Internal

Hiring Manager Intake Kickoff

An internal email to a hiring manager kicking off a new role search with key questions and next steps.

Subject Line Options

Kicking off the [Role] search — intake questions and next steps

Let's align on the [Role] hire — intake kickoff

New req: [Role] on [Team_Name] — getting started

Download DOCX Use in Talantrix

Email Body

Hi [Hiring_Manager_Name],

I'm excited to partner with you on filling the [Role] position for the [Team_Name] team. To make sure we're aligned from the start and can move quickly, I'd like to cover a few key areas before we begin sourcing.

Please review the questions below and come prepared to discuss them in our intake meeting on [Meeting_Date] at [Meeting_Time]:

1. Role Definition

- What are the top 3 technical skills that are absolutely required vs. nice-to-have?

- What does success in this role look like at 30, 60, and 90 days?

- What's the seniority level — and are we flexible on it if we find a strong candidate slightly above or below?

2. Team Context

- What's the current team composition and what gap does this hire fill?

- What tech stack will this person work with daily?

- Is this a backfill, a new headcount, or a role change?

3. Process and Timeline

- What's the target start date, and how urgent is this hire?

- Who should be on the interview panel, and are they available for the next 4-6 weeks?

- Do you have a preferred take-home or live coding exercise, or should we use our standard?

4. Logistics

- Compensation range: [Comp_Range] (confirmed with finance?)

- Location requirements: [Remote_Hybrid_Onsite]

- Any visa sponsorship constraints?

I'll send a calendar invite for our intake sync shortly. If anything changes before then, let me know.

Thanks,

[Recruiter_Name]

[Recruiter_Title]

After sending this email, you typically send:

Screening

Phone Screen Invitation

An email inviting a candidate to schedule an introductory phone screen with the recruiter.

Interview Scheduling

Technical Interview Invitation

An email inviting a candidate to a technical interview with details on format, duration, and how to prepare.

Related Templates

Internal

Interview Panel Briefing

An internal briefing email sent to interview panelists before a candidate's onsite with context, scorecard links, and logistics.

Internal

Hiring Manager Debrief Summary

A consolidated debrief summary sent to the hiring manager with all interview feedback and a recommendation.

Back to all templates

When to Send

Send immediately after the requisition is approved and before scheduling the intake meeting. Give the hiring manager at least 2-3 business days to review the questions before the meeting so the conversation is productive rather than improvised.

Common Mistakes

Skipping the intake entirely and sourcing based on a vague job description — this leads to misaligned candidates and wasted interview cycles
Not pinning down must-have vs. nice-to-have skills upfront, which causes scope creep and indecision during the evaluation stage
Failing to confirm the compensation range and leveling with finance before going to market, which creates offer-stage surprises

Personalization Advice

Research the team's recent work (shipped features, blog posts, open-source contributions) before sending this email. Referencing specifics like 'I saw the team just launched the new API gateway' shows the hiring manager you're invested and makes the partnership feel collaborative rather than transactional.

Follow-up Cadence

If the hiring manager hasn't responded within 3 business days, send a brief nudge. After the intake meeting, send a written recap of agreed requirements, interview plan, and timeline within 24 hours. Schedule a weekly pipeline review cadence from the start.