We’re sharing practical advice for creating impactful conversations and building lasting relationships, along with 8 unique scripts to engage top talent.

So, let’s get into the heart of making cold calls work for you!

What is cold calling in recruitment, and why is it so important?

At first glance, cold calling might seem like an outdated tactic in the age of online networking. But its role in recruitment is quite underestimated.  

In fact, it’s a key strategy for reaching out to potential candidates who aren’t actively seeking new opportunities. 

Let’s break down why cold calling is still a vital tool in modern-day recruiting: 

1. Helps reach passive talent more effectively

You’ll be surprised to know that cold calling is incredibly effective for engaging passive candidates. 

As much as 70% of the global workforce comprises passive talent who aren’t actively job searching. 

Cold calling helps recruiters reach out directly to these individuals, offering tailored opportunities that align with their career aspirations and skills. 

This personal approach can pique their interest in a way that impersonal job advertisements and emails often fail to do.

2. Builds personal connections in a digital world 

In an age where emails and LinkedIn InMails are the norm, a phone call is something that stands out. 

Cold calling in recruitment allows for a two-way conversation, where recruiters can not only present opportunities but also listen to the candidate’s career goals and concerns. 

This interaction builds rapport and trust, crucial for forming lasting professional relationships. 

A study by the Association for Psychological Science notes that voice-based communication is more likely to be perceived as warm and personal than a text or email.  

So remember this the next time you try to persuade a potential candidate!

3. Allows immediate feedback and adaptation

One of the key advantages of cold calling is the ability to receive and respond to feedback instantly. 

Recruiters can gauge a candidate’s interest, clarify misunderstandings, and adjust their pitch in real-time, something emails or online applications cannot offer. 

This immediate interaction helps in quickly identifying promising candidates and refining recruitment strategies on the fly.

You might also like: 11 tips on writing the best recruiting cold emails & 20+ new templates 

4. Brings higher engagement rates compared to emails

Despite the prevalence of digital communication, statistics show that cold calls often yield a higher response rate. 

Research shows that cold calls have an average response rate of 8-12%, significantly higher than the average email response rate of about 1%. 

This higher engagement rate is crucial in a competitive job market where quickly capturing a candidate’s attention is vital.

5. Creates opportunities for future engagement

Even if a candidate is not currently interested, a well-handled cold call can leave a positive impression, paving the way for future opportunities. 

This approach helps build a vast talent pipeline, where candidates are more likely to consider your organization for future career moves.

6. Cuts through the digital noise

With the sheer volume of digital content and communication, a personal phone call offers a refreshing change. 

It cuts through the digital noise, offering a direct line of communication that many candidates find more engaging and sincere.

5 quick tips for effective cold calling in recruitment

1. Do your homework

Before you pick up the phone, make sure you know who you’re calling. LinkedIn and other professional networks are great for gauging candidate details. 

Understand the candidate’s background, current role, and any potential interests that align with the opportunity you’re offering. 

This preparation shows respect for the candidate’s time and career, making your call more personal and relevant.

2. Set clear objectives for each call and start with a strong opening

Whether you want to introduce yourself and a company or simply network, having a clear goal helps keep a cold call focused and productive. 

This includes starting with a clear, friendly introduction so the receiver knows exactly where you’re heading. 

Avoid sounding robotic or overly rehearsed. 

A simple, genuine greeting followed by a brief introduction of yourself and your purpose can set a positive tone for the call.

3. Be conversational, not scripted

While it’s good to have a recruitment cold calling script or key points to guide you, the best calls are those that feel like a natural conversation. 

Be ready to go off-script based on the candidate’s responses. This flexibility shows that you’re actively listening and engaging with what they have to say.

4. Focus on building a relationship, not just filling a role

Cold calling isn’t just about filling an open position; it’s about building a connection that could be valuable now and in the future. 

Show genuine interest in the candidate’s career goals and achievements. 

This approach can turn a cold call into the start of a professional relationship that can help you fill future roles that may come your way. 

Think of it as another sourcing strategy to expand your candidate pool!

5. Listen more than you talk, and always follow up!

Active listening is critical in cold calling. Pay attention to what the candidate is saying and respond accordingly. 

This not only helps in understanding their perspective but also demonstrates that you value their input and are interested in their career aspirations. 

If you really want to show how the candidate is valued, remember to follow up with them if they express interest or ask for more information. 

Following up quickly while the conversation is still fresh in their mind will show your professionalism and keep the momentum going.

Quick tip: After each call, take a moment to reflect on what went well and what could be improved. This continuous learning approach will help you refine your cold-calling skills over time.

For more insights: Cold calling in recruitment: 13 things recruiters must remember

8 recruitment cold calling scripts for immediate use

Script 1: Capturing your prospective candidate’s attention 

Script 2: Highlight your company’s perks

Script 3: For potential candidates found on LinkedIn

Script 4: Asking for references 

Read more: 11 Tips on writing the best recruiting cold emails & 20+ new templates.

Script 5: Connecting with potential candidates through a mutual connection 

Script 6: Following up with a candidate’s application

Script 7: Connecting with a potential candidate through a referral 

Script 8: Cold-calling passive talent 

Loved our recruitment cold-calling scripts? Don’t forget to share them with the sourcers in your circle.

Frequently asked questions

1. What is cold calling in recruitment?

Cold calling in recruitment is a strategy that involves contacting potential candidates who have not shown prior interest in a specific role or might not be actively looking for new job opportunities. 

This proactive technique allows recruiters to access a broader talent pool, reaching out to individuals not easily found through common recruitment channels. 

It is an excellent method for identifying passive candidates – those currently employed and not actively job-hunting but may consider a change. 

2. How effective is cold calling in recruitment?

Here’s how cold calling can help you:

• Direct engagement: Cold calling allows recruiters to connect with passive candidates directly, fostering immediate and personalized communication that can’t be achieved through other channels.
• Personalized approach: This approach presents tailored job opportunities that align closely with a candidate’s unique skills and career aspirations, making it an effective recruitment strategy.
• Building brand awareness: Cold calling also serves as a way to increase brand awareness among professionals, positioning the recruiting firm or the employer as proactive and engaged in the industry.

