5 Steps to Improve Communication with Applicants

5 Steps to Improve Communication with Applicants

by Caleb Larkin

Building credibility with applicants is about one thing: communication. As an applicant, nothing is more frustrating than submitting an application and not hearing a word back. As a company, one of the best ways to attract higher quality applicants is by establishing a reputation of clear and frequent contact in the application process.

“Applicants want constant updates to feel their application is being reviewed and they are still being considered for the position”

Emails, phone calls, and even texting improve the two-way flow of communication to build your company’s reputation. Applicants want constant updates to feel their application is being reviewed and they are still being considered for the position. Communication is important in each step along the way from applicant to new hire. We suggest contacting applicants at the following points: (1) when submitting an application, (2) when making application status updates, (3) when you determine they are not qualified, (4) when scheduling interviews, and finally (5) when extending offers.

ApplicantPro has a solution to allow you to communicate with your applicants every step of the way.

The “Thank You for Submitting” Email

The first step is confirmation of a completed application. A simple email satisfies the worry of a job seeker who needs physical evidence that their application was received. ApplicantPro sends an automated, customizable email to each candidate as soon as he or she submits an application.

Yet we go a step further to communicate with applicants in the process of apply. We send an automated email to remind job seekers who start an application, but did not submit, to log back in and finish their application. In this way, ApplicantPro even helps you communicate with those are not yet applicants.

Application Status: Shown to Applicants

Statuses are a great way for you to organize your candidate flow from “reviewed” to “interview scheduled” to “hired.” Yet most companies fail to keep candidates informed where they are in this process. Applicants just want to see change in their status as proof their application is under real consideration.

ApplicantPro allows you to show a status to the applicants to inform them of updates. However these statuses can be tied to your internal application status, but display different information than the status a hiring manager sees. It is the perfect compromise between giving hiring managers privacy in making changes on an application and satisfying the constant applicant demand for updates on their application.

The Rejection Letter

As any applicant knows a rejection email is more comforting with resolution than not receiving anything. A simple rejection email will save you time from applicants constantly calling to follow up on their submitted applications. The email can also put applicants’ minds at ease and set a future expectation when candidates apply.

ApplicantPro offers a simple solution to save time on sending rejection emails. Using email templates you can setup personal emails that be sent on a mass scale. You can send rejection emails to all applicants with a “not qualified” or “not selected” status and easily track the emails.

Scheduling Interviews

Scheduling an interview in ApplicantPro goes beyond sending a email to the candidate requesting an appointment. The system also allows you to schedule calendar reminders and even integrate the events in your calendar management software. Keeping track of interviews has never been easier to schedule.

Offer Letters

Finally, extending offer letters are easily setup as email templates in the system. The information is tracked and recorded. Messages can quickly be personalized and modified to a specific applicant’s offer. The seamless communication will give the applicant the best transition from candidate to employee, improving your company’s work environment credibility.

Additionally there are guidelines to best practices when communicating with applicants that include: clarity in messages, frequency, and personalizing all emails and texts an applicant receives. For a full list of best communication practices click here.

For more information on how ApplicantPro can help you better communicate with your applicants or to schedule a demo, click here.


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