Recruiters’ emails to candidates during the interview process are critical in engaging and retaining top candidates as well as keeping good rapport with the ones who didn’t work out. From emails to successful candidates after an interview to cold emails for passive candidates, well thought-out and informative outreach is a critical component in creating an interview process based on effective communication. We’ve outlined four types of emails that you should be sending your candidates during the interview process:
Everyone likes to be pursued, but it’s important to do so tastefully and with the candidate in mind.
Subject Line: Join our amazing team at [Company Name]?
Hi [Candidate Name],
Hope this message find you well!
I found your profile/resume on [Name Source] and wanted to send a quick note your way. How are things at [Name Company]? Not sure of your short and long term career goals, but we have an opening that might be a great next step for you. The link to the job description is below. Just take a look and if you are interested, you can contact me at [Phone Number] and [Email].
[Link to Job Description]
If you’re not interested in the role or if now isn’t a great time for a move, just let me know if I can help in the future or if you need assistance in making a connection.
This is your opportunity to not only provide critical information about the process, people involved and company but also to get the candidate jazzed about potentially being a part of your company!
Subject Line: Welcome to the [Insert Position] interview process!
Hi [Candidate Name],
I have some great news for you. We want to invite you into our formal interview process. First off, congratulations! Second, please read the information below about our hiring process, the interview team, and what you should expect to happen from here on out.
Interview Date & Time: We’re looking to set up the first round of interview on [Date], [Date], and [Date] in the morning. If you’d like to move forward, please respond back or call to let me know which date works for you.
Interview Methodology: [Use this area to explain the kind of interview they should expect – behavioral, panel, etc.]
Interview Team: [Use this area to explain who is on the interview team and what each person does for the company.]
I’m including a link that goes to the company contact page. You’ll find our address here and directions from your location.
[Include Link to Address Page]
Congratulations and please contact me if you have questions about any of the above.
Being transparent with a candidate during the stages of their interview process is key to building a good relationship and keeping candidates engaged.
Subject Line: Status Update – [Insert Position] position at [Company Name]
Hi [Candidate Name],
Here’s a quick update on your status for the [Insert Position] interview process.
Updates: [Include where the candidate is in the interview process as well as next steps and timeline if the candidate is proceeding forward.]
Let me know if you have any questions or conflicts with the timeline. [Company Name] is excited to have you continue in the interview process!
Maybe a bummer for your candidate, but a well-written rejection letter will leave them feeling respected and still enthusiastic about your company.
Subject Line: Your application to [Company Name]
Dear [Candidate Name],
I want to thank you for taking the time to get to know [Company Name] during our interview process. Unfortunately, we have decided to go in a different direction at this time.
You can reach me at [Phone Number] if you have any questions. Please do apply again if you feel another position of our may be of interest to you.
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Check out our remote interviewing tips from a hiring manager blog to discover how you can land amazing talent through remote interviewing and explore tips and strategies to help you adapt to remote hiring processes.
Esteban Gomez is a marketing consultant with interviewstream. He loves learning and has a passion for traveling, having visited many countries including China, Colombia, Italy, and Peru.