How to master effective candidate communication? [Free outreach templates inside]

Everyone prefers an “okayyy!” text over a simple thumbs up, just because one feels more validating, and the other one dismissive. 

If we are so particular about communication in our everyday life, why overlook it during recruitment?

With the right tool, you can manage candidate communication from one place and polish your employer brand simultaneously. 

You can choose the best communication tool based on its organizational and integration capabilities, user-friendliness, and other advanced features. This will help you manage candidate communication in one place using a centralized platform and various management strategies. 

Continue reading to learn more.

Why is transparent candidate communication important?

Effective communication is the cornerstone of successful recruitment. 

Yet, it’s a stark reality that a whopping 52% of candidates find themselves in a communication blackout for two to three months, or even more, after applying. 

This is an alarming statistic that needs urgent redressal.

If you’re aiming to build trust amongst your candidate pool, reduce their uncertainty, and provide them with a good candidate experience, transparent communication is crucial. 

While it helps you manage expectations, it also makes your employer brand shine, even for candidates who are not selected.

How to choose efficient communication tools for candidate communication?

Choosing an efficient communication tool becomes a lot easier when it aligns with your needs and the expectations of modern recruiting. 

The following key factors can help you choose an efficient communication tool easily. 

1. Organisation abilities 

You can assess the efficiency of your communication tool by how well it keeps everything organized.

Select a tool that allows you to track candidate interactions, store conversations, and keep everything in one place. Look for features like categorization or tagging, as they can help you manage candidate communication more easily. 

Ensure your communication tool includes automated features, such as reminders and follow-up settings. This way, your candidates wont have to wait too long for your response, giving them a positive candidate experience. 

2. Integration features 

Invest in a communication tool that integrates seamlessly with other platforms you use, such as your Applicant Tracking System (ATS), CRM, or scheduling software. 

Integration helps centralize your processes and reduces the need to switch between different systems. For instance, tools like automated scheduling tools integrate with your calendar and email, allowing you to schedule interviews directly from your communication platform. 

3. User friendliness for recruiters and candidates

Select a communication tool that is intuitive not only for you but also for your candidates, to avoid delayed communication or missed interactions. 

Look for platforms with simple navigation, easy-to-use interfaces, and customizable email templates that help recruiters respond quickly. Many tools allow recruiters to automate responses to common queries or create message templates. This helps reduce response time and increase efficiency.

The tool should allow candidates to interact with your team without confusion. For example, recruiting chatbots integrated into your platform can answer candidates’ frequently asked questions and let them schedule interviews at their convenience.

4. Scalability 

As your organization and candidate communication continue to grow, your tools should be able to handle increased traffic and tasks. 

Go for communication tools that scale up easily, allow you to add more users, handle high volumes of messages, and track multiple hiring processes simultaneously.

Look for cloud-based platforms like Recruit CRM, which can grow with your team and offer huge storage and scalability to manage larger candidate pools as your business expands.

5. Candidate data security 

It’s always better to choose a tool that offers strong encryption and complies with the data protection regulations (such as GDPR), as recruitment often involves managing sensitive candidate information.  

Consider purchasing modern communication platforms that offer secure logins, end-to-end encryption, and regularly updated security protocols. 

Before making a purchase, check whether your communication tool is compliant with your national data protection rules to ensure a legal recruitment process. 

6. Advanced features 

Consider communication tools that offer advanced features such as AI-powered candidate screening, automated scheduling, and follow-up messages to save time and reduce workload. 

With the help of AI-driven platforms and tools (like chatbots), you can answer candidate questions, provide status updates, and even schedule interviews with ease. This allows you to focus on higher-priority tasks by automating repetitive tasks. 

Such advanced features can not only streamline your entire recruitment process but also improve the candidate experience, strengthening your employer brand. 

How to manage recruiter communication in one place?

1. Use a centralized platform 

A centralized platform can help you keep all candidate communication in one place, whether via email, chat, or phone. Having everything stored in a single tool eliminates the need to switch between different hiring platforms.

By centralizing your communication, you can ensure that all interactions are easily accessible to you.  Such platforms allow you to quickly reference past conversations, follow-up notes, and essential candidate details. This reduces the chances of missing important candidate updates and helps you stay organized.

2. Strategize your management 

You must adopt and implement effective communication management strategies tailored to your preferred candidates and talent pool. 

Begin by experimenting with various communication styles and templates, and keep track of their effectiveness using feedback and recruitment metrics. Based on the performative score of your strategy, select the best ones for your organization. 

Some common strategies widely used for candidate communication are:

• Automate your systems to respond to candidate queries within 1-2 business days to keep them engaged.  If your response is delayed, candidates may lose interest or move forward with other opportunities.
• Schedule timely follow-ups, especially after an interview or during a significant stage in the recruitment process. For example, after an initial screening, send a follow-up email to update candidates on the next steps of the hiring process.
• Always ensure that your messages are clear, concise, and well-structured to help candidates understand what is expected from them. This reduces their confusion and provides professional clarity. 

3. Map out essential candidate touchpoints

As a recruiter, you will be in touch with the candidates throughout the entire recruitment process. The whole candidate journey can be divided into four key stages.

By identifying different focus points of communication in each stage, you can work on your candidate relationship management effectively from your CRM or other software:

Candidate journey stage	Candidate communication focus point	How to manage candidate communication from one place
The pre-application stage	Communicate job details, required qualifications, deadlines, company culture, and what candidates can expect from the hiring process.	Use a centralized platform to store and share job descriptions and hiring expectations. Automate job alerts and application instructions through a single platform.
Post-application stage	Acknowledge candidates’ applications and let them know when they can hear back from you	Automate acknowledgement emails, track application status to schedule follow-ups
Pre-interview stage	Confirm interview details with the candidate and ensure they know the time, location, and format of the interview	Use scheduling tools to store data and reminders
Post interview stage	Provide candidates with interview feedback (positive or constructive) regardless of whether they’re selected.	Use templates for feedback emails and send tailored messages automatically to provide a personalized candidate experience.

4. Use clear communication to set expectations

Your candidates should always know what to expect from the process, as transparency helps them feel more confident about you. 

For example, if you’ve told a candidate that they will hear back within a week after the interview, make sure to follow through with that promise. If something on your end delays the process, keep them informed.

You can establish such clear candidate communication through automated status updates and customizable email templates. To clearly outline the next steps for the candidate, you can send additional documents, schedule additional interviews, or prepare candidates for interviews/assessments. 

5. Make use of candidate communication templates

Templates let you quickly respond to common messages, such as interview confirmations, follow-up requests, and rejection notices. 

With pre-written, customizable templates, you can maintain consistency in your communication and reduce possible errors and time-per-hire.

Templates ensure that all team members are on the same page regarding candidate communication. By making them accessible to all recruiters in your team, you can effectively manage candidate communication as the messaging format, tonality, and structure remain consistent for your recruitment brand. 

Get your hands on these 5 effective candidate communication templates

Now that we know how vital communication templates are (especially when it comes to managing candidate communication), here are some free ones that you can use in different scenarios, ranging from candidate sourcing messages to post-interview emails.

1. Sourcing message for potential client template 

Note: This template is ideal when you’re actively sourcing candidates or reaching out to someone you believe may be a good fit for an open role. It’s a great way to initiate contact with potential candidates and start a conