How to write a “thank you for applying” email

Job seekers today are submitting 400 to more than 750 applications to secure one job offer. Meanwhile, hiring organizations can receive overwhelming numbers of responses to job postings. According to The New York Times, the number of applications submitted on LinkedIn increased 45 percent between 2024 and 2025, with nearly 11,000 applications submitted every minute. For popular roles, the influx is even higher, making it harder to manage a growing applicant pool effectively. It’s no wonder HR professionals invest so much in applicant tracking systems.

There’s a lot of work to be done throughout the hiring process, and if you work in an HR department or as a hiring manager, you know it’s important to validate the time potential hires put into their applications by sending a “thank you for applying” email. Here are the elements of writing an effective one.

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How to Write a “Thank You for Applying” Email

How to write a “thank you for applying” email with Gmail Agent in seconds

If you’re hiring regularly, writing yet another “thank you for applying” email from scratch can get old fast. With an AI tool, like Jotform Gmail Agent, you can generate a polished, on-brand response for each applicant in a few clicks while still having full control over what is sent.

Here’s how to start setting up your Gmail Agent and using it for applicant emails.

1. Connect your Gmail account: In AI Agent Builder, click the Gmail icon in the Channels menu, then click Connect Your Gmail in the top-right corner (or navigate there from the Publish tab). Select which Gmail account you want to connect with the agent.
2. Wait for auto-learning: Once connected, Gmail Agent reviews your past emails to mirror your usual tone, sign-off, and formatting in new drafts.
3. Review and send your drafts: As applications come in, Gmail Agent automatically prepares draft replies in your Gmail inbox. All you have to do is skim, tweak, and hit send.

Every candidate gets a timely, consistent message, and you don’t have to rewrite the same email over and over again. You save hours by letting Gmail automation handle the repetitive drafting for you.

How to write a “thank you for applying” email from scratch

Writing a “thank you for applying” email is a lot like writing a standard “thank you” letter, but with a few nuances.

Have a clear subject line

If you don’t concisely communicate what your email is about, it can easily get lost in your applicants’ inboxes, especially if they’re applying for multiple positions. Include a clear subject line like, “Thank you for applying” or “We’ve received your application.” Also, consider including the position they applied for and your company name in the subject line. For example: “Your application to the Jotform Project Manager role.”

Be concise

Keep your email short, to the point, and easy to scan. Try to limit paragraphs to three sentences and bold keywords, such as job titles or important dates (like the application review timeline).

Include important information

If possible, include the name and title of the HR professional who will be reviewing the application. Even when you’re sending an automated email, this detail helps personalize communications and can start fruitful conversations. Here are some other key elements to include:

• A greeting and the applicant’s name
• Appreciation for applying
• Acknowledgment of receipt
• Timeline of the hiring process, such as when you want to have the position filled and when you expect to review this particular application
• A closing statement, often thanking the applicant for their interest in the role

Use brand-appropriate voice, tone, and content

Sending a “thank you for applying” email is a first touchpoint with a potential future employee. While the email’s tone should be professional, companies with a creative culture can use more lively language . Even if a candidate doesn’t advance, a positive impression from a “thank you for applying” email could keep them interested in future opportunities.

6 “thank you for applying” email templates you can use right now

The following templates make it easy to respond to every applicant. Whether you’re confirming you received their application or you’re rejecting a job applicant, there’s a template for every message you need to deliver to a candidate. Just customize the placeholders in brackets to match your role, company, and hiring process, and you’re ready to hit send.

General “thank you for applying” email template

Use this template to inform applicants that you’ve received their application and to set expectations for what happens next.

Subject: Thank you for applying for the [Job Title] role at [Company Name]

Hi [First Name],

Thank you for applying for the [Job Title] position at [Company Name]. We’ve received your application, and our team will review it over the next [time frame, e.g., “two weeks”].

If your background is a strong match, we’ll reach out to you to discuss next steps. In the meantime, feel free to explore other opportunities on our careers page: [link].

Thank you again for your interest in joining [Company Name].

Best regards,

[Your Name]

[Your Title]

[Company Name]

Applicant rejection email templates

Use these templates to send respectful, clear rejections that still leave candidates with a positive impression of your hiring process.

