Snapshot from 2020. Some tools and numbers have changed.
This page holds the email templates Dwarves Foundation Operations and HR use, from an interview slot to an offer to a holiday notice for clients. They are grouped by who receives the email. Each template shows the subject line, then the body. Replace everything in square brackets before sending.
To keep your own copies in Gmail, see Set up templates in Gmail at the end of this page.
| Audience | Templates |
|---|---|
| Candidates | Interview invitation, assignment invitation (two versions), rejection (two stages), offer letter |
| New hires | Welcome onboard, follow-up onboarding items |
| Employees | Confirm resume date, salary increment, referral bonus confirmation, farewell after a failed probation |
| Clients | Holiday announcement (five holidays), resource change, milestone sign-off, thank-you letter |
| Community | Welcome to Dwarves Updates |
This series has 2 parts. Each one reads on its own.
- Candidates and new hires (this page)
- Employees, clients and community
Sent to confirm the interview slot. The interview runs 60 minutes and the candidate brings a laptop for a short assignment.
Subject: Dwarves Foundation - Interview invitation
Hi [name],
Thank you for applying to Dwarves Foundation as a [position]
This email is to remind and confirm your interview schedule. This is a 60-minute interview with detail as below:
- Time: DD/MM/YYYY - HH:MM AM/PM
- Location: Floor 18, Block Iris 3, Ha Do Centrosa, 118 3/2 street, District 10, HCMC.
Please park your bike in the basement. Once you get to block Iris 3, use the elevator to go to the 1st floor. Then contact our HR: [contact name] - [phone]
Note: Please bring your laptop for some quick assignment.
Hotline: [phone]
Just let us know if you have any question about the interview. We look forward to hearing from you.
Best regards,
Dwarves Foundation
Sent after the candidate passes the pre-assessment test.
Subject: Dwarves Foundation - Assignment Invitation
Hello [name]
Congratulations on passing our Pre-Assessment test for [position] position.
To better match your potential with our role, we would like you to complete an assignment at [link]. This helps to demonstrate how you approach the tasks and provide us with some points to begin the interview.
Please submit your completed assignment to us by [date].
Feel free to let us know if you have any other questions about the assignment.
Sincerely,
Dwarves Foundation
Same purpose, for candidates who go straight to the second round.
Subject: Dwarves Foundation - Assignment Invitation
Hi [name]
Congratulations on reaching the second round for [position] position.
To better match your potential with our role, we would like you to complete a small exercise at [link]. This helps to demonstrate how you approach the tasks and provide us with some points to begin the interview.
Please submit your completed assignment by [date].
Feel free to let us know if you have any other questions about the assignment.
Sincerely,
Dwarves Foundation
Two versions: one after screening, one after the interview. Both keep the CV on file and point the candidate to the community.
Subject after screening: Dwarves Foundation - Application Result
Hi [name],
We really appreciate your interest in Dwarves Foundation. However, we're sorry to inform that this position might not be the best match for you at the moment.
It was a pleasure to learn more about your skills and accomplishments. We will be keeping your CV on file for future openings that better fit your profile.
Meanwhile, we welcome you to come hangout at Dwarves Discord, or stay tuned with our daily updates in Dwarves Fanpage.
We wish you all the best in your future endeavors.
Best regards,
Dwarves Foundation
Subject after the interview: Dwarves Foundation - Interview Result
Hi [name],
We really appreciate your time for the interview at Dwarves Foundation for the [position] position. However, we're sorry to inform that this position might not be the best match for you at the moment.
It was a pleasure to learn more about your skills and accomplishments. We will be keeping your CV on file for future openings that better fit your profile.
Meanwhile, we welcome you to come hangout at Dwarves Discord, or stay tuned with our daily updates in Dwarves Fanpage.
We wish you all the best in your future endeavors.
Best regards,
Dwarves Foundation
Fill in the whole package before sending. The candidate replies to accept and to confirm the start date.
Subject: Dwarves Foundation - Offer letter
Hi [name],
Thank you for your interest in the [position] position and your effort of taking the interview process at Dwarves Foundation. Based on the good performance after all, we are glad to see you as a good fit for the team.
As a result, we are pleased to offer you the position of [position]-[name] with the detail as below:
- Employment type: Full-time/Part-time
- Office hours: 9.30am - 6.30pm
- The GROSS salary : [salary] VND/month
- Probation time : [probation duration] months
- Probation salary: [salary] VND/month
- Commencement date: [start date time]
- Contract signed with LLC
Please confirm if your acceptance by replying to this email. Also, please let us know if the commencement date well fits your schedule.
We look forward to having you in the team!
Best regards,
Dwarves Foundation
Sent once the candidate accepts the offer. It sets the onboarding meeting and collects the paperwork for the Contract Agreement.
Subject: Dwarves Foundation - Welcome onboard
Hi [name],
Thank you for accepting the offer to join Dwarves Foundation as a [position]. It is our pleasure to welcome you to the team with the following details
- Onboarding date:
- Onboarding time: 10:00AM
- Onboarding link: [Google Calendar link]
During this pandemic, you're welcome to start your first day at home.
Please help to fill out these following information so we can proceed with the Contract Agreement:
- A photo of your ID/Passport
- A digital copy of your portrait/ avatar (clean background, black/white t-shirt)
- Your current home address
- Your bank account information
- Your phone number
- Your current MBTI type. If you haven't taken the MBTI test, please do at this link
We are looking forward to working with you. Do not hesitate to contact us if you have any further questions.
Best regards,
Dwarves Foundation
Sent after the Welcome onboard email. It lists the channels to join and names the mentor and the Ops contact. A second email carries the Metabase link for the Basecamp integration.
Subject: Follow-up on Welcome Onboard email
Hi [name],
Our pleasure to welcome you to Dwarves Team. As discussed, please help to proceed with these items to finish the onboarding process
- Join Dwarves Server: https://discord.gg/dfoundation
- Join Pod Town Server: http://discord.gg/pod-town
- Getting to know The Dwarves: https://github.com/dwarvesf/handbook
- Setup TransferWise: https://wise.com
- Setup Basecamp Integration by filling up the Metabase link (we will send this through another separate email). This will grant you integration into the Dwarves Basecamp & allow you to finish the onboarding list.
- Follow up your 60-day plan
- Reply to Welcome Onboard email with details info for Contractor Agreement (if you have replied, please skip this)
Once you've joined the server, [mentor] and [Ops] will help to support you on the project onboarding. You can find us through the Discord profile
- Mentor:
- Ops:
If you face any trouble, please let us know. Or you can reach [contact name] via [phone] for urgent matters.
Regards, Dwarves Foundation