subject: Your Application for the [*Job Title*] Role at [*Company Name*]
Hi [*Candidate Name*],
Thank you for applying for the [*Job Title*] position at [*Company Name*]. We’ve reviewed your application, and your experience looks like a strong match for what our client is seeking.
To move forward, we need your formal permission to represent you to [*Company Name*] for this specific role. This is a standard step that confirms we are exclusively submitting your profile for this opportunity, which prevents duplicate submissions and keeps the process clean for the hiring team. I’ve attached the full job description for your review.
If you are interested in proceeding, please reply to this email confirming your consent. A simple “I agree” is all we need.
Once we have your confirmation, we will formally submit your profile and will be in touch regarding the next steps.
Best,
[*Your Name*]
[*Your Title*]
[*Your Company*]
[*Your Phone Number*]
[*Your Email Address*]
</template>
<template>
Subject: Consent to Represent for [*Job Title*] at [*Company Name*]
Hi [*Candidate Name*],
It was great speaking with you about the [*Job Title*] position with [*Company Name*]. As we discussed, your background is a strong fit for the role, and we're ready to move to the next step.
To formally present your profile to the hiring team, we need your written consent. This confirms you authorize us to represent you for this specific opportunity, ensuring a smooth and transparent process for everyone involved.
If you are ready to proceed, please reply to this email with a simple confirmation like, “I consent to be represented for this role.”
Once we receive your confirmation, we will submit your profile immediately and keep you updated on our progress.
Best,
[*Your Name*]
[*Your Title*]
[*Your Company*]
[*Your Phone Number*]
[*Your Email Address*]
</template>
<template>
Subject: Agreement to Represent [*Candidate Name*] for the [*Job Title*] Position
Hi [*Client Contact Name*],
Following our conversation, this email formalizes our agreement to represent [*Candidate Name*] for the [*Job Title*] role at [*Company Name*]. We are confident their profile aligns with your requirements and are excited to facilitate an introduction.
As discussed, our representation of [*Candidate Name*] is exclusive to your company for this position. This agreement ensures clarity and confirms the terms of our partnership, including our placement fee of [*Fee Percentage or Amount*], which is contingent upon a successful hire.
To accept these terms and move forward with the candidate’s profile, please reply to this email with your confirmation. Once we receive it, we can proceed with scheduling the first round of interviews.
We look forward to a successful partnership.
Best,
[*Your Name*]
[*Your Title*]
[*Your Company*]
[*Your Phone Number*]
[*Your Email Address*]
</template>
<template>
Subject: Interview with [*Company Name*] for the [*Job Title*] Role
Hi [*Candidate Name*],
Great news—[*Company Name*] was impressed with your profile and would like to schedule an interview for the [*Job Title*] position.
The hiring team is available on the following dates and times: [*List of Dates/Times*]. The interview will be with [*Interviewer Name(s)*], [*Interviewer Title(s)*], and is scheduled for [*Duration*] minutes.
Please let me know which of these options works best for you. If none of these times are suitable, feel free to provide a few alternatives that fit your schedule.
Once we confirm a time, I will send a calendar invitation with all the necessary details.
Best,
[*Your Name*]
[*Your Title*]
[*Your Company*]
[*Your Phone Number*]
[*Your Email Address*]
</template>
<template>
Subject: Contract Renewal for [*Job Title*] at [*Company Name*]
Hi [*Candidate Name*],
I’m writing with great news: [*Company Name*] would like to extend your contract for the [*Job Title*] position. They have been very pleased with your contributions and are eager to continue working with you.
This email is to formalize our agreement to represent you for this contract renewal. The proposed extension is for [*Renewal Duration, e.g., 6 months*], effective from [*New Start Date*] to [*New End Date*]. All existing terms and conditions, including your pay rate, will remain the same.
To move forward, please reply to this email confirming your agreement to the renewal. A simple “I agree to the extension” is all that’s needed.
Once we have your confirmation, we will finalize the paperwork with [*Company Name*] and send the updated contract for your signature.
Best,
[*Your Name*]
[*Your Title*]
[*Your Company*]
[*Your Phone Number*]
[*Your Email Address*]
</template>
While these five Right to Represent email templates provide a strong starting point, managing your communications efficiently is the next step. Flodesk offers intuitive email marketing tools for small businesses, helping you grow and monetize your email list. You can create, send, and automate emails that connect with your audience, all without needing coding or design skills.
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Effective Right to Represent emails are about clear, professional communication, and the right templates are your foundation. A reliable email platform helps you maintain that standard consistently and at scale.
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