Your Applicant Tracking Software (ATS) can be a gold mine of data, or a black hole from a candidate perspective. The thing we recommend to all customers is using your communication tools to stay in touch with candidates regularly. We’ve put together a few common emails that our customers might use for communicating with candidates.
1. Your Initial Thank You For Applying Email.
Your ATS should, of course, automatically respond to candidates as soon as they submit their applications. Here is a quick example that also will provide the benefits of working for your company. This works because it reinforces the thoguht they they have applied to a fantastic company.
Subject Line: Thanks For Applying, We’re a Great Place to Work!
Dear {first},
Thank you for your interest in the {JobTitle} position at COMPANY NAME. We are a fantastic place to work! We were recently ranked #1 in relevant survey by leading online source.
Just some of the benefits of working for COMPANY NAME:
- Great PTO!
- Paid Holidays
- 401k/Healthcare
- Tuition Reimbursement
- Etc…
Thank you,
Your Name
Your Company
Your Phone
Your Website
2. Follow Up/Status of Application Email.
This is something you should send as often as time allows so as not to let applications get stale and forgotten about.
Subject Line: Update on Your Recent Application with COMPANY NAME
Dear {first},
I wanted to check in and update you about the status of your application for the {JobTitle} position at COMPANY NAME.
Our hiring manager/team is currently reviewing applications, and we’re expecting to schedule on-site interviews by (enter timeframe). I will contact you again as soon as I have any news.
In the meantime, please free to reach me via email or at XXX-XXX-XXXX, if you have any questions.
Thank you,
Your Name
Your Company
Your Phone
Your Website
3. Interview Scheduling Email.
A simple example of a request to set up a mutually convenient interview time. You can adjust this to show in person, or phone or video chat.
Subject Line: Your Recent Application with Company Name
Dear {first},
Company Name has reviewed your application for the {JobTitle} position, and would like to schedule an interview with you at our __________ location.
Please contact me at (my email address) or phone XXX-XXX-XXXX at your earliest convenience to schedule a convenient time.
Thank you,
Your Name
Your Company
Your Phone
Your Website
4. Turn Down After Interview Email.
Well, no one likes bad news, but it’s better than being left in the dark. This becomes more helpful the more specific information you can provide to the candidate.
Subject Line: Your Recent Interview with Company Name
Dear {first},
Thank you for taking the time to meet with me / our team to discuss the role of {JobTitle} at Company Name. It was our pleasure learn more about your skills and accomplishments.
After careful consideration, we have decided to pursue other candidates that more closely match our {JobTitle} position requirements.
We will retain your application, and will review your application as additional positions matching your skills become available.
I am happy to answer your questions if you would like any specific feedback about your application or interviews.
Thanks again for your interest in Company name and best of luck with your job search.
Thank you,
Your Name
Your Company
Your Phone
Your Website
5. Thanks But No Thanks Email.
A simple example of a not selected email.
Subject Line: Your Recent Application with Company Name
Dear {first},
Thank you for your interest in the position: {JobTitle}. We have received quite a few resumes, and while yours is certainly impressive, we have narrowed our search to the candidates most closely matching the job requirements. We appreciate your interest in COMPANY NAME, and wish you the best of luck in your search.
Please check our website periodically for other positions that become available. We will retain your application for 12 months and will review your application as additional positions matching your skills become available.
Thank you,
Your Name
Your Company
Your Phone
Your Website
Bonus Email!
6. Stay In Touch Email.
This is helpful from a marketing perspective, you want potential applicants to continue to stay aware of you, and your available jobs. LinkedIn or other social media channels are a great way to achieve this.
Subject Line: Are You Following Company Name on LinkedIn?
Dear {first},
Thank you for your recent application for the {JobTitle} at COMPANY NAME. As an applicant we encourage you to stay up-to-date with our company news and the latest available jobs by following us on LinkedIn.
Insert Link Here.
Thank you,
Your Name
Your Company
Your Phone
Your Website
About iRecruit
iRecruit is a cloud-based recruiting and applicant tracking and electronic onboarding software designed to provide any size of business a cost effective, affordable and truly simple way to manage the recruiting and onboarding process online. With options for Express, Professional and Enterprise, you can find a flexible recruiting and onboarding solution that works for your budget, and meets your needs. Join us for a demo or ask a question.
Related: 3 Easy Ways To Increase Candidate Communications
