Not every candidate email fits a template-driven system flow like a rejection or an offer — sometimes you just need to send a one-off note. This article covers how to send an ad-hoc email to a single candidate, what you can control about it, and what to watch for.

Where to find it: The candidate's Contact page, or a job's Candidates page (from the candidate's row or their application details).

Sending an ad-hoc email

• From either the candidate's Contact page or a job's Candidates page, choose the option to send an email.

• You can write the email from scratch or start from an existing ad-hoc email template, and personalize it with tokens (like the candidate's name or the job title) the same way you would in other email templates.

Choosing who it's from

• If your account has Shared Emails set up, ad-hoc emails are one of the supported places to send from a shared team address (like recruitment@yourcompany.com) instead of your personal inbox or Kula's default no-reply address — it'll show up as an option in the "From" dropdown if it's been shared with you.

• Without that, the email sends from your own connected mailbox.

Sending to the right address

Ad-hoc emails send to the candidate's email address on file — there's currently no way to type in a different "to" address for a one-off send. If the candidate's email needs to change, update it on their profile first.

Scheduling instead of sending immediately

You don't have to send right away — ad-hoc emails support scheduling, so you can queue a message to go out at a later time instead of the moment you finish writing it.

Good to know

• A candidate needs an email address on file to receive an ad-hoc email. Email-based actions are restricted for candidates without one, though this hasn't always been consistently enforced across every view — if something seems off, check the candidate's profile for a missing email first.

• Ad-hoc/standalone email conversations don't support saving attachments into a candidate's Files section. That capability (saving a file a candidate sent you) is available for job-linked conversations, but explicitly not for ad-hoc or standalone ones.

• Don't assume a preview always appears before your email sends. In at least one current flow, candidate outreach emails can go out immediately rather than opening a preview step first — double-check your content before hitting send rather than relying on a preview catching mistakes.

• The schedule option can be easy to miss if your email content is long — it's a known, current discoverability issue, not something wrong with your account.

• Replies from a candidate generally show up back in Kula's Conversations tab so you're not chasing threads across your own inbox, though this is most reliably confirmed when your account has Shared Email enabled.

FAQ

• How do I send a one-off email to a candidate that isn't a rejection, offer, or assessment email? From the candidate's Contact page, or from a job's Candidates page (their row or application details), choose the option to send an email — this is an ad-hoc email, separate from those structured, templated email types.

• Can I send from a shared team inbox instead of my own email? Yes, if your account has a Shared Email set up and shared with you — it'll appear as a From option for ad-hoc emails.

• Can I change which email address the message goes to? Not for a one-off send — ad-hoc emails go to the candidate's email address on file. Update their profile first if that address is wrong.

• Can I schedule an ad-hoc email to send later instead of right away? Yes — scheduling is supported for ad-hoc emails, not just immediate sending.

• Will I see a preview before my email actually sends? Not guaranteed in every flow today — there's a known gap where some candidate outreach emails send immediately without a preview step. Review your content carefully before sending.

• If a candidate replies to my ad-hoc email, where does that show up? Generally back in Kula's Conversations tab, most reliably when Shared Email is enabled on your account.

Need help?

If you have questions or need assistance, reach out to us at support@kula.ai or use the in-app chat.