Sample Email for Applicant Follow Up

As part of your recruitment process, you will want to consider following up with everyone that applies to your organisation. You never know who may be your next great contributor, or who may know someone that will be. It’s important to make sure that you follow up with each person that applied quickly, even if it’s simply a kind rejection letter.

Below, you’ll find an example of the type of email that you can write to follow up with a candidate when they are no longer in the running for the position:

Dear {{Name}},

Thank you again for sending in your application for the {{Job}} with {{Company}}. We know you have a choice in employers, and we’re so thankful that you were willing to take the time to {send in your application/attend the interview].

One of the challenges we have as employers is that we can only hire one person, even when we receive hundreds of great applicants. At this time, we have decided to move forward with other candidates. But we don’t want you to feel as though doing so reflects in any way on you or your abilities.

We encourage you to keep an eye out on our website for other positions that may meet your needs. We’ve also added you to our database, and will give you a call if we feel a job has opened that matches your abilities. If you would like to send an updated resume in the future, please feel free and email us back at any time at this email address and we’ll update it in our database.

We really do appreciate your interest, and we hope that a match opens up in the future.

Thank you again,

{{Name of HR Staff}}

There are also many ways to edit this type of email to support your recruitment process. For example, if you currently have a job newsletter that you’d like them to sign up for, you can link to it in the email. If you are planning to offer feedback to anyone that asks for it, you can mention that as well. If you have other jobs you think they’d already be a good fit for, you can mention them in the email.

No matter what type of follow up you decide to have, it’s important to consider following up with everyone that applies in some way, and to do so quick enough that they are not waiting for weeks without hearing back. This small amount of extra effort can help to take your recruitment to the next level.

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