Recruiter to Hiring Manager - Intake Meeting Email Template

Recruiters and hiring managers to agree on a few things before beginning the hiring process, including:

• Details of the open position
• Structure of the hiring process
• Candidate qualification criteria

This intake meeting email template is to request a call or in-person meeting with hiring managers before the hiring process starts. Use this as an opportunity to get on the same page from day one. Give hiring managers a heads up on what to prepare beforehand such as job descriptions or interview questions.

If necessary, cc or tag all hiring team members in your email or ATS so everyone’s in the loop.

Subject line: Can we schedule an intake meeting about [X] position? / Let’s chat about the [X] position

Hi [Hiring manager’s name],

Hope you’re well!

Would it be possible to schedule a meeting so we can discuss requirements and candidate profiles for the [job title] role before it opens up? 

I’d love to discuss the basics of the role and how we should proceed with the hiring process.

Here’s some of the information I’ll need:

• Employment type (full-time or part-time, permanent or fixed-term contract)
• Salary range
• Job duties (five to ten regular tasks)
• Requirements (including relevant experience and knowledge of specific tools)
• Evaluation methods (like screening calls, assignments and online tests)
• Timeline (ideal start date)

Also, if you have anyone in mind for this role already (internal candidates, employee referrals, past applicants, etc.), please let me know so I can reach out as soon as possible.

I’m attaching a job description template [that we’ve used in the past for a similar position] to get started. Feel free to make adjustments as needed. We can also review it together during the meeting if you like.

[Please let me know which of the following options you prefer and I’ll send you a calendar invitation:

• [List available times]

Or you can grab a spot in my Calendly here [add calendar link]

If this doesn’t fit your schedule, let me know what works and we will find the best time for everyone. [Also, if you think that it’d be helpful if someone else from the hiring team joins this meeting, please let me know.]

Thank you,

[Your name]

[Email signature]