For recruiters

For recruiters: the three emails every phone call makes

Recruitment is a phone job with an email problem. Every call you finish produces more mail than it answered: confirm the interview to the candidate, brief the client on who is coming, chase the feedback that was promised for Tuesday. Then the rejections that deserve a proper paragraph, the offer that has to state every term without a mistake, and the check-in to someone you placed last year who might be moving again.

MailTwin writes those. You type the points the email has to make, and it produces the finished message in your own words. You read it, change what you want, and send it.

What that looks like between calls

Select the message in Apple Mail, type your notes, and MailTwin writes the complete email into the reply window — greeting, every point in full sentences; Mail appends your own signature.

You type	You get
interview Thursday 10am, video, 45 mins with the hiring manager, bring two portfolio examples	The candidate confirmation with the format, the length, who they meet and what to prepare, in the tone you use with candidates
client passed, felt too junior for this one, would consider for the associate role in Q3, thank them properly	A rejection that gives the real reason kindly, names the later opening, and does not read like a template
shortlist of three attached, two available immediately, expectations 55–62, can they interview next week	The client email with the summary of each, the availability, the range, and one clear question about dates
offer is 58 plus car allowance, start 1 Nov, answer by Friday, happy to talk it through on the phone	An offer email that states every term in order and ends with the invitation to call

None of those is difficult. That is the point. The evening goes on the forty easy ones, not on the tricky negotiation.

Candidate voice, client voice

You do not write to a candidate the way you write to a hiring manager. One is warm and reassuring, the other is short and about the numbers. Most email tools hand you a tone slider for that. MailTwin learns voice separately for every mail account, from that account's own sent mail, so if candidate correspondence and client correspondence go out of different addresses, each keeps its own register and switching mailbox switches the voice. If everything goes out of one address you get one learned voice, and you steer the individual email by what you type.

The rejection is the one worth doing well

Every recruiter knows the rejection that goes out as a two-line template does more damage than silence. It is the email a candidate forwards to a friend. MailTwin gives you the honest middle ground: you type the actual reason and what you would like to happen next, and it writes the paragraph you would have written if you had had ten minutes, in your own voice. It still needs to be true, and you still read it before it goes.

Salaries, dates and the terms of an offer

A wrong figure in an offer email is a conversation you do not want to have twice. When MailTwin rewrites a draft you have already written, a validator checks the result and rejects it if a number, a date, an amount, a link or an email address has changed. What it cannot do is judge whether a new sentence is true. Type the wrong start date and it will come back as a well-written wrong start date. Reading it is still your job, and nothing sends without you.

The long thread you inherit

A role that has been open for two months has a thread with forty messages in it, and a colleague is on holiday. MailTwin summarizes the thread and pulls out the open actions, which is the difference between reading for twenty minutes and reading for two. It also translates, for the candidate in Lisbon and the client in Munich, and improves a draft you have already written, including inside Mail's own compose window.

The honest version of the time saving

Christopher Naas, who makes MailTwin, says it saves him an hour or more on a busy email day. That is his experience, not a promise about your desk, and anyone quoting a precise figure for a recruiter's inbox is guessing. What is reliably true is where the time goes: not into the difficult negotiation, but into the confirmations and updates either side of it.

What it will not do

It does not connect to your applicant tracking system, your CRM, LinkedIn or any job board. It does not source, screen, rank or contact anyone, and it will never know a candidate has withdrawn unless you tell it. It will not read your inbox on its own, answer anyone without you, or send anything you have not looked at; there is no autonomous mode and no scheduled sending. It is macOS 13 or later only, Apple Mail only, with no iPhone or iPad app, so the email you read on the train waits until you are back at the desk. It needs two macOS permissions on the first run, Automation for Mail and Accessibility, which is a few minutes of clicking in System Settings and cannot be automated away, because Apple does not let an app grant itself access to your mail. And if your replies are mostly one line, it will not help much. It earns its place on the paragraph.

Where candidate details go

MailTwin has no AI of its own. You choose one of nine engines and supply the key. Three of them, Apple Intelligence on macOS 26 or later, Ollama, and a local OpenAI-compatible server (oMLX, LM Studio, llama.cpp), run on the Mac itself, and with those the message is never transmitted at all. With a cloud provider, the request goes from your Mac straight to that provider, along with a short sample of your own sent mail so the reply sounds like you. Your voice index stays on the Mac. Nothing goes to MailTwin, because there is no MailTwin server and no MailTwin account for it to go to.

If your agency's rule is that candidate data does not go to a cloud AI service, the on-device engines are a complete answer rather than a reduced version of the app.

For recruitment bodies and agency networks

If you run an association or a network of agencies and want to look at this properly before your members hear about it, write to [email protected] and licences for the office will come back, no conditions and nothing expected in return. Endorsements are not asked for and not implied. MailTwin is made by Smilodon AS, a one-person company in Norway, and the person who answers that address writes the code.

Common questions

Does MailTwin connect to my ATS or to LinkedIn?

No. It does not read your applicant tracking system, your CRM or any job board, and it does not source or screen anyone. It works on the email in Apple Mail: you type the points the reply has to make, and it writes the email around them. Every fact in the draft is one you typed or one that was in the message you selected.

Can the candidate emails and the client emails sound different?

If they go out of separate accounts in Apple Mail, yes, automatically. Voice is learned separately for every mail account from that account's own sent mail, so a candidate-facing address and a client-facing address each keep their own register. If everything goes out of one address you get one voice, and you steer an individual email by what you type.

Could it change a salary figure or an interview time?

When it rewrites a draft you have already written, a validator rejects the result if a number, date, amount, link or email address has changed. What it cannot do is judge whether a new sentence is true, so a wrong start date you typed comes back written out neatly. Read it before it goes. Nothing sends on its own.

Do candidate details get sent to a third party?

That is your choice, out of nine AI engines. Apple Intelligence on macOS 26 or later, Ollama, and a local OpenAI-compatible server run on the Mac itself and transmit nothing. With a cloud provider the request goes from your Mac straight to that provider under your own key, with a short sample of your own sent mail for the voice. There is no MailTwin server and no MailTwin account in the path.

Is it a subscription, and can a desk share it?

The licence is one-time, with a 30-day full trial and no card to start, and there is a five-licence pack for a team. If you pick a cloud engine you pay that provider for what you use, typically a few cents a day at ordinary email volumes, and the app shows a running total.

Try it on a week of placements

Thirty days, every feature, no card. A week with two roles closing tells you more than any demo.

Download MailTwin →

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