Seventy-one percent of job applicants want to know as soon as possible if they didn’t get the job. That’s why it’s important to send a professional email response to job applicants.
You want to make sure that they know you appreciate their time and effort. Let them know the next steps if they are moving forward or if they are not.
Creating a template is the most effective way to accomplish this.
A template will help you ensure your response is consistent. If you are wondering how to craft an email template response letter, this guide is for you.
Start With a Warm Greeting
A warm greeting will help set the tone for your email and make it more personal. Use something like “Dear [Applicant’s Name],” or “Hello [Applicant’s Name].”
Avoid using generic greetings like “Dear Sir/Madam.” This can make your email seem impersonal and less likely to be read.
Express Appreciation for Their Application
If you’ve ever been through the application process, you know how much effort goes into preparing for it. It’s important to express appreciation and let the applicant know you value their time.
Express your gratitude with a statement such as, “Thank you for applying for our open position.”
If you are sending a rejection letter, express appreciation for their interest in working with you. Appreciation can go a long way in making the applicant feel valued and acknowledged.
Get Right to the Point
Whether you are responding to a letter of recommendation request email or a rejection letter, it’s important to get right to the point.
Don’t want to waste the job candidate’s time by going on about how great you are. Or why you can’t hire them. Instead, get right to the point and let them know if you have accepted or rejected their application.
Read Also: 3 Tips For Hiring A Business Process Analyst
Give Feedback
Feedback is important, especially with job applications. It helps applicants understand what they did right, and what they could improve on. Provide feedback on the applicant’s resume, cover letter, and interview performance.
If you don’t have time to provide feedback on all three, choose one or two areas. For example, if the applicant’s cover letter doesn’t highlight their skills or accomplishments, provide feedback on that.
End on a Positive Note
To end the email, write something that will help the applicant feel you treated them respectfully. A simple act of kindness like this can make a lasting impression.
Do this by saying something like, “I’m impressed with your skills and accomplishments.” Or “I think you would be a great fit for our team.” This will help the applicant feel like they’re not just another resume in your pile.
Response Letter: Leave a Positive Impression of Your Company
Crafting a professional email response letter for job applicants doesn’t have to be overwhelming. It can even be a great opportunity to show off your culture and values. By following the above tips, you can leave your applicants with a positive impression of your company.
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