3. What are the five best cold-calling tips for recruiters?

Here are five best cold calling tips and best practices for you: 

1. Research thoroughly: Before making a call, research the candidate’s background. Understand their current role, skills, and career interests to tailor your conversation and make it more relevant and engaging.
2. Prepare a script, but be flexible: Have a script as a guideline, but be ready to adapt based on the conversation flow. This approach ensures you cover key points while allowing for a natural, personalized interaction.
3. Build rapport first: Start the conversation by building rapport. Show genuine interest in the candidate’s career and achievements before presenting the job opportunity. This creates a comfortable atmosphere for a more open discussion.
4. Listen actively: Pay close attention to what the candidate says. Active listening helps understand their needs and concerns, allowing you to address them effectively and position the role as a beneficial opportunity.
5. Follow-up promptly: Send a follow-up email summarizing the conversation and the next steps after the call. Prompt follow-up demonstrates professionalism and keeps the candidate engaged in the opportunity.

4. Is cold calling in recruitment old school?

While cold calling in recruitment is often viewed as a traditional technique, it is still vital for modern-day recruiters. Here’s why:

1. Personal touch: Cold calling adds a personal touch that digital communication often lacks. It allows recruiters to engage in real-time conversations, understand candidate nuances, and build rapport more effectively. 
2. Reaching passive candidates: Many talented professionals are not actively seeking new opportunities but might be open to the right offer. Cold calling is still an effective way to reach these passive candidates.
3. Immediate feedback: Unlike emails or social media outreach, cold calling provides immediate feedback. Recruiters can instantly gauge a candidate’s interest and adjust their pitch accordingly, making the process more dynamic and responsive.

Let’s be honest:

No one has the bandwidth to draft so many emails for hundreds of candidates manually. 

That’s why we’ve designed these email templates for recruiters like you, to help you save time while ensuring your outreach remains engaging, informative, and tailored to each candidate. 

From application acknowledgments to post-interview follow-ups, get ready to enhance your candidate experience and keep your pipeline warm! 

Keeping candidates warm and why it’s important

In the fast-paced world of recruiting, where countless resumes flood your applicant tracking system and CRM, recruiters must understand the importance of keeping candidates warm throughout the hiring process. 

But what does it mean to keep candidates warm, and why is it so vital?

Keeping candidates warm refers to maintaining regular communication and engagement with applicants at various stages of the hiring process. It’s about treating applicants as valued individuals and ensuring they feel informed and involved in a great candidate experience. 

Here are three reasons why nurturing candidates is crucial to the recruitment process:

1. Helps build a positive candidate experience: Every interaction leaves an impression, and by keeping candidates warm, recruiters create a lasting impression of professionalism, care, and respect. Candidates who feel valued and respected are more likely to positively perceive the company, even if they are not selected for the position.
2. Nurturing relationships for future openings: A candidate may not be the perfect fit for a current role but may be an ideal match for a future opportunity. By maintaining a warm connection, recruiters cultivate a talent pool of passive candidates who are more likely to consider future openings with the company.
3. Strengthens the employer brand: Word of mouth spreads quickly, and candidates with a positive hiring experience will likely share their impressions with others. This enhances the company’s reputation as an employer of choice, attracting top talent in the long run.

To help you create a positive impression through regular communication with your candidates, keep reading for sample email templates ready for your use. 

Just hit the ‘copy’ button, and the templates are all yours!

5 email templates to use for candidate engagement 

1. Receiving a candidate’s application or resume

Subject line: Thank you for choosing [Company_name]!

2. Status update on the hiring process

Subject line: Update on your job application for [Company_name]

3. Follow-up email after an interview round

Subject line: Thank you for interviewing with [Company Name]

4. Delays in the hiring process

Subject line: Update on your hiring process with [Company_name]

5. Requesting additional information or references

Subject line: Help us learn more about you! Additional info needed

5 warm email templates to use when sourcing candidates

1. Using instances of previous informal conversations

Subject Line: We have an opening for you closer to your new loft

2. Mentioning references

Subject: [Employee_name] shared your profile with us!

Tip: Employee referral programs could be a solid source for new candidates! So make good use of an appropriate email format for your inward reference demand email. 

3. Candidate outreach for referrals

Subject: We’re searching for a [Job_title] at [Company_name]

4. An exclusive invitation to join your recruitment agency’s candidate community

Subject line: Join our [Company_name]’s exclusive community of candidates!

5. Personalised recruitment email

Subject Line: [Company_name] has an open position for you!

When you use these templates, don’t forget to personalize the templates to each candidate, include a professional email signature and maintain regular communication throughout the hiring process. Remember to showcase your company’s culture and values to help candidates envision themselves as part of your team. 

Incorporating a QR code using a dynamic QR code generator in an email could also be a good additional feature to try if you want your candidates to scan any data.

With these tips and our templates in hand, you’ll foster solid connections, enhance your candidate experience, and ultimately attract top talent. 

Check out some more resources on email templates for you and your recruitment peers:

• 40+ best recruiting email templates
• 5+ job offer email templates recruiters can use right off the bat [+12 handy tips] 
• 50+ ready-to-use job description templates [Download free PDF] 
• Sample job rejection email templates for recruiters
• 15 [FREE] LinkedIn InMail templates for recruiters | Ready to send 

Trust us, they’re a game-changer for bringing clarity and focus to your search!

Here’s how we’re breaking down everything you need to know about these handy tools:

• The lowdown on why interview scorecards are a must-have in your hiring process.
• A step-by-step guide to creating a scoresheet that nails your job criteria.
• Tips to sidestep common pitfalls and make the most of your scorecards.

What is an interview scorecard?

An interview scorecard is a standardized evaluation tool used during the recruitment process to assess candidates.

Unlike traditional note-taking, this method allows recruiters and hiring managers to systematically score candidates on various competencies and qualifications, including technical skills, problem-solving abilities, communication skills, cultural fit, and more. 

This approach ensures that every candidate is evaluated objectively and consistently based on the same set of standards.

Key aspects of an interview scoresheet include:

• Criteria: Enumerates the competencies and qualifications necessary for the job.
• Scoring system: Employs a scale (e.g., 1-5) to assess each candidate’s fit for the criteria uniformly.
• Notes section: Provides space for interviewers to record observations or examples that justify the scores given.

