This email serves as a progress report on the candidate list for a specific job listing. It is an essential communication tool for HR professionals and recruiters to keep clients informed about the hiring process. By providing timely updates, you can foster a strong relationship with your clients, demonstrating your commitment to finding the right candidate for their needs.
Template Email
Email subject line: Status Update on [JOB TITLE] Candidate List
Dear [CLIENT NAME],
I hope this message finds you well. I’m writing to provide you with an update regarding the progress of the [JOB TITLE] role we are currently recruiting for:
- Number of applications received: [NUMBER]
- Number of assessments conducted: [NUMBER]
- Number of candidates shortlisted for interviews: [NUMBER]
Here is the list of shortlisted candidates, along with a brief profile for each:
- Candidate 1: [Brief information about Candidate 1]
- Candidate 2: [Brief information about Candidate 2]
- Candidate 3: [Brief information about Candidate 3]
For your convenience, I have attached additional details about these candidates for your review.
If you have any questions or need further information, please feel free to reach out.
Best regards,
[SENDER NAME]
[YOUR POSITION]
[YOUR COMPANY]
Why does it matter?
Keeping clients informed about the candidate list is crucial for several reasons. It strengthens the trust and rapport between you and your clients, showing that you are actively engaged in the recruitment process. Additionally, timely updates allow clients to prepare for the next steps, such as scheduling interviews, which can streamline the hiring process and lead to quicker placements. Regular communication also reinforces your professionalism and dedication, enhancing your reputation as a reliable partner in recruitment.
When to send?
It is advisable to send the candidate list progress report well in advance of the job listing’s final deadline. This ensures that clients have ample time to review the shortlisted candidates and coordinate interviews effectively. A good practice is to send this report at key milestones in the recruiting process, such as after initial assessments or once a certain number of candidates have been shortlisted.
What to include?
- A clear list of all candidates shortlisted for the position
- Progress updates on key hiring metrics, such as the number of applications and assessments
- Brief profiles of each shortlisted candidate, highlighting their key qualifications and experiences
- Any relevant attachments or additional information that may assist the client in their decision-making process
Best Practices
- Be clear and concise: Use straightforward language and keep the email focused on the essential information.
- Personalize your communication: Address your client by name and tailor your message to their specific needs or previous conversations.
- Use bullet points for clarity: This makes the information easier to digest and ensures that key points stand out.
- Follow up promptly: If you don’t receive a response, don’t hesitate to follow up to ensure your client has all the information they need.
Common Mistakes to Avoid
- Overloading the email with excessive details: Stick to the most relevant information to avoid overwhelming the client.
- Neglecting to proofread: Typos and grammatical errors can undermine your professionalism—always double-check your email before sending.
- Failing to attach relevant documents: Ensure that all promised attachments are included to provide a seamless experience for the client.
- Ignoring client preferences: If a client prefers updates in a certain format or frequency, make sure to accommodate their preferences to maintain a positive relationship.
