What are candidate communication templates?
Candidate communication templates are reusable email drafts you can create and save in Alva. They are designed to help you send consistent, professional messages to candidates - without rewriting the same emails for every job. Templates are managed at the organisation level and can be used across jobs.
You can use templates for messages like:
Rejection emails
Welcome emails
Interview scheduling emails
Custom candidate emails
š”Note: Keep templates neutral and reusable. Avoid role-specific details in the template itself; tailor those in the automation when needed.
Where to create and manage templates
To create a new candidate email template:
Go to
SettingsSelect Email templates
Open the Candidate emails tab
Click + Add a new template and choose the email type - Rejection, Interview scheduling, Welcome or Custom
Duplicate or delete a template
From the template list, you can also:
Duplicate a template to create a copy you can edit
Delete a template to permanently remove it
Create a new candidate email template
The email type you picked is fixed once the template is created. In the template itself you can define:
Template name - internal name your team will recognise
Subject - shown in the candidateās email
Title - the headline shown at the top of the email
Body - the main message
Signature - a reusable sign-off for the email
Use logo - a toggle that adds your organisation logo to the email. It stays greyed out until your organisation has a logo saved.
You can insert dynamic fields (placeholders) into the subject, title, body, and signature - for example:
Candidate Name
Job Title
Organization Name
User Name
Email preview
As you write, youāll see a Template preview to the right so you can quickly check how your email will look.
š”Note: Review placeholders before using. If you use placeholders like candidate name and job title, double-check the preview to make sure everything renders as expected.
Use templates in email automations
Candidate email templates can be used as a starting point when setting up Send email automations.
When you select a template in an automation:
Alva pre-fills the email subject and content from the template
You can still edit the email before saving the automation
This makes it easy to standardise candidate communication across your hiring process - while still allowing job-specific tweaks when needed.
Any Questions?
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