Candidate Messaging Templates for Every Stage

INTRODUCTION

Building an authentic, transparent rapport with candidates is critical to their having a great experience during the interview process — and may make all the difference when it comes time for them to decide on whether or not to accept an offer. And it’s now easier than ever to do. Glassdoor’s Candidate Messaging feature empowers recruiters to initiate conversations with applicants to their job postings on Glassdoor.

By allowing you to contact and manage your potential candidates in one place, the process is more streamlined. And when you take the time to customize your messaging so it feels personal, transparent and warm, it’s that much more likely that your candidate will accept an offer if and when you get to that stage — it also reflects well on your company culture and your employer brand as a whole.

There’s no substitute for a hand-written, personal note that’s written for a specific candidate, but it is possible to start with a well-crafted templated message and make a few small edits so it does justice to each authentic burgeoning relationship.

Here are a few templated candidate messages for a few key stages of the hiring process: consideration, request for interview, job offer, and no longer under consideration.

1. Consideration

When a candidate is under consideration after interviewing, but your team or hiring manager has not yet made a final hiring decision, your message should intimate the possibility of an offer without a promise, adding as much transparency about what’s next as you can.

Here’s a template you can use as a starting point:

PRO TIP

With its very clear timeline, this template alleviates unnecessary anxiety for the candidate and also gives the candidate information they might need to weigh other opportunities. What matters most is authentic transparency. Even if you don’t have a concrete date when a decision will be made, it’s worth being honest about factors that might impact the process or draw it out. In this case, best practice is to set yourself a reminder to stay in touch at least once weekly until a decision is made.

2. Request for follow-up interview

If, after your first or second round of interviews, you have reason to request another meeting with your candidate, it’s important that you clarify why. Differentiating this meeting from the first (or second, as the case may be) is key for two reasons: 1) to ensure that your candidate can prepare for a specific line of questioning, and 2) to reassure the candidate that you have a strategy — keep them from feeling as if they’re jumping through hoops without rhyme or reason.

Here’s a template you can use as a starting point:

PRO TIP

Providing details to your candidate is important at this stage; it’s important that they understand the why behind another round, and getting specifics about the people they’ll be meeting with will help them feel that they can prepare well and efficiently. Finally, add something to either the beginning or end of the note that feels personal and timely, for example, “Hoping this rain slows down so your commute is less dramatic this time around.” And be sure to say a sincere thank you for taking the time to meet with you and/or your team.

3. Job offer

This is the message every candidate wants to receive — and it’s a pivotal moment in the process.

Here’s a template you can use as a starting point:

PRO TIP

You’ll have a rapport with the candidate at this point, so your note can begin with a tone of familiarity. Conveying positivity and excitement for a new chapter is important, but be sure to also include all the key details: title, salary, manager, start date, and a clear deadline for receiving their response. If there are any contingencies, like a background check, be sure to mention those here as well.

4. Not a match 

No one wants to share bad news, but it’s inevitable in life to be both the bearer and recipient of a decision that’s not in someone’s favor. What matters most is sharing the news in a way that leaves a window open for nurturing a relationship in case there is a role right for this candidate in the future. Letting your candidate down with compassion will also reflect well on both your company culture and your employer brand as a whole.

Here’s a template you can use as a starting point:

PRO TIP

Keep this note short and sweet, and thank the candidate for their time. Be sure to diplomatically point to finding another individual who was better aligned in terms of experience to avoid making the candidate feel like it was a personal shortcoming that made them fall short of getting an offer. Send this message as soon as possible after you’ve reached a decision to minimize the time your candidate spends in a suspended state of not knowing.

CONCLUSION

While it’s unlikely any of us will have the time to craft a personal note to every candidate in the pipeline, it’s very possible to customize a template. Leverage Glassdoor’s Candidate Messaging feature and use these templates as a starting point for a more personalized note. Between this shortcut to candidate messaging and the new ability to send, receive, and review candidate messages all in one place on Glassdoor, it creates a more efficient, seamless experience for everyone. For job seekers, it lessens the sense of an “application black box” by allowing recruiters to speak directly to them. For recruiters, they have a jumping off point and a frictionless interface with candidates who — even if they might not be the perfect fit for the role at hand — are far likelier to remain warm to future possibilities.

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