# How to customize candidate emails in Truffle > Turn a position's reminders on or off, rewrite the invitation and reminders with merge tags, keep company templates, and choose where candidate replies go. Source: https://www.hiretruffle.com/how-it-works/guides/customize-candidate-emails Last verified against the product: 2026-10-05 Time required: 6 min Every screenshot and label below was captured from the live product. **Outcome.** By the end you can switch reminders per position, write and preview your own wording for one position or the whole company, and decide where candidates' replies land. ## Before you start - A Truffle account. Switching reminders works on every plan, including the 7-day free trial (30 credits, no credit card). Changing the wording needs a paid plan. - A position with a video interview or assessments, since those are what candidates are invited to. - To choose where replies go, the owner or an admin of your Truffle account. ## Steps ### 1. Open Candidate emails Open the position, choose **Settings** in the tabs at the top right, and scroll to **Candidate emails**. It lists every email this position sends. The **Invitation** is **Always sent**. **Reminders** are **Nudges to candidates who haven't started.**: **After 1 day**, **After 3 days** and **After 7 days**. **Completion** goes out when a candidate finishes. Each row shows the wording it uses, here **Standard**, and an **Edit** button. ### 2. Turn a reminder off Each reminder and the completion email has its own switch. Turn one off and it saves straight away, with **Saved** on the row. Here **After 7 days** is off, so candidates on this position get two reminders at most. > Note: **Switched-off reminders stop for this position only.** Other positions keep their own settings. ### 3. Open the email window Choose **Edit** on **Invitation**. The **Invitation email** window shows the email as it is written. **Wording** says where it comes from, here **Truffle's standard wording**. The subject line is marked **· standard, edit to change**. Below it are the body, with **Insert** and **Draft with AI**, and your name and title as the sign-off. **Button and footer are added by Truffle.** > Note: If no one in your company has chosen where replies go yet, the window also shows **New: choose where candidate replies go.** The last step covers that choice. ### 4. Insert merge tags Click where you want a detail in the subject or body, then choose **Insert**. Pick a merge tag and Truffle fills it in for each candidate when the email sends: **{candidate_first_name}**, **{candidate_full_name}**, **{company_name}**, **{position_title}**, **{estimated_duration}**, **{screening_type}**, **{sender_name}**, **{sender_title}**, **{deadline_date}** and **{personalized_note}**. > Note: **{personalized_note}** adds a one-line note written from the candidate's application when the email sends. It is left out when there is nothing specific to say. Delete the tag to send without it. Merge tags are checked when you save, so a mistyped tag cannot reach a candidate. ### 5. Draft the wording with AI Choose **Draft with AI** to get a subject and body written from this position's details. The draft only fills the editor. Nothing is saved or sent until you save it, so read it and change anything that does not sound like you. ### 6. Preview the email Choose **Preview** to see the email the way a candidate gets it, with sample details in place of the merge tags. **Unsaved changes** at the bottom reminds you the draft is not saved yet. Choose **Edit** to go back to the text. > Note: **Send test** emails the draft to you, the person signed in, not to a candidate. ### 7. Save it for this position Choose **Save for this position**. The window says **Saves wording for this position only.**, and Truffle confirms with **Saved for this position**. The Invitation row now shows **Custom**. Other positions keep their wording. ### 8. Go back to the shared wording Open the email again. **Wording** now reads **This position's own version**. To drop it, choose **Reset to company**, and the position goes back to your company's wording, or Truffle's standard wording if your company has none. ### 9. Open the company template library To use the same wording on every position, open **Settings**, then **Email templates**. **Candidate emails** holds the company-wide wording, which every position sends unless it writes its own: **Invitation**, **24-hour reminder**, **72-hour reminder**, **7-day reminder** and **Completion**. **Email branding** below sets whether emails carry your **Logo** and **Brand color**, both taken from your company profile. ### 10. Write a company template Choose **Edit** on an email. With no company template yet, this opens a new one, such as **New invitation template**. Give it a **Name**, write it with the same **Insert** menu, and choose **Create template**. **Every position sends the company default unless it picks another version or writes its own.