Job Order Confirmation Email Workflow for Outlook
Confirm a new job order with a client employer and set expectations for the search process. Copy this ready-to-use Outlook email template, or use it as a reusable Toggles workflow with variables, recipients, attachments, and team sharing.
Free to try. No automatic sending - review every draft before sending.
Copy/paste template
Copy the job order confirmation email template
Use this once as a regular Outlook template, or launch the full Toggles workflow when you send it repeatedly.
What this template helps you avoid
Common email risks
- Missing required details
- Rewriting the same email manually
- Inconsistent wording across a team
- Forgetting attachments, links, recipients, or preparation notes
Fields your team can fill in
To
Add recipients
Cc
Add recipients
Bcc
Add recipients
Subject
Search Activated — position_title at company_name
job-order-agreement
Hi client_contact_name,
Thank you for choosing to partner with us on your search for a position_title at company_name. We've formally activated the search, and I'm excited to get to work on this for you.
SEARCH DETAILS
• Position: position_title
• Openings: positions_count
• Target Start Date: target_start_date
• Fee Structure: fee_structure
The signed search agreement is attached for your records. Please review it and reach out if anything requires clarification.
WHAT TO EXPECT FROM US
We'll begin sourcing and screening candidates immediately. Depending on the market, you can expect to see an initial slate of qualified candidates within 7–10 business days. Each candidate we submit will include a written profile summarizing their background, compensation requirements, and our assessment of fit.
WHAT WE NEED FROM YOU
The faster we can schedule interviews with candidates you're interested in, the better your chances of securing top talent before they're placed elsewhere. We recommend committing to a 48–72 hour response window for submitted candidates and keeping at least 2 interview slots available each week.
I'll be your primary point of contact throughout the search. If anything changes on your end — budget, timeline, or job requirements — please let me know immediately so I can adjust accordingly.
Looking forward to finding you the right person. Reach me at me::phone anytime.
Workflow context
When to use this workflow
Use this workflow when a client employer submits a new job order and the staffing team needs to confirm the search details and expectations.
What this replaces
This replaces manual job order confirmations, inconsistent search process language, and missing attachments or intake details for new client roles.
Why teams standardize this email
Job order confirmations align the recruiter and client before sourcing begins. A workflow helps teams capture role details, timelines, fee terms, and next steps consistently.
What Toggles adds beyond a normal Outlook template
Toggles inserts the workflow directly in Outlook, prompts for variables, prepares operational details, and keeps the draft editable before sending.
- Inserts the job order confirmation email in Outlook
- Prompts for client contact, company, position title, number of positions, target start date, fee structure, and phone number
- Adds a role-specific subject line
- Can require job order or intake attachments
- Keeps the draft editable before sending
FAQ
Does Toggles create the job order in the ATS?
No. Toggles prepares the client email. ATS or CRM records are handled in your existing systems.
Can fee structure language be reviewed before sending?
Yes. The Outlook draft remains editable.
Can attachments be required?
Yes. This workflow can require the relevant job order or intake document before sending.
Email workflow audit
Make sure this is the right workflow to standardize first
Use the audit to compare repeatable Outlook emails by volume, risk, and complexity before choosing the first workflow for your team.
How it works
Use this workflow inside Outlook without rebuilding the email manually
Standardize the full process, then let your team launch the same complete email whenever they need it.
Add this workflow
Add this example to Outlook so the full email process is ready to use right away.
Install this workflow →
Open it in Outlook
Launch it from the compose window where your team already works.
Review, fill, and send
Review the remaining fields, then send with the right message already in place.
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Roll out the standard
Standardize this process in Outlook
Start with one workflow, then give your team the same approved message, recipients, attachments, and structure every time.
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