Why is it important to know whether to text, call or email candidates?

Your company’s hiring strategy determines the appropriate contact method. In some cases, calling the candidate allows for more effective communication than sending an email. However, emailing typically offers prompt responses in a more formal format than text.

Knowing when to choose each type of communication demonstrates your respect for the candidates’ time and their preferred method of contact.

When to email a candidate

Email is the most common form of communication between applicants and Recruiters. Many job applications are emailed, so applicants may expect a response through this channel.

This method is typically best for formal communication, such as scheduling interviews, providing detailed information like a job offer letter and giving official updates on hiring status or salary negotiations. Providing clear subject lines can help ensure your email correspondence is effective and well-received.

Emails typically offer the opportunity to maintain frequent contact while letting the candidate check for new messages at their convenience.

Emailing candidates can be most appropriate for:

• Contacting them about their recent application
• Detailing the next stage in the application process
• Confirming the date and time of an interview
• Requesting further materials to support their application
• Following up after an interview

While email correspondence is often the most appropriate form of communication, it may not be suitable for conveying sensitive information. For example, you might choose to call an applicant if you don’t select them after an intensive interview process. You can follow business email etiquette when communicating with prospective employees.

When to call a candidate

Phone calls are generally more personal than email correspondence and allow real-time clarification on important matters, such as scheduling or pay expectations. They can also be a better option for delivering sensitive messages, such as job offers, rejections or feedback.

You might send candidates a phone interview email to schedule a time that works for them. During this initial phone call, you can discuss their interest in the role and relevant experience or answer their questions.

A phone interview provides insight into the candidate’s interpersonal skills and lets you assess verbal communication skills, which can be relevant to many customer- and client-facing roles.

You might also choose to call applicants for these purposes:

• Notifying them of a job offer
• Informing them that you’re pursuing other candidates
• Congratulating them on getting the job

For most applicants, a phone call is a significant step in the hiring process, since many employers reserve it for important updates.

When to text a candidate

Texting is a relatively new communication channel for hiring managers. It’s often a more personal, direct form of communication than email. This option can be best for quick logistics, such as sending interview reminders, directions to your office or confirmations of receipt.

As a secondary channel, texting lets you follow up with applicants if an email goes unanswered. This helps ensure communication hasn’t been overlooked or directed to their inbox’s spam or junk folder. It can also give applicants a simple way to ask questions and may attract a younger generation of applicants.

You may text candidates for:

• Sending reminders of upcoming interviews
• Notifying them that action is required via email
• Confirming an interview has been scheduled
• Prescreening candidates

When to conduct a video interview

Video interviews are an effective alternative to in-person meetings when filling remote or hybrid positions. This can help you broaden your candidate pool by connecting with applicants who live in a different state or country, depending on the company’s setup. If your company uses several rounds of interviews, you might also use video interviews before meeting with selected candidates in person.

When scheduling and conducting a video interview, explain to the candidate that they need to turn their camera on. This can help them select a quiet, private workspace with a professional background before joining the call. Having the cameras on during a video call can also help you identify fake interviews, meetings with artificial intelligence (AI) deepfakes or applicants impersonating more experienced individuals.

When to meet with a candidate in person

In-person meetings can help build relationships with prospective employees. They’re typically appropriate when conducting final interviews or discussing job offers.

In-person interviews aren’t always necessary or practical when hiring a fully remote candidate. However, inviting applicants into the workplace for final interviews for positions requiring in-person or hybrid schedules is typical. This visit lets candidates visit the workplace and observe the environment. For example, they may assess whether your space has an ergonomic setup. You can also evaluate their professionalism and interpersonal skills.

General guidelines for communicating with candidates

Regardless of how you connect with job candidates, maintain a consistent tone and professionalism across all channels by using inclusive language and avoiding hiring bias. For example, you can choose terms sensitive to applicants in your correspondence, such as using “culture add” vs. “culture fit.”

Consider asking all candidates the same interview questions or use a rubric to give each candidate a fair chance for the position.

You can align the channel to the message’s importance and sensitivity, and consider the benefits and drawbacks of virtual vs. in-person interviews. For example, an email may be appropriate to tell an applicant you didn’t select them. However, a phone call is likely more suitable if they’ve completed several rounds of interviews or submitted various assessments.

Discuss preferred methods of communication with candidates whenever possible. The candidate will likely be more available when contacted through their preferred communication channels.