If you are a hiring manager, part of your job is to hire and interview potential employees. But did you know that it’s a good practice to send a candidate thank you email to the interviewed candidates?
The fact that there is a set protocol for this kind of correspondence surprises a lot of interviewers. In addition, writing thank-you notes can be challenging. Should you only send emails to candidates who are likely to advance to the final interviews? Or should you only send emails to rejected candidates? Read on to find out why you should write a thank-you email to job candidates.
In this Article:
What is a candidate thank-you email?
A candidate thank you email in HR is a message sent to a job applicant after an interview or a recruitment process to express appreciation for their time and interest in the position. The email can also serve as a follow-up and a way to reinforce the candidate’s interest in the job.
When should you send a candidate a thank you email?
Sending a candidate thank you email is a simple way to stay engaged with the candidates and show your interest in hiring them. Be sure to send the email:
- When a candidate has interviewed with you
- When a candidate has completed an assignment or task
- When a candidate has been referred to you by someone
- When a candidate has been interviewed by multiple people
- When a candidate has applied for a job
What should you include in a candidate thank you email?
A typical candidate thank you email should include a polite greeting, a sincere expression of gratitude for the candidate’s interest and time, a brief summary of what was discussed during the interview, and a reiteration of the candidate’s qualifications and interest in the job. It’s also appropriate to express enthusiasm about the possibility of working together in the future. You may also want to include:
- A brief overview of the hiring process
- An update on where the candidate is in the hiring process
- A request for any additional information the candidate may have
- A reminder of the next steps in the hiring process
Basic principles for every email after the interview
- Keep it brief. You don’t need to write a novel in your follow-up emails. Just a few sentences will do. The goal is to check in and see if there’s anything else you can do to help with the hiring process.
- Be polite and professional. There’s no need to be overly friendly or try to build a rapport with the candidate. Just be polite and professional in your communication.
- Don’t overthink it. Don’t overthink your follow-up emails. Just send a simple message and see if you get a response. If not, then move on.
- Follow up within 24 hours. Ideally, follow up with the candidate within 24 hours of the interview. This shows that you’re interested and motivated, and it also gives the candidate a chance to respond promptly.
- Use a template. To save time, create a template that you can use for all of your follow-up emails. This way, you don’t have to start from scratch each time you want to send a message.
- Personalize each email. Even if you’re using a template, be sure to personalize each email so that it doesn’t sound too generic or impersonal. Mention something specific about the interview.
- Keep it positive. End each email positively, even if the candidate hasn’t been offered the job. Thank them for their time and wish them the best of luck in their job search.
Template for a thank you for applying email
Dear ____,
Thank you for applying to our open position. We appreciate your interest in joining our team!
We will carefully review your qualifications and experience to determine if you are a good fit for the job. If we decide to move forward with your application, we will contact you to schedule an interview.
Thank you for your time and interest. We look forward to reviewing your application.
Sincerely,
Your Name
Should I respond to thank you email from a candidate?
To create a good candidate experience, acknowledging the letter from candidates is important. So, even if you have decided not to pursue their application further, it is best practice to respond to thank you email from the candidate. This simple act can really make a difference in how candidates perceive your brand.
How can I send an e-mail to a candidate after an interview?
There are three different ways that you can send an e-mail to a candidate after an interview.
- Using a hiring platform
- Through a hiring agency
- Through your company’s e-mail system
Regardless of your chosen method, be sure to include a sincere message of thanks and an update on where the candidate is in the hiring process. This will show that you are responsive and interested in the candidate.
Email Templates to Successful Candidates
Subject Line: Thank you for your interest in the XYZ Company!
Dear candidate,
Thank you for your interest in the XYZ Company! We appreciate your time and effort in interviewing with us, and we would like to thank you for your interest in joining our team.
We will review all the candidates over the next few days and will be in touch with you soon to let you know if we have selected you for the position.
Again, thank you for your interest, and we look forward to hearing from you soon.
Sincerely,
The XYZ Company Team
Email Templates to Unsuccessful Candidates
Subject Line: Thank you for your interest in the XYZ Company!
Dear candidate,
Thank you for your interest in the XYZ Company! We appreciate your time and effort in interviewing with us, and we would like to thank you for your interest in joining our team.
After careful consideration, we have pursued other candidates who better fit our needs. However, we would like to keep your resume on file for future openings that may be a better match for your skills and experience.
Again, thank you for your interest and we wish you the best of luck in your job search.
Sincerely,
The XYZ Company Team
How do you follow up with an unresponsive candidate?
Don’t take it personally if you’ve sent a candidate a thank-you email and haven’t received a response. There could be several reasons the candidate hasn’t responded, and there’s no need to get upset or worried about it.
The best way to follow up with an unresponsive candidate is to send a short, polite email asking if they received your previous message and whether there is anything else you can do to help with their job search.
Here’s a template you can use:
Subject Line: Following Up on Thank-You Note
Hi candidate,
I hope you’re doing well! I wanted to check in to see if you received my previous email and thank-you note. Also, I wanted to ensure you had all the information you need and that there’s nothing else I can do to help you with your job search.
Thanks,
Your name
Do not send more than one follow-up email. If the candidate still doesn’t respond, it’s time to move on. Don’t waste your time trying to chase down someone who isn’t interested in communicating with you.
A word from SublimePeople
Sending a thank you email to a candidate after an interview is a crucial step in the hiring process that should not be overlooked. It provides an opportunity for the employer to establish a positive relationship with the candidate, express gratitude for their time, and reinforce their interest in the position. A well-crafted thank you email can also help differentiate the organization from others in a competitive job market.
By sending a thank you email, employers demonstrate their professionalism and attention to detail, which can leave a lasting impression on the candidate. This can make a significant impact on the candidate’s perception of the company and their willingness to accept an offer if one is extended.
In a competitive job market, where candidates may be considering multiple offers, a well-crafted thank-you email can make a significant difference. It can help the company stand out and reinforce the candidate’s interest in the position, potentially increasing the likelihood of them accepting an offer.
