Candidate submission email templates you can copy today

A candidate submission email introduces one candidate, or a shortlist, to a client for a specific role. A good one has five parts: a subject line the client can scan, two or three reasons the candidate fits that each point to something in the CV, the logistics the client always asks about (notice, availability, salary or rate), the CV attached or linked, and a specific next step. Below are seven templates you can copy and adapt, plus a pre-send checklist and the mistakes that make clients stop reading. Replace everything in square brackets.

What a good candidate submission email does

Hiring managers read submissions between meetings. Write for that:

• The subject line carries the headline. Role, candidate (or reference) and one reason to open it.
• Every fit claim points at evidence. "Strong stakeholder skills" is noise. "Ran the vendor review for a 40-person finance team, 2023" is evidence, as long as the CV actually says it.
• Logistics come before the client has to ask. Notice period, availability, and salary or rate (with the candidate's agreement).
• Gaps are named, not hidden. If the CV doesn't show something the brief asks for, say what you've confirmed on the phone, or that you haven't.
• One clear next step, with two interview slots offered.

Don't paste the CV into the email body, and never include the candidate's personal contact details.

Before you send: a quick checklist

• The candidate has agreed to be submitted to this client for this role.
• You've asked whether anyone else has already submitted them for it.
• The CV has been checked against the original and contact details are removed, including hidden metadata.
• You have the candidate's agreement to share salary or rate.
• The client's name and the role are correct in the subject and the body (copy-paste errors here are memorable for the wrong reasons).
• The attachment is the final version, named with a reference rather than the candidate's details.

Template 1: Standard permanent submission

Subject: [Role] – [Candidate name] – [standout match], available in [notice]

Hi [First name],

I'd like to put [Candidate name] forward for your [Role] position. Their CV is attached as a PDF, with an editable Word version if your team prefers it.

Why I think they fit the brief:

• [Requirement 1]: [evidence from the CV, e.g. "led the migration of the billing platform to AWS at [Employer], 2022–2024"]
• [Requirement 2]: [evidence from the CV]
• [Requirement 3]: not shown in the CV, but on our call they described [what they said]. Worth exploring at interview.

Notice period: [x weeks]. Salary expectation: [range], which they're happy for me to share. They can interview on [days].

Would [slot 1] or [slot 2] work for a first conversation?

Best regards, [Your name]

Template 2: Contractor or interim submission

Subject: [Role] contract – [Candidate name] – [rate], available [date]

Hi [First name],

For your [Role] contract, I'd like to submit [Candidate name]. CV attached.

• Rate: [rate] per day, [working arrangement, e.g. via their own limited company or an umbrella company]
• Availability: from [date], [x] days a week, [on-site/hybrid/remote] as per the brief
• Most relevant assignment: [Client sector], [dates], [what the CV says they delivered]
• Also relevant: [second piece of evidence from the CV]

They're available for a call on [days]. Shall I book [slot]?

Thanks, [Your name]

Template 3: Shortlist of several candidates

Subject: [Role] shortlist – [number] candidates for review

Hi [First name],

Here's the shortlist for [Role]. All [number] candidates have confirmed interest and agreed to their details being shared. CVs attached, named by candidate reference.

1. [Candidate A] – [strongest evidence against the brief]. Notice: [x]. Expectation: [y].
2. [Candidate B] – [strongest evidence]. Notice: [x]. Expectation: [y]. Note: [gap and what you've confirmed].
3. [Candidate C] – [strongest evidence]. Notice: [x]. Expectation: [y].

If it helps, I'd suggest first conversations with [A] and [B] this week. Could you let me know by [day]?

Best, [Your name]

Template 4: Anonymised profile

Only send this when the candidate has agreed to you marketing their anonymised profile to this client.

Subject: [Job title] profile – [sector], [x] years, available [notice], ref [REF]

Hi [First name],

I'm representing a [job title] with [x] years in [sector] who's interested in [type of role] opportunities with organisations like yours. With their agreement, I've attached an anonymised profile (ref [REF]).

• [Evidence 1, worded so it doesn't identify the person or their employer]
• [Evidence 2]

If this is relevant to your plans, I can share their full CV once they've agreed to an introduction for a specific role.

Kind regards, [Your name]

Before you send an anonymised profile, read our note on what anonymisation can and can't hide. Niche careers are easy to recognise.

Template 5: Follow-up when you've heard nothing

Subject: Re: [Role] – [Candidate name]

Hi [First name],

A quick follow-up on [Candidate name] for [Role]. They're also in process elsewhere, so I want to give you first sight while they're available. Is it a yes for interview, or should I let them know it's not a fit?

Thanks, [Your name]

Only say "in process elsewhere" if it's true. Clients remember.

Template 6: Resubmission after an update

Subject: Updated CV – [Candidate name] – [Role]: [what changed]

Hi [First name],

[Candidate name] has [passed their certification / finished their contract early / updated their availability], so I've attached an updated CV. The only changes are [what changed]. Everything else is as before.

This replaces the version I sent on [date].

Best, [Your name]

Template 7: Sending a secure, tracked link

Subject: [Role] – [Candidate name] – CV via secure link

Hi [First name],

I've shared [Candidate name]'s CV for [Role] through a secure link. It expires on [date]. You can read the CV there and mark it Request interview, Maybe or Not a fit so I know where we stand.

[Link]

Happy to talk it through on [day].

Thanks, [Your name]

Mistakes that make clients stop reading

Writing the evidence lines faster

The slowest part of any submission email is matching the brief to the CV. In CVPitch, you can paste the job description into job match. Each requirement is marked as evidenced, partly evidenced or not shown in the CV, with the supporting CV passage beside it. The match doesn't guess. If there's no passage, it says so. From that, CVPitch drafts a pitch email whose claims cite the CV, and you edit it and send it from your own email. You can also share the approved CV through a secure, expiring link, see when the client opened it, and get their Request interview, Maybe or Not a fit response without chasing. Both are covered in the feature overview.

For the wider skill of presenting candidates, read how to pitch a candidate to a client. The candidate profile template gives you a one-page summary to attach for clients who want it.

Frequently asked questions

What should a candidate submission email include?

A clear subject line, two or three fit points each backed by the CV, notice period and availability, salary or rate if the candidate has agreed to share it, the CV attached or linked, and a specific next step such as two interview slots.

Should I attach the CV or send a link?

Either works. Attach what the client prefers. A secure, expiring link keeps the file from being forwarded indefinitely and tells you when it was opened. An attachment is simplest for clients who file everything in their email.

Should I include salary in a submission email?

Include the expectation only if the candidate has agreed you can share it. Clients usually want it early, and sharing it up front avoids wasted interviews. Never include their current salary without explicit agreement.

How soon should I follow up on a submission?

Set the expectation in the original email ("could you let me know by Thursday?") and follow up when that passes. For in-demand candidates, a polite follow-up within two working days is normal.

Bottom line

Short, specific and backed by evidence wins. Lead with the role and candidate, point every claim at the CV, cover the logistics before the client asks, and end with a concrete next step.