Recruiting top talent is challenging, and a lot of effort goes into identifying and attracting the right candidates. What you also need to remember is that the hiring process doesn’t end with just finding the perfect candidate for the role. It’s equally important to maintain a warm and engaged relationship with candidates throughout the recruitment process.
n today’s fast-paced digital age, email communication plays a crucial role in candidate engagement and nurturing. By sending timely and personalized follow-up emails, employers can maintain a talent pipeline and build a strong employer brand. According to a Recruiter Sentiment Study, 42% of recruiters identify unresponsiveness to emails and calls as a major barrier to finding qualified candidates. This highlights the importance of not only sending regular emails but also ensuring that these emails are engaging enough to prompt a response.
5 sample emails to keep candidates warm
#1 Confirmation of receipt of application email
The first email that candidates receive after applying for a job is an acknowledgment email confirming the receipt of their application. This email should be sent within 24 hours of receiving the application to assure candidates that their application is being considered.
This email is an excellent opportunity to showcase your employer branding by including your company’s values and culture.
Here’s a sample email:
Subject: Thank you for your application!
Dear [Candidate Name],
Thank you for taking the time to apply for the [Position Name] role at [Company Name]. We appreciate your interest in joining our team and would like to let you know that we have received your application.
At [Company Name], we believe that our employees are our most valuable asset, and we strive to provide an inclusive and empowering work environment that encourages growth and development. We are committed to creating a culture that is built on our core values of [List your company values], and we believe that every employee should feel supported, challenged, and inspired to do their best work.
We are excited to learn more about your skills, experience, and achievements and are looking forward to getting to know you better throughout the recruitment process. Our team will be reviewing your application and will be in touch within [timeframe] to discuss the next steps.
In the meantime, please feel free to explore our website to learn more about our company culture, mission, and values. We also encourage you to follow us on social media to stay up to date with our latest news and updates.
Thank you once again for your interest in [Company Name]. We appreciate your application and look forward to speaking with you soon!
Best regards,
[Your Name]
[Your Title]
[Company Name]
#2 Status update email
Candidates are eager to know the status of their application and the progress of the recruitment process. Sending a status update email can help keep them engaged and informed. This email should be sent at regular intervals, such as once a week or bi-weekly.
Here’s a sample email:
Subject: Application Update: [Position Name] at [Company Name]
Dear [Candidate Name],
I hope this email finds you well. I wanted to provide you with an update on the status of your application for the [Position Name] role at [Company Name].
Firstly, I would like to thank you again for your interest in our organization and your application for this role. We have received a high number of applications, and our team has been carefully reviewing each candidate’s qualifications and experience to ensure that we find the best fit for the role.
I’m happy to let you know that your application has passed the initial screening, and we are impressed with your skills and experience. You have been shortlisted for the next stage of the recruitment process, which will include [Interview or Assessment Details].
We will contact you within [Timeframe] to arrange the next steps of the recruitment process. In the meantime, if you have any questions or would like to discuss your application further, please contact me at [Your Email] or [Your Phone Number].
Once again, thank you for your interest in [Company Name]. We appreciate your patience and look forward to speaking with you soon.
Best regards,
[Your Name]
[Your Title]
[Company Name]
Check – Post Offer Candidate Engagement Platform
#3 Follow-up email after an interview
After a candidate has completed an interview, you must send a follow-up email to express your appreciation for their time and reiterate your interest in their candidacy. This email is also an opportunity to provide feedback on their interview performance and outline the next steps in the recruitment process.
Here’s a sample email:
Subject: Thank You for Your Time
Dear [Candidate Name],
I want to express my sincere appreciation for taking the time to meet with us and discuss the [Position Name] role at [Company Name]. It was great getting to know you better, and we were impressed with your skills, experience, and achievements.
Your enthusiasm for the role and thoughtful questions showed that you are truly passionate about your work, and we believe that your experience aligns well with our requirements for the role. We would like to reiterate our interest in your candidacy and the possibility of having you join our team.
In addition, we would like to provide you with some feedback on your interview performance. We were impressed by your [Strength 1], and we believe that your [Strength 2] would be a great asset to our team. However, we would suggest that you work on your [Area for Improvement], which would help you to [Benefit of Improving].
The next steps in our recruitment process include [List the next steps, such as a second interview or an offer decision]. We will be in touch with you within [Timeframe] to provide an update on your application status.
Once again, thank you for your time, and we appreciate your interest in [Company Name]. If you have any questions or require further information, please feel free to contact us.
Best regards,
[Your Name]
[Your Title]
[Company Name]
Check – Post Offer Candidate Engagement Activities
#4 Job offer email
When you’ve found the perfect candidate for the role, it’s time to extend a job offer. This email should be sent promptly to avoid losing the candidate to another opportunity. The job offer email should be personalized and professional and include all the relevant details of the offer, such as the position, start date, compensation, benefits, and any other necessary information.
Here’s a sample email:
Subject: Job Offer: [Position Name] at [Company Name]
Dear [Candidate Name],
I am thrilled to offer you the position of [Position Name] at [Company Name]. After careful consideration of your application and performance throughout the recruitment process, we believe that you would be an excellent addition to our team.
We are impressed by your skills, experience, and achievements, and we believe that you will thrive in our [Company Culture]. The role will be based in [Location] and will commence on [Start Date]. You will be reporting to [Manager Name].