Structured around these components, an interview scorecard is designed to streamline the evaluation process, allowing interviewers to focus on gathering relevant information that directly pertains to the job’s requirements.

Top 5 benefits of using an interview scorecard while hiring

Interview scorecards are a critical addition to the hiring process, offering a structured approach to evaluating candidates. They ensure decisions are made with a clear focus on what matters most.

Let’s look at a few more reasons why interview scorecards are a beneficial tool for recruiters:

1. Enhances objectivity and consistency in candidate evaluations

Interview scorecards systematically reduce unconscious bias by focusing evaluations on predefined, job-relevant criteria. 

A study by the Harvard Business Review suggests that structured interviews that use scorecards are significantly more effective at predicting job performance and enhancing the objectivity of hiring decisions.

By evaluating all candidates against the same criteria, scorecards minimize biases, ensuring a fairer and more objective hiring process. 

2. Encourages data-driven decision making

By quantifying candidate assessments, scorecards facilitate easier comparison and more informed decision-making. 

In fact, using a data-driven approach in the recruitment process can save recruiters up to 23 hours of manual labor a week through candidate pre-screening and shortlisting. 

Recruitment teams can also make comparisons and decisions based on consistent, numerical evidence rather than intuition alone. 

Over time, this data can be analyzed to identify patterns, predict hiring success, and refine the recruitment process for better outcomes.

3. Reduces time-to-hire and streamlines the recruitment process

One of the standout advantages of interview scorecards is their ability to reduce the time-to-hire significantly. 

By providing a clear, quantifiable framework for evaluating candidates, these tools eliminate the need for lengthy deliberations that can slow down the recruitment process. 

This streamlined approach is not just about speed; it’s about maintaining the momentum of your hiring cycle and keeping candidates engaged.

When each candidate’s qualifications and fit for the role are scored and easy to compare, reaching a final decision becomes much more straightforward. 

4. Boosts the candidate experience through equitable hiring

The clarity scorecards bring to the evaluation process does more than just streamline hiring; it reassures candidates that they’ll be assessed with complete fairness. 

This objective approach not only enhances their confidence in your hiring methods but also encourages diversity hiring initiatives. 

Feedback derived from scorecards is another layer of value, offering candidates constructive insights that are beneficial beyond the interview. 

This aspect of scorecards underscores your commitment to candidate development, further elevating your employer brand.

5. Improves the quality of hire

Implementing an interview scoring sheet elevates the quality of your hires in several ways. 

It ensures precise alignment with job requirements, reducing the chances of hiring mistakes. This consistency in hiring decisions maintains a high-quality workforce and identifies candidates with growth potential.

With a more data-driven approach, organizations can make better hiring choices and enhance employee retention and performance.

These scorecards are also an excellent way to assess cultural fit, ultimately contributing to a workforce that meets job requirements and aligns with the organization’s values.

How to craft the ideal interview scorecard?

Creating an effective interview scorecard requires thoughtfulness and care. 

While a template works as a helpful starting point, customizing a scoresheet to optimize it for your particular hiring needs is essential. 

If you want to create a valuable and high-quality interview scorecard, here are five key elements you must include: 

Step 1: Define the evaluation criteria  

When defining the criteria on your scorecard, you should include 5-8 competencies essential for success in the role. 

Avoid generic skills that apply to any job, and get very specific on the exact hard and soft skills and cultural fit factors needed for top performance. 

For example, instead of “communication skills,” break it down into “active listening” or “client presentation ability”. 

Prioritize criteria tied directly to job performance and weight them appropriately based on importance. For instance, technical skills may be weighted higher on the scorecard than collaboration ability. 

The best way to define the criteria is by ensuring your interview scoresheet aligns with the competencies mentioned in the role’s job description. 

Step 2: Follow a standardized rating scale for each competency

Using a standardized rating scale is vital for balanced evaluations. 

A 5-point or 3-point scale works well, such as: 

With these clear anchors for each rating level, you’ll be able to remove ambiguity so that evaluators have the same understanding of what behaviors warrant a 5 versus a 3.

Step 3: Save room for rich insights 

When creating a scorecard, supplement the numerical ratings with plenty of space for notes, comments, and examples for each competency. 

This qualitative data provides valuable context on why certain scores were given. 

You can also include sections summarizing the candidate’s strengths, areas for improvement, and the overall hiring recommendation.  

Step 4: Consider additional scoring categories

Apart from evaluating responses to interview questions, it’s vital to assess candidates based on their behavior and presence during the interview. 

Beyond the content of their answers, consider including scoring categories that gauge qualities such as their demeanor, communication skills, professionalism, values, and engagement throughout the interview. 

This approach provides a more comprehensive evaluation, ensuring you capture the full essence of a candidate’s suitability for the role.

Step 5: Outline the scoring system for final decision-making

Your interview scorecard should feature a clear scoring system on which candidates are approved for the next round of hiring. 

A few ways candidates can be given a final score are:

• An overall rating between 1-5 or 1-10 based on the competencies and other factors assessed.  
• Give a particular weightage for different competencies. Calculate an overall score by summing weighted ratings or percentages. 

Consider setting minimum rating thresholds per competency, such as requiring the candidate to score a 3 or higher in critical hard skills to move forward.

Get your FREE interview scorecard template!

Ready to improve your candidate evaluations? 

We’re sharing a free interview scorecard PDF with sample templates you can use for your hiring team.  

If you’re looking for something you can put to immediate use, download our interview sheet template that you can customize for your hiring needs. 

Best practices to follow when using an interview scoring sheet 

1. Address gaps in your interview scorecards

While interview scorecards are powerful tools, it’s essential to address some considerations and potential gaps. 

They provide structure and objectivity to evaluations but don’t look at them as a magic solution to streamline candidate shortlisting. Understanding their boundaries is key to using them effectively.

Some considerations while using scorecards:

• Interview scoring sheets are just one part of the hiring process; they do not provide a complete picture of a candidate’s abilities.
• They may not capture soft skills or specific qualities in a single interview.
• The format can be too rigid for hiring a diverse candidate pool. 

