6 Email Templates for the Caregiver Recruitment Cycle

See how to implement a complete email campaign for caregiver recruiting, from sourcing to onboarding, for your home care agency!

An effective email strategy can be a huge boost to your caregiver recruiting efforts.

The employee experience begins with the very first contact, so having a clear, organized communications plan is key.

The typical recruitment cycle has many stages, including preparation, recruiting, screening, interviewing, selecting the candidate(s), hiring, and onboarding. Here are six templates you can use to keep your email communications organized during the full caregiver recruiting cycle.

1. Internal prep

The first step in the caregiver hiring process is to coordinate with your team about the requirements of the role, what you’ll look for in candidates, the pay/salary range, the steps in the hiring process, and the ideal time-to-hire.

Subject line: It’s time to start hiring for the [role name] position!

Hi [Hiring Manager Name],

It’s time to start hiring for the new [job title] position, and I look forward to working with you to find a great new hire for your team. The first thing we need to do is meet and coordinate on the job requirements and hiring process. Please let me know a few times that would work for you. The meeting should take about [X] minutes.

During this meeting, we’ll determine:

  • The requirements for the job
  • The salary range for the role
  • The traits and experience your ideal hire will have

We’ll also discuss:

  • The steps in the hiring process, how we’ll work together, and how you should prepare

I look forward to working with you!

[Your Name]

2. Recruit candidates

Proactive caregiver recruiting outreach is the next email in the process.

Subject line: Your next job opportunity is here—come join the [Agency Name] team! 

Hi [Candidate Name],

My name is [Your Name], and I’m a [job title] at [Agency Name]. Your work as a [role] caught my attention because we’re looking for people with [specifics about the requirements] experience to join our team.

If you’re interested in talking about our open roles, let me know! I’d like to learn more about your career goals and what you’re looking for in your next job. Are you available for a 15-minute phone call this week?

And since we’ve never met, here’s more information about our agency and why you should consider joining us:

  • [Include a few points about why someone might want to work on your team, the benefits you offer, how long you’ve been around, your philosophy on patient care, how you take care of employees, etc.]


[Your Name]

3. Screening

If caregiver candidates have replied to your proactive outreach email, your screening process is done. If you’re sifting through applications, screening is the next step.

Subject line: We’d like to more about you for the [job title] role

Hi [Candidate Name],

Thank you for your application! Your experience, skills, and goals match up nicely with what we’re looking for in a [job title] here at [Agency Name].

I’d like to learn more about your career goals and talk more about our open positions. Are you available for a 15-minute phone screening this week?


[Your Name]

4. Interviewing

When you’re ready to bring in candidates for interviews, tell them exactly what they can expect and how to prepare.

Subject line: We’d like to interview you for the [job title] role at [Agency Name]

Hi [Candidate Name],

Our hiring manager has reviewed your application, experience, interests, and notes from our call and is eager to learn more about you and discuss how you could contribute to our culture here at [Agency Name].

We’d like [for you to come in for an interview / to schedule a video interview] with the hiring manager and a few potential colleagues. The process should take no more than [X] hours.

During the interview process, you will:

  • Meet the hiring manager and potential colleagues
  • Be asked to talk about specific skills listed on your resume, like time management, and those listed in the job description (attached), like communicating with patients’ families and onboarding new patients
  • Have the chance to ask questions about company culture, role responsibilities, growth opportunities, etc. (Please continue to direct questions about pay and benefits to me)

Please use the Doodle poll link below to let us know your availability. The team is looking forward to meeting you!


[Your Name]

5. Selecting/hiring

Congratulations on making it to the offer stage! Recruiting is hard work, and we hope you get your top choice of home caregiver. When you’re ready to make the hire, contact your selected candidate with a friendly and informative email.

Subject line: We’d like for you to officially join our team as a [job title]!

Hi [Candidate Name],

Congratulations! We’re very happy to offer you a position as a [job title] at [Agency Name]. Your skills, experience, and point of view will be a valuable addition to our agency, and we’re very happy to make you a part of the team. We particularly look forward to the [specific quality unique to the candidate] experience you bring.

Your offer letter is attached and includes salary, title, job description, and a proposed start date. Please review and sign by [date]. If you have questions, please don’t hesitate to ask.


[Your Name]

6. Onboarding

Once your caregiver has accepted the offer, it’s time to really make them a part of the team. Even if you do all of your onboarding in person, rather than online, it’s helpful to have as much information about the process in an email so your new hire can refer to it in the future.

Subject line: It’s time to start onboarding at [Agency Name]

Hi [Candidate Name],

We’re thrilled to have you join the [Agency Name] team. This email contains all the information you’ll need to get started in your new role as a [job title].


  • [Include information about when, where, and how they will receive training. Make sure to include links whenever possible and clearly mark to-do items.]


  • [Include information about where they can access information about pay, schedules, benefits, etc. Make sure to include links whenever possible and clearly mark to-do items.]

If you have questions about [specifics], please contact [Contact Name]. If you have questions about [specifics], please contact me directly.


[Your Name]

Need help with your caregiver recruiting email campaign?

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