Why should you respond to job application emails?

The benefits of responding to job application emails can include:

• Building a positive company reputation: When you respond to every job application email, you can build a reputation as a considerate, professional company that values potential and current employees.
• Increasing your professional network: A robust professional network can help recruiters, hiring managers or business owners source candidates. By following proper email etiquette, such as including your company’s contact information, you can turn every response into a networking opportunity.
• Attracting more applicants: When you provide a positive experience for job applicants, they may refer other professionals to your company’s open positions. This can help you choose your next employee from a wider talent pool.
• Making candidates feel valued from day one: Every candidate has the potential to be your next employee. Ensuring a positive candidate experience can make them feel valued from their first interaction with you.

What should be included in a job application response?

When writing a response to a job application email, craft a clear, professional message confirming receipt of the application. You might include the following:

• Applicant’s name
• Position they’re applying for
• Confirmation that you’ve received their application
• Tentative date when the human resources (HR) manager or hiring manager will finish screening applications
• Your contact information for any questions
• Links to your company’s social media and website

You can also include the job title or role in the subject line of your email to personalize the message and help candidates easily identify your email.

If you can’t personalize every email, consider using a template to streamline the process.

Tips for creating efficient job application response processes

Create effective processes that ensure job applicants get a quick response while respecting your HR team’s workload. You might consider these tips:

• Using an applicant tracking system (ATS) with automation features: Many ATS platforms can generate automated responses to applicants about the status of their application. You can often customize these communications, so responses are professional and personalized for each open position.
• Creating automated responses by category: You might create separate templates for specific scenarios, such as confirming receipt, retaining information for future openings or announcing a hire.
• Determining turnaround times and standardizing them: You may use automated emails to immediately confirm a response, or consider sending an email within the first 24 hours with a more personalized message.
• Assigning ownership for the emails: Whether it’s a hiring manager or an HR generalist, ensure one person is responsible for overseeing the email workflow.
• Documenting manual responses: If you choose to send individual emails, you might keep a library of manual email responses that managers can refer to when sending applicants an email.
• Tracking email metrics: Using the open rate as a recruiting metric may encourage you to make adjustments to your subject line or email content.

Three templates for job application response emails

Templates can help your team send professional emails quickly and efficiently. You can also use them to create automated response emails.

Here are three to consider:

Email template for job application response

Here’s an example of an effective job application response email your business can use when hiring for open positions.

Subject: Your application to [Company Name] has been received

Dear [Applicant’s Name],

Thank you for applying for the position of [Title] with [Company Name]. We’ve received your application and appreciate your interest in working with our company. We are currently in the early stages of our hiring process and expect to finish screening initial candidates by [date].

The interview process will begin for shortlisted candidates after that date. You can expect a response regarding our decision around this time. If selected, you will receive an interview invitation with further details.

While you’re waiting for a response, please take this opportunity to learn more about us through our company website or social media accounts. You may also find our company blog helpful and informative. If you need further information about the interview process or next steps, please let us know.

If you have any questions regarding your application, you can contact me at [email address] or [phone number].

Best regards,

[Your Name]

Alternative response email to job application template

You might receive job application emails when you aren’t actively filling open positions. Consider sending a response with the following information:

Subject: Your application to [Company Name] has been received

Dear [Applicant’s Name],

Thank you for sending your application to [Company Name]. We aren’t currently hiring for [Job Title] at this time, but we appreciate your interest in working with us! We’ll keep your resume and reach out if a position that fits your skills and experience opens up in the future.

In the meantime, feel free to connect with us and learn more about our company through our blog and social media accounts. For future applications, we recommend reviewing job descriptions carefully to tailor your resume and highlight relevant skills.

If you have any questions, please feel free to contact me at [email address] or [phone number]. I wish you the best in your job search efforts.

Sincerely,

[Your Name]

Template for a denied job application

Sometimes, you read a job application email and know the candidate’s skill set isn’t aligned with the position. Sending a kind rejection email lets them move on with their job search. You can use this template to politely decline a candidate’s job application:

Subject: Regarding your application to [Company Name]

Dear [Applicant’s Name],

Thank you for taking the time to apply to [Company Name] for the position of [Title]. We appreciate your interest in working with us.

Unfortunately, we received many applications for this position and had to narrow down candidates for the next stage in our hiring process.After careful review, we are not considering you for the position at this time.

We encourage you to apply for future jobs with our company and will consider you for future opportunities that may better match your skills.

If you have any questions, please feel free to contact me at [email address] or [phone number]. I wish you the best in your job search efforts.

Sincerely,

[Your Name]