Top Tips for Using Email Templates

Make your email communication seamless and professional with Firefish email templates. Save time, ensure consistency, and align your brand voice with these essential tips.

Contents

• Overview
• Brand Voice
• How Should I Write My Templates
• Bulk Emails (Mailshots)

Overview

All actions within Firefish have email templates related to tasks you are completing from setting up a registration meeting to placing your top candidates.

The email templates allow you to create consistent communication with all your candidates and contacts, ensuring they receive the best experience when in contact with your business.

Editing email templates should help you save time crafting communications each time you need to get in touch with a hiring manager or ask a candidate for more details. By having email templates set up in your Firefish system you can ensure your team are following your processes and sending out quality communications.

Brand Voice

Consistency is key when it comes to communicating with candidates and clients. Your email templates should reflect your brand’s tone of voice, ensuring professionalism and engagement across all interactions.

To define your brand voice:

• Consider your industry and audience. A formal tone suits corporate sectors like law and banking, whereas a more casual style may work for creative industries.
• Align your emails with other brand communications, such as social media and marketing content.
• Ensure recruiters follow a uniform communication style, reinforcing brand identity with every message.

How Should I Write My Templates

Each template serves a specific purpose. To maximize effectiveness:

• Keep it clear and concise – provide only the necessary details.
• Use merge fields – personalize emails while saving time.
• Attach relevant resources – such as interview guides or pre-screen questionnaires.
• Maintain a structured format – ensure all key information is easy to read and understand.

Regularly reviewing and updating templates ensures they stay relevant, professional, and aligned with your brand.

Bulk Emails (Mailshots)

Firefish enables bulk email functionality through tools like Bulk Emails, Advert Mailshots, and Job Alerts. Since these emails reach a large audience, they must be engaging and informative.

We recommend setting up templates for:

• Latest blog posts
• Featured vacancies.
• Industry news and insights
• Company updates
• Offers and services.
• Whitepapers and research

For job alerts and mailshots, ensure:

• Job details are comprehensive and compelling.
• Emails are well-structured and visually appealing.
• You personalise the content for your intended audience.

By following these best practices, you will create impactful emails that engage recipients and reinforce your brand’s credibility.