In recent times, social media, employee referral programs and also various sourcing tools have made it easier to recruit ideal candidates (87% of recruiters use LinkedIn to check candidates, while 47% use Twitter). However, finding the preferred candidate is the first step. You also have to get them interested. For you to be successful, you have to possess excellent communication skills, beginning with an appealing recruiting email.
The following are 5 types of emails that recruiters and HR practitioners can send to prospective candidates during the interview process.
1. Cold Emails to Passive Candidates
People adore being pursued. If you are the pursuer (recruiter), it’s important to pursue tactically and with the candidate in mind. This type of email should not be sent to someone’s work email. Sending this type of email will land that person in trouble.
Before sending that email, you need to conduct a background check on that person you’re emailing. Look at the career history to find out why a role like yours and the company you work for might be appealing to that candidate. You should show interest in the candidate and inquire about how life is in the company he or she is in. Additionally, ask about their long-term and short-term goals and assist them in making connections where possible.
With this kind of email, you as the recruiter should ensure that you use the name of the candidate in the email. Most people tend to forget. Provide a link to the job description. Don’t make them spend a lot of time searching for it. Remember, they are working. If they aren’t interested at that time, ensure that you give them your contact details so they can reach out to you if another related job opening comes up.
2. Interview Process and Welcome Email
With this kind of email, you provide not only crucial information about the company, people involved in the process and the process itself but also get the candidate psyched up.
Congratulate the candidate for being selected and make them feel good about themselves. After that, provide information about the process, for instance, the presence or absence of a panel during the interview, the interview process for the position, the number of interviews that will be conducted before the final selection is made, the length of each interview and what is expected of the candidate. All these will make the candidate comfortable and in turn have a better overall experience.
Moreover, reveal to the candidate the names and job titles of the interviewers, and also a little bio of every person on the interviewing panel.
3. Status Email to Hiring Managers
A great understanding with a hiring manager leads to an increase in confidence in you and a smooth interview process. Hiring managers like to know more about what’s happening. Ensure that you give them regular updates so that they are aware of where you are with the candidates that applied.
Furthermore, you need to send your notes and overall thoughts on every candidate. It is your duty to provide a clear image to the hiring manager on the performance of the candidates on the pre-screen.
4. New Hire Announcement
Making use of email to announce a new recruit for the company can be a great way to welcome new employees. As a recruiter, it is vital for you to introduce the new team member to the rest of the team and ensuring that they feel right at home from the word go.
The announcement email can sound like, ‘I’m pleased to announce that Cathy will be joining us as the newest member of the IT department. Please accord her the necessary assistance and make her feel at home.’
5. Rejection Letters
A well-written rejection letter will leave the candidates with a feeling of respect and they will still be enthusiastic about your organization.
Irrespective of where they reached in the recruitment process, the main thing is that they have sacrificed their time. Ensure that you let them know that you and the company have greatly appreciated it. Additionally, offer them the chance to be available to respond to any question they might have. Knowing that they can contact you if a need arises will go a long way.