This email template is designed for HR professionals to keep candidates informed and engaged during the hiring process. It can be particularly useful when there’s a delay in making hiring decisions, ensuring candidates feel valued and informed about their application status.
Template Email
Email subject line: Update on Your Application for the [POSITION NAME] at [COMPANY NAME]
Dear [CANDIDATE NAME],
I hope this message finds you well! Thank you once again for your interest in the [POSITION NAME] position at [COMPANY NAME].
We appreciate the time and effort you’ve invested in your application. Currently, our team is in the process of reviewing all candidates, and I wanted to provide you with an update. While we are excited about the potential of bringing someone new on board, the decision-making process is taking a bit longer than we initially anticipated.
Please rest assured that you remain a strong candidate for this role, and we will keep you updated as soon as we have more information. We expect to reach a decision by [LATEST DATE], and will ensure you’re among the first to know.
Thank you for your continued patience and understanding. If you have any questions or need further information, please don’t hesitate to reach out.
Sincerely,
[SENDER NAME]
[SENDER TITLE]
[COMPANY NAME]
[CONTACT INFORMATION]
Why does it matter?
Keeping candidates engaged during the hiring process is crucial for building trust and transparency. It reflects the integrity of your organization and can significantly enhance your employer brand. Candidates who feel informed are more likely to have a positive perception of your company, regardless of the outcome of their application.
When to send?
Consider sending this email if there is a delay in the hiring process—typically, if a few days to a week has passed without any updates. Prompt communication can prevent candidates from feeling neglected and help maintain their interest in the position.
What to include?
- The title of the position the candidate applied for
- The name of your company
- A reassurance that they are still under consideration
- An estimated timeline for the next update
Best Practices
- Personalize your message by using the candidate’s name and ensuring the tone matches your company culture.
- Be honest about any delays and provide a realistic timeframe for when they can expect further updates.
- Encourage candidates to reach out with any questions, fostering an open line of communication.
- Follow up with another update as promised, even if the news is that the process is still ongoing.
Common Mistakes to Avoid
- Sending generic emails that lack personalization; candidates appreciate feeling valued.
- Providing vague timelines or failing to give an update when promised can lead to frustration.
- Neglecting to proofread your email for errors—this reflects poorly on your brand.
- Failing to respond to candidate queries post-email, which can diminish trust and engagement.