To address these gaps, use scorecards in conjunction with other assessment methods, such as reference checks or aptitude tests. 

2. Customize your scorecards for different job roles

Every role within your organization is unique, and so should the interview scorecards used to evaluate candidates. 

Customizing your scorecards for different job roles ensures that evaluations are relevant and meaningful.

Consider creating distinct scorecards tailored to the specific demands and qualifications of different roles. 

Involving team leads or executives from different departments can make each scorecard more role-specific to ensure accuracy and relevance.

3. Ensure effective training and adoption of interview scorecards

Effective training and widespread adoption of interview scorecards are key to harnessing their full potential in the recruitment process.

Consider training recruiters on how to use scorecards consistently, emphasizing the importance of objective assessment. 

Hiring teams must remember to avoid making snap judgments and instead rely on the scorecard as the primary evaluation tool.

By educating recruiters on the standardized use of scorecards, organizations can significantly reduce unconscious bias and ensure all candidates are evaluated on an equal footing.

You might also like: 10 winning interview process steps for recruiters [Implement now & see results!]

4. Strike a balance between standardization vs. individual context

Balancing standardization with an individual context in your interview scoring process is crucial.

While standardized criteria provide objectivity, it’s equally important to recognize that each candidate is unique, and context matters. 

Establish a baseline of standardized criteria that apply to all candidates and allow flexibility to incorporate context-specific factors. 

Encourage interviewers to provide comments and examples that capture nuances and individual strengths, differentiating between objective assessment and personal bias.

5. Review and update scorecards regularly

Regularly reviewing and updating scorecards is essential to ensure they remain relevant and practical. 

Schedule periodic reviews to assess the scorecard’s alignment with evolving job requirements. These reviews should also include feedback and insights from the hiring team to identify areas for improvement. 

Make necessary adjustments to scoring criteria, weightings, or evaluation methods to reflect your organization’s and industry’s evolving landscape.

Crafting the perfect interview scorecard isn’t just about perfecting your candidate assessment process. It’s about making smarter hiring decisions that benefit you in the long run. 

With this new approach to hiring, you’re not just filling positions—you’re strategically building a stronger, more cohesive team.

Frequently asked questions

1. Should candidates be informed about interview scorecards?

It’s generally a good practice to inform candidates about interview scorecards. 

Transparency in the evaluation process can help candidates understand how they are being assessed and what criteria are important for the role. Keep in mind that sharing the specific scores or evaluations may vary by company policy.

2. What should not be included in a scorecard?

A well-structured scorecard should focus only on job-related criteria, competencies, and qualifications. 

It should never include factors related to a candidate’s gender, race, age, or any other protected characteristics. 

Avoiding discriminatory or biased criteria is crucial to maintaining fairness and compliance with hiring regulations.

3. What makes a good hiring scorecard?

A good hiring scorecard should have clear and relevant evaluation criteria that align with the job requirements. 

It should include a standardized rating scale with descriptive definitions for each rating level.

All scorecards should provide space for interviewers to add notes and examples that support their assessments. Ultimately, a good scorecard streamlines the evaluation process, promotes objectivity, and helps in making informed hiring decisions.

It’s simple—by collecting their feedback. 

Our handpicked collection of eight free templates of candidate experience surveys is here to your rescue. 

Trust us, the insights that you’ll get are invaluable! 

Let’s get started right away!

Oh, these templates are as precious as the World Cup is to Lionel Messi

What are candidate experience surveys?

Before we present a platter of ready-to-use survey questions and templates, let’s first discuss what a candidate experience survey is.

Candidate experience surveys are a valuable tool used by recruiters and hiring managers to gather candidate feedback from job applicants about their overall experience during the hiring process. 

It typically consists of carefully crafted questions that thoroughly evaluate various aspects of the candidate journey, including the application process, interview stages, communication, and impression of the employer brand. 

By collecting candid feedback through these surveys, organizations can gain insights into areas for improvement, identify strengths, and make data-driven decisions to enhance the candidate experience.

What are the principal objectives behind candidate experience surveys?

• Evaluating the level of satisfaction among candidates regarding their holistic experience during the recruitment process.
• Pointing out specific stages and touchpoints of the hiring process that require modifications for better candidate satisfaction.
• Understanding how candidates perceive the organization’s brand image, values, and culture.
• Collecting actionable candidate feedback and suggestions from job seekers that can be incorporated for better output.
• Examining the effectiveness of communication channels to generate feedback and follow-ups throughout the hiring cycle.
• Creating strategies that foster meaningful engagement and build stronger relationships.
• Strengthening employer brand in the long run.

What are a few things to keep in mind while drafting candidate experience surveys?

• Keep it concise – The key is to design a survey that is clear, concise, and easy to understand, ensuring that respondents can complete it quickly and effortlessly without any fuss.
• Ask relevant questions – Tailor your candidate experience survey questions to focus on factors that are integral to the hiring procedure, allowing you to gather feedback that is actionable.
• Use a mix of question types – Incorporate a combination of multiple-choice, rating scales, and open-ended questions to gather both quantitative and qualitative insights to project a better picture of the situation.
• Ensure anonymity – Assure the job seekers that their responses will remain anonymous to encourage honest and unbiased opinions.
• Provide space for additional comments – Include comment boxes to allow candidates to drop in any add-on suggestions apart from the questions asked.

A list of candidate experience survey best practices

• Set clear objectives – Define the goals of the survey before designing the questionnaire to ensure that you are covering everything you need to.
• Prioritize timing – Conduct the candidate experience survey at a strategic point in the candidate journey. A suitable time can be after the qualifying interview or post the completion of the application process. This will help you to capture their experience while it’s fresh in their minds.
• Personalizations – Address candidates by their names and draft the survey in a format that reflects a personalized touch, encouraging the job seekers to complete the survey.
• Regularly analyze and implement the feedback – Make it a routine to review the survey responses and take action based on the candidate feedback received to drive continuous improvement in the candidate experience.
• Communicate the outcomes – Share the candidate experience survey results and actions taken with the candidates in your pipeline, showcasing transparency and a commitment to their feedback.

Follow the advice above to use our candidate experience survey questions and templates to their utmost potential. 

Ready to use these templates? Just hit the ‘copy’ button, and it’s all yours!

