Why should you respond to job application emails?

There are many benefits to responding to job application emails:

• Build a positive company reputation: An excellent company reputation is one of the best ways to attract ideal candidates to your open positions. Taking the time to respond individually to every job application email received is one way to build a reputation that you’re a considerate and professional company that values potential (and current) employees.  
• Increase your professional network: For a recruiter, hiring manager or business owner, having a robust professional network to draw on can make you far more effective at your job. By following proper email etiquette, which includes adding your contact information and that of your company, you can turn every job application email response into a networking opportunity. 
• Attract more applicants: When you provide a positive experience for job applicants, they may refer people they know to your company’s open positions. This can help you choose your next employee from a wider talent pool. 
• Make 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, which is an excellent way to provide a positive working experience moving forward. 

What should be included in a job application response?

When writing a response to a job application email, you should include the following:

• Applicant’s name
• The position they’re applying for
• Confirmation that you’ve received their application
• A tentative date when HR or the hiring manager will finish screening applications
• Your contact information in case they have questions
• Your company’s social media and website links so the applicant can learn more if they wish

Of course, if you’d rather not write a response yourself (or don’t have the time to), using a template can be an excellent alternative. Using a template also ensures you include all the necessary information detailed above. 

Email template for job application response

Here’s an example of an effective job application response email that your business can use when actively 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’re currently in the early stages of our hiring process, but our [HR department/hiring manager] should be finished screening initial candidates by [date]. You can expect a response regarding our decision around this time.

While you’re waiting for a response, feel free to take this opportunity to learn more about our company through our company website [insert company website link] or social media accounts [insert social media links]. You may also find our company blog helpful and informative [insert company blog link].

If you have any questions, comments or concerns regarding your application, please feel free to contact me at [email address] or [phone number]. 

Sincerely,

[Your name][Your job title][Your email signature or contact information]

Alternative response email to job application template

You may sometimes receive job application emails when you aren’t actively hiring anyone. This often indicates that your company has a reputation for being good to work for. Consider sending an alternative response email such as the one below if you’ve received job application emails when you don’t have a specific open position. 

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 position] at this time, but we appreciate your interest in working with us! We’ll hold onto your resume and reach out if a position that fits your skills and experience opens up in the future. 

[Optional 1-2 sentences describing current open positions that may be a good fit, if applicable]

In the meantime, feel free to connect with us and learn more about our company through our blog [insert company blog] and social media accounts [insert social media links]. 

If you have any questions, comments or concerns moving forward, 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][Your job title][Your email signature or contact information]

Template for denial response to job application

Sometimes you read a job application email and know the candidate isn’t a good fit for the position. Letting them know this now rather than later in the hiring process allows the applicant to continue their job search efforts and saves you time at future hiring process stages. The template below can be used to politely decline a person’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 to move forward in our hiring process. After careful consideration, we regret to inform you that you have not been considered for this position at this time. We encourage you to apply for future jobs with our company.

If you have any questions, comments or concerns moving forward, 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][Your job title][Your email signature or contact information]

Even if you receive hundreds of job application emails, it can be beneficial to respond to each one. Each application email response provides the opportunity for several key benefits for yourself and your company. Using an email template for job application responses can streamline the process and make answering every applicant more manageable. 

Frequently asked questions about job application responses

Should you respond to all job applicants?

Ideally, you should respond to every job application email you receive. Using one of the templates above can help streamline the process, making sending individualized responses more manageable and time efficient. 

When should you respond to job application responses?

You should try to respond to all job application emails as soon as possible. If you can, sending one before the end of the work day is ideal. But finding time to do this in your busy work schedule isn’t always possible. A common best practice is to respond to these emails within a week of receiving them. 

What are the benefits of using job application email templates for responses?

The primary benefit of using templates to craft responses to job application emails is that it saves significant time. Instead of writing individual responses to every candidate, you just have to insert a few personalized words or phrases. Another benefit is that a template ensures you include all the necessary information in every response you send.