Interview invites, document requests, offers, follow-up sequences and the messages you write from a candidate page all go out on your workspace's letterhead, from your workspace's name. Candidates see your company, not ours. This guide covers the three things that shape those emails: the branding on your organization page, the reusable templates, and each team member's signature.
Before you start
- You're signed in. Branding and template approval need an administrator. Templates and signatures can be set by anyone on the team.
Setup steps
Set your letterhead
Open Workspace settings → Organization and use the Branding section: pick your brand colour, a font, and upload your logo (PNG, JPG or WebP). The colour becomes the header block and the button on every candidate email, and the logo sits in that header. Without a logo, the header shows your workspace name instead. The footer prints the legal name, postal address and privacy link from the same page, so keep those current.
The same colour, font and logo already appear on your public interview-booking page and on the JD PDF export, so one setting keeps everything consistent.
Add your signature
On your profile, fill in the Email signature fields: job title and phone. Your name and workspace are always included. This block is added under every email you send to a candidate, so there is no need to type a sign-off into a template or a message. End on your closing phrase and the signature follows.
Write and approve templates
Hiring tools → Email templates holds the reusable copy for the compose dialog. Start from the five starters (an administrator adds them with one click) or write your own. Click a variable to insert it. The preview beside the editor shows the email exactly as a candidate will see it, with sample values, your letterhead and your signature. Anyone can draft. An administrator approves, and only approved templates appear in the compose dialog. Every save keeps a version you can restore.
Send yourself a test
Send test next to any template emails it to your own address with sample values, so you can check it in your real inbox before a candidate does. Tests always go to you, never to a candidate.
Check the test on your phone as well as your desktop client. The layout adapts, but a long subject line or a very tall logo is easier to spot there.
Send from a candidate page
On a candidate, Email opens the compose dialog: pick an approved template or write from scratch. If the template mentions the job and the candidate has several applications, you pick which one it is about. The email goes out on your letterhead with your signature, and any reply lands in your workspace inbox.
Verify it worked
Send yourself a test from a template: the header shows your logo (or your workspace name) in your brand colour, the message ends with your signature, and the footer shows your legal name and address. The sender name in your inbox is your workspace.
Troubleshooting
The header shows my workspace name, not my logo.
Upload a logo under Organization → Branding. If you uploaded one before 25 September 2026, upload it again once so the email copy is created.
My name appears twice at the bottom of the email.
The template still ends with a typed sign-off from before signatures were added automatically. Edit it to end on the closing phrase ("Best regards,") and approve it again.
The email arrives from [email protected].
That is expected until your own sending domain is verified under Organization → Sending domain. The sender name is already your workspace.