8 free templates for candidate experience surveys

Template #1 – Hiring process candidate experience survey questions

Template #2 – Candidate experience survey template on interview satisfaction 

Template #3 – Candidate experience survey questions regarding communication

Template #4 – Application process candidate experience survey questions

Template #5 – Candidate experience survey template for the selection process

Shocking: 20+ candidate experience statistics that recruiters need to look into ASAP!

Template #6 – General hiring process candidate experience survey questions

Template #7 – Insights into company culture: candidate experience survey

Template #8 – Overall recruitment process candidate experience survey template

With these thoughtfully drafted candidate experience survey questions and templates, delving deep into your candidates’ minds will be a breeze.

By stepping into their shoes, you can identify areas with room to level up. 

And hey, if you find these templates helpful, don’t forget to share them with your fellow recruiters!

Also read: 5 tools that’ll help you provide the best candidate experience

Frequently asked questions

1. How does using candidate experience survey templates affect my recruitment process? 

Consider these templates as a mirror reflecting your recruitment process from the candidate’s view. 

With this reflection, you can spot not just the cracks but also the already shining areas. 

Leveraging this understanding will enable you to transform your hiring process into a more candidate-friendly and efficient system for optimum candidate experience.

2. How can we ensure the confidentiality and anonymity of candidates while conducting these surveys?

Confidentiality and anonymity are essential for encouraging honest feedback from candidates. 

When administering surveys, assure candidates that their responses will remain confidential and that their identities will be protected. 

Emphasize that their feedback is vital for improvement and will be used in aggregate form to maintain privacy. 

This commitment to anonymity fosters trust and increases the likelihood of candid and valuable feedback.

These 40+ customizable recruiting email templates are designed to fast-track your workflow. 

Hit “copy,” and it’s all yours!

How to write a recruiting email?

Crafting an effective recruitment email requires a blend of personalization, clarity, and engagement. Here’s how you can achieve that:

1. Craft a compelling subject line

• Be specific and personal: Use the candidate’s name and the job title or a key benefit to immediately capture interest.
• Create urgency or excitement: Phrases like “Exclusive opportunity” or “Your next career move” can entice candidates to open the email.

2. Make the first impression count

• Say it with their name: Directly addressing the candidate fosters a personal connection from the get-go.
• Avoid clichés: Skip overused openings like “Dear applicant” to make the message feel more personal.

3. Introduce yourself & the organization

• Who you are:  Share your name and role, but keep it brief and engaging.
• Company snapshot: Share a glimpse into the company’s culture, achievements, or what sets it apart.

4. Explain why you’re in their inbox

• Highlight their qualifications: Point out specific aspects of their background or work that caught your eye.
• Mutual connections: Mention any mutual connections or references, if applicable.

5. Detail the job opportunity

• Role overview: Provide a clear outline of the job responsibilities and their importance to the company.
• Why it’s special (the USP): Emphasize what makes this opportunity exciting or unique.

6. Personalize the pitch

• What’s in it for them: Match the benefits of the position to the candidate’s career goals or interests.
• Growth opportunities: Highlight potential for development, learning experiences, or unique aspects of the company culture.

7. Include a clear call to action

• Clear next steps: Make it crystal clear what you want them to do next, like setting up a chat.
• Alternative contacts: Offer additional ways to get in touch, like a phone number or LinkedIn profile.

8. Sign off professionally

• Closing: End your email with a professional sign-off and include your full name, job title, and contact details.
• Postscript: Add a P.S. to highlight an additional detail or reminder, making your email more memorable.

9. Proofread & test your email

• Accuracy check: Triple-check for typos and clarity in messaging. Use a mail tester to ensure your emails have a high deliverability rate and avoid common issues like landing in spam folders.
• Formatting: Send a test email for email verification to check for formatting issues and that all links are functional.

10. Always follow up

• Friendly reminder: If you haven’t received a response in a week, send a polite follow-up to express continued interest. For a more efficient process, consider using a copy assistant to manage follow-ups.

Bonus tips:

1. Leverage email tracking tools for insights on open rates and to test different email strategies.
2. Keep your email approach fresh by incorporating feedback and adapting to the changing job market.

Candidate sourcing email templates

With hundreds of emails competing for candidate attention, there is a good chance your emails may never even be read, let alone responded to. To help improve your chances, consider using an email subject line generation tool. Here are a few email templates we have compiled that have a high chance of getting a reply.

1. Templates for introduction

When to send: Ideal for initial contact with potential candidates. Send after identifying prospects through LinkedIn, job boards, or referrals, aiming to introduce yourself and the opportunity.

I. Subject line: Interested in joining the team at [Client_company_name]?

II. Subject line: [Candidate_first_name], interested in joining the team at [Client_company_name]?

2. Templates for keeping candidates engaged

When to send: Use these after an initial positive interaction. Keep the communication warm and ongoing, especially if the recruitment process has longer intervals between stages.

I. Subject line: What’s new with your application at [Client_company_name]?

II. Subject line: [Candidate_first_name], here’s an update on your application at [Client_company_name].

3. Templates for passive candidates

When to send: Target individuals not actively job searching but fit the role perfectly. Reach out after researching their background and ensuring their experience aligns with the job requirements.

I. Subject line: Interested in new opportunities as a [Job_title]?

II. Subject line: [Client_company_name] wants people like you!

4. Templates for old candidates in your database

When to send: Ideal for re-engaging candidates who have previously applied or been interviewed but weren’t selected. Send when a new, fitting role becomes available.

I. Subject line: Are you interested in a new job opportunity with [Client_company_name]?

II. Subject line: [Candidate_first_name], there’s a new job opportunity at [Client_Company name]!

Job interview email templates

Interview scheduling, sending reminders, and interview feedback are integral parts of your daily recruitment activity.

Here are some templates you could use with ease—

1. Interview scheduling email

When to send: Once a candidate passes the initial screening phase. Coordinate to find a mutually convenient time for the interview.

I. Subject line: Video interview with [Client_company_name] for [Job_title] position.

II. Subject line: Phone interview with [Client_company_name] for [Job_title] position.

2. Interview availability email

When to send: Send this as a follow-up to the scheduling email if the candidate hasn’t responded or if you’re proposing multiple time slots for them to choose from.

