Recruiting AI Prompt Templates
Six AI prompt templates for recruiters -- job descriptions, candidate outreach, resume screening, interview questions, rejections, and offer emails. Use the variants as they are, fill in the placeholders, or download the editable Word file.
Made by Anatolii Ulitovskyi 
Fact-checked by RH Fardin Updated 1. Write a job description
When to useReach for it when a role is approved and the intake notes are a list of nice-to-haves.
Prompt
You are a role for company, a product description. Write a job description for a job title. Success in year one looks like first year outcomes. The non-negotiables are must haves. Use this context: context. Open with the problem this person solves, describe the work in concrete terms, list no more than three requirements, state the salary band plainly, and write it in a tone tone. Cut every phrase that could appear in any other company's post.
How to adapt it
- Replace first year outcomes with what the hiring manager will judge at review time, not a duty list.
- Hold must haves to three -- every extra line quietly filters out strong candidates who self-select away.
- Put the real band and location policy in context; posts that hide them get lower-quality applicants.
Why it works
It leads with outcomes instead of duties, caps requirements, and bans interchangeable filler -- which is what makes a post read like a specific job rather than a template.
2. Draft candidate outreach
When to useReach for it when you are sourcing someone who is not looking and has ten of these in their inbox.
Prompt
You are a role for company, a product description. Write outreach to a passive candidate about a job title opening. Open by referencing candidate detail and connect it to the work in one sentence. Explain why them honestly. Use this context: context. Keep it under word limit words, never say you were impressed by their profile, state the salary band, and end with a low-commitment ask such as a fifteen-minute call, not an application link.
How to adapt it
- Put something you actually read into candidate detail -- a job title is not a detail, a decision they made is.
- Make why them true; a flattering reason they can see through costs you the whole thread.
- Keep word limit brutal. Passive candidates skim, and the band is the line they skim for.
Why it works
It opens on a specific detail, gives an honest reason the role fits, publishes the band, and asks for fifteen minutes instead of an application -- lowering the cost of a reply to almost nothing.
3. Screen and summarize a resume
When to useReach for it when a role has a full pipeline and screening is the bottleneck before first calls.
Prompt
You are a role for company, a product description. Screen this candidate for a job title against these criteria: must haves. Here is the resume: resume text. Use this context: context. In under word limit words, give a short summary, then mark each criterion met, partly met, or not evidenced, quoting the exact resume line that supports your call. List two questions a first call must answer. Do not infer anything the resume does not state. Do not comment on personal traits.
How to adapt it
- Paste the full resume text; a truncated resume produces confident guesses about the missing half.
- Keep must haves to the criteria you would defend in a debrief, since everything else adds noise and bias.
- Treat not evidenced as a prompt for the call, not a rejection -- resumes underreport constantly.
Why it works
It forces a quote for every judgment, allows a not-evidenced verdict instead of a guess, and bans commentary on personal traits -- keeping the summary auditable and the decision with the human.
4. Write interview questions for a role
When to useReach for it when a panel is improvising questions and every candidate gets a different interview.
Prompt
You are a role for company, a product description. Write question count interview questions for a job title whose first year should deliver first year outcomes. Use this context: context. For each question give the signal it detects, what a strong answer contains, what a weak answer sounds like, and one follow-up that separates real experience from rehearsed stories. Use a tone tone. No brainteasers, no hypotheticals, and nothing that tests memory of trivia.
How to adapt it
- Derive every question from first year outcomes so the panel tests the job, not general cleverness.
- Put what previous hires struggled with into context -- that is where your real signal gap is.
- Keep the strong and weak answer notes; without them, scoring drifts to whoever interviewed best.
Why it works
It ties each question to a first-year outcome and forces a scoring rubric plus a probing follow-up -- which is what makes a panel consistent instead of a series of pleasant conversations.
5. Draft a rejection that keeps goodwill
When to useReach for it right after the decision, while the candidate is still waiting and still cares.
Prompt
You are a role for company, a product description. Write a rejection to a candidate who reached stage reached for our job title. The decision driver was real reason. Use this context: context. Deliver the decision in the first two sentences, give one specific and true reason, thank them for the specific effort they made, and say plainly whether you want to stay in touch. Keep it under word limit words. No false hope, no vague praise, no promises about future roles you cannot keep.
How to adapt it
- Write the truth into real reason first, then edit for kindness -- kindness added to vagueness reads as evasion.
- Only offer to stay in touch if context says you would genuinely take their call in six months.
- Keep word limit short; a long rejection makes the candidate hunt for the sentence that matters.
Why it works
It leads with the decision, gives one true reason, and forces an honest position on staying in touch -- so the candidate leaves with information rather than a puzzle to decode.
6. Write an offer email
When to useReach for it the moment the offer is approved, ideally minutes after the verbal conversation.
Prompt
You are a role for company, a product description. Write an offer email for a job title. The package is compensation. During interviews they said they wanted their motivation. Use this context: context. Open with the offer itself, connect the role to their motivation in one specific sentence, lay out the package in a plain list, name who they can call with questions, and state the deadline once without pressure. Keep it under word limit words in a tone tone.
How to adapt it
- Quote their motivation close to their actual phrasing -- that is the sentence they forward to their partner.
- Put every number in compensation in the email body, not only in the attachment nobody opens on a phone.
- If context mentions a competing offer, name a person to call rather than adding urgency.
Why it works
It leads with the offer, mirrors the candidate's own stated motivation, puts the numbers where they can be read on a phone, and gives a human to call -- which is how offers get accepted rather than negotiated cold.
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How to use
How to use this template
- 1
Pick the closest variant. Choose by the situation, not only by the channel.
- 2
Replace every placeholder in brackets. If you cannot fill one, ask the customer one short question first.
- 3
Save the final wording where your team works: your CRM, your help desk, or saved replies and the knowledge base in CRMsoftware.pro.
- 4
Review the results every week. Drop the variants that confuse people and improve the ones that work.
FAQ
Frequently asked questions
Can I use these templates commercially?
Yes. Copy, edit, and use them in your business, client work, CRM, help desk, or CRMsoftware.pro workspace.
Can AI screen candidates without introducing bias?
Not on its own. Constrain it to criteria you can defend, require a quote from the resume for every judgment, allow a not-evidenced verdict, and forbid commentary on personal traits. Even then, treat the output as a summary that speeds up a human decision, never as a score that makes one. The hiring call stays with a person.
Why do AI-written recruiting emails get ignored?
Because they contain nothing only you could have written. A note that praises a profile and describes an exciting opportunity is indistinguishable from the nine others that arrived that week. Put one specific detail from the candidate's work in the first line, state the band, and ask for fifteen minutes instead of an application.
How long should a job description be?
Short enough that a strong candidate reads all of it. Lead with the problem the person solves and the outcomes for year one, keep requirements to three, and publish the salary band. Long requirement lists do not raise the bar -- they quietly filter out the exact candidates who would have been great and assumed they were not.
Should I tell rejected candidates the real reason?
Give one true, specific reason where you can. Vague praise wrapped around a no leaves people confused and resentful. Deliver the decision in the first two sentences, name the actual driver in plain language, and only offer to stay in touch if you genuinely would take their call later.
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