Keeping candidates informed during the recruitment process is key to maintaining a positive candidate experience. An 'Application Under Review' email not only acknowledges their efforts but also keeps them engaged and interested in the opportunity. Candidate nurturing can significantly improve your hiring outcomes.
In this post, we offer templates for various stages of the review process. From initial receipt to interview invitation, these templates ensure clear communication and set the right expectations.
Table of contents
Crafting a Candidate-Centric 'Application Under Review' Email
Acknowledgement Email: Initial Application Received
Application Under Review: Skills Assessment Invitation
Application Under Review: Request for Additional Information
Application Under Review: Status Update - Shortlisting
Application Under Review: Interview Invitation
Application Under Review: Extended Review Period
Decoding the Don'ts: Common Pitfalls in Application Review Emails
Download Update Email Template to Inform Candidate Their Application Is Under Reviews in multiple formats
Wrapping Up
Crafting a Candidate-Centric 'Application Under Review' Email
An email acknowledging a candidate's application is more than just a formality; it's a chance to set the tone for their entire candidate experience. Think of it as a digital handshake, showing you value their time and interest in your company, and perhaps start thinking about your employer branding.
The subject line should be clear and concise, like 'Application Received - [Job Title] at [Company Name]'. This immediately tells the candidate the purpose of the email and helps them easily find it in their inbox later.
Start with a personalized greeting, addressing the candidate by name. A simple 'Dear [Candidate Name]' shows you're not sending a generic, mass email and that you value them.
Confirm receipt of their application and express appreciation for their interest in the role. For example, 'Thank you for applying for the [Job Title] position at [Company Name]. We appreciate you taking the time to apply.'
Provide a realistic timeframe for the review process and set expectations. Something like, 'Our team is carefully reviewing all applications, and we will be in touch within [X] weeks to update you on the next steps.'
Include a call to action, such as directing them to your company's careers page or social media. This keeps them engaged with your brand while they wait, and you can use this to nurture them.
Acknowledgement Email: Initial Application Received
This template confirms receipt of the candidate's application. It sets expectations for the next steps and provides a timeline.
Subject: Your Application Has Been Received
Dear [Candidate's Name],
Thank you for applying for the [Job Title] position at [Company Name]. We have received your application and our team is currently reviewing it.
Here's what you can expect next:
- Review Process: Our hiring team will carefully review your application and assess your fit for the role.
- Timeline: We aim to complete our review within [Time Frame, e.g., 2-3 weeks].
- Next Steps: If your application is shortlisted, we will reach out to you via email to schedule an interview.
We appreciate your interest in joining our team and your patience during this process. If you have any questions, feel free to contact us at [Contact Email].
Best regards,
[Your Name]
[Your Position]
[Company Name]
[Company Contact Information]
Application Under Review: Skills Assessment Invitation
Use this template to inform candidates that their application is being reviewed and invite them to take a skills assessment. A well-crafted skills assessment can help you gauge candidate capabilities.
Subject: Your Application to [Company Name] - Next Steps
Hi [Candidate Name],
Thanks again for your interest in the [Job Title] position at [Company Name]! We've received your application and are currently reviewing it.
As part of our process, we'd like to invite you to complete a short skills assessment. This will help us better understand your capabilities and how they align with the requirements of the role. Think of it as a fun challenge, not a pop quiz!
- Assessment Name: [Skills Assessment Name]
- Time to complete: [Estimated Time]
- Deadline to complete: [Date and Time]
- Link to assessment: [Assessment Link]
Please complete the assessment by the deadline so we can move forward with your application. If you have any questions or encounter any technical difficulties, please don't hesitate to reach out to us at [Your Email Address].
We look forward to seeing your results!
Best regards,
The [Company Name] Team
Application Under Review: Request for Additional Information
Sometimes you need more information to evaluate an application. This template requests additional details like portfolio links or writing samples.
Subject: Your Application is Under Review
Dear [Candidate's Name],
Thank you for applying for the [Job Title] position at [Company Name]. We have received your application and our team is currently reviewing it.
To help us better understand your qualifications, we would appreciate it if you could provide us with additional information. Specifically, we are interested in:
- Links to your portfolio or any relevant project work
- Writing samples or case studies you have completed
- Any other documents that showcase your skills and experience
Please send the requested information to us at your earliest convenience. This will assist us in moving forward with your application.
Thank you for your interest in joining our team. We look forward to learning more about you.
Warm regards,
[Your Full Name]
[Your Position]
[Company Name]
[Contact Information]
Application Under Review: Status Update - Shortlisting
This template provides an update on the candidate's application status, indicating that they are being considered for shortlisting. This is important for candidate nurturing and keeps them engaged.
Subject: Application Update: Shortlisting in Progress!
Hi [Candidate Name],
Thanks again for your interest in the [Job Title] position at [Company Name].
We wanted to give you a quick update on your application. Our team is currently reviewing applications, and yours is under consideration for the shortlisting stage.
What does this mean?
- Your application has caught our eye!
- We're taking a closer look at your qualifications and experience.
- We'll be in touch soon to let you know if you've been selected for the next round.
We appreciate your patience and will keep you informed of our progress. In the meantime, feel free to check out our company culture on our [Social Media Link, e.g., LinkedIn] page.
Thanks,
The [Company Name] Team
Application Under Review: Interview Invitation
Use this template to invite candidates for an interview, providing details about the interview format, time, and who they will be meeting. Don't forget to prepare some good interview questions too.
Subject: Interview Invitation - [Your Company Name] - [Job Title]
Hi [Candidate Name],
Thank you for your interest in the [Job Title] position at [Your Company Name]. We were impressed with your application and would like to invite you to an interview.
This interview will be a [Type of Interview - e.g., phone screen, virtual interview, in-person interview] and will last approximately [Duration of Interview].
Here are the details:
- Date: [Date of Interview]
- Time: [Time of Interview]
- Interviewer(s): [Name(s) and Title(s) of Interviewer(s)]
- Format: [e.g., Zoom, Google Meet, In-person at [Address]]
- Link to join (if applicable): [Interview Link]
During the interview, we'll be discussing your experience, skills, and how they align with the [Job Title] role. It's also a great opportunity for you to ask us any questions you may have about the role or [Your Company Name].
Please confirm your availability by replying to this email by [Confirmation Deadline]. If the proposed time doesn't work for you, please let us know your availability, and we'll do our best to accommodate.
We look forward to speaking with you!
Best regards,
[Your Name] [Your Title] [Your Company Name]
Application Under Review: Extended Review Period
Sometimes the review process takes longer than expected. This template informs candidates about a delay and reassures them that their application is still under consideration.
Subject: Update on Your Application Status
Hi [Candidate's Name],
Thank you for your interest in the [Job Title] position at [Company Name]. We appreciate the time and effort you put into your application.
We wanted to let you know that the review process is taking a bit longer than we initially anticipated. Rest assured, your application is still under review, and we are carefully considering your qualifications.
We aim to complete the review process by [New Estimated Date]. We appreciate your patience and understanding during this time.
If you have any questions or need further information, please feel free to reach out to us.
Thank you for your continued interest in joining our team.
Best regards,
[Your Name]
[Your Job Title]
[Company Name]
[Contact Information]
Download Update Email Template to Inform Candidate Their Application Is Under Reviews in multiple formats
Decoding the Don'ts: Common Pitfalls in Application Review Emails
Crafting the perfect "application under review" email can be tricky. Recruiters sometimes miss the mark, leading to a less-than-stellar candidate experience. Let's break down some common mistakes and how to dodge them.
Vague language is a big no-no. Saying "we'll be in touch" without a timeframe leaves candidates hanging. Instead, provide a realistic timeline, like "We aim to finalize our review within two weeks."
Skipping personalization makes the email feel generic. Address the candidate by name and, if possible, mention something specific about their application or the role. This shows you've actually looked at their submission and not just mass-emailing.
Forgetting to set expectations about next steps is another frequent fumble. Will there be a technical screening, an interview, or something else? Let them know what to anticipate so they aren't left guessing.
Typos and grammatical errors scream unprofessionalism. Proofread your email carefully before sending it out; even better, have a colleague give it a once-over. Small errors can make a big difference in how candidates perceive your company.
Wrapping Up
Keeping candidates informed during the application review process is more than just good practice; it's a reflection of your employer branding. By using these email templates, you can ensure a positive candidate experience and maintain open communication.
Remember to tailor these templates to your specific needs and always be prompt with updates. This will not only build trust but also position your company as a desirable place to work.
Update Email Template to Inform Candidate Their Application Is Under Review FAQs
Why does every rejection email look the same?
Many recruiters use generic templates for efficiency, but personalized emails can enhance the candidate experience and reflect your company culture better.
Should you use AI to write your rejection emails?
AI can help streamline the process, but it's important to ensure the emails remain personalized and considerate to maintain a positive candidate experience.
How often should you update candidates on their application status?
Regular updates, such as after each stage of the review process, help keep candidates engaged and informed about where they stand.
What should you include in an 'Application Under Review' email?
Include a thank you note, current status, next steps, and a timeline for when they can expect to hear back from you.
How can you make rejection emails more empathetic?
Use a warm tone, provide constructive feedback if possible, and encourage candidates to apply for future opportunities.
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