I. Subject line: Are you available for an interview with [Client_company_name] on [Date]?

II. Subject line: How does [Date] look for a quick chat regarding your job application for [Client_company_name]?

3. Interview reminder email

When to send: A day or two before the scheduled interview. It serves as a courteous reminder and helps ensure the candidate is prepared and punctual.

I. Subject line: Did you receive the calendar invite for your interview with [Client_company_name] today?

II. Subject line: You have an interview scheduled tomorrow at [Place] with [Client_company_name]?

4. Interview no-show email

When to send: Send shortly after a candidate misses their interview without prior notice. Approach with understanding, offering a chance to reschedule.

I. Subject line: [Candidate_first_name], you had an interview with [Client_company_name] today.

II. Subject line: Are you still interested in the [Job_title] position?

5. Job interview feedback email

When to send: After the interview process. Keep candidates informed about their status, whether it’s moving forward or feedback on why they weren’t selected.

I. Subject line: Hi [Candidate_first_name]. We are looking forward to an interview feedback.

II. Subject line: [Candidate_first_name], can you help us with this survey?

6. Second interview confirmation email

When to send: When a candidate is progressing to the next stage of the hiring process. Confirm details of the second interview, including format and expectations.

I. Subject line: Greetings from [Client_company_name]. You’ve been selected for the second interview round!

II. Subject line: We are inviting you for a second interview round!

7. Interview cancellation email

When to send: As soon as possible if an interview needs to be canceled, providing reasons for the cancellation and options to reschedule.

I. Subject line: We are sorry to inform you that your interview for the position of [Job_title] has been canceled.

II. Subject line: [Candidate_first_name], your interview with [Client_company_name] has been cancelled.

8. Interview reschedule email

When to send: Send this email when either party needs to change the interview time. Aim for prompt communication to find a new, convenient time slot.

I. Subject line: Hi [Candidate_first_name], apologies in advance! We’ll need to reschedule your interview.

II. Subject line: I am terribly sorry, but [Client_company_name] needs to reschedule tomorrow’s interview.

Background check email templates

Background checks are extremely significant when it comes to securing information about the candidates from an external source. This is usually a delayed process and you might need to send more than one or two emails to gather information from a candidate’s ex-employer. Here are some email templates that’ll help you hasten the process to some extent.

When to send: After a successful interview and before making an offer. These are used to communicate with the candidate’s company for conducting a background check. Ensure the candidate is informed and consents to the process before you proceed with it.

I. Subject line: Conducting background check for [Candidate_name] working at [Candidate_company_name].

II. Subject line: Still awaiting an update from [Candidate_company_name] regarding your background check.

Candidate rejection email templates

At least 60–65% of the candidates globally would agree that they want better communication from recruiters, even if they’re getting rejected. Here are some email templates to get help from.

When to send: After interviews, once a decision is made about the candidate not moving forward in the process. Provide constructive feedback if possible.

I. Subject line: We are terribly sorry…

II. Subject Line: [Candidate_first_name], here’s an update & some important sources to take help from.

Candidate selection email templates

When to send: To offer the position to a candidate after successful interviews and background checks. Include details about the next steps and onboarding.

I. Subject Line: Congratulations [Candidate_First_Name]! You have been offered the role of [Job_title] at [Client_company_name]!

II. Subject line: Congratulations! I have enclosed your offer letter for [Job_title] at [Client_company_name] to this email.

Keeping candidates warm

To keep a candidate warm while the selection process is going on, you’ll need to choose their interests and strengths with a genuine attempt of knowing and understanding them and then top it up with a personal message. Here are 2 templates that can help you achieve that. You can also send these all at once to your database through a simple mail merge process.

When to send: For candidates you’re interested in but don’t have an immediate role for. Maintain communication to keep them engaged for future opportunities.

I. Subject line: Update on the [Job_title] regarding application at [Client_company_name].

II. Subject line: Join our [Your_company_name]’s exclusive community of candidates!

Templates for clients

Here are a bunch of email templates that recruitment consultants can easily use to reach out to their clients.

1. Templates for introduction

When to send: When establishing a new client relationship. Introduce your services and how you can assist in fulfilling their hiring needs.

I. Subject line: Lowest cost staffing solution in [City_Name]

II. Subject line: Thank you for choosing [Your_company_name]!

2. Follow-up email templates

When to send: After an initial meeting or proposal. Keep the conversation going and address any pending questions or decisions.

I. Subject Line: Follow-up with [Client_company_name].

II. Subject Line: About your consultation with [Your_company_name].

3. Email templates for seeking an appointment

When to send: To schedule a meeting with a new or existing client. Propose times to discuss potential collaborations or updates on ongoing projects.

I. Subject Line: Appointment with [Your_company_name].

II. Subject Line: Available for an appointment with [Your_company_name]?

4. Candidate list sharing email templates

When to send: When you have a list of potential candidates ready for the client’s review. Send after carefully vetting the candidates against the job description.

I. Subject line: Status of [Job_title] position

II. Subject: A quick update on shortlisted candidates for [Job_title].

5. Resume sharing email templates

When to send: After a candidate expresses interest in a position and consents to share their resume with the client. Ensure the candidate’s skills and experience match the client’s needs.

I. Subject Line: Take a look at this resume for [Job_title].

II. Subject line: List of resumes for the [Job_title] position at [Client_company_name].

Loved using these email templates? Share it with the recruiters in your connection and spread the word.

Frequently asked questions

1. How to introduce your recruitment company in the email?

Start with a brief introduction that highlights what sets your recruitment company apart, focusing on your expertise, success stories, and unique value proposition. Mention how you’ve helped similar candidates or companies achieve their goals. Keep it concise and directly relevant to the recipient’s needs.

2. How to write subject lines for recruiting emails?

Craft subject lines that are clear, personalized, and intriguing. Mention the role, and the potential benefit to the candidate, or highlight a unique opportunity. 

For example, “Your next career move: [Job Title] opportunity with [Company]” or “Explore a new career path at [Company].” 

Make it something that prompts them to open the email.

