Email template to request an intake meeting From a recruiter to a hiring manager

Recruiting Email Templates

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Subject Line:  Meeting with the hiring team in regards to X position

Dear (Hiring Manager’s name),

I hope this email finds you well.

I am writing this email to schedule a meeting with you, at your earliest convenience. During this meeting, we will discuss the different requirements and candidate profiles for the (job title) role that we want to hire for.

In addition, I would like to please ask you to prepare the answers to the below questions and details so that they can be ready during the meeting. For instance, here are some of the details that I will be needing:

  • Employment type (full or part time, permanent or a temporary contract)
  • Salary range
  • Job responsibilities (the major 5-10 work tasks)
  • Requirement criteria (previous work experience, academic background and knowledge of specific tools).
  • Evaluation methods (screening calls, interviews, assignments and online tests)
  • Timeline (ideal start date and end date if relevant)

Furthermore, if you know of any individuals who would be a perfect fit for this position (such as internal candidates or past applicants), please prepare their names for the meeting so I can reach out to them as soon as possible. 

To help you get on track, please find attached a job description template that we have used in the past for a similar position. Feel free to modify or tweak anything that you believe is necessary and we could also review and finalize the job posting during the meeting.

Please let me know which of the following time slots suit your schedule better and once you pick one, I will send you an invitation.

  • Tuesday 5/15, 10-11 AM
  • Tuesday 5/15, 2-3 PM
  • Wednesday 5/16, 1:30-2:30 PM

If none of these options work for you, please feel free to suggest new days and time slots and we can schedule a meeting date/time that works well for both of us.

Finally, if you believe we need to include another staff from the hiring team in this meeting, please let me know and I will be sure to extend them an invitation to the meeting.

Thank you so much.

Looking forward to our meeting.

Kind regards,

(Your Name)

(Email Signature)

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