Reports show that the first recruiting email in a candidate’s inbox has a 61.4% chance of being opened, a discouraging 8.3% chance of being replied to, and a dwindling 3.9% chance of encountering a positive reply. As you might have gauged by now, crafting an effective recruiting email is crucial for attracting and engaging top talent.
Whether you're reaching out to passive candidates, following up after an interview, or sending a job offer, the way you communicate can make or break your recruiting process. A poised recruiting email helps you capture the candidate’s attention and is the first step to building a brand image for the candidate’s eye, making it easier to find the perfect fit for your organization.
Effective communication in the recruiting process goes beyond just sending emails; it is about creating a connection with potential candidates. Statistics show that 81% of job seekers consider the quality of constant communication during the hiring process as a key factor in their decision to accept an offer. So, naturally, as your first shot at establishing a rapport with your target candidate, your recruiting emails must totally hit the nail on the head to ensure you’re not only attracting but also retaining top talent.
How Do Recruiting Emails Help in Nurturing Candidates? (With Template)
As you have understood by now, recruiting emails have more to them than just scheduling interviews or sending rejection emails. Think of them as more of a recruitment tool than a hiring tool as they play a vital role in nurturing candidates during the whole interview process and beyond. Now, whether you're engaging with a passive candidate or someone who has actively applied, the right recruiting email can build a relationship, establish trust, and keep candidates actively interested in your organization.
Now, Suppose you have a vacancy for a data analyst at your present company. After you have put the vacancy out on LinkedIn, you’ve received 50 applications. One of them is Jennifer, a candidate who you’ve interviewed and engaged with for the introductory rounds. Now, you’ll be moving on to other candidates and screening them before you make a final call.
However, Jennifer might be feeling disengaged during this time and it is important to keep them in the loop and pique their interest about joining your company. Below is a template designed to keep them engaged and nurture them throughout the recruiting process as you take your time to get back to them:
Subject Line: Exciting Opportunities at XYZ Company–Stay in Touch!
Dear Jennifer,
I hope this email finds you well. I'm Robert Walkins, the Hiring Manager at XYZ Company. On behalf of our team and the company, I wanted to thank you again for your interest in joining our team and for taking the time to apply for the Data Analyst’s position.
While we are still in the process of reviewing applications, I wanted to take a moment to share more about what makes XYZ a great place to work. We value innovation, collaboration, and growth, and we're always on the lookout for talented individuals like you who can contribute to our success. Please find attached our company brochure that spills more beans about our story right from the founder’s notes to employee experiences about the work culture and growth opportunities.
Please feel free to reach out if you have any questions or would like to learn more about the role. We will keep you updated on the status of your application as we move forward in the process.
Thank you again for considering XYZ. We're excited about the possibility of you joining our team.
Best regards
Notice how this template is designed to keep the conversation open, provide valuable information, and simultaneously ensure that the candidate remains engaged with your brand, even if the hiring process is still in its early stages.
5 Tips to Optimize Your Recruitment Email
Optimizing your recruitment emails is key to standing out in candidates' inboxes and ensuring they take the desired action. Here are five tips to help you craft better recruiting emails:
Personalize
Personalization is critical when you write a recruiting email. Addressing candidates by their names and tailoring the content to their experiences and interests significantly increases engagement. A study by Forbes shows that personalized emails can boost open rates by 26%. Use the information from your applicant tracking system to craft personalized messages that resonate with each candidate.
The subject line is more important than you think
The subject line is the first thing a candidate sees, and it determines whether they will open your email. A strong subject line should be clear, concise, and intriguing.
For instance, instead of "Job Opportunity at XYZ," you could try "Exciting Role in Data Analytics – Join XYZ!" A study found that changing the subject line and optimizing it accordingly increases candidate conversion by 100%! Well, now that is a compelling statistic.
Don’t beat around the bush
Candidates appreciate clear and concise communication. Avoid long-winded sentences and get straight to the point. The average email recipient spends just 13.4 seconds reading an email, so make sure your message is easily digestible. Use short paragraphs, bullet points, and a clear directional approach to ensure your message is effective and nudges the candidates in the right direction.
Call to attention/ call to action
A compelling call to action is essential in any recruiting email. Whether you want the candidate to schedule an interview, reply to the email, or apply for a different position, your CTA should be clear and prominent. Phrases like "Schedule Your Interview Now" or "Apply for This Exciting Role Today" can motivate candidates to take the next step.
