5 Emails to Send Your Candidates in The Interviewing Process
Recruitment isn’t just about identifying the right candidates; it’s about nurturing those relationships. Effective communication during the interviewing process improves candidate experience and clarifies expectations and timelines.
Whether you’re inviting candidates for interviews, scheduling interviews, or sending thoughtful post-interview follow-ups, your emails can make the difference between your candidate accepting your offer or accepting a competitors’.
Email Template #1: Interview Invite Email (for Phone Screen or On-Demand Video)
Use these interview invitation emails to set up a screening interview for candidates. There are two options: a phone screen interview or an on demand video interview invitation (a great phone screen interview alternative). For these emails, it’s important to include any details or documentation the candidate will need to bring to the interview and provide instructions on who to contact should they run into any difficulties. Following are a few examples that you might use for a phone screen via on demand:
Email: Phone screen interview invitation
Subject: Invitation for Phone Screen Interview at [Company Name]
Dear [Candidate Name],
We were impressed with your application and resume, and we would like to invite you for a phone screen interview to learn more about your qualifications and experience for the [Job Title] position at [Company].
Please click this link to schedule your interview with [recruiter name / hiring manager name].
If you have any difficulty scheduling your interview, please reach out to me directly via email.
We look forward to speaking with you and discovering how you could contribute to our team.
Warm regards,
[Your Name]
[Your Title]
[Company Name]
Email: On Demand Video Interview Invitation
Subject: [Company Name] interview request
Dear [Candidate Name],
We appreciate the effort you’ve put into your application and the potential you bring to our organization. As a second step in the interviewing process, we are inviting you to complete an on demand video interview for the [Job Title] position at [Company].
On demand interviews allow you to answer pre-recorded questions via video at your convenience. It’s a way for you to showcase your qualifications and give us a better understanding of your skills and fit for our organization.
To complete your interview, please click on this link. Here is a link to the training site where you will find clear instructions to guide you through the process, should you need them. If you run into any issues please don’t hesitate to reach out to me via email.
We are excited to see your video responses and learn more about you. Thank you for considering [Company Name].
Best regards,
[Your Name]
[Your Title]
[Company Name]
Email Template #2: Interview Scheduling Email
Use this interview invitation template to schedule interviews. We recommend using an interview scheduler that automatically syncs with your calendar and lets candidates self-select their interview time. Check out this article for more information on automated interview scheduling. Here is an example of an interview scheduling email:
Email: Automated Interview Scheduling Email
Subject: Let’s talk – Schedule your interview with [Company]
Dear [Candidate Name],
We received your application and would love to know more about you and answer any questions you may have about [Company] or the [Job Title] position
Please book a 30 minute time slot on my calendar (link) within the next few days. We will send a calendar invite with the meeting link to confirm your time.
Looking forward to meeting with you!
Best regards,
[Your Name]
[Your Title]
[Company Name]
Email Template #3: Post Interview Email
This email is important because it allows you to catch candidates before they drop off. Sending this email lets your candidates know that you are still engaged with them and interested in them and reiterates your hiring timeline, decision-making deadlines, and next steps.
It also allows the candidate a space to ask questions or provide extra information. Automating this messaging is an easy way for you to follow up after an on demand or live video interview without sending each candidate a manual email.
Email: Post Interview Follow-up
Subject: How did the interview go?
Dear [Candidate Name],
I hope this email finds you well. We want to express our appreciation for your participation in the recent interview at [Company Name].
Here is our hiring timeline for the [Job Title] role.
[input job hiring timeline with deadlines for when candidates should expect to hear back from you]
Please let me know if you have any questions or would like to provide any additional information!
Best regards,
[Your Name]
[Your Title]
[Company Name]
Email Template #4: Interview Candidate Rejection Email
The rejection email– not an email recruiters want to send or that candidates want to receive- is a necessary part of the process as it’s better to let candidates know where they stand than to leave them hanging. Your rejection email should be respectful and should be sent as soon as possible after the decision has been made that the candidate will not proceed in the hiring process.
Email: Candidate Rejection Email
Subject: Update on Your Application with [Company Name]
Dear [Candidate Name],
We appreciate your interest in [Company Name] and the time you’ve invested in our interview process. After careful consideration and evaluation, we regret to inform you that we have chosen to move forward with other candidates.
We genuinely want to thank you for your effort, your insights, and your enthusiasm throughout the interview process. Your qualifications and experiences are impressive, and we have no doubt that you will find the right opportunity in the near future.
If you have any questions or would like to discuss your application or interview experience further, please don’t hesitate to reach out. We are happy to provide feedback or answer any queries you may have.
Best regards,
[Your Name]
[Your Title]
[Company Name]
Email Template #5: Post-Interview Survey Email
This email is an opportunity for you to gauge your hiring process and catch candidate drop off points. You should already be tracking your hiring metrics with advanced reporting tools, but candidate feedback gives you a chance to look beyond the hiring data and see why in addition to where candidates are dropping off.
Email: Candidate Feedback Request
Subject: Would you take a survey for [Company]?
Dear [Candidate Name],
At [Company Name], we are committed to delivering an exceptional candidate experience. Your insights and feedback are invaluable in helping us improve our hiring process. We invite you to participate in a brief survey to share your thoughts on your recent interview experience.
Your honest feedback is greatly appreciated, and it will remain anonymous.
To access the survey, please click on the following link: [Survey Link]. It should take only a few minutes to complete.
Best regards,
[Your Name]
[Your Title]
[Company Name]
Improve your Hiring Process with Automated Messaging, Scheduling, and Video Interviews
Maintaining strong communication with candidates throughout the interviewing process is a critical aspect of effective talent acquisition. From interview invitations to feedback surveys, these emails serve as opportunities to foster positive candidate relationships.
Automated scheduling solutions, messaging, and on demand video interviewing helps you maintain the human touch while managing large candidate volumes. See how interviewstream’s hiring tools can help you deliver the right message at the right time so you can recruit your top candidates first. Check out our eBook on the ROI of video interviewing and interview scheduling here or set up a time to chat here.
About The Author
Caroline Chessia is the Marketing Operations Specialist at interviewstream. She loves color-coordinated graphs, hiking in the mountains, and every dog she meets—especially the Golden Retrievers.
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