Email Templates - HeyMilo AI Documentation

Good templates keep tone consistent, set clear deadlines, and make the next step obvious—especially at volume.

Why it matters

Deliverability + trust: Clear, professional copy pairs with a proper sender domain (see Sender Domains).
Higher completion: Time estimate + deadline + one strong link reduce drop-off.
Less rework: Write once, reuse via template groups across postings.

Prerequisites

A verified sender setup so mail isn’t blocked or spam-foldered. Use Outreach → Sender Domains.

Where to work

Sidebar → Outreach → Email Templates

Create a template

Create Template

Template name: For your team (e.g. “Customer Support – Interview Invite”).
Template type, the event this email is for:
- Web Interview Invitation: when a candidate is invited
- Web Interview Nudge: reminder for incomplete interviews
- Web Interview Final Nudge: final reminder before the window closes
- Resume Upload Invitation: request a resume
- Resume Upload Reminder: reminder to upload a resume
- Invitation to Schedule: when a candidate is asked to book time (e.g. with a recruiter or hiring team)
- Interview Completion: confirmation sent after the candidate finishes the interview
- Report Ready: notification that their interview report or results are available
Subject and body: Use Preview before saving.
Create Template / save.

If a template type is missing from a template group, HeyMilo falls back to the system default for that message type.

Template groups

Create Group

Group name (e.g. “High-Volume Staffing Roles”)
(Optional) Sender email for the group
Select one or more templates to include
Include Invitation to Schedule, Interview Completion, and Report Ready in a group when you want branded copy for scheduling, post-interview confirmation, and report delivery; otherwise the default templates apply for those events.
Create Group

Apply a group to an interview

When creating or editing an interviewer:

Open Communication & Branding
Choose Email Template Group

Save

All automated candidate emails for that interview use your group (per type).

Variables

Use merge fields in subject/body (insert via Add variable in the editor when available). Common: {{first_name}}, {{job_title}}, {{company_name}}, {{interview_link}}, {{days_to_complete}}, {{upload_link}}.

Example templates

Web Interview Invitation 1

Subject: Complete your interview for {{job_title}} at {{company_name}}

Hi {{first_name}},
Thanks for applying to {{company_name}}. As the next step, we’d like you to complete a short interview with our AI interviewer.
⏱️ The interview takes about 10–15 minutes and should be completed within {{days_to_complete}} days.
👉 Start your interview here:
{{interview_link}}
Choose a quiet space, take your time, and answer honestly. We’re looking forward to learning more about your experience!
Best,
{{company_name}} Hiring Team

Web Interview Invitation 2

Subject: Invitation to complete your HeyMilo interview with {{company_name}}

Hi {{first_name}} 👋, 
Thank you for applying to opportunities with {{company_name}}. As the next step, we’d love for you to complete a short, AI-assisted interview through HeyMilo. 
This interview helps us quickly understand your experience and match you with the right opportunities. Many roles move fast, so completing this step promptly helps keep your application moving forward.
What to know before you start: Set aside 10–15 minutes in a quiet place with a reliable internet connection The interview should be completed in one sitting, but you can always go back to it if needed. 
Please complete it within {{days_to_complete}} business days — your link will expire after that 
👉 Start your interview here: {{interview_link}} You’ll be asked about: 
- Your background and experience 
- Your interest in the {{job_title}} role 
- What you’re looking for in your next opportunity 
We’re excited to learn more about you and see how we can support your next placement. 
Best, 
The {{company_name}} Recruiting Team 
For information on how we use and process personal information, please see the HeyMilo Candidate Privacy Notice (Americas).

Web Interview Nudge

Subject: Reminder: {{days_to_complete}} days left to complete your interview

Hi {{first_name}}, 
Just a reminder to complete your interview for the {{job_title}} role. 
👉 {{interview_link}} Completing the interview by the deadline helps us move your application forward. 
Thanks, 
{{company_name}} Hiring Team

Web Interview Final Nudge

Subject: Final reminder — interview deadline approaching

Hi {{first_name}}, 
This is a final reminder to complete your interview for the {{job_title}} role at {{company_name}}. ⏰ You have {{days_to_complete}} days remaining. 
👉 {{interview_link}} 
After the deadline, we may not be able to consider your application further. 
Best, 
{{company_name}} Hiring Team

Resume Upload Invitation

Subject: Please upload your resume to continue your application

Hi {{first_name}}, 
To continue your application for the {{job_title}} role, please upload your resume using the link below: 
👉 {{upload_link}} 
This helps us review your background more accurately. 
Thanks, 
{{company_name}} Hiring Team

Invitation to Schedule

Subject: Schedule your next step — {{job_title}} at {{company_name}}
Hi {{first_name}},
Thanks for progressing with {{company_name}}. Please use the link below to choose a time that works for you.
👉 {{schedule_link}}
If none of these times work, reply to this email and we’ll help.
Best,
{{company_name}} Hiring Team

Interview Completion

Subject: We received your interview — {{job_title}}
Hi {{first_name}},
Thanks for completing your interview. We’ve received your responses and will review them as part of your application.
Best,
{{company_name}} Hiring Team

Report Ready

Subject: Your interview summary is ready — {{job_title}}
Hi {{first_name}},
Your interview report is ready to review.
👉 {{report_link}}
Best,
{{company_name}} Hiring Team

Best practices

Keep subject lines short and clear so they display well on mobile
Use variables to personalize messages and set expectations
Include a clear deadline using {{days_to_complete}} where it applies
Match your tone to the role (formal for corporate, concise for staffing)
Test templates before applying them to live interview experiences
Group templates by role, client, or program to stay organized

Next steps

Need help? support@heymilo.ai or in-app chat.

​Why it matters

​Prerequisites

​Where to work

​Create a template

​Template groups

​Apply a group to an interview

​Variables

​Example templates

​Web Interview Invitation 1

​Web Interview Invitation 2

​Web Interview Nudge

​Web Interview Final Nudge

​Resume Upload Invitation

​Invitation to Schedule

​Interview Completion

​Report Ready

​Best practices

​Next steps

Why it matters

Prerequisites

Where to work

Create a template

Template groups

Apply a group to an interview

Variables

Example templates

Web Interview Invitation 1

Web Interview Invitation 2

Web Interview Nudge

Web Interview Final Nudge

Resume Upload Invitation

Invitation to Schedule

Interview Completion

Report Ready

Best practices

Next steps