Benefits of AI recruitment email tools

Using AI to help create and manage recruitment emails can provide numerous benefits, including:

• Better efficiency. ChatGPT and other AI tools can help generate email content quickly, helping to save recruiters valuable time. More efficient email creation processes can free recruiters to handle more complex hiring duties.
• More consistent communication. Drafting emails with AI can help ensure communication from HR maintains a similar tone and voice, even if it comes from more than one recruiter.
• Easier personalization. AI tools can help you create dynamic, personalized responses even when you need to send emails to dozens of candidates.
• Improved candidate experiences. Polished, efficient communication from recruiters can increase candidate confidence in the hiring process and provide a better overall experience, which may help attract top candidates.

Related: AI for Talent Acquisition: How It’s Transforming the Process

6 ChatGPT recruiting email prompts to try

You can use ChatGPT prompts to create AI recruitment emails to support various tasks, from outreach to offers.

1. Outreach email prompt

Use this type of prompt when you want to reach out to potential candidates who have yet to apply for a position. You might want to approach potential applicants you find through professional databases, job boards or social media.

Prompt example: Please write an email with a friendly tone that introduces the company and invites the candidate to learn more about an open position. The first sentence should convey that I am a recruiter reaching out on behalf of (insert company name). Follow that with a short paragraph about (company name) and a third paragraph that describes the open position.

Tip: You can generate a more tailored email by providing ChatGPT with additional information. For example, you might copy in the job description for the open position and any resume information you have for the potential applicant. Then, ask ChatGPT to let the candidate know why they might be a good fit for the position.

2. Follow-up email prompt

Use this prompt when you want to follow up on an outreach email or any other communication sent to a candidate.

Prompt example: Write a professional and polite email letting (insert candidate) know that I’d like to follow-up on my previous email dated (insert date). The candidate hasn’t responded to (insert offer or request).

Tip: You can potentially save time by asking ChatGPT to create multiple emails for various candidates. First, let ChatGPT know how many emails you’ll need and tell it you’ll provide a list of candidates. Provide the prompt and list, and ask the AI to create a separate message for each person.

3. Interview invitation prompt

Use this prompt when you want to invite a candidate to a first-round interview. It’s helpful to have a list of names and dates/times you would like to interview each person.

Prompt example: Please draft emails to the following candidates inviting them to accept an interview request for (insert position). Each email should include the specific date and time associated with the candidate.

Tip: Combine AI recruiting emails with calendar tools help automate interview scheduling. If the suggested time doesn’t work for a candidate, they can pick another open time on the calendar.

4. Offer letter email prompt

Use this prompt when you want to write an email offering a candidate a position.

Prompt example: Compose an email offering (insert candidate name) the position of (insert position) with (insert company name). Please include the following offer details in an organized and concise way. The tone of the email should be enthusiastic but professional.

Tip: Provide a list of any facts you want ChatGPT to include in the offer email, such as the date you need the person to start, details about compensation or why you think the candidate is a good fit.

5. Networking event email prompt

Use this prompt when you want to invite a specific person to connect with you at a networking event or job fair. You can also use a more generic version of this prompt to create an email to invite many people to an event.

Prompt example: Please draft an email inviting candidates and potential talent to visit the (insert company) booth at the job fair. Include a list with short descriptions of the positions we’re hiring for, which I’ve included below.

Tip: To make your email more engaging, consider asking ChatGPT to include a direct link to your company’s careers page or a form for candidates to schedule one-on-one conversations with the team. This helps ensure interested candidates can easily connect with you.

6. Rejection email prompt

ChatGPT can help you write more challenging emails, such as those rejecting candidates who were not right for a position.

Prompt example: Generate a professional but kind email letting (insert candidate name) know they were not the right fit for the (insert position name) position at this time. I’ve included notes from the interviewing manager below regarding this candidate. Please include a couple of points of feedback in the email, and let the candidate know we will keep their resume on file for future opportunities.

Tip: You can let ChatGPT know that you need more than one email like this. Provide a list of candidates with a few talking points for each, and have AI generate personalized rejection emails for each person on your list.

Remember to humanize AI-generated content

While ChatGPT can help speed up the process of writing AI recruitment emails, it’s important to review any work done by any AI-recruiting assistant. Some potential ways to humanize AI-generated emails may include:

• Reviewing copy for accuracy. Ensure all the facts are correct and that the AI didn’t make any statements that are confusing or untrue.
• Editing content for voice and style. While you can train AI to create copy with your brand voice in mind, it’s not perfect. Have a human recruiter read and edit emails to keep things as consistent as possible.
• Add personal touches. When possible, add a personal touch to emails—especially offer and rejection emails. For example, if you previously spoke to a candidate and know they were on vacation last week, you might add “Hope your trip went well!” to an AI-generated email.

FAQs about AI recruiting emails

Will AI recruitment emails sound robotic?

AI content is created in response to prompts. If you enter detailed prompts, your content should not sound robotic. You can ask ChatGPT to sound professional, friendly or formal, for example. However, you may need to edit AI-generated recruitment email text to ensure it aligns with your company’s style and voice.