This email template is designed for HR professionals to communicate with candidates who are awaiting the results of their background checks. It’s essential to keep candidates informed during the recruitment process to maintain their interest and trust in your organization.
Template Email
Email subject line: Update on Your Background Check for [Position] at [Company Name]
Hi [Candidate First Name],
I hope you’re having a great day! My name is [Your Name], and I am part of the recruitment team at [Company Name]. Thank you once again for your interest in the [Position Title] role.
I wanted to provide you with a quick update regarding your application. Currently, we are in the process of completing the necessary background checks, which are taking a bit longer than we anticipated. Please rest assured that you are still in consideration for the position.
We typically use [Insert Platform Name] for our background checks, and while this process can take anywhere from [insert timeframe, e.g., one week, two weeks], we are working diligently to expedite it as much as possible.
I will reach out to you as soon as we have more information or if there are any unexpected delays. In the meantime, feel free to connect with me if you have any questions or concerns.
Thank you for your patience and understanding!
Best Regards,
[Your Name]
[Your Position]
[Company Name]
[Your Contact Information]
Why does it matter?
Staying in touch with candidates during a lengthy recruitment process helps to build a positive candidate experience. Candidates may feel anxious or forgotten if they don’t receive timely updates. By proactively communicating that they are still in consideration, you can reinforce their interest in the position and your organization, which is especially crucial for top candidates.
When to send?
Send this email within a few days to a week after initiating the background check. This timely communication reassures candidates that they are still being considered and that the hiring process is progressing, even if it’s slower than expected.
What to include?
- A clear status update on the background check process.
- An estimated timeline for when the background checks are expected to be completed.
- Reassurance that the candidate remains in consideration for the role.
- Contact information for any follow-up questions or concerns.
Best Practices
- Personalize your email with the candidate’s name and specific job title to create a connection.
- Be transparent about the process and any potential delays, as this builds trust.
- Keep the tone positive and supportive, emphasizing the candidate’s continued eligibility.
- Follow up promptly once the background check status changes to maintain communication flow.
Common Mistakes to Avoid
- Failing to update candidates, which can lead to frustration or loss of interest.
- Using overly formal language that may feel impersonal; aim for a conversational tone.
- Not providing a specific timeline, which can leave candidates feeling uncertain.
- Neglecting to include your contact information, making it difficult for candidates to reach out with questions.
