Effortless Email Drafting: Harness the Power of AI Recruiting Assistant

Email is still the go-to for communication with candidates and hiring teams, and for many of us, it takes time to write effective email messages from scratch. Fortunately, interviewstream’s AI Recruiting Assistant provides a powerful generative AI tool that will speed and simplify email writing.

AI Recruiting Assistant makes use of AI within interviewstream to enhance efficiency without sacrificing the human touch. Using AI Recruiting Assistant you and your hiring team can save valuable time and resources by generating tailored interview questions, job descriptions, emails, and social media posts in seconds.

With over 65% of recruiters already leveraging AI in the hiring process, AI tools allow you to streamline your hiring process, boost ROI, increase hiring efficiency, and focus on connecting with top candidates while AI handles the administrative load.

In this article, we’ll explore the advantages of using the AI Recruiting Assistant to draft emails that can be used in the hiring process. Whether you’re looking to optimize your recruitment processes or just to enhance the way you communicate via email, integrating AI into email can help.

Why Use Generative AI for Email Drafts

There are plenty of reasons why tapping into generative AI tools for email drafting is a good way to enhance your communication with candidates. Here are a few of our favorites:

1. AI excels at quickly generating coherent drafts, eliminating those dreaded moments of staring at a blank screen.
2. With AI Recruiting Assistant, gone are the days of false starts and wasted time. Instead, you’ll find yourself with a final draft within seconds, allowing you to focus your energy on perfecting your message rather than starting from scratch.
3. AI Recruiting Assistant’s drafts offers tone choices that can help your emails stand out in a crowded inbox.
4. By tweaking or combining the AI generated suggestions, you’re not just polishing your draft; you’re infusing it with your own unique voice, resulting in a final draft that has taken advantage of the efficiencies of AI while maintaining the human element.

Using AI Recruiting Assistant is as Simple as 1, 2, 3

With AI Recruiting Assistant, you’ll be amazed at how effortlessly you can breeze through the process of creating interview content. It’s as easy as 1-2-3, taking just minutes to generate content that previously took significantly more time. Below, we’ll outline the steps for you, but trust us, once you get started, you’ll see just how user-friendly it truly is:

Step 1: Write a Prompt with basic info about what you want in the email and who it’s for.

Step 2: Choose a Tone (or more than one if you want options) for the tool to use on its draft.

Step 3: Fine-tune your email and set it up in interviewstream, Outlook, Gmail, or any other email platform.

 
Check out our more in-depth tips below:

Writing an Effective Prompt to Get the Most Out of Using AI for Email

One key element to using generative AI (for any use case) is to make sure you craft a good prompt from the start. Our team has compiled a list of tips below to help AI Recruiting Assistant (or any other generative AI tool) give you a good result. Sometimes it helps to see two or three alternative drafts. Just adjust your prompts and try again!

Tip: If you’re using AI Recruiting Assistant, you can always get earlier versions in the Request History if you want to use an idea from an earlier suggestion.

1. Clarity: Clear instructions help AI understand your intentions. Be specific about the purpose of the email, and make sure to include essential information such as dates, names, and specific details—experiment with rephrasing or reemphasizing the key objectives and desired information in your prompt to see different options.
2. Tone and Style: How would you like the email to sound? interviewstream’s AI Recruiting Assistant offers a choice of tones: Standard, Professional, Friendly, and Persuasive. Choose the tone that best suits your need and feel free to try out a few different drafts to find the one that fits best.
3. Context or Background: You might want the email to refer to more information about the job than just the description or application. Just include the information in the prompt.
4. Split the Prompt Into a List: Consider using a list format or dividing your prompt into multiple segments. This gives the AI a more granular understanding of the email structure or allows you to focus on specific areas of improvement. It might look like this:
• Purpose: invite the candidate to a second round live video interview with my school’s hiring team.
• Interview Details: My school is Unit 123 High School in Chicago, Il.
• Background: The candidate had a high evaluation score on their on demand or one way video interview.
• Job: secondary science and math teaching job in Unit School District 123.

Tone Choice

Within the AI Recruiting Assistant tool in interviewstream, you have the option to select a few different tones when generating emails: Standard, Friendly, Professional, and Persuasive.

When generating email content you may want to have the AI assistant draft a few different tones and combine and edit the drafts to come up with the perfect email. In the example below, we’ll outline two different tone drafts generated by the AI Recruiting Assistant and what it would look like to combine the two.

