Letting your candidate know when they can expect to hear from you is a huge plus and will often stop active jobseekers from looking for other roles until they've heard back from you, reducing the percentage of drop outs at an offer stage. We recommend using this one straight after an interview has ended.
You're also opening up a channel of communication with the candidate, allowing them to ask any questions or address any concerns they might've picked up on.
Setting Time Frames
Dear [Candidate's Name],
We would like to extend our gratitude for taking the time to interview with us for the [Job Title] position at [Company Name]. It was a pleasure getting to know you and learning more about your qualifications and experience.
We were impressed with your skills and the insights you shared during the interview. Your enthusiasm for the role and alignment with our company values were particularly noteworthy.
We are currently in the process of reviewing all the candidates and making our final decision. We will contact you regarding the status of your application by [Date/Time]. In the meantime, please feel free to reach out if you have any questions or require further information.
Thank you again for your interest in joining our team.
2. Asking for more information.
It comes as no surprise that most hiring managers will want to see references to back up a candidate's claims during the interview process and before they proceed to a second stage interview.
If the role is production based (design or development centred) it could be worth following up with an email asking to see previous works or even a portfolio so you gain a better understanding of what your candidate is truly capable of.
The email template below should make this fairly easy!
The Template (More Information Needed)
Dear [Candidate's Name],
I'd like to personally thank you for attending the interview for the [Job Title] position at [Company Name]. We were impressed with your qualifications and believe you could be a strong fit for our team.
We've just got a few more questions before we evaluate your candidacy, could you please provide us with the following:
References from previous employers
Portfolio or work samples, if applicable
Please send the requested materials to [Email Address] by [Date]. If you have any questions or require clarification, please reach out to me directly.
Thank you for your prompt attention to this matter.
3. Second Interview Invitation
A follow-up email inviting a candidate to a second stage interview holds significant importance in the recruitment process.
It serves as a crucial communication tool to keep the candidate engaged and informed about their progress.
By extending an invitation, the company conveys its continued interest in the candidate's candidacy, reinforcing their confidence and motivation.
It also reinforces the candidate's perception of the company as organised and attentive, contributing to a positive candidate experience.
The Template (Follow Up - 2nd Interview)
Dear [Candidate's Name],
We wanted to express our appreciation for the time you spent with us during the initial interview for the [Job Title] position at [Company Name]. Your qualifications and experience greatly impressed our team.
We are pleased to inform you that we would like to invite you for a second interview. This interview will provide an opportunity for us to dive deeper into your skills and discuss your fit within our organization.
The details of the second interview are as follows:
Please confirm your availability for the second interview by [Date]. If you have any scheduling conflicts or require any accommodations, please let us know as soon as possible.
We look forward to speaking with you again.
4. The Rejection Email
Providing feedback to candidates, even in the case of rejection, holds significant importance for several reasons.
Firstly, it demonstrates respect and professionalism towards the candidate who has invested time and effort in the application and interview process.
Many recruiting agencies have already taken on the important of making sure candidates get feedback, and for good reason.
By offering constructive feedback, employers acknowledge the candidate's interest and effort, providing closure and clarity on their application status.
This gesture not only promotes a positive employer brand but also enhances the candidate's perception of the company's values and ethics.
How to Reject a Candidate After an Interview
Promptness: Send the rejection as soon as possible after making the final decision. Delaying the notification can unnecessarily prolong the candidate's anticipation.
Personalization: Address the candidate by their name and thank them for their time, effort, and interest in the position. Personalizing the message shows that you value their individual contribution and engagement.
Gratitude and appreciation: Express sincere appreciation for the candidate's participation in the interview process. Acknowledge their qualifications and the positive aspects of their candidacy to demonstrate respect for their abilities.
Clarity and transparency: It's important to be upfront with your candidate. If the role's been filled by somebody else, just say that. There's no real gain to being dishonest with your candidate other than negative reviews & damaged employer branding.
Constructive feedback (optional): While not mandatory, providing specific, constructive feedback can be valuable to the candidate. If you choose to offer feedback, focus on objective aspects of the candidate's performance or qualifications, highlighting areas for improvement rather than personal criticisms.
Rejection Email Template
Dear [candidate name],
I'd like to begin this email by thanking you for the time & effort you'd put into the application & interview process for our [Job Title] position. It was a real pleasure meeting with you.
Unfortunately, we've decided to take on another candidate who's expertise and background aligned better with our mission.
That isn't the end of the journey between you and [Company Name]. We'll keep you in mind for any roles moving forward as we were seriously impressed by your skillset & experience.
If you'd rather we not reach out in the future then just let me know.
Thanks again for applying. I look forward to chatting to you again!
5. The Offer Email
Sending an offer email to a candidate after an interview is not just important, it's like giving them a golden ticket to the chocolate factory!
It's the moment where the clouds part, angels sing, and a celebratory dance party breaks out in the office (metaphorically, of course). You see, this email is your chance to deliver the news that the candidate has been chosen.
Let's not forget the sweet satisfaction of beating out other candidates who didn't quite make the cut.
So, dust off your virtual confetti cannon, fire up your best GIFs, and hit that "send" button.
The Best Offer Email Template
Dear [Candidate's Name],
Hope you've been doing well since we last spoke!
I'm just reaching out to formally offer you the position of [Job Title] at [Company Name.]
We were seriously impressed with your experience, skillset & references and the decision for us was a no brainer. We'd be delighted to add you to our team. We think you'd make a huge impact.
Please see attached our formal offer letter. Can you please let me know whether you intend to accept this offer of employment by [date.]
We're excited to have you join our team & can't wait to hear back from you.
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