Building a transparent hiring process helps recruiters form trusting relationships with potential hires.
Touch base with candidates to let them know:
- When you’ve received their application/assignment and are reviewing it
- When you and your hiring manager are moving onto the next hiring stage
- If there’s a delay in the hiring process
Emails keeping candidates warm should be brief and prompt candidates to follow up with any questions they may have.
You can customize this sample email for different hiring stages and take on a more casual or formal tone, depending on your company culture.
Keeping candidates warm email template
Update on the [Job_title] position/ Your application at [Company_name] for the [Job_title] position
Hi [Candidate_Name] / Dear [Candidate_Name],
I hope all is well with you. I wanted to check in and update you about the status of your application for the [Job_title] position.
[Hiring manager_Name/Our hiring manager] is currently reviewing all [assignments/applications] and we’re expecting to schedule on-site 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 [e.g. 1-444-555-2222], if you have any questions.
Email sign off
All the best / Kind regards,
What should be included in an email intended to keep candidates warm?
Keeping candidates warm through email communication is essential in maintaining their interest and enthusiasm for a role, especially when the hiring process experiences delays or extended periods of silence. Such emails serve as a bridge of engagement, ensuring candidates feel valued and informed, even if a final decision hasn’t been reached.
The email should start with a personalized greeting, addressing the candidate by name. This establishes a direct and respectful tone, emphasizing the individual nature of the communication.
Following this, it’s beneficial to express gratitude for the candidate’s patience and continued interest in the role. Recognizing their time and effort in the application and interview process underscores the company’s appreciation and respect for their potential contribution.
The main body of the email should provide an update on the hiring process. Even if there aren’t significant developments, sharing general progress or explaining any delays can be valuable. For instance, mentioning that the company is in the final stages of interviews or that there are internal deliberations underway gives the candidate a sense of where they stand.
If there are known delays, such as key decision-makers being away or unexpected company events, it’s honest and transparent to communicate this.
In addition to process updates, it’s a good practice to keep candidates engaged with company news or developments. Sharing recent achievements, product launches, or even industry news where the company was featured can foster a sense of inclusion.
It subtly integrates the candidate into the company’s narrative, making them feel a part of the organization even before a formal offer is made.
Encouraging open communication is also crucial. Inviting candidates to ask questions or share any concerns they might have ensures they feel heard and supported. It also provides an opportunity for HR or hiring managers to address any potential reservations the candidate might develop during the waiting period.