Early-stage rejection (after resume review) email template

Use this version when a candidate isn’t a fit based on their application alone, and you haven’t interviewed them.

Subject: Your application for the [Job Title] role at [Company Name]

Hi [First Name],

Thank you for taking the time to apply for the [Job Title] position at [Company Name].

After reviewing your application, we’ve decided not to move forward with your candidacy for this role. We received a high number of applications and had to make some difficult decisions about which candidates best matched our current needs.

We appreciate your interest in [Company Name] and encourage you to apply for future openings.

Wishing you all the best in your job search,

[Your Name]

[Your Title]

[Company Name]

Post-interview rejection (but keep in talent pool) email template

Use this version when the candidate has interviewed with you and you’d like to keep the door open for future roles.

Subject: Update on your application for [Job Title] at [Company Name]

Hi [First Name],

Thank you again for taking the time to speak with us about the [Job Title] position. It was a pleasure learning more about your experience and career goals.

After careful consideration, we’ve decided to move forward with another candidate whose background more closely matches our needs for this role. This was a difficult decision, and it’s not a reflection of your skills or potential.

With your permission, we’d like to keep your information on file and reach out if we have a role that’s a stronger match in the future.

Thank you again for your interest in [Company Name], and we wish you the very best in your ongoing search.

Warm regards,

[Your Name]

[Your Title]

[Company Name]

Applicant approval email templates

These templates help you move promising candidates forward while keeping your process clear and organized.

Moving to the first interview email template

Use this template when you’re inviting a promising applicant to a first interview.

Subject: Next step: Interview for the [Job Title] role at [Company Name]

Hi [First Name],

Thank you for applying for the [Job Title] position at [Company Name]. After reviewing your application, we’d like to move forward to the interview stage.

Please use this link to schedule a [length, e.g., “30-minute”] [phone/video] interview at a time that works for you: [scheduling link].

During the interview, you’ll speak with [Interviewer Name and Title] about your background and the details of the role. If you have any questions in advance, feel free to reply to this email.

We look forward to speaking with you!

Best,

[Your Name]

[Your Title]

[Company Name]

Advancing to the final round/conditional approval

Use this version when you’re advancing a candidate in the process or giving a “conditional yes” (for example, pending references or a final interview).

Subject: You’re moving forward in the [Job Title] hiring process at [Company Name]

Hi [First Name],

Thank you again for the time you’ve spent speaking with our team about the [Job Title] position. We’ve enjoyed getting to know you and your experience.

We’re excited to share that we’d like to move you forward to the next step: [next step, e.g., “a final interview with our hiring manager,” “reference checks,” or “a conversation with our leadership team”].

Our team will contact you within [time frame] to coordinate details. If you have any questions in the meantime, please reply directly to this email.

Thank you for your continued interest in [Company Name]. We’re looking forward to the next steps.

Best regards,

[Your Name]

[Your Title]

[Company Name]

Job approval/job offer email

Use this template when you’re ready to formally offer the role, confirm key details, and outline the next steps for the candidate.

Subject: Your offer for the [Job Title] role at [Company Name]

Hi [First Name],

Thank you again for the time you’ve spent speaking with our team about the [Job Title] position. We’ve enjoyed getting to know you and your experience.

We’re excited to share that we’d like to offer you the [Job Title] role at [Company Name], pending [any conditions, if applicable, e.g., “successful reference checks”]. Your offer includes [briefly list key details such as salary, start date, and location or remote status].

We’ve attached your formal offer letter with all the details. Please review it and let us know if you have any questions. When you’re ready, you can [next step, e.g., “sign the offer electronically,” “reply to confirm your acceptance,” or “schedule a call to review the offer together”].

Thank you for your interest in joining [Company Name]. We’re excited about the possibility of working together.

Best regards,

[Your Name]

[Your Title]

[Company Name]

Save time on hiring emails with Jotform Gmail Agent

If you want to send thoughtful, on-brand messages without wasting time as a busy HR professional or hiring manager, consider letting Jotform Gmail Agent handle it. It drafts “thank you for applying” emails (and many other hiring communications) in just a few clicks, so candidates can receive responses while you focus on finding the right hire. 

Ready to streamline your hiring emails? Get started with Jotform Gmail Agent.