** > Note: You can keep up to 20 named templates for each email and mark one as the default. A position can pick a different one from **Wording**, or fall back to the company default. ### 11. Preview with your branding **Preview** in the company editor shows the full email shell: your logo at the top, the **Get started →** button in your brand color, the deadline when there is one, and the footer. Every candidate email ends with **Trouble with the interview itself? Email support@hiretruffle.com.** ### 12. Choose where replies go Open **Settings**, then **Company**, and find **Candidate email**. Under **Where replies go**, choose **Reply to the sender** to send each reply to whoever sent that email, with reminders replying to whoever invited the candidate. Or choose **Use one address**, where **Every reply goes to the same inbox.** The shared address is optional with the first choice and catches emails that have no sender, such as the completion email. Choose **Save changes**. > Note: This applies to your whole team, and only an owner or admin can change it. Requests for an alternative to the interview go to the **Accommodation contact email** instead, or to the account owner if it is empty. They never follow your reply choice. ## FAQ **When do reminders go out?** One day, three days and seven days after the invitation, to candidates who have not started. Each reminder has its own switch in the position's Candidate emails, and switching one off affects that position only. **Do I need a paid plan?** Only to change the wording. Custom wording and the template library are on paid plans. The reminder and completion switches are part of every position. **How many templates can I keep?** Up to 20 named templates for each of the five candidate emails: the invitation, the three reminders and the completion email. One per email is the company default that automated sends use. **Does a position's own wording change my company template?** No. Save for this position writes a version for that position only, and your company template stays as it is. Reset to company drops the position's version. **Who do candidate emails come from?** Invitations and reminders come from the person who sent the invitation, signed with their name, and reminders arrive as replies in the same email thread as the invitation. **Can a candidate stop getting emails?** Yes. Every recurring email has a link to stop email, including one-click unsubscribe in their mail app, and you can record an opt-out for a candidate yourself. Truffle checks this before every send, and a suppressed candidate shows as suppressed in your list. ## Exact labels in the product These strings are captured from the live product and verified automatically, so they can be quoted directly: `Candidate emails` · `What Truffle sends candidates for this position, and the wording it uses.` · `Invitation` · `Always sent` · `Reminders` · `Nudges to candidates who haven't started.` · `After 1 day` · `After 3 days` · `After 7 days` · `Completion` · `Standard` · `Edit` · `Saved` · `Switched-off reminders stop for this position only.` · `Invitation email` · `Wording` · `Truffle's standard wording` · `· standard, edit to change` · `Insert` · `Draft with AI` · `Button and footer are added by Truffle.` · `New: choose where candidate replies go.` · `{candidate_first_name}` · `{candidate_full_name}` · `{company_name}` · `{position_title}` · `{estimated_duration}` · `{screening_type}` · `{sender_name}` · `{sender_title}` · `{deadline_date}` · `{personalized_note}` · `Preview` · `Unsaved changes` · `Send test` · `Saves wording for this position only.` · `Save for this position` · `Saved for this position` · `Custom` · `This position's own version` · `Reset to company` · `Email templates` · `Company-wide wording. Every position sends it unless it writes its own.` · `24-hour reminder` · `72-hour reminder` · `7-day reminder` · `Email branding` · `Logo` · `Brand color` · `New invitation template` · `Name` · `Create template` · `Every position sends the company default unless it picks another version or writes its own.` · `Trouble with the interview itself? Email support@hiretruffle.com.` · `Candidate email` · `Where replies go` · `Reply to the sender` · `Use one address` · `Every reply goes to the same inbox.` · `Accommodation contact email` · `Save changes` ## Related - https://www.hiretruffle.com/how-it-works/statuses-and-emails - https://www.hiretruffle.com/how-it-works/getting-candidates - https://www.hiretruffle.com/how-it-works/limits-and-defaults - https://www.hiretruffle.com/how-it-works/guides/invite-candidates-by-email --- Truffle is an AI screening platform for small teams doing high-volume hiring: resume screening, one-way video interviews, and talent assessments, working with job boards like Indeed or an existing ATS. AI surfaces the evidence and you make every decision. Scores never reject a candidate; the only automatic rejection is a qualification rule the employer writes. https://www.hiretruffle.com