Here are a few of the tone options that were generated by AI Recruiting Assistant and our final draft combining the two:

Standard Tone

Congratulations again on successfully completing the on-demand interview screening for the secondary science and math teaching position at Unit School District 123. We were impressed by your qualifications and experience, and we are excited to move forward with the next step in our hiring process.

We would like to invite you for to a live video interview, which will be held during the week of May 19th. This is an important opportunity for us to get to know you better and for you to learn more about the role and our school district. The interview will be conducted by the math and science department heads, who are eager to meet with you and discuss your potential contribution to our team.

As this is an essential part of our hiring process, we kindly request your availability for this interview. Please let us know which days and times during the week of May 19th work best for you, and we will do our best to accommodate your schedule.

We understand that preparation is crucial for success, and we want to ensure that you have all the necessary information before the interview. As such, we would appreciate it if you could take some time to research our school district and familiarize yourself with our mission, goals, and values. This will not only help you understand our organization better but also allow us to have a more productive conversation during the interview.

We look forward to meeting you live and further discussing your qualifications and potential fit for the role. In the meantime, if you have any questions or concerns, please feel free to reach out to us. Thank you for your interest in joining our team at Unit School District 123.

Friendly Tone

We are excited to move forward with your application for the secondary science and math teaching job at Unit School District 123. As part of our recruiting process, we would like to invite you to a live video interview.
To make scheduling easier for you, we wanted to reach out and inquire about your availability for the week of May 19th. We understand that everyone has busy schedules, so please let us know which days and times would work best for you.

The interview will be conducted by the heads of the math and science departments. They were very impressed with your performance in the on demand interview screening and are eager to meet you in person.
We want to ensure that this interview is a comfortable and positive experience for you, as well as an opportunity for us to get to know you better. If there are any accommodations or special requests you may have, please don’t hesitate to let us know.

Thank you for your interest in joining our team at Unit School District 123. We are looking forward to meeting you in person and discussing your qualifications further. We wish you all the best in the meantime and hope to hear back from you soon.

Final Draft

Congratulations once again on completing the on-demand interview screening for the secondary Science and Math teaching position at Unit School District 123. We appreciated your qualifications and experience, and we are excited to move forward with the next step in our hiring process.
We would like to invite you to a live video interview during the week of May 19th to meet with the heads of the Math and Science Departments.

Please let us know which days and times would work best for you. In addition, if there are any accommodations or special requests you may have, please let us know.

We are looking forward to meeting you in person and hope to hear back from you soon.

Creating Email Templates for Gmail and Outlook

Once you have an AI-generated email draft, the next step is to start using it! We recommend creating an email template in interviewstream (if you’ll be using the customizable automated emails within interviewstream) or the email platform your team uses (if you’ll be sending the emails manually). Many websites and blogs offer tutorials and guides on creating email templates for different platforms. These tutorials often include visual examples and additional tips to help you create professional and visually appealing templates. Here are some resources if you need them:

Gmail

• Article: “How to set up and use email templates in Gmail,” The Verge
• Article: “How to create and use Gmail templates to streamline your workflow,” Business Insider
• Video: “How to Enable and create templates in Gmail using Google Workspace for business,” Google Workspace channel, YouTube

Outlook

• Article: “Create an email message template,” Microsoft
• Article: “How to create an email template in Outlook to save time in formatting,” Business Insider

Conclusion

Generative AI tools have opened exciting possibilities for improving email drafting efficiency and creativity. By leveraging these tools, you can craft compelling email drafts in less time while adding your own personalization.

Using AI to create email drafts for your hiring process is as easy as 1, 2, 3: (1) create clear and detailed prompts, (2) pick a tone for your email and refine/edit emails as needed, and (3) get those final versions set up in your email system (or interviewstream’s) to send at will. Embracing this use of AI technology will empower you to communicate more efficiently, effectively and confidently through over email.

To read more about using AI in the hiring process, check our blog on AI Recruiting: The Good, The Bad, and How to Make AI Work for You or reach out to our team for a demo of interviewstream’s AI Recruiting Assistant.

About The Author

Faith Peterson is the Principal Product Manager at interviewstream. She’s devoted her career to making software better so that people can use it effectively and efficiently–and feel confident and capable doing so. Her focus on responsible and ethical tech informs her work in Product. She’s often found tending her native plant garden.