3. What to say in a recruiting email?

Begin by explaining why you’re reaching out and how you found the candidate. Clearly describe the job opportunity, highlighting what makes it exciting and how it aligns with their experience or career goals. Include information on the hiring process and a call to action, inviting them to express interest or apply.

4. How do you email a shortlisted candidate?

Congratulate them on being shortlisted, and express your enthusiasm about their potential fit for the role. Provide details about the next steps in the hiring process, such as interview scheduling, and include any necessary preparation materials or instructions. Encourage questions and reiterate your excitement about their candidacy.

5. What are the top 5 tips for writing a recruitment letter?

1. Tailor the letter to the recipient by mentioning their name, background, or specific skills.
2. Clearly state the purpose of your email, the job role, and why they’re a good fit.
3. Mention what’s in it for them, including unique company culture, growth opportunities, or perks.
4. Encourage them to reply, apply, or take the next step in the hiring process with a powerful CTA.
5. Ensure your letter is error-free and professional to make a good first impression.

With the perfect candidate ready to join their new employer, it’s time to go forward with your job offer letter. 

But the hiring process doesn’t just end here. Presenting a compelling offer letter is the perfect opportunity to impress your candidate yet again.  

But before we start, just wanted to know- Do you find this situation relatable?

If you do, then it’s high time you focus on crafting employment offer letters that are super compelling for the candidates.

To begin with, ensure that every job offer must be followed by a formal offer letter that usually mentions key job details, including: 

• Job title & job description
• Work schedule & starting date
• Salary or compensation 
• Employee benefits and compensation
• Leave/vacation period
• Termination conditions

These are just a few of the important details that’ll help you get started in drafting a formal offer letter. Of course, hiring managers can even use these letters to highlight the organizational culture to new employees. 

Ready to use these templates? Just hit the ‘copy’ button and it’s all yours!

6 ready-to-use job offer letter templates for recruiters & hiring managers

Template 1 

Template 2

Template 3 

Template 4 

Template 5

Template 6

12 handy tips for making a job offer to a candidate

You’ve scanned resumes and conducted countless interviews, and now you even have a job offer template ready for use. 

All you have to do is make a compelling offer that your candidate can’t resist!

With job acceptance rates at an all-time low from 90% to 40% from 2016-2022, presenting the final job offer is crucial if you don’t want to restart candidate sourcing. 

So here are some handy tips if you want to bag that perfect candidate and ensure a smooth placement:

1. Be candid & honest

Job applicants today want complete transparency about their position. Be upfront and honest about the salary range, benefits, working conditions, and other vital information. You don’t want to miss out on a new hire due to secrecy or insufficient details about the offered role. 

2. Know your candidate

You should now have some insight into your candidate’s experience, make kyc identity verification and background with multiple interviews. 

Before you go ahead with that final offer, dig into your candidate’s mind and understand their expectations from the role and future career goals. The more you know about the candidate, the better. This way, you’ll know exactly how to frame your final offer and if they are ready for the opportunity. 

3. Explain employee perks & incentives

Apart from discussing salaries, an important part of presenting a compelling job offer is highlighting additional employee benefits. With so much discussion around employee wellness, recruiters should be prepared with a list of benefits for potential employees.

Remember that a high-paying salary doesn’t have to be the key to making that final offer. Instead, consider benefits like workplace flexibility, hybrid work options, healthcare benefits, cash incentives, bonuses, and more. 

4. Highlight work culture & growth opportunities

The best candidates expect purpose-led job roles that will benefit them long term. Be prepared to address opportunities for growth and scope for promotions. In short, understand how your candidate can benefit from this employment opportunity. 

If you want to keep your candidate engaged, make sure you have a conversation about work culture! Highlight your organizational culture, values, and ethics. Make your candidate feel like they are already a part of something. 

5. Ask what the candidate wants

Instead of just having a one-way conversation and bombarding the candidate with information about the job offer, take some time to listen to them and understand what they want. 

Every candidate is motivated by different things. So, dive deep into what they expect from the employer and what you can offer to persuade them to accept the job offer. 

6. Be understanding & flexible

If a candidate has a particular expectation or demand, don’t outright refuse them! Instead, understand their point of view and be flexible with your offer. Find common ground with which you and your candidate can move forward. 

The key is being creative when negotiating with a candidate so you can modify benefits based on your candidate’s values. 

7. Be enthusiastic!

Making your candidate feel valued and appreciated can influence their chances of accepting a job offer. If an applicant faces an overall bumpy candidate experience, they’ll likely not want to work with you and the organization in the future. 

So don’t be shy to express how excited you are to have them on board!

8. Don’t drag the opportunity

With today’s competition, you have to assume that your candidate is already lined up with other offers from recruiters. So the longer you take to make an offer, the more time another organization has to lure away your perfect candidate. 

If you present your job offer too late, your candidate will likely lose interest and might not engage. 

9. Provide a deadline

If you want to pick up the pace, don’t just leave the candidate hanging with the offer. Provide a deadline so that you can move on to the next candidate in case the job offer is rejected.

Specifying a deadline also helps create a sense of urgency so that your candidate will want to respond as soon as possible.

10. Stay connected

Candidates always want to know where they stand in the recruitment process. In fact, 62% of job seekers lose interest if they don’t hear from a recruiter within two weeks of the initial interview. 

Even if there is no update, just let them know that is the case. In short, always touch base with your candidates, whether it’s through your business email or even social media like LinkedIn. 

11. Share feedback

When making the final job offer, start by sharing positive feedback from interviews and the overall hiring process. Starting the conversation on a positive note will make the candidate feel valued and excited for what’s to come. 

Most importantly, sharing feedback creates a positive impression, improving the candidate experience.  

12. Always follow up!

After you’ve presented your candidate with the final job offer, don’t sit back and relax just yet. Ensure you follow up with the candidate before the deadline to check in on them. 

Schedule a quick call or write an email asking whether they are still interested in the job offer or if they have any questions. Talent acquisition teams can make the hiring process much more meaningful by expressing gratitude toward the candidate. 

While presenting a job offer, today’s candidates expect several things from recruiters and hiring managers when considering their next career move. By creating an engaging and respectful candidate experience, you can easily come out as a winner in bagging top talent placements. 

