Using Recruiting Solutions? 5 Helpful Email Templates to Keep Candidates in The Loop

Engaging candidates at any stage of the hiring process is a must. It’s the best way to define your company and improve your employer brand. Also, it helps engage top talent seamlessly by leveraging recruiting solutions to communicate early and often with candidates. One of the most common complaints candidates have during the job-search process is a lack of feedback after applying, interviews, or any other step, which reflects poorly on the company. Following up with every candidate that applies to your company, whether you decide to hire them or not, is a crucial stage in the recruitment process.

Keep all candidates informed at all times by sending emails via recruiting solutions. The email templates below will assist you in sending emails to candidates at various phases of the recruiting process.

Feel free to customize these email templates to meet the specific needs and requirements of your company.

Follow-up email template to thank candidates for showing up to the interview

You can seamlessly send interview follow-up emails to candidates through recruiting solutions. This is a highly recommended approach to thank candidates for their time and effort and for being part of the interview. Most of today’s companies don’t keep the candidates on the loop or show any appreciation for the candidate’s interest in the company. Yet, a simple appreciative email positively affects the candidate’s experience. As an HR, you want to make sure the candidate is having a great experience from the moment he applies till the final decision. Subject line: Thank you for meeting with us!Dear (Candidate’s name),Thank you for showing up to today’s interview. It was a great pleasure to meet you and get to know you better.As our next step is to evaluate all the candidates, please give us up to (X days) for us to reach back to you. In the meantime, if you have any questions, please don’t hesitate to ask.Sincerely,(Name)(Signature)

Email template to use for keeping candidates in the loop with the help of recruiting solutions

When the HR team or manager is still evaluating a candidate but hasn’t made a final hiring decision, your email should mention the possibility of an offer. Such email templates sent quickly through recruiting solutions provide the candidate with a clear idea of the timeframe, which is critical for top talent who may be considering alternative possibilities yet impatiently waiting for feedback from your end. Subject line: Update on your application for the position of (job title)Dear (Candidate’s name),Thank you for showing up to the interview and learning more about the (Job title) position at (Company’s name). The team enjoyed meeting you.We want to make the best decision, so we are currently conducting interviews with other candidates. We aim to have all interviews done by (date) and have a decision taken by (date). We will keep you updated with the following steps.Please feel free to reach out if you have any questions.Sincerely,(Name)(Signature)

Email template to follow up with a successful candidate after an interview

Outstanding candidates will most likely have interviews with other companies or receive other job offers. So, if a candidate passes the interview, you must act quickly with the help of recruiting solutions to secure and keep them in your hiring process. If the following step is an offer, use automated recruiting solutions to send the job offer email instantly. If there is another stage in the process, use an email template to send to the candidate. Subject line: Interview with (Company’s name) for the (Job title) positionDear (Candidate’s name),Thank you for taking the time to talk to us about the (Job title) position. It was a pleasure getting to meet you, and we think you’d be a good fit for this role.As a next step, we’d like to invite you to an interview with our CEO of (department), where you’ll have the chance to discuss the position and ask any questions.OrAs a next step, we’d like to send you an assignment that simulates some of the job duties. It’ll help you understand what the position entails and showcase your skills.If you agree, please reply to this email, and I’ll (schedule the interview / send you the assignment along with guidelines.) Feel free to reach out if you have any questions.Looking forward to hearing back from you,Sincerely,(Name)(Signature)

Email template to ask a candidate to return for another round of interviews

If the candidate has passed the first (or second) round of interviews and will need to return for more, sending the following email template will be useful. Mention the purpose of the next interview and fill the candidate in with any information mentioned by the team. Subject line: Scheduling another interview with (supervisor or manager’s name))Dear (Candidate’s name),Thank you for taking the time to discuss the (job title) position with us. We are glad to invite you for a second round of interviews to meet the rest of the team.You’ll be meeting with (Name), (Job title), and (Name), (Job title). The goal of this interview is to (purpose of the interview).Are you available on (date) at (time) for an interview (in our office / online)? If not, please let me know other dates or times that are suitable for you.The team looks forward to meeting you and getting to know you more!Thank you for your time.Sincerely,(Name)(Signature)

Email template to use when a candidate is not the right fit for a role

Nobody enjoys sending rejection letters, but as an HR, it’s inevitable. The way you approach rejected candidates matters as it can negatively affect their experience and your relationship with them. This can drive the candidate to speak negatively about your company and affect your employer’s brand. Subject line: Thank you for your applying to (Job title)!Dear (Candidate’s name),Thank you for your interest in (Company’s name). Unfortunately, we have chosen to move forward with a different candidate for the (Job title) position.Our team was impressed by your skills and accomplishments. (If possible, include something that specifically drew your attention.) We think you could be a good fit for other future openings and will reach out again if we find a good match.We wish you all the best in your job search and future professional projects!Sincerely,(Name)(Signature)

Wrapping it up

Ready to send customized emails to all the candidates in just a few clicks? First, choose the best recruiting solutions to streamline your hiring process. Then, save these easy templates on the recruiting solutions, and send them at the right time, such as after an interview, before sending an evaluation or to announce the final decision. Speed up the hiring process with our advanced recruiting solutions! EVA-REC is an on-demand hiring platform that automates and improves the remote hiring process with AI technology. It offers businesses of all sizes and shapes fully customizable world-class features that help them create a rich and immersive hiring experience for everyone. Book a free one-on-one demo here! 

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