{"id":1297,"date":"2023-04-04T17:36:49","date_gmt":"2023-04-04T15:36:49","guid":{"rendered":"https:\/\/traffit.com\/?p=1297"},"modified":"2023-07-13T10:52:40","modified_gmt":"2023-07-13T08:52:40","slug":"recruiting-email-templates-guide","status":"publish","type":"post","link":"https:\/\/traffit.com\/en\/blog\/candidate-experience\/recruiting-email-templates-guide\/","title":{"rendered":"Recruiting email templates guide"},"content":{"rendered":"
Do you still type in manually each message sent to your candidates? Check what recruiting email templates have to offer and automate your communication.<\/p>\n
Templates have wide use in communication. Actually, you can spot them everywhere \u2013 from e-commerce order confirmation to templates used by sales reps, templates enable smooth and fast communication with clients.<\/p>\n
Don\u2019t hesitate to import this approach to recruitment! Email templates bring tons of benefits to the table when you\u2019re looking to fill in your job openings.<\/p>\n
Rewriting all the time the same message literally makes no sense, and it\u2019s a huge waste of your time. It\u2019s better to have a template as a starting point \u2013 or automate your communication.<\/p>\n
Templates help you keep your candidate experience at a stable \u2013 hopefully excellent \u2013 level. No matter the circumstances, like stress, time pressure, or just a worse day, they won\u2019t get reflected in the communication.<\/p>\n
It helps you avoid mistakes, make sure you include all the information, and keep a high level of communication, which is especially important in rejection messages.<\/p>\n
Templates make a great resource for newbie recruiters or recent hires. They can jump into their new role more seamlessly and communicate with confidence.<\/p>\n
Have you already ditched the \u201cwe will contact only the best candidates\u201d? If not, recruiting email templates are here to help you. That\u2019s how all the candidates engaged in your interview process get their replies. At least, you\u2019ll be able to inform your potential candidates if they\u2019ve matched the criteria and let them focus on other processes.<\/p>\n
Did you know that you also can automate the sending process with templates? You can choose when your candidates should get messages with an applicant tracking system<\/a>. For example, you can set up the sending of the recruitment task when you move your candidate from one stage to the next.<\/p>\n You don\u2019t need recruiting email templates for each message you send, but some types come in handy.<\/p>\n This kind of message keeps the candidate up to date about what\u2019s happening to their application. For example, when people apply to an open position in your company, they need to know whether their documents made it.<\/p>\n In an application email, you can confirm the reception and let them know what\u2019s the approximate timeline. It helps you set the expectations and is a small thing you can do towards improving your candidate experience.<\/p>\n That\u2019s the easiest way when you are scheduling interviews. We recommend adding a link to a scheduling tool \u2013 either our built-in scheduler or an external tool like Calendly. This way, you\u2019ll save yourself an email ping-pong, and the candidate can choose a suitable date without pressure.<\/p>\n Also, make sure you include some details about the interview process. For example, will it be a quick phone interview? Will one or two colleagues join you? Think of all the doubts that your candidates could have, and address them in your message.<\/p>\n Later on, you can send a confirmation email with a meeting link, if you\u2019re having a quick chat on Zoom, or details for an in-person interview. Even when you agree on the details on a phone call, a reference message can come in handy for your candidate.<\/p>\n A recruitment task is one of several verification methods. When you prepare the recruiting email templates that are sent along with the task, make sure to include those elements:<\/p>\n Here’s the amended code as per the instructions:<\/p>\n Here, you can also add a follow up email \u2013 ideally just before and after the deadline. Life happens, and maybe your candidates just couldn\u2019t manage to send it earlier. Lending a hand can save you some valuable talent.<\/p>\n When sourcing candidates, email templates help you keep the structure. You can put there what kind of information you should include, but remember \u2013 in this case, it\u2019s only an outline.