As discussed, the compensation package for this position is [Salary/Benefits Information], and you will be eligible for [Company Benefits]. We will also provide you with [Additional Information, such as a relocation package, stock options, or bonuses]. Please find attached the detailed offer letter for your review.
To accept this job offer, please sign and return a copy of the offer letter by [Acceptance Deadline]. We would also appreciate it if you could confirm your acceptance by replying to this email. We will then begin the onboarding process and send you all the necessary paperwork.
If you have any questions or would like to discuss any aspect of the offer, please do not hesitate to contact me at [Your Email] or [Your Phone Number].
We look forward to welcoming you to our team and starting a successful journey together!
Best regards,
[Your Name]
[Your Title]
[Company Name]
Check – A Guide – Candidate Engagement – 2023
#5 Rejection email
While job offers are exciting, rejection emails are inevitable. It’s crucial to send a rejection email promptly and professionally to maintain a positive candidate experience and employer branding. A rejection email should be personalized and provide constructive feedback on the candidate’s interview performance.
Here’s a sample email:
Subject: [Position Name] role at [Company Name]
Dear [Candidate Name],
I want to take a moment to thank you for your interest in the [Position Name] role at [Company Name] and for taking the time to meet with our team.
We received an overwhelming number of applications for this role, and while your skills and experience are impressive, we have decided not to move forward with your candidacy at this time.
Please do not take this decision as a reflection of your ability or potential. We had many talented candidates, and the decision was difficult. We want to provide you with constructive feedback to help you in your future job search, so please do reach out to me for more information. We were impressed with [Specific Positive Feedback] and believe that you have a lot to offer to any organization.
Again, we appreciate your interest in our company and want to maintain a positive relationship with you. We would love to keep your resume on file for future opportunities and will reach out to you if we have a role that matches your qualifications.
We wish you all the best in your job search and your future endeavors.
Best regards,
[Your Name]
[Your Title]
[Company Name]
Wrap up
Keeping candidates warm and engaged throughout recruitment is critical to building a strong employer brand and maintaining a talent pipeline. By sending timely and personalized follow-up emails, you can demonstrate your organization’s values, culture, and commitment to providing an exceptional candidate experience.
The sample emails discussed in this blog are just a starting point. To maximize candidate engagement and nurturing, consider personalization, automation, and lead generation strategies.
Also, keep in mind that candidate engagement doesn’t end with a job offer or rejection. It’s essential to continue nurturing and supporting candidates throughout their career development and networking journey. By doing so, you can build a strong talent pipeline and promote a positive employer brand.
Recommended Reads:
Top 15 Human Resources Job Titles for your Company
Why is interview feedback important?
What’s an Exit Interview Checklist?
FAQs on Keeping Candidates Warm
How do you email a candidate to keep them warm?
To email a candidate and keep them warm, follow these steps:
Start by addressing the candidate by their name and expressing your appreciation for their interest in the position and your company.
Remind the candidate of the previous communication you had with them, such as a phone screen, interview, or assessment. This will help them remember their interest in the role and keep them engaged.
Provide an update on the recruitment process and be transparent about where they stand in the process. Let them know if they are still being considered or if they are no longer in consideration.
Personalize the email by referencing something specific to the candidate’s experience or qualifications that made them stand out to you.
Offer value to the candidate by providing information about the company culture, employee benefits, or other unique selling points that might interest them.
Close the email by encouraging the candidate to reach out with any questions or concerns and express your enthusiasm for their candidacy.
Follow up with the candidate periodically to keep them engaged and show that you are invested in their candidacy.
How do you convince your best candidate?
To convince your best candidate, you should understand their needs, tailor your approach to meet their expectations, and highlight the unique selling points of your organization. Emphasize your company’s culture, values, and career development opportunities, and be transparent about the role and compensation. Finally, follow up with the candidate and show that you are invested in their success.
How do you respond when a candidate rejects an offer?
When a candidate rejects your offer, it’s essential to respond professionally and empathetically. Start by expressing your understanding of their decision and thanking them for their time and effort throughout the hiring process. If possible, ask for feedback to understand their reasons for turning down the offer.
Be gracious and respectful in your response, and avoid any negativity or attempts to persuade them to change their mind. Remember that the candidate’s decision is final, and any attempts to change their mind could damage your company’s reputation and future relationship with the candidate.
How do you keep the candidates engaged in an email?
To keep candidates engaged in an email, you need to make sure that the email is relevant, personalized, and provides value to the candidate. Start by addressing the candidate by name and show. Personalize the email by referencing something specific to the candidate’s experience or qualifications that made them stand out to you. Offer value to the candidate by providing information about the company culture, employee benefits, or other unique selling points that might interest them.
How do you get people to accept your offer?
To get people to accept your job offer, you need to make sure that you have built a strong relationship with the candidate throughout the recruitment process. Start by clearly communicating the job offer and its terms. Make sure that the compensation and benefits are competitive and align with the candidate’s expectations. Address any concerns they may have and be transparent about the role, responsibilities, and opportunities for growth.
Show that you are invested in the candidate’s success by discussing their goals and aspirations and how the company can help them achieve these goals. Emphasize the company’s culture and values and how they align with the candidate’s personal values and work style. By building a strong relationship with the candidate, clearly communicating the job offer, and showing your investment in their success, you increase your chances of getting the candidate to accept your offer.
