Email Template for Requesting Intake Meeting | Pocket HRMS

Table of Contents
Reading Time: 3 minutes

Intake meetings are a crucial part of the hiring process. Before the start of the hiring process, the recruiters meet with the hiring manager or the team of hiring managers to decide on various aspects of the job positions being offered. Based on this meeting, the recruiters create the job postings which is distributed either online or offline depending on the mode of recruitment.


Being such a vital part of the hiring process, we need to understand the intricacies of intake meetings and why is it necessary. Hence, let us dig in.


What is an Intake Meeting?

Intake meetings refer to the meetings conducted between the hiring managers and the recruiters to understand the nuances of the vacant job position being offered and define the various aspects of the same before the position is advertised as available to the outside world.



Importance of Intake Meetings

As seen above, intake meetings help finalize the various aspects of the open position. This helps the various departments as well as the HR, the recruiter and the hiring managers to be on the same page with regards to the details of the position being offered. Moreover, it also establishes the daily duties to be undertaken by the finalized candidate who would be offered the position. Since this helps in clarifying their duties, one can define the related roles and responsibilities concretely. This also helps in faster recruitment and better recruiter and hiring manager relations.


Offer Letter Format With Offer Letter Sample | Pocket HRMS


Points to consider in an Intake Meeting Invite

Some of the primary details which are finalized in an intake meeting include:

  • The type of employment: full-time, part-time, contract, etc.
  • The timeframe of the hiring process
  • The structure of hiring
  • The interview rounds to be conducted
  • The remuneration range for the position
  • The candidate’s qualification & experience


Email Template for Requesting Intake Meeting


Subject line: Intake meeting about [Name of the Position] position


Hi [Hiring Manager’s Name],

I’d like to schedule a meeting so that we can discuss the requirements as well as the candidate profiles for the [Job Title] role that we’re about to have a vacancy for.


Before this meeting, could you kindly make a note of the basics of the role and the hiring process that we should be using?


For example, here’s some information I’ll require:

  • Employment type: [full-time or part-time, permanent or fixed-term contract]
  • Salary range
  • Job Responsibilities [5-10 daily tasks]
  • Candidate Requirements [including relevant experience & knowledge of specific tools]
  • Evaluation Methods [like screening calls, assignments & online tests]
  • Timeline


I would also like to add that if you have specific people in mind that would be good candidates (like internal candidates or past applicants), let me know in this meeting so that I can reach out to them to expedite the process.


To start with, I’m attaching a job description template that we’ve used in the past for a similar position. You can tweak, remove or add the duties and requirements as per the current position. We can also review it together during the meeting if you wish so.


Please let me know which of the following options you prefer and I’ll send you a calendar invitation:

  • [Tuesday 5/15, 10-11 a.m.]
  • [provide multiple timings for the meeting]
  • .
  • .
  • [Wednesday 5/16, 1:30-2:30 p.m.]


If none of these time slots works for you, let me know when you’ll be available and we can find a time that works for both of us. Similarly, if you think that it would be beneficial if someone else from the hiring team joins this meeting, please let me know so that I can invite them too for the meeting.



Thank you,

[Your name]

[Email signature]



Download Email Template for Requesting Intake Meeting [FREE]

Found this article interesting? Share it on

Contact Us

Contact Us

We use cookies on our website to provide you with the best experience.
Take a look at our ‘privacy policy’