<\/p>\n With each message, you should personalize it and add the reason why you want to connect with the given person. For example, is it because they have taken part in exciting projects, and you have something similar to offer? Or your engineering team is extremely impressed with their expertise? Look at your job details and try to find the most catchy thing.<\/p>\n Think about it as one of the sales emails \u2013 your role is to show why a particular job opening would be interesting for this candidate. Each outreach email should be different then. Adjust the information based on the candidate\u2019s profile on LinkedIn or other services, and think about the mutual connections. Based on that, decide on what makes relevant information for them.<\/p>\n Avoid sending invitations for a \u201cquick call\u201d or a link to a job description without showing that you actually dedicated a moment to their profile. The best candidates get several sourcing messages every day, and often they barely look at the subject line \u2013 as most messages are just a waste of their time.<\/p>\n Yay, you found the perfect match for your company! Usually, in this kind of offer letter, you confirm all the details regarding the offer and show how happy you are that they joined your company.<\/p>\n You can also prepare a template for after the candidate accepts your offer. It would be both an onboarding and recruiting email template. In this message, you inform them about what\u2019s awaiting them in the upcoming weeks.<\/p>\n Also, don\u2019t forget to send an email a few weeks later, just before they start working in your company. Make sure to include all the information they would need. That\u2019s one of the elements of a perfect employee onboarding<\/a>.<\/p>\n That\u2019s a category that needs extra care. With a well-communicated rejection, you can keep your candidates in the loop \u2013 and who knows, maybe recruit them in the future? Later on, you can nurture candidates and maintain good relationships, which will make your talent acquisition go smoother. Learn more about the use of the talent pool<\/a>.<\/p>\n You can prepare several email templates for different types of rejection reasons. Then, use it later in automating your messages within your ATS.<\/p>\n Read how to write candidate rejection emails<\/a>.<\/p>\n If you have candidates from the EU, you need their consent for data processing. You can ask for a prolongation when you have the consent only for a given recruitment process or the expiration date is approaching.<\/p>\n Take a look at your hiring process and list situations where you usually send similar messages. In our processes, it would be:<\/p>\n Here’s the amended code as per the instructions:<\/p>\n Having several recruitment stages organized in your ATS makes it easier to spot where you send the most emails.<\/p>\n Gather the messages you usually send. If you work in a team \u2013 whether in a recruitment agency or recruiting team \u2013 collect emails from different people. With multiple examples of recruiting email, you\u2019ll be able to craft better templates.<\/p>\n See what stands out. Pay attention to the wording, content, subject lines, and any other message element. Also, check what your past candidates asked about \u2013 those are hints what needs to be added or better-phrased.<\/p>\n Time to start writing the first drafts! Don\u2019t expect your messages to be perfect at once \u2013 that\u2019s a part of the creative process. Give it some time, and that will benefit you in the long run.<\/p>\n What\u2019s more, you can always update your templates in the future as you come up with new ideas or a need for a change.<\/p>\n Recruiting email is yet another point where your employer brand is reflected. Whether you\u2019re addressing your applicants or passive candidates, the way you write needs to be coherent with your company culture.<\/p>\n Take a look at how you communicate on your career page, and read your email templates. Would anything sound off for candidates? For example, a formal voice won\u2019t work if your company is laid-back.<\/p>\n Good news \u2013 you don\u2019t have to start writing them yourself!<\/p>\nWhat are the recruitment message types?<\/h2>\n
Application<\/h3>\n
Interview<\/h3>\n
Recruitment task<\/h3>\n
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Sourcing<\/h3>\n
Offer<\/h3>\n
Rejection<\/h3>\n
GDPR consent<\/h3>\n
How to prepare your unique recruiting email templates?<\/h2>\n
List the most common situations<\/h3>\n
\n
Go through your usual emails<\/h3>\n
Choose the best elements<\/h3>\n
Put it all together<\/h3>\n
Make it reflect your company<\/h3>\n
Where to look for inspiration?<\/h2>\n