Placement Confirmation Email Workflow for Outlook
Confirm a successful placement with a client employer and outline the guarantee period. 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 placement 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
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Cc
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Bcc
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Subject
Placement Confirmed — candidate_name as position_title
Hi client_contact_name,
Congratulations — it's official! I'm pleased to confirm that candidate_name has accepted your offer and will be joining company_name as your new position_title. This is a great outcome, and I'm confident you've found the right person for the role.
PLACEMENT DETAILS
• Candidate: candidate_name
• Position: position_title
• Company: company_name
• Start Date: start_date
• Guarantee Period: guarantee_period
A placement summary is attached for your records.
YOUR GUARANTEE
As outlined in our search agreement, this placement comes with a guarantee_period guarantee. If candidate_name separates from your company — for any reason other than layoff — within that window, we will conduct a replacement search at no additional fee. The specifics are detailed in your signed agreement.
SETTING THEM UP FOR SUCCESS
The first 90 days are critical for any new hire. I'd encourage investing time in onboarding, setting clear expectations early, and scheduling regular check-ins with their manager. If you notice any concerns early in the engagement, please reach out to me — it's often much easier to course-correct a small issue before it becomes a bigger one.
Thank you for the opportunity to partner with you on this search. It's been a pleasure. I'm here at me::phone if there's anything else I can do.
Workflow context
When to use this workflow
Use this workflow when a candidate placement has been confirmed and the client employer needs start details and guarantee period information.
What this replaces
This replaces manually writing placement confirmations, retyping candidate and role details, and inconsistently explaining guarantee terms or next steps.
Why teams standardize this email
Placement confirmation emails affect client confidence and internal handoff quality. A workflow helps staffing teams send complete, consistent placement details before the start date.
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 placement confirmation email in Outlook
- Prompts for client contact, company, candidate name, position title, start date, guarantee period, and phone number
- Adds a placement-specific subject line
- Can include configured placement attachments if the workflow uses them
- Keeps the email editable before sending
FAQ
Does Toggles update the ATS or payroll system?
No. Toggles prepares the email only. ATS, payroll, and onboarding updates stay in your existing systems.
Can guarantee period language be standardized?
Yes. Teams can include approved guarantee language in the workflow.
Can the recruiter edit the email before sending?
Yes. The Outlook draft remains editable.
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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