Even in the best of times, a perennial cat-and-mouse problem seems to plague jobseekers - being “ghosted” by recruiters. This can happen after a jobseeker sends in an application or after a few rounds of interviews. Never a pleasant experience for candidates, the radio silence somehow signals that the company doesn’t really care.
To be fair, can anyone imagine answering emails by the hundreds daily? How thoughtful would those responses be? Auto-generated responses are the best solution. It can be challenging to keep up with hundreds of application emails, which is why small and medium-sized enterprises should utilise automated reply systems to be more efficient.
Not only are they useful for small companies, but they also create a better candidate experience for your applicants. Fast responses make applicants feel important. It also gives them a better perception of the company to which they are applying.
Here is everything you need to know about automated reply tools and templates and why you need them.
Why is it important to reply to job applications?
Having a stellar reputation is a great way to attract the best of the best into your candidate pool. By giving prompt confirmation of receipt emails, you increase your chances of positive feedback from applicants who could spread the word of their applicant experience.
Building good rapport also creates a strong image that makes candidates feel valued from the get-go. In short, how you treat potential employees goes a long way in building a strong brand and reputation.
How do you reply to job applications?
First things first: treat them the way you want others to treat you. Almost every jobseeker has experienced sending out application emails, only to get nothing in response. Or worse, you reply over one month later, and only to tell them that you filled the position. This type of treatment toward applicants is discouraged as it only creates applicant anxiety.
To make your applicants feel valued, you should always reply by mentioning the following:
Name of the applicant
The position they’re applying for
Confirmation of receipt of their application
Tentative date of when HR will finish screening applications, so they know when to expect a response. (No need to mention interview schedules or recruitment time frame if they have not reached this stage yet)
Contact information of recruiter if the candidate has any questions
Links to your company’s social media accounts and website so the applicant can follow your updates
An overall tone that represents your company culture (are you formal, relaxed, casual?)
What is a suitable time frame to respond to job applications?
Having a timely job application management system is important. Upon receiving an application in the company email, you should reply within at least 48 hours. It’s even better if you can reply as soon as possible within work hours.
The faster you reply, the more likely the candidate will wait for your next response. No response whatsoever can make an applicant lose interest and seek opportunities elsewhere, thereby making you lose someone with potential.
During the early recruitment stage when you have hundreds of applicants, automated responses can save you plenty of time. It’s only later when the talent pool has narrowed down to less than 10 applicants when more personalized email responses are more suitable.
What tools should you use to respond to job applications?
The best and easiest automated email response hiring tools for HR? Google and Microsoft. These everyday programs are great HR tools for recruitment tools. Not many people are aware of Gmail and Outlook’s brilliant emailing hacks, so we’re here to show you how to use them. The best part about this? It’s completely free!
In your Gmail settings, go to the “Advanced” settings and “Enable” the “Templates” function. Now, create a draft email and type in your templated response email. Go to “More Options,” click “Templates,” then save your draft email as a template. Now, whenever you reply to an email, you can go to “More Options” and simply insert your saved email template and adjust the details.
Meanwhile, on Microsoft Outlook, you can do the same thing. Create a draft email, click on “Show formatting options,” and find “My Templates.” Activate the email add-on and create your email template for free.
These built-in email tools are best for companies handling under 100 applicants. But if you’re very popular, you might just need an autoresponder app or platform. These types of services are generally designed for email marketing, which typically sends out thousands of emails per month, but they can be adjusted to respond to over 100 job applicants. Here are five free autoresponder platforms you can use:
What templates should you use to respond to job applications?
Here are a few suggested responses for different stages of job applications:
Application Received Email
Subject: Your application to [Company name]
Good afternoon/evening, [candidate’s name],
We have received your application for the position of [title]. Thank you for your interest in our company! We are currently in the middle of our recruitment process, and initial screening should be completed by [insert tentative date]. You may expect another response around this time.
In the meantime, you can learn more about [company] by following us on social media [insert social media links] and our company website [link to website] for the latest updates. You may contact me at [telephone number/email] if you have any questions regarding your application.
Sincerely,
[Your name][Email signature and contact information]
Resume Reviewed But Not Considered Email
Subject: Your application to [Company name]
Good afternoon/evening, [candidate’s name],
Thank you for your interest in our company and for taking the time to submit your application.
We received many applications for this post, and after reviewing all of the applicants, we had to narrow down our search to determine those who would move on to the next stage of recruitment. After thoroughly reviewing your application, we regret to inform you that you have not been considered for the position.
We wish you success in your job search.
Sincerely,
[Your name][Email signature and contact information]
Resume Reviewed, Moving on to Interview Email
Subject: Your application to [Company name]
Hi, [candidate’s name]!
Thank you for applying to our company.
After thoroughly reviewing your application, we are happy to inform you that you moved on to the interview stage of your application!
Please let us know if you are interested in moving on to the next recruitment stage. If so, the following schedules are available for your interview: [Insert three interview schedule options]
Sincerely,
[Your name][Email signature and contact information]
Interviewed But Not Selected Email
Subject: Your application to [Company name]
Good afternoon/evening, [candidate’s name],
Thank you for your interest in our company and for taking the time to interview for this position.
We received many applications for this post, and after reviewing all of the applicants, we had to narrow down our search to determine those who would move on to the next stage of recruitment. After thoroughly reviewing your application and interview, we regret to inform you that you have not been selected for the position.
We appreciate the time and effort you have put into your application and interview, and we wish you success in your job search.
Sincerely,
[Your name][Email signature and contact information]
Interviewed and Selected
Subject: Your application to [Company name]
Hi, [candidate’s name]!
We are pleased to inform you that you have passed the interview stage and have been selected to be [company]’s new [position]! We are happy to welcome you to the team and look forward to working with you soon.
[HR name] will be in touch with you soon to start your onboarding process.
Congratulations, [candidate’s name]!
Sincerely,
[Your name][Email signature and contact information]
Now that you’re equipped with the best practices for email application responses, head over to the JobStreet website to post your company’s job opening.
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SEEK Asia, a combination of two leading brands JobStreet and jobsDB, is the leading job portal and Asia's preferred destination for candidates and hirers. SEEK Asia’s presence span across 7 countries namely Hong Kong, Indonesia, Malaysia, Singapore, Thailand, Philippines and Vietnam. SEEK Asia is part of the Australian Securities Exchange-listed SEEK Limited Company, the world's largest job portal by market capitalisation. SEEK Asia attracts over 400 million visits a year.
About SEEK Limited
SEEK is a diverse group of companies, comprising a strong portfolio of online employment, educational, commercial and volunteer businesses. SEEK has a global presence (including Australia, New Zealand, China, Hong Kong, South-East Asia, Brazil and Mexico), with exposure to over 2.9 billion people and approximately 27 per cent of global GDP. SEEK makes a positive contribution to people’s lives on a global scale. SEEK is listed on the Australian Securities Exchange, where it is a top 100 company and has been listed in the Top 20 Most Innovative Companies by Forbes.
