We’ll let you in on a little secret: if you want to give a great candidate experience, communication matters.
You’ll have noticed in our articles that we emphasize the importance of communicating with candidates. We do it because applicants want to receive confirmations, updates, or any communication that will provide information about the recruitment process.
In this guide, we will give you templates you can use for 3 situations:
The structure of this guide is simple. We will present the scenarios, explain what an email should include, and give you 3 templates you can start using now, one for each tone. There are 21 templates in total.
We will give you templates with 3 tones for each situation. You can choose the style you prefer based on your company’s culture, the type of job advertised, the level of the job, etc. We expand each tone a little below:
First, let’s look at an inadequate email:
Why is this email inadequate? Where do we start?! Candidates spend an average of 4 hours on each application. They deserve more than this weak 2-sentence message. Here is why this message does not provide a great candidate experience:
Now, let’s review appropriate email templates that give the client a clear picture by checking most or all of these elements:
Confirmation doesn’t always have to be long, like in the previous examples. It can also be short and straight to the point and include a candidate portal with more information.
When using a short communication, it’s essential to provide the updates promised. Otherwise, it will be like the initial bad example we covered.
In this template, we thank the candidate, provide the recruiter’s name and contact information, give clear information on how the application will be evaluated, and end with an extraordinary element: a candidate lobby and a gift. Short and sweet!
Again, let’s start by looking at an inadequate email:
This email is inadequate for several reasons.
Like we mentioned before, candidates spend an average of 4 hours submitting their applications.
We established that they should get a clear confirmation email that acknowledges their application and provides information on future steps.
Unfortunately, not all applicants can move on to the next phase, and the majority of them will get a negative response. Their effort and interest are worth more than a 3-sentence rejection.
The least a company could do is explain their decision. We will also add that candidates are more likely to accept an unfavorable decision if the initial email was complete.
So the example above closes the door without any warning or explanation. An appropriate rejection email should do a few or all of the following:
Here are 2 templates you can use.
The first is for when you liked the candidate’s profile and would welcome another application in the future.
The second is suitable when the candidate doesn’t have the appropriate background yet and should gain more experience before considering reapplying for your company.
When you’ve reviewed your applications and you have good news to share, make sure to share all the information you can with the candidates invited to the interview.
You should give the candidates every chance to succeed. You want to see them at their very best. Make sure you do most or all of these:
Telling a candidate they were unsuccessful after an interview is unfortunate. They likely felt good about their chances considering they got to meet the recruiters in person and possibly even visit the company premises. In this situation, sending an email is not enough.
You should first give candidates a call to explain your decision verbally. Then, send an email to confirm it. In your email, keeping a human tone is especially important to show empathy. Don’t forget to invite them to reapply in the future and ask for feedback. They have gone through a few steps, so they might have relevant information to share.
Subscribe to our newsletter and receive weekly inspirational articles.
We're committed to your privacy. Talenthub uses the information you provide to us to contact you about our relevant content, products, and services.