This email template is designed for HR professionals to share a shortlist of candidates’ resumes and cover letters with clients. It is particularly useful when there is an urgent job opening, as it helps facilitate the decision-making process for the client and demonstrates your commitment to finding the right talent.
Template Email
Email subject line: Shortlist of Candidates for the [JOB TITLE] Position
Dear [CLIENT NAME],
I hope this message finds you well. I’m reaching out to provide an update regarding the [JOB TITLE] position. We’ve compiled a shortlist of candidates who we believe could be a great fit for your team.
Attached to this email, you will find the resumes and cover letters of the candidates we recommend. Please take a moment to review their profiles. If you require any further information or have questions about any of the candidates, feel free to reach out at any time.
We look forward to hearing your thoughts and hopefully moving forward with interviews soon.
Best regards,
[SENDER NAME]
[YOUR JOB TITLE]
[YOUR CONTACT INFORMATION]
Why does it matter?
Sharing resumes promptly is crucial in today’s fast-paced hiring environment. By sending a curated list of candidates, you not only aid your clients in making informed decisions quickly but also reinforce your role as an active partner in their hiring process. This type of communication builds trust and showcases your dedication to meeting their staffing needs efficiently.
When to send?
The ideal time to send this email is once you have identified a sufficient number of qualified candidates for the position. Aim to send it when you have at least three to five candidates whose qualifications meet or exceed the job requirements. This ensures that your client has enough options to evaluate without feeling overwhelmed.
What to include?
- A clear subject line that reflects the purpose of the email.
- Personalized greeting addressing the client by name.
- A brief introduction to the purpose of the email.
- A summary or highlights of each candidate’s relevant experience or skills.
- Attachments of resumes and cover letters for each candidate.
- A closing statement encouraging further communication.
- Your contact details for any follow-up inquiries.
Best Practices
- Ensure that all resumes and cover letters are up-to-date and professionally formatted.
- Use bullet points to highlight key accomplishments and experiences in your email body for quick readability.
- Follow up with your client a few days after sending the email to discuss their thoughts on the candidates.
- Customize the email based on the client’s previous feedback or preferences to make your communication more effective.
Common Mistakes to Avoid
- Not checking the attachments before sending; ensure all files are included and correctly labeled.
- Using a generic greeting; always personalize your email to make it more engaging.
- Overloading the client with too many candidates; stick to the most qualified individuals to maintain their interest.
- Forgetting to proofread your email for spelling and grammatical errors, which could undermine your professionalism.
