This email template is designed for HR professionals to keep candidates informed about their application status. It helps maintain engagement with candidates during the recruitment process, ensuring they feel valued and informed, which is crucial in a competitive job market.
Template Email
Email subject line: We’re Excited About Your Application for [Position] at [Company Name]!
Hi [Candidate First Name],
I hope you are doing well! My name is [Insert Recruiting Manager First Name], and I’m part of the hiring team at [Insert Company Name].
I wanted to reach out to you regarding your application for the [Insert Position Title] position. We’ve received your application and are currently reviewing your qualifications with great interest.
We expect to complete our review process and will get back to you within the next [Insert timeframe, e.g., two weeks, three weeks]. If we require any additional information or would like to set up an interview, you will hear from us shortly via email or phone.
In the meantime, please ensure that your application details are current and accurate, as this will help avoid any potential delays.
If you have any questions or need further clarification, feel free to reach out. We appreciate your interest in joining [Company Name]!
Best regards,
[Insert Recruiting Manager Name]
[Insert Job Title]
[Insert Company Name]
[Insert Contact Information]
Why does it matter?
Keeping candidates informed is vital for enhancing their experience throughout the recruitment process. Candidates, especially those in high demand, often have multiple offers on the table. Regular communication from your side demonstrates your genuine interest in their candidacy and helps solidify their interest in your organization. This proactive approach can reduce the risk of losing top talent to competitors.
When to send?
This email should be sent within one week of initial contact from the candidate. It’s also appropriate to send it as soon as you have determined that the candidate is a strong fit for the open position. Quick communication shows efficiency and respect for the candidate’s time.
What to include?
- A warm greeting to make the candidate feel valued.
- A brief update indicating that their application has been received and is under review.
- A specific timeframe for when they can expect to hear back about next steps.
- A reminder for candidates to keep their application information accurate and up to date.
- An invitation for them to reach out with questions or concerns.
Best Practices
- Personalize the email with the candidate’s name and position to create a connection.
- Use a friendly yet professional tone to foster a positive relationship.
- Keep the message concise to respect the candidate’s time while ensuring clarity.
- Follow up promptly if the candidate reaches out with questions to maintain engagement.
Common Mistakes to Avoid
- Sending generic emails that lack personalization, which can make candidates feel undervalued.
- Failing to provide a clear timeline for next steps, leaving candidates in the dark.
- Neglecting to proofread for typos and grammatical errors, which can undermine professionalism.
- Not following up if you promise to get back to the candidate, as it can create distrust.