Pursue your lead
Don't be afraid to send a follow-up email if you don't hear back from a candidate. According to Belkin’s study, the first follow-up can increase response rates by almost 50%. Keep the tone polite and express continued interest and a desire for consistent communication with candidates. For instance, "I wanted to follow up on my previous email to see if you had any questions about the Data Analyst position at XYZ Company. We're still waiting to hear back from you and answer your questions, in case you have any."
Cold Email Optimization with Examples
Cold emails are an essential tool for reaching out to passive candidates, i.e., those candidates who are not actively looking for a job but might be open to the right opportunity. Now, contrary to popular belief, this workforce constitutes about 60% of the job market.
However, getting to this clout isn’t easy. A cold recruiting email requires a different approach to grab the recipient's attention and encourage them to engage with your offer.
Subject Line: A Unique Opportunity in Data Analytics– Let's Connect!
Dear Jennifer,
I came across your impressive profile on [LinkedIn/Job Board] and wanted to reach out regarding a unique opportunity at XYZ Company. We are currently looking for a Data Analyst, and your experience in [specific skill or industry] caught our attention.
At XYZ Company, we pride ourselves on fostering a culture of innovation and collaboration. Our team is passionate about making a difference, and we believe your expertise could be a perfect fit.
I would love to schedule a quick call to discuss how this role could align with your career goals. Please let me know a convenient date and time that works for you.
Looking forward to connecting with you.
Best regards,
Now, look at how this cold email example is personalized, yet it is very brief and to the point solely focusing on the candidate’s potential fit with the company. The CTA is clear, encouraging the candidate to schedule a call, which is a low-commitment next step and might not feel too overwhelming to fit into the candidate’s already preoccupied schedule.
Candidate Nurturing Emails with Examples
Nurturing candidates throughout the recruitment process is crucial for maintaining their interest and engagement. These emails should keep candidates informed, motivated, and connected to your brand.
Example of a Candidate Nurturing Email
Subject Line: Stay Updated – Your Application for Data Analyst at XYZ Company
Dear Jennifer,
Thank you for applying for the Data Analyst position at XYZ Company. We appreciate your patience as we review all applications. I wanted to keep you updated on the process and share a bit more about what you can expect moving forward.
Our recruitment team is thoroughly reviewing each application, and we anticipate deciding by [specific date or period]. In the meantime, I encourage you to explore our [Careers Page/Company Blog, link it for better response] to learn more about our team and the exciting projects we're working on.
Please don't hesitate to reach out if you have any questions. We're excited to keep you in the loop and will update you as soon as we have more information.
Best regards,
Recruitment Email Templates
Creating a library of email templates for recruiters saves time and ensures consistency in your communication. Here are a few essential templates that you can keep handy:
Interview invitation
Subject Line: Interview Invitation for Data Analyst at XYZ Company
Dear Jennifer,
Thank you for applying for the Data Analyst position at XYZ Company. We were impressed by your qualifications and would like to invite you to an interview to discuss your application further.
The interview is scheduled for [Date and Time] and will take place at [Location/Virtual Platform]. Please confirm your availability by replying to this email.
We look forward to speaking with you soon.
Best regards,
Job offer email
Subject Line: Pleased to Extend a Job Offer for Data Analyst at XYZ Company
Dear Jennifer,
We are thrilled to offer you the position of Data Analyst at XYZ Company. We were very impressed by your skills and experience and believe you will be a great fit for our team.
Please review the attached offer letter and let us know if you have any questions. We look forward to welcoming you to XYZ Company.
Best regards,
Candidate rejection email
Subject Line: Thank You for Your Application – Data Analyst at XYZ Company
Dear Jennifer,
Thank you for taking the time to apply for the Data Analyst position at XYZ Company. After careful consideration, we have decided to move forward with other candidates for this role.
We appreciate your interest in our company and encourage you to apply for future openings that match your skills and experience.
Best regards,
End Note
Recruitment emails play a critical role in the hiring process, from initial outreach to the final offer. As you learn to write an effective recruitment email, you can significantly improve engagement, streamline communication, and ultimately, secure top talent for your organization. Whether you're reaching out to a passive candidate, nurturing applicants throughout the process, or sending a final offer, the right email can make all the difference.
Incorporating these strategies and templates into your recruitment process will not only save you time, but also help you achieve better outcomes, ensuring that you attract and retain the best talent for your team.