Frequently asked questions

1. What should a job offer letter include?

Depending on the conditions and type of role, most formal offers include key job details in a letter format. The emails usually mention–   

• Job title and responsibilities
• Salary structure and employee benefits
• Company policies and regulations
• Leave and paid time off policy
• A statement of at-will employment and termination details
• An employee confidentiality agreement

2. Is a job offer letter a contract?

Job offer letters and employment contracts are different types of documents. A job offer letter includes basic information about a role and offers written confirmation that a candidate has been selected for employment. 

Job offer letters often include an at-will statement, whereas an employment contract specifies different conditions. Employment contracts are legally bound between employer and employee where the conditions cannot be broken. 

3. What is a conditional job offer letter?

A conditional job offer letter is an offer of employment if certain conditions are satisfied. If selected candidates fail to complete the conditions, their offer or employment can be revoked or terminated. 

Some common conditions mentioned in conditional job offer letters include:

• Drug or alcohol screening
• Criminal record checks
• Reference checking
• Verification of educational qualifications 
• Medical examinations 

Explore our 5 templates designed to soften the blow while maintaining positive candidate relations.

6 tips for saying no to candidates with grace

Saying no to candidates is never easy, but it’s all part of the job. 

So, how do we do this with grace and keep your company’s reputation shining? 

Here are some friendly tips to make those job rejection moments a bit easier and more constructive:

1. Be timely: Nobody likes to be left hanging. It’s like waiting for a text back after a great first date. So, let’s not keep our candidates in suspense. A prompt response shows respect for their time and effort.
2. Add a personal touch: We’ve all been on the receiving end of a cold, generic email. Let’s not be that sender. A touch of personalization – like mentioning something specific from their application – can soften the blow.
3. Constructive feedback is gold: If you can offer a nugget of constructive feedback to a candidate, always share it! It’s like giving a parting gift that says, “We care about your growth, even if you’re not joining us right now.”
4. Open doors for the future: Just because it’s a no today doesn’t mean it’s a no forever. Let’s leave the door ajar for future possibilities. Who knows, they might be your star candidate down the line!
5. Encourage and empathize: A little empathy goes a long way. A word of encouragement can turn a potentially negative experience into a positive one. It’s about making candidates feel valued, even in rejection.
6. Ask for feedback and referrals: This is a two-way street. Asking for feedback shows that your employer is open to improvement. And why not ask for referrals, too? It’s a great way to expand your talent pool and shows we value the candidate’s network.

Remember, every interaction you have shapes your employer brand. So make each rejection as positive and constructive as possible. 

After all, today’s rejected candidate could be tomorrow’s advocate or, even better, a future team member!

Keeping these tips in mind, let’s move on to five job rejection email templates you can put to use ASAP. 

5 job rejection email templates for recruiters

Job rejection email template #1: After initial screening

Automated rejection emails are your go-to when candidate volume is high and time is short.

They act as a polite yet firm handshake at the end of an interview for those who don’t quite meet the basic requirements. 

While they might lack deep personalization, their importance lies in maintaining a professional image and respecting the candidate’s time. 

Ready to use these templates? Just hit the ‘copy’ button and it’s all yours!

Sample email template:

Subject: Update on your application for [Job_title] at [Company_name]

Job rejection email template #2: After the interview round

Rejection emails following an initial interview are crucial in providing closure while keeping the door open for future interactions. 

This email template goes beyond a simple ‘no,’ acknowledging the candidate’s effort and leaving them with a positive impression of your company. 

Remember that personalization is key, as mentioning specific aspects of the interview makes the candidate feel valued and respected. 

Sample email template:

Subject: Thank you for interviewing with [Company_name]!

Job rejection email template #3: When personalization is key

For those unique situations where a standard template doesn’t fit, we have an alternative email rejection template. 

This template is tailored for special cases, ensuring the candidate feels their application was thoroughly considered. 

It’s about giving a personalized response that addresses unique aspects of the candidate’s profile or the interview. 

Sample email template:

Subject: Thank you for applying to [Company_name]

Check out: 10+ email subject lines recruiters can use to win over candidates

Job rejection email template #4: Feedback oriented

Feedback-oriented rejection emails are more than just a letdown; they’re a tool for growth and development. 

In fact, 94% of candidates want to receive feedback after interviews. If they receive constructive feedback, they’re four times more likely to consider applying in the future. 

This is definitely a chance you want to take advantage of to expand your pool! So here’s an email template to keep that potential candidate warm for future offers. 

Sample email template:

Subject line: Insights from your interview at [Company_name]

Job rejection email template #5: Asking for feedback and a referral 

Let’s talk about a little twist in our job rejection emails. 

This one’s a double-duty template – it’s not just about saying ‘thanks, but no thanks.’ We’re also flipping the script by asking for feedback and a referral.

It’s a friendly, engaging way to keep the conversation going and tap into the candidate’s network, all while gathering insights that could help us improve our recruitment process. 

Sample email template:

Subject line: A thank you from [Company_name] and an invitation to help us grow

And there you have it – rejection done right! 

Use these tips and templates to make those tough conversations easier, and don’t forget to share them with your fellow recruiters. 

Happy recruiting

Frequently asked questions

1. Is it necessary to respond to candidates’ follow-up questions after a job rejection email?

Absolutely. While it’s not mandatory, responding to follow-up questions shows respect and consideration. 

It’s about maintaining a positive image of your company. A quick, polite response can go a long way in keeping good relations with potential future candidates.

2. What tone should I use in a rejection email?

Keep it professional yet empathetic. You want to be clear about the rejection but also kind. Think of how you’d like to be treated if the roles were reversed. 

A respectful and courteous tone always helps soften the disappointment and leaves a good impression.

3. What is the right time to send a job rejection email?

Sooner rather than later. 

Once the decision is made, it’s best to send out the rejection email promptly. It’s considerate of the candidate’s time and allows them to move on and explore other opportunities without unnecessary waiting.

4. Can providing resources or recommendations in a job rejection email be helpful?

Definitely! Including a few resources or suggestions for professional development is a thoughtful touch. 

It shows you care about their career growth, even though they weren’t the right fit for this particular role. This can be a small gesture that can make a big difference in how candidates view your company.