Engaging Job Applicants

StaffOnDemand Blog

Email Templates Wizardy Involved - Read On!

If your interaction with job applicants are mainly restricted to a dichotomy of rejection emails and offer letters, this article is dedicated to you.

Consider yourself in the shoes of a job candidate. The job search process is effortful, and sending in your application to choice employers is pretty much an unnerving process in hopes of securing employment. One of the common things that often torment jobseekers to no end, is the lack of response (and empathy!) from the employers after sending in their applications, leaving them wondering if the employers even received their application or have reviewed their application.

It’s worse if the employer goes into radio silence after an interview - The applicant has no clue as to whether to pursue other opportunities, or to wait it out patiently for a reply that might never happen. Certainly, for all the effort that jobseekers have put into their job application(s), they deserve a way to know where they stand in the recruitment process, right?

Why You Should Maintain a Conversation with Your Candidates

A survey [1] study shows that 77% of jobseekers think less of a company that leaves them in the dark about their application, and more than half would decline to buy or recommend that company’s product or service. This study illuminates the importance of ensuring two-way communication between candidates and the employers, and the damage it can have if the recruitment process is executed poorly.

Even if the candidate is not suitable for the position, he/she could be an ambassador for your brand, or even as a client of your company in the future. By showing the courtesy of acknowledging job applications, and keeping the applicants informed of their status, you validate why your company is a great one to work for and will leave a positive impression as an open and responsive employer.

How You Can Impress Candidates Easily

If you are on this dark path of ignoring job applicants that weren’t being shortlisted, simply because you were too caught up with arranging for the interviews to bother about the rest, it’s a good time to get started on engaging your applicants! Batch emailing candidates to keep them informed about the progress (e.g. shortlisted / rejected) is as easy as a click when you use StaffOnDemand. You can also easily keep track of the different statuses of your applicants, so you can easily refer to them anytime you need.

Sending Shortlisted and Rejected Applicants an Email is as Easy as 1-2-3!

Sending Emails is As Easy as 1-2-3!

Step 1: Toggle the Almighty “Select All”

By clicking on “Select All”, all the applicants in the application stage (e.g. Shortlisted) can be selected at one go and the list of actions you can take will roll out.

Step 2: Choose What Action to Take

With the applicants selected, you can send them an personalized email, or reject these applicants (and send them a rejection email at the same time) and many more, using the actions buttons.

Step 3: Unselect Some Candidates

Sometimes, you want to write to all of the candidates in one stage, except for some (e.g. the select few are shortlisted for a subsequent interview, and you want to send a rejection email to all of the other candidates in this stage). Simply unselect these select few by checking off the highlighted tick(s).

Email Templates – The Wizardry You Never Knew & How It Can Help

Email Template Wizardy

Not happy with the default email templates set for rejection, shortlisting, etc? Say Hello to our Email Templates Wizardy, where you can create your very own email templates. It’s really easy, and you can personalize these emails by including certain tags (e.g. Address the applicant by his/her first name, and include information about the application like the job title and date of application).

Creating Your Own Template In a Jiffy

Creating Your Own Email Template is So Easy, It’s Almost Embarrassing.

Yes, really, we kid you not.

Step 1: (Shortcut) Copy from an Existing Template

Here’s how to do it even faster- Copy from an existing template and modify away!

Step 2: Give Your New Template a Name

This may be the trickiest part of the process – Naming your very own email template. Remember to name it such that you can remember what it is for!

Step 3: Choose Your Template Type

Choose the template type to determine where it should appear as an option. For e.g. if you choose the “Shortlist Applicant Email” type, this email template will be available for you to use when you are writing to applicants that you have shortlisted.

Step 4: Personalize with Smart Tags

You will notice a bunch of tags at the side, some in orange and some in dark brown. The orange ones are compulsory, i.e. they must be used in the email templates, and the dark brown ones are optional. To utilize these tags, simply click on them and they will appear in the template text editor.

What are these smart tags for?

The smart tags will enable you to personalize your email for each intended recipient. For example, the #Applicant# tag will be auto-replaced by the applicant’s name in the email that goes out. Think of it like a mail merge tag, but super-charged with the customized recruitment content.

Step 5: Write to Your Heart’s Content

With all that, you are now free to write and create your very own email template, which you can use to batch send to applicants across the different stages of recruitment. Remember to click “Save” to have the template saved and stored as part of your email templates repository!

[1] StartWire Survey Reveals Companies Risk Reputation by Not Responding to Job Applicants

Credits: Header image background design modified from FreePik