An intake meeting request: From the recruiter to the hiring manager

Recruiting Email Templates

This is an example of an email template for recruiters to use when communicating with hiring managers to set up intake meetings. This is a good template to remind you of the important details to include that need to be included for an effective hiring process.

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Email Subject Line: Intake meeting for [X] position / Let’s talk about [X] position

Hello [Name of Hiring Manager],

I hope this email finds you well.

I’d like to set up a meeting to discuss the requirements and ideal applicant profiles for the [job title] position we’re about to open.

Could you take a moment to consider the fundamentals of the available position and the hiring procedure before our meeting? Here are some details I’ll need, for instance:

  • Type of employment (full-time or part-time, permanent or fixed-term contract).
  • Salary range (hourly payment, annual gross income, etc).
  • Job responsibilities (five to ten regular tasks)
  • Requirements (including required experience and understanding of certain platforms/websites)
  • Evaluation procedures (like screening calls, assignments and online tests)
  • Timeline  (start date/end date, if applicable)

Additionally, please let me know in this meeting if you have any particular individuals in mind who might be suitable candidates (such as internal candidates or previous applicants) so I can get in touch with them right away.

I’ve attached a sample job description that we previously used for a position like this one to get you started. You can change, remove, and add employment requirements. Or, if you’d prefer, we can go through it in person during the meeting.

Please choose your preferred date/time from the list below, and I’ll email you a calendar invitation:

  • [Tuesday, May 15, 10–11 AM]
  • [Tuesday, May 15 from 2-3 PM]
  • [Tuesday, May 15, 1:30–2:30 PM]

If none of these time slots work for you, please let me know when you’ll be free so that we can arrange something. Please let me know if you think it would be beneficial for someone else from the hiring team to attend this meeting.

Thank you so much.

Kind regards,

[Your name]

[Email signature]

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