3 Sample Emails to Keep Candidates Warm
Ever wonder how to keep applicants engaged when the hiring process is taking longer than expected? Here’s a look at three stages of the process, along with sample emails to keep candidates warm that may come in handy the next time you’re hiring.
3 sample emails to keep candidates warm
When you’re still reviewing resumes
We consider it a best practice to set up an automated email that goes out to applicants upon receipt of their application. Keep this email short and sweet, and be clear about what they can expect from you (including when they may hear from you next) if they advance to the interview stage.
For example:
Hi [APPLICANT NAME],
Thanks for your interest in the [ROLE TITLE] position at [YOUR ORGANIZATION]. We have received your application, and if we think you’re a fit for the position, we’ll get in touch by the end of the month regarding next steps.
Best,
[YOUR NAME or TEAM NAME]
This email is meant not only to inform applicants of what they can expect moving forward, but it’s also a simple confirmation of receipt so that they aren’t left wondering whether or not you’ve received their materials.
After a second or third round interview
If your interview process gets delayed, reach out to strong candidates to make sure they know you’re still interested. Keeping these candidates warm is more than polite—it's a smart way to engage candidates you may end up moving forward with so they don't get antsy during your hiring process.
Be sure to express gratitude for the time and energy they have invested so far, and share a reasonable estimate for when they can expect to hear from you. For example:
Hi [CANDIDATE NAME],
I’m writing to update you about the [ROLE TITLE] position. We appreciate the time and energy you have dedicated to the interview process, and hope to have a decision to share with you by the end of next week.
I’m happy to answer any questions you may have about the role or organization in the meantime. I will be in touch by [DATE].
Talk soon,
[YOUR NAME]
When you just need a few more days
Whether you have a few or a few hundred applicants, you may need more time to wrap your head around the resumes, cover letters, and supplemental materials that are involved in the hiring process. To show respect for your candidates, consider reaching out to communicate why the process may be taking longer than you expected.
For example, you might explain that you’re waiting to hear back from references, or that your Executive Director is at a conference but will be able to sign off on a final decision after their return. It can also be reassuring for candidates to learn when things unrelated to their candidacy (like your organization launching their new website or the planning of a gala) may have delayed the process.
Here's a sample email to keep candidates warm in this case:
Hi [CANDIDATE NAME],
I hope you're doing well! I wanted to reach out with a quick update on the status of our hiring process. We’re getting close to a final decision, but a member of our hiring team unexpectedly had to go out of office, which has delayed our process by a few days.
I understand that waiting can be challenging, so I wanted to take a moment to thank you for your continued patience. We truly appreciate your interest in this role and the time you've invested in the interview process so far.
Thank you for your understanding!
[YOUR NAME]
Always make sure to thank them again for their patience, and take time to answer any questions they might have. If you’re able, you should also provide a timeline for when they can expect a final decision.
We hope these examples are useful and help you keep strong applicants toasty until you’re ready to make your hire!
***
Ready to close the search? Check out our resource on preparing kind rejection letters next!
