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Standardising emails and candidate communication

One of the biggest pain points of a candidate is usually the delays in response from the recruiters. This makes them demotivated and at times they lose interest in the company. From a recruiter’s PoV, managing 100s of candidates and their statuses can be a daunting task and in the ever going hustle of keeping track, updating hiring managers and what not, one can easily slack off or be sub-optimal when communicating with the candidates.
Hence, I believe that we must have standardized communication templates that aren’t too formal. We should have a voice that is
Real but not too tough or overly familiar
Proactive but not pushy or needy
Dynamic but not impulsive

And after searching on the internet for common templates I created few that I might use while dealing with candidates at your company
Situation
Template
1
Reaching out to prospective candidates
Hi Rahul 👋🏻,
Hope you are doing great! I am Sanjoli from Stark Enterprises.
We are hiring for a Senior Wordpress Engineer position and I found your profile and recent experience quite apt for the role.
About Stark Enterprises
Stark Enterprises is one of the top global defence & renewable energy conglomerate. As one of the top partners with US Army and defence agencies worldwide, we provide defence equipments for some of the largest countries.
Committed to great solutions, quality engineering and social responsibility we have created some groundbreaking innovation to help with world peace and sustainability.
Mark XII
Tony Stark’s own creation in its 12 generation, now comes with self guided body armours that can operate upto in lower earth orbit and undertake tasks that are impossible for humans to do
Arc Reactor
Self sustaining energy source running on micro fissions reactions capable of powering city like NYC for a complete year in just 1 KG of Vibranium.
We’re a 100% distributed company that works asynchronously, with a team spanning 6 countries and counting.
About the role
We are hiring for a Senior Wordpress Engineer. You can find the role details here https://starkenterprises.com/careers/senior-wordpress-engineer/

Let me know if you would be interested and I will quickly schedule an intro call with one of our team mates.
And if you can share your updated resume, that will be great!
Please feel free to ask if you have any queries and I will be happy to be of any help.
Have a great week.
Thanks!
2
Scheduling interviews
Hi Rahul 👋🏻,
I'm Sanjoli, a Recruiting team member here at Stark Enterprises and I will be scheduling your interviews with us. To confirm your interview, please accept the proposed date and time.
When
Date & Time : Friday, Jun 3, 2022 7:00 PM - 8:00 PM India Time
Interviewer : Ayushi Gupta
Please note that occasionally there are unforeseeable changes that may be made to your schedule.

How To Connect
I have set up a video call via Google Meet, you will need access to a webcam. Wired internet and headphones are recommended but not essential. Your computer may require a plug-in install, so make sure you test the link with enough time before your call. Let me know if you have any problems – I can help troubleshoot if required!
Click on the “Join with Google Meet” before the start of the interview.
Please allow the interviewer a few extra minutes to set-up for the call
A few friendly reminders:
Make sure you're in a quiet environment.
Double check that you're on a reliable phone line.
It's okay to ask the interviewer to speak slowly if you can't catch what they're saying.

Additional Information
Some interviews will include two people; one will be present purely for training purposes.
We look forward to discussing your work experience, but do not want you to disclose or use confidential information obtained from a current or prior employer. Please be mindful of any confidentiality agreements you may have with current or former employers.
We record interview sessions for future references.
Feel free to get in touch with me if you have any questions at all.
Wishing you the best of luck in your interview!
Regards,
Sanjoli
Stark Enterprises
3
Keeping candidates warm
Hi Rahul 👋🏻,
I hope all is well with you. I wanted to check in and update you about the status of your application for the Senior Wordpress Engineer position with us.
We are currently reviewing all applications/submissions and we’re expecting to schedule the next rounds of interviews by the end of the next week. I will contact you again as soon as I have any news.
In the meantime, please feel free to reach me via email or at +91 7906925214, if you have any questions.
All the best,
Sanjoli
Stark Enterprises
4
Rejection email
Hi Rahul,
Thank you for taking the time to consider Stark Enterprises. We wanted to let you know that we have chosen to move forward with a different candidate for the Senior Wordpress Engineer position.
Our team was impressed by your skills and accomplishments. We think you could be a good fit for other future openings and will reach out again if we find a good match.
I will be sharing the interview feedback with you shortly. We wish you all the best in your job search and future professional endeavours.
Feel free to reach out to us if you think we can be of any help.
Thanks again for your time!
Regards,
Sanjoli

There are no rows in this table
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These are few templates that I have created and I would create many such templates that would help not just me but my other peers to be more efficient and to give a positive candidate experience
I found Workable as a good resource for these templates and modified them to our voice and tone.
⁠
https://resources.workable.com/recruiter-email-templates/
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