Create Email Templates


This article explains how to create customized email templates in Personio. Create any number of user-defined email templates, for example, for the automatic acknowledgment of incoming emails, the rejection of an application, or the invitation to an interview. Using email templates will save time, effort and ensure that the communication with candidates is consistent across the entire company.

To create a new email template, follow these steps:

  1. Go to Settings > Recruiting > Recruiting > Email templates.
  2. In the text field Add a new template, insert the title you want to give your template, and click plus-icon.pngAdd.
  3. Next to the template title, click Edit, to enter the subject line and body of the email. To personalize the communication with your candidates, use the option to Insert placeholders and Gender split.

    ▶︎ Placeholders
    are used to automatically populate the message with the corresponding candidate data. The following placeholders can be inserted in the template:

    Placeholder Description
    {{first_name}} The candidate's first name.
    {{last_name}} The candidate's last name.
    {{position_name}} The name of the advertised position.
    {{interview_date}} The scheduled date of the interview.
    {{interview_weekday}} The scheduled weekday of the interview.
    Example: Friday
    {{interview_time}} The scheduled time of the interview.
    {{interview_participants}} The first and last names of the interviewers.
    Example: John Doe and Jane Doe
    {{interview_participants_with_job_title}} The first and last names of the interviewers, and their respective job titles.
    Example: John Doe (Marketing Manager) and Jane Doe (CEO)
    {{interview_video_conferencing_link}} The link to the videoconference (if configured).
    {{smart_interview_scheduling_link}} The link for the smart scheduling of the interview (if configured). 

    ▶︎ Gender split
    is used if you want the software to make gender-specific (grammatical) adjustments in your emails automatically. This only works if you have added the candidate system attribute for Gender to the application form of your Personio Career Page. Note that the male gender variable by default is listed first.
  4. To attach documents to your email template, such as directions to your office, click Attach documents. You can attach further documents when emailing candidates.
  5. Click Submit.


Note All employees who will be sending emails to candidates from within Personio, should configure an email signature. The individual signatures are added automatically to both free-form emails and to messages that have been created from email templates. Learn more about Setting Up an Email Signature

For more information on using templates when sending messages to a candidate, take a look at our article How to send recruiting messages.




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