To deliver an exceptional candidate experience, maintaining communication with candidates is crucial, especially during hiring delays.
When the hiring process takes longer than expected, it’s essential to keep candidates engaged and informed to ensure they remain interested in the position and your company but also do not become disgruntled due to "no news".
The following keep warm email templates are designed to help you manage candidate expectations and maintain a positive relationship with them during these periods of uncertainty.
Each template serves a specific purpose, from acknowledging delays to providing updates and encouraging continued interest.
By using these templates, you can demonstrate your company's commitment to transparency and respect for the candidate's time, ultimately fostering a positive candidate experience.
Keep Warm Email #1: Acknowledgement of Delay
Subject: Update on Your Application Status with [Company Name]
Body:
Dear [Candidate’s First Name],
I hope this message finds you well. I wanted to provide an update on the [Job Title] position you applied for with us.
We appreciate your patience as we continue to review applications. The hiring process is taking a bit longer than initially anticipated, but we expect to have more information within the next [time frame, e.g., two weeks].
In the meantime, if you have any questions, please don't hesitate to reach out.
Thank you for your understanding and continued interest in joining our team.
Best regards,
[Your Name][Your Title][Company Name][Contact Information]
Keep Warm Email #2: Status Update
Subject: Your Application Status – [Job Title] at [Company Name]
Body:
Dear [Candidate’s First Name],
Thank you for your patience as we proceed with our hiring process for the [Job Title] position. We understand that waiting can be challenging, and we appreciate your understanding.
Our team is thoroughly reviewing all applications to ensure we give everyone who has applied the respect their application deserves. We anticipate concluding this phase by [specific time frame, e.g., end of the month], and we will reach out to you with an update as soon as possible.
Thank you again for your patience.
Best regards,
[Your Name][Your Title][Company Name][Contact Information]
Keep Warm Email #3: Proactive Engagement
Subject: Staying in Touch – [Job Title] Application Update
Body:
Dear [Candidate’s First Name],
I hope you’re doing well. While our hiring process for the [Job Title] position is still underway, I wanted to check in and let you know that we have not forgotten about you!
We value your application and are diligently working through the next steps. Although there has been a delay, we aim to provide an update within [specific time frame, e.g., the next few weeks].
In the meantime, feel free to explore more about our culture on our [website/blog/social media] and let us know if you have any questions.
Thank you for your patience and continued interest in [Company Name].
Best regards,
[Your Name][Your Title][Company Name][Contact Information]
Keep Warm Email #4: Next Steps Overview
Subject: Update on [Job Title] Position at [Company Name]
Body:
Dear [Candidate’s First Name],
Thank you for your continued patience as we process applications for the [Job Title] role with us.
We are still in the evaluation stage and hope to finalise decisions soon. We anticipate sharing further updates by [time frame, e.g., within the next two weeks], and the next steps will include [briefly mention next steps, e.g., a second interview round or decision notification].
Please feel free to reach out if you have any questions or need additional information.
Thank you for staying engaged with us during this hiring process.
Best regards,
[Your Name][Your Title][Company Name][Contact Information]
Keep Warm Email #5: Checking In and Encouragement
Subject: Update and Next Steps for [Job Title] Position
Body:
Dear [Candidate’s First Name],
I wanted to reach out with a brief update regarding your application for the [Job Title] position us.
Our team is still in the process of reviewing applications, and we truly appreciate your patience. We understand the wait can be challenging, but rest assured that we are moving forward as quickly as possible and aim to have an update for you by [specific time frame].
If you have any questions or need further details, please don’t hesitate to contact us. We are grateful for your interest and enthusiasm in joining our team.
Thank you for your patience and understanding.
Best regards,
[Your Name][Your Title][Company Name][Contact Information]
Using these keep warm email templates can help maintain a respectful, transparent, and engaging communication line with candidates, ensuring they remain interested and positive about their potential future with your company.
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