This email template is designed for HR professionals to communicate updates regarding background checks to candidates. Keeping candidates informed throughout the hiring process helps maintain a positive relationship, especially when there may be delays or additional information needed.
Template Email
Email subject line: Update on Your Background Check Status
Dear [Candidate First Name],
I hope this message finds you well! Thank you for your continued interest in the [Title] position at [Company Name].
I am writing to provide you with an update on your background check process. We have successfully received some parts of your background check, including [list any completed checks, e.g., employment verification, criminal record check, etc.]. However, we are still awaiting results for [mention any pending checks, e.g., financial background check].
Please be aware that there may be some delays due to [Reason for the delay, e.g., high volume of checks, holiday season, etc.]. We appreciate your patience during this time and assure you that we will keep you informed as soon as we receive more information.
If you have any questions or need to provide further information, please feel free to reach out to me directly via email or phone.
Thank you once again for your understanding.
Kind Regards,
[Your Name]
[Your Job Title]
[Company Name]
Why does it matter?
Communicating with candidates about their application status is crucial for several reasons. It keeps candidates engaged and reassured throughout the selection process, reducing anxiety and uncertainty. Additionally, it helps maintain a positive employer brand, making candidates feel valued and respected, which is essential in a competitive job market.
When to send?
Send this email promptly after receiving any updates on the background check process. Whether it’s the completion of certain checks or the need for additional information, timely communication ensures that candidates remain informed and engaged. Aim to send updates within a few days of receiving new information to keep the momentum going in your hiring process.
What to include?
- The specific role the candidate applied for.
- The current status of their background check.
- Any additional information or documentation required from the candidate.
- Possible reasons for any delays in the process.
Best Practices
- Be transparent: Clearly communicate what parts of the background check are complete and what is still pending.
- Maintain a friendly tone: Use a conversational style to make candidates feel comfortable and valued.
- Encourage questions: Let candidates know they can reach out if they have any concerns or need more information.
- Follow up regularly: Even if there are no updates, a quick message reiterating that you are still waiting can help keep candidates engaged.
Common Mistakes to Avoid
- Failing to provide updates: Ignoring candidates during the background check process can lead to frustration and disengagement.
- Using overly formal language: A stiff tone can make candidates feel like just another number rather than valued individuals.
- Overpromising timelines: Be realistic about how long the process may take to avoid setting false expectations.
- Neglecting follow-up: If a candidate responds with questions, ensure to reply promptly to maintain trust and engagement.
