Candidate submittal template for recruiters

A candidate submittal is the short write-up a recruiter sends a client alongside a candidate’s resume. Some firms call it a candidate submission or a client submittal email. Its job is to save the hiring manager time and make the case for an interview. This page gives you a copy-and-paste candidate submittal template, a worked example, and tips for writing submittals clients actually read.

What is a candidate submittal?

A candidate submittal is your pitch for one candidate, written for one client and one role. It sits on top of the resume. Where the resume lists what the candidate has done, the submittal explains why that matters for this req, what the logistics look like, and what you recommend as a next step.

A good submittal answers the questions the client would otherwise send back to you: Why this person? Can they start when we need? Are they in our range? What is the catch?

What to include in a candidate submittal

1. The role and the candidate. Name, current title and company, and the req it is for.
2. Why this candidate. Two or three sentences that tie their experience to the req, in the client’s terms.
3. Matched requirements. The key skills and experience from the req, each with evidence from the resume or your call.
4. Logistics. Location, work authorization, notice period or start date, and compensation expectations.
5. Motivation. Why they are looking and why they are interested in this role.
6. Gaps and how you read them. Anything the client will notice, with your honest take.
7. Your recommendation and next step. What you suggest and when the candidate is available to talk.

Candidate submittal email template (copy and paste)

Copy the template below into your email or ATS and replace everything in square brackets.

Subject: [Candidate name], [Role] for [Client or team]

Hi [Hiring manager],

I would like to put forward [Candidate name] for [Role]. [One sentence on why they stand out.]

Against your requirements:
- [Requirement 1]: [Evidence]
- [Requirement 2]: [Evidence]
- [Requirement 3]: [Evidence]

Logistics: [Location], [work authorization], available [date or notice], expecting [compensation].

Why they are interested: [Their reason, in their words where you can.]

One thing to flag: [Gap], and my read on it is [your view].

I recommend a first conversation this week. [Candidate name] is free on [days and times].

[Your name]

Candidate submittal example

Here is the template filled in for a fictional candidate.

Subject: Dana Reyes, Senior DevOps Engineer for the Platform team

Hi Marcus,

I would like to put forward Dana Reyes for your Senior DevOps Engineer role. She has run production Kubernetes for six years and led a migration off a legacy CI system, which is close to what you described.

Against your requirements:
- Kubernetes in production: six years, currently managing a multi-region cluster.
- Infrastructure as code: Terraform across all environments in her current role.
- On-call ownership: carries the pager for her team and wrote the current runbooks.

Logistics: Chicago, authorized to work in the US, four weeks' notice, expecting a base in the range we discussed.

Why she is interested: she wants a larger platform team where she can set standards, not only maintain them.

One thing to flag: she has not used your cloud provider's managed database service. She has run the equivalent elsewhere and I expect a short ramp-up.

I recommend a first conversation this week. She is free Tuesday and Thursday afternoon.

[Recruiter name]

Tips for writing submittals clients read

Lead with the match, not the biography

The client already has the resume. Open with the one reason this candidate fits this req.

Use the client’s words

Mirror the language in the job description. If the req says "production Kubernetes", say "production Kubernetes", not "container experience".

Keep it short enough to read on a phone

Hiring managers read submittals between meetings. Short lines and a clear subject line get opened and answered.

Flag the gap before the client finds it

Naming a gap and giving your honest read builds trust and saves a round of questions.

End with one clear next step

Suggest a specific conversation and the candidate’s availability so the client can reply with a yes.

Write submittals faster with Siftral

Writing a good submittal for every candidate takes time. Siftral turns your recruiter’s call notes into a client-ready submittal, written in your firm’s own voice, not generic AI wording. Your recruiter reviews and edits every submittal before anything is sent. Nothing goes out without your review.

Siftral also ranks candidates against your req with written reasoning for each score, and drafts outreach in your firm’s voice. See how a ranked shortlist, outreach and submittals fit together on the Siftral home page.

Frequently asked questions

What is the difference between a submittal and a resume?

A resume is the candidate’s own record of their work. A submittal is the recruiter’s case for that candidate for one specific role, including logistics and a recommendation.

How long should a candidate submittal be?

Short enough to read in under a minute. Most good submittals fit on one screen: a few lines on why the candidate fits, the matched requirements, logistics, and a next step.

Should a submittal include salary expectations?

Include them if the client needs them to decide, and only with the candidate’s agreement. Many recruiters state the candidate’s expectation in relation to the client’s range.

Should I flag a candidate’s gaps in the submittal?

Yes. Naming a gap with your honest read is usually better than letting the client discover it, because it shows you have screened the candidate carefully.

Can I send the same submittal to different clients?

No. A submittal is written for one req and one client. Reusing the same text makes it generic, and generic submittals get less attention.