5 Sample Emails for Hired Applicants: A Guide to Crafting the Perfect Message

Congratulations! You’ve landed the job! After all the hard work that went into crafting the perfect resume, practicing for interviews, and waiting patiently for a call, you’re finally being recognized for your talent and dedication. But as you bask in the excitement of starting a new chapter in your career, there’s one important task that needs to be taken care of – sending a follow-up email to your potential employer.

Fear not, for we have got you covered! In this article, we’ll be providing you with sample emails for hired applicant which you can use as a starting point or edit as needed. These emails would help express your gratitude for the opportunity provided to you and would serve as a great way to keep the communication lines open with your employer.

But sending a simple “Thank You” email would not suffice. As a hired applicant, you want to take your follow-up email game to the next level. It is your chance to not only express your gratitude but also showcase your excitement for the new job and establish a positive first impression with your upcoming employer.

So, if you’re ready to show your future employer that you’re a great hire, let us dive into example emails for hired applicants that you can personalize to fit your voice and your new job.

The Best Structure for a Sample Email for a Hired Applicant

When it comes to sending a sample email to notify a hired applicant, it’s essential to ensure that you structure your message in a way that communicates your excitement, professionalism, and appreciation. Here’s how to craft the perfect email to a hired applicant:

1. Start with a Subject Line that Grabs their Attention

Begin your email by writing a subject line that accurately represents the content while also capturing the recipient’s attention. For instance, “Congratulations on Your New Job at XYZ Company” could be an excellent subject line for a job offer email. This brings excitement and targeted messaging up front.

2. Begin with a Warm and Positive Greeting

Your first few lines should set the tone for the rest of the message. Begin with a warm and positive greeting that acknowledges the job applicant’s excitement towards the position. For example, “Dear Jane Doe, I am thrilled to inform you that you have been selected for the position of XYZ at ABC Company”

3. Thank Them for Accepting the Job Offer

Employers should express their gratefulness towards the candidate for accepting the job offer. Remember, the candidate has chosen your company over the competing organization. Express gratitude immediately and explicitly. For example, “Thank you for accepting our job offer to become our new marketing manager.”

4. Provide Crucial Employment Details

Employers should provide sufficient details regarding the employment offer, like the start date, the work hours, the salary, the job descriptions, work benefits and perks and expectations. These details help set expectations and prepare the employee for their new role.

5. Let Them Know Whom to Get In Touch

It’s essential to provide contact information for the relevant HR person or hiring manager with whom the employee can get in touch with if they have questions. This person could be their immediate supervisor or HR representative.

6. End with Congratulating them Once Again

End your email by congratulating the candidate once again. Re-emphasize their value to your organization and how you’re thrilled to work together. “We’re excited to welcome you to the team, and we look forward to your contributions.”

In conclusion, structuring a sample email for a hired applicant isn’t just about communicating the job offer; it’s also an opportunity to showcase your company’s culture and values. Using Tim Ferris’s writing style is the perfect way to communicate professionally and positively, ensuring that you secure a productive and fantastic team member.

Seven Sample Emails for Hired Applicants

Job Performance Acknowledgment


I am writing to acknowledge your exceptional job performance during your tenure in our company. Your hard work, diligence, and skills are truly remarkable and contributed greatly to the success of our operations. Your positive attitude and dedication did not go unnoticed and inspired everyone around you.

Keep up the great work and continue to strive for excellence in everything you do! You are a valuable asset to our team, and we look forward to seeing you grow and excel in your career.

Best regards,

The Management

Offer Acceptance Confirmation

Dear [Applicant’s Name],

We would like to express our sincere congratulations and extend our warmest welcome as you have been selected to join our company. We are glad to inform you that we have accepted your application and would like to offer you the position you applied for.

We are confident that you will excel in your role and bring in your unique skills and expertise to the team. As a valuable member of our company, we assure you that we will provide the necessary support, training, and resources to help you achieve your professional goals.

Thank you for accepting our offer, and we look forward to your arrival on your first day of work.

Best regards,

The HR Team

Promotion Commendation

Dear [Employee’s Name],

It is with great pleasure that we announce your promotion to [New Role] in our company. Your outstanding performance and outstanding contributions to the organization have earned you this well-deserved recognition.

We believe that your experience and potential will be an essential addition to our leadership team. We are confident that you will excel in your new role, and we look forward to seeing the impact of your leadership on the growth and success of our company.

Once again, congratulations on your promotion, and we wish you all the best on your new journey.

Best regards,

The Management

Contract Extension Notice

Dear [Employee’s Name],

We are pleased to inform you that we would like to extend your contract with our company. Your competent performance and positive attitude have been valuable to our operations, and we would like to continue having you on board.

We will send you a separate communication regarding the terms and conditions of your extension. Please review it carefully and let us know your feedback or any queries that you may have.

Thank you for your hard work and dedication, and we look forward to continuing our professional relationship.

Best regards,

The HR Team

Job Offer Rejection Notification

Dear [Applicant’s Name],

We would like to express our appreciation for the time and effort that you have invested in our recruitment process. We were impressed by your qualifications, skills, and enthusiasm for the position you applied for.

However, we regret to inform you that we have decided to offer the position to another applicant whose qualifications and experience align better with our requirements at this time.

We would like to thank you again for considering this opportunity to join our company. We encourage you to continue your job search and wish you all the best in your future endeavors.


The HR Team

Remote Work Approval Letter

Dear [Employee’s Name],

We have received your request to work remotely, and we are pleased to inform you that your request has been approved. We believe that allowing our employees to work remotely can help them improve their work-life balance and increase their productivity.

Please note that we will provide you with the necessary tools and resources to make your remote work effective and efficient. We will also set clear expectations and guidelines on communication, deliverables, and performance metrics to ensure that there is no disruption in our operation and quality of work.

Thank you for your commitment and dedication to our company, and we wish you all the best in your remote work setup.

Best regards,

The HR Team

Performance Improvement Plan Notification

Dear [Employee’s Name],

We have noticed a decline in your job performance, and we would like to work with you to address this issue. We believe that every employee has the potential to improve and achieve their professional goals, and we are committed to providing you with the necessary support and guidance to help you succeed.

We are implementing a Performance Improvement Plan (PIP) to help you identify the areas that you need to work on and develop an action plan to improve your performance. We will set clear goals and expectations, provide regular feedback, and work with you on specific skills and areas of development to help you align with our standards and expectations.

We believe that, with our support and your effort, we can overcome any challenge and turn this situation into an opportunity for growth and development. Please do not hesitate to reach out to us if you have any queries or concerns.

Best regards,

The Management

Tips for crafting an effective email to a hired applicant

When reaching out to an applicant who has been hired for a position, it’s important to strike the right tone. You want to convey your excitement for having them join your team, while also providing all the necessary information they’ll need to start their new role. Here are some tips for crafting an effective email to a hired applicant:

– Open with congratulations and enthusiasm. This is an exciting time for the applicant, and you want to show them that you share in their excitement. Use positive language and express your confidence in their abilities to succeed in the position.

– Include all the necessary logistical information. This should include the start date, time, location, and any other important details they need to know. If there are any materials or paperwork they need to bring with them, make sure to include that as well.

– Highlight any resources or support that will be available to them. This might include a mentor or onboarding program, resources for professional development, or information about the company culture. You want the applicant to feel supported and valued from day one.

– Provide contact information for the person(s) who will be their primary point of contact. This might be their manager, HR representative, or someone else. Make it clear who they should reach out to with any questions or concerns, and encourage them to do so.

– Close with a warm and welcoming message. Reiterate how excited you are to have them join the team, and offer any additional support or resources they may need as they transition into the role.

Crafting an effective email to a hired applicant is an important step in setting them up for success in their new role. It’s important to strike the right tone, provide all the necessary information, and offer support and resources to help them succeed.

Frequently Asked Questions (FAQs) about Sample Email for Hired Applicant

What is a sample email for hired applicant?

A sample email for hired applicant is an email template that is used to notify job candidates that they have been selected for a position they applied for. It contains all the relevant information about the position, starting date, salary, benefits, etc.

What are the advantages of using a sample email for hired applicant?

Using a sample email for hired applicant saves time and reduces errors that may occur during the notification process. It also ensures that all essential information is included in the email, thus keeping the candidate informed and engaged.

What are the components of a typical sample email for hired applicant?

A typical sample email for hired applicant contains the job title, starting date, salary, benefits, reporting structure, work schedule, and other relevant information about the position. It also conveys congratulations on their successful application.

How should the language be in a sample email for hired applicant?

The language in a sample email for hired applicant should be professional but also welcoming and enthusiastic. It should create a positive tone and convey that the candidate is a valuable addition to the company.

Should the salary be listed in a sample email for hired applicant?

Yes, the salary is an essential component of a sample email for hired applicants. It should include not only the salary amount but also other compensation benefits to ensure that the candidate is adequately informed about the overall package.

Is it possible to customize a sample email for hired applicant?

Yes, it is possible to customize a sample email for hired applicant to make it more personal and relevant to the candidate. However, care should be taken to ensure that all the necessary information is included in the email.

Can a sample email for hired applicant be sent through email or post?

A sample email for hired applicant can be sent through email or post, depending on the company’s policy. However, email is the most common method as it is faster and more convenient.

That’s a wrap!

Hey there, thanks for checking out our sample email for hired applicants. We hope it provided some useful guidance for you to craft your own email when the time comes. Remember, it’s always important to be gracious, professional, and enthusiastic when accepting a job offer. And if you’re still on the hunt for the right job, don’t give up – keep pushing and exploring new opportunities! Thanks again for reading, and be sure to check back soon for more helpful articles and advice.