Why use a hiring text message?
As the name implies, a hiring text message is an SMS acting as a first contact with potential candidates for your company. A text message allows you to convey information quickly and receive a direct response. It’s also an opportunity to engage with candidates in an alternative way when hiring younger generations, like Gen Z, who often prefer to communicate with short messages on their phones rather than long-form emails.
6 text rules to follow for communicating with candidates
When using text messages to communicate with candidates or potential applicants, it’s critical to apply the rules of text etiquette. The tone of the messages, frequency of communication and wording you choose reflects directly on the company. Therefore, the way you craft a text message to communicate with candidates should resemble the same thought process as drafting a professional email but in a shorter format.
1. Use professional language
Although communication via text message among friends or family members is often casual, using text messaging for chatting with candidates is different. While the tone can be less formal than an email, it’s important to maintain the same level of professionalism. Don’t use abbreviations, slang or language you wouldn’t use in the workplace. To assess the quality of your text message, think about how it would read if you copied and pasted it into an email format. If it doesn’t translate well to this more professional platform, consider tweaking your message to better reflect the tone of your workplace.
2. Keep it concise
It may seem obvious, but text messages are designed to be a brief, quick method of communication. Sending lengthy texts that are packed full of critical information is not an efficient way to use this digital messaging option. Avoid sending too many details via text message because they’re likely to get lost or forgotten. It’s not as easy for candidates to return to past text messages to reference times and dates as it is to search for them in their email inboxes.
Consider only using texting as a way to touch base with applicants and confirm they have received an email from you. You can also use text messages as a brief means of notifying applicants that you have sent them an email or left them a voice message. Additionally, short texts can be useful for sending reminders at intervals leading up to an interview date or application deadline.
For example, you can send a text message that reminds candidates that their phone interview is coming up in 24 hours. You can also use text messaging to confirm for applicants that you have received their application materials. This encourages them to continue watching their inbox for further communication from you, ensuring they don’t miss a step in the interview process.
3. Proofread before sending
Just like you would proofread an email or letter before sending it, text messages sent as part of a professional relationship also require proofreading. Check for spelling errors, typos, punctuation errors and awkward autocorrect changes that could alter the meaning of your text. Take time to reread the message aloud before hitting send to ensure it conveys a tone consistent with your brand.
One of the most important aspects of a text message to double-check before hitting send is the candidate’s name. Not only do you need to confirm that you’ve got the first and last name of the applicant right to avoid causing confusion, but spelling both names correctly is essential. Misspelling a candidate’s name may signify a lack of respect and suggest that you don’t value them as an individual.
4. Limit the frequency of text messages
A hiring text message can be a useful way to maintain a line of communication with applicants throughout the process. However, cell phones are also extremely personal devices that are often with people at all times. Frequent messaging to a mobile phone can come across as invasive and annoying, potentially deterring a valuable applicant from continuing with the process of interviewing for a position with your company.
Consider that how you communicate during the application and interview process sets the tone for what it’s like to work for your business. If candidates get the impression that they will be frequently bombarded by text messages, they may decide that your company doesn’t have healthy boundaries when it comes to work-life balance.
To prove to candidates that you respect their personal time and the impact that receiving work messages while at home can have on mental health, time the delivery of text messages carefully. Don’t overcommunicate or flood applicants’ phones with meaningless updates about their application status. Use text messages sparingly to confirm when you receive materials they’ve sent or notify them of an email they should look for. Reminders of upcoming interview times or deadlines are acceptable as long as they’re not too frequent or overbearing. Limit reminders to a week before, a day before and an hour before.
5. Get permission
It’s important to respect a candidate’s privacy and boundaries throughout the application process. The only time you should text a candidate is if they have willingly provided you with their phone number and agreed to receive communications from you. Because so many people view texting as a personal way to communicate, once you make contact, you can ask the candidate what their preferred method of communication is. If they opt out of texting and choose to be contacted by email or phone call instead, it’s critical to respect that decision.
As part of respecting a candidate’s privacy, you should never share their contact information with other departments or partner companies without their permission. For example, if you decide to go in another direction and not hire this person but think they might be a good fit elsewhere in the company, ask them for permission to forward their resume and contact information to another hiring manager before doing so.
6. Always identify yourself
Finally, when initiating text communication with candidates, it’s good text etiquette to clearly identify yourself. Doing so upfront avoids confusion about who’s contacting them and the reason for the contact. Start the initial text conversation by stating your name, your position and the name of the company you work for. You can also note that you received their application for [X position] via [X platform] to provide credibility. You want to instill confidence that they’re being contacted by a legitimate company employee and aren’t part of a text messaging scam.
Failing to identify yourself can result in the person deleting your message or blocking your number if they think they’re receiving unsolicited messages. That’s why this is one of the biggest don’ts of text recruiting. Establishing clear communication from the outset is the key to developing a positive relationship with a candidate and potential future employee.
