Navigating the candidate experience can be tricky, especially when you need to put someone in the waiting pool. Sending the right email is key to keeping candidates engaged and leaving a positive impression.
This post provides email templates for various waiting pool scenarios. We'll also cover how to craft empathetic notifications and avoid common mistakes, ensuring candidates feel valued even when they aren't immediately selected.
Table of contents
Crafting a Professional and Empathetic Waiting Pool Notification Email
Acknowledgement of Application and Timeline Expectation
General Waiting Pool Notification
Waiting Pool with Specific Feedback and Encouragement
Waiting Pool - Role Specific Template
Waiting Pool - Request for Updated Information
Waiting Pool - Time-Bound Update
Avoiding Common Mistakes in Candidate Waiting Pool Emails
Download Email Template to Notify Candidate They're in the Waiting Pools in multiple formats
Wrapping Up
Crafting a Professional and Empathetic Waiting Pool Notification Email
Communicating with candidates about their status in the hiring process is a delicate task. It's important to maintain professionalism while ensuring empathy, as this can significantly impact the candidate's perception of your company and their overall candidate experience.
Begin your email with a warm greeting, addressing the candidate by name. This personal touch helps in establishing a connection and shows that you value them as an individual, not just a number in the hiring process.
Clearly explain the purpose of the email, stating that the candidate has been placed in the waiting pool. Be transparent about what this means and provide a brief overview of the next steps they can expect in the recruitment process.
Express appreciation for their interest in the role and the time they've invested in the application process. Acknowledging their efforts can help maintain their interest in the role and keep them engaged with your company.
Conclude the email by encouraging the candidate to reach out if they have any questions. Providing a point of contact for further inquiries demonstrates your openness and willingness to assist, which can enhance their trust in your recruitment process.
Acknowledgement of Application and Timeline Expectation
This template confirms receipt of the candidate's application and sets realistic expectations regarding the waiting pool timeline. It helps maintain transparency and reduces candidate anxiety during the waiting period, similar to how you would communicate in a candidate experience survey.
Subject: Application Update - [Job Title] at [Company Name]
Dear [Candidate Name],
Thank you for your interest in the [Job Title] position at [Company Name] and for taking the time to submit your application. We appreciate you considering us!
We received a large number of applications for this role, and our team is carefully reviewing each one. After a thorough assessment, we've decided to move forward with other candidates whose qualifications and experience more closely align with the specific requirements of this position at this time.
However, we were impressed with your profile and would like to keep your application in our waiting pool for future opportunities that may be a good fit. This means that if a similar role opens up, or if our needs change, we may reach out to you again.
What does this mean for you?
- Your application will remain active in our system for [duration, e.g., 6 months].
- We will review your profile again should a suitable opportunity arise.
- Due to the volume of applications, we may not be able to provide individual updates during this waiting period.
We understand that waiting can be tough, and we appreciate your patience. We encourage you to continue exploring career opportunities at [Company Name] on our careers page: [Link to Careers Page].
Thank you again for your interest in [Company Name]. We wish you the best in your job search.
Sincerely,
The [Company Name] Recruiting Team
General Waiting Pool Notification
Use this template to inform candidates they've been placed in the waiting pool after a successful interview stage. This is a good way to keep candidates warm while you make your hiring decision.
Subject: Update on Your Application Status
Dear [Candidate's Name],
Thank you for taking the time to interview with us for the [Job Title] position. We appreciate your interest in joining our team at [Company Name].
We wanted to let you know that your application has been placed in our waiting pool. This means that while we are currently reviewing other candidates, we were impressed with your skills and experience and may consider you for future opportunities.
We will keep your application on file and reach out if a suitable position becomes available. In the meantime, please feel free to contact us if you have any questions.
Thank you once again for your interest in [Company Name]. We wish you all the best in your job search.
Best regards,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
Waiting Pool with Specific Feedback and Encouragement
This template provides constructive feedback to candidates in the waiting pool, highlighting their strengths and areas for improvement. It also expresses continued interest and encourages them to apply for future openings, thus enhancing your employer branding.
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 and interview process.
We were impressed by your skills in [mention specific skills or experiences]. Your ability to [mention a positive trait or accomplishment] stood out to us. However, after careful consideration, we have decided to place your application in our waiting pool at this time.
We believe that with a bit more experience in [mention area for improvement], you could be an excellent fit for our team in the future. We encourage you to keep an eye on our career page and apply for any positions that align with your skills and interests.
Thank you once again for considering [Company Name] as your next career step. We hope to stay in touch and wish you all the best in your job search.
Warm regards,
[Your Name] [Your Job Title] [Company Name] [Contact Information]
Waiting Pool - Role Specific Template
Tailor this template to the specific role the candidate applied for, indicating that while they are a strong contender, the team is evaluating other candidates for that position. This shows you value their skills-based hiring and understand the role.
Subject: Update on Your Application for [Role Name] at [Company Name]
Dear [Candidate Name],
Thank you again for taking the time to interview for the [Role Name] position at [Company Name]. We truly appreciate you sharing your experience and skills with us.
The team was very impressed with your qualifications and background, particularly in [mention 1-2 specific skills or experiences that stood out]. We believe you could be a great fit for [Company Name].
Currently, we are in the process of carefully evaluating a number of strong candidates for this specific role. As a result, we've decided to place your application in our waiting pool.
What does this mean? It means we are not moving forward with your application right now, but we are keeping you in mind for this role or potentially other suitable opportunities that may arise in the near future. We will reach out if a position opens up that aligns with your skills and experience.
In the meantime, you can stay updated on new openings at [Company Name] by following us on [LinkedIn/Twitter/Company Careers Page].
Thank you once more for your interest in [Company Name]. We wish you the best in your job search.
Sincerely,
The [Company Name] Team
Waiting Pool - Request for Updated Information
Use this template to reach out to candidates in the waiting pool to update their information or gather additional details. This ensures you have the most current data should a suitable opportunity arise, which is important in full-cycle recruiting.
Subject: Checking In: Your Application with [Company Name]
Hi [Candidate Name],
Hope you're doing well!
We're reaching out from [Company Name] regarding your application for the [Job Title] role. You're currently in our waiting pool, which means we were really impressed with your skills and experience, but the role was filled by another candidate whose profile was a closer match to the role requirements.
We're always on the lookout for talented individuals and wanted to check in and see if you're still interested in opportunities at [Company Name].
To ensure we have the most up-to-date information, could you please take a moment to:
- Update your resume (if applicable) and send it to [Your Email Address or Link to Update Profile]
- Let us know if your career goals or interests have changed
- Confirm your contact information is still accurate
This will help us identify suitable opportunities for you as they arise. If you're no longer interested, no worries! Just let us know, and we'll remove you from the pool.
Thanks so much for your time and continued interest in [Company Name]! We appreciate you.
Best regards,
[Your Name] [Your Title] [Company Name]
Waiting Pool - Time-Bound Update
This template is ideal for providing a specific timeframe within which the candidate can expect an update on their application status. Setting a deadline will help manage expectations and maintain a positive candidate experience.
Subject: Update on Your Application Status
Dear [Candidate's Name],
Thank you for your interest in joining our team at [Company Name]. We appreciate the time and effort you invested in your application for the [Job Title] position.
We wanted to let you know that your application is currently in our waiting pool. We are carefully reviewing all applications and anticipate providing you with an update by [specific date].
We understand that waiting can be challenging, and we appreciate your patience during this time. If you have any questions or need further information, please feel free to reach out to us.
Thank you once again for considering a career with us. We look forward to the possibility of working together.
Best regards,
[Your Name]
[Your Job Title]
[Company Name]
[Contact Information]
Download Email Template to Notify Candidate They're in the Waiting Pools in multiple formats
Avoiding Common Mistakes in Candidate Waiting Pool Emails
When notifying candidates that they are in the waiting pool, recruiters often make a few common errors that can impact the candidate experience. One frequent mistake is using overly generic language, which can make candidates feel undervalued. Personalizing communication by acknowledging specific skills or experiences can make a significant difference. Understanding the importance of soft skills in the workplace can also help tailor these emails.
Another mistake is failing to provide a clear timeline or next steps. Candidates appreciate transparency and knowing when they might expect further communication. This uncertainty can lead to frustration and potentially losing interest in the role.
Recruiters sometimes overlook the importance of empathy in their communication. Acknowledging the candidate's efforts and expressing appreciation for their patience can foster a positive relationship. This approach can enhance the candidate experience and maintain engagement.
Additionally, some recruiters neglect to offer alternative ways for candidates to engage with the company while they wait. Encouraging candidates to follow the company's social media or attend upcoming events can keep them interested and informed about the organization.
Lastly, avoiding jargon or overly complex language is crucial. Clear and concise communication ensures that candidates understand the message without confusion. This practice not only reflects well on the company but also sets the tone for future interactions.
Wrapping Up
Crafting an effective waiting pool notification email is an art that combines professionalism with empathy. This approach not only enhances the candidate experience but also strengthens your employer brand.
By avoiding common pitfalls and using clear, concise templates, recruiters can maintain a positive relationship with candidates. Remember, transparent communication can turn a simple waiting pool email into a tool for candidate engagement.
Email Template to Notify Candidate They're in the Waiting Pool FAQs
Why is it important to send a waiting pool notification email?
It keeps candidates informed, maintains a positive candidate experience, and keeps them engaged for future opportunities. Transparency builds trust and strengthens your employer branding.
What information should be included in a waiting pool notification email?
Acknowledge their application, explain the reason for the waiting pool, provide a timeline for updates, and express appreciation for their interest. Consider adding specific feedback if possible.
How can I personalize waiting pool notification emails?
Reference specific skills or experiences that impressed you, mention the role they applied for, and tailor the message to their individual situation. This makes the candidate feel valued and remembered.
How often should I update candidates in the waiting pool?
Provide updates at the timeline you mentioned earlier. Even if there's no new information, a quick check-in shows you haven't forgotten them and keeps them engaged.
Should I use AI to write my waiting pool emails?
AI can help with drafting, but always review and personalize the content. Ensure the tone is empathetic and reflects your company's voice. Using AI for recruitment can be helpful, but human oversight is important.
What are some common mistakes to avoid in waiting pool emails?
Avoid vague language, unrealistic timelines, and generic messages. Be clear about the situation, set expectations, and show genuine appreciation for their application. Don't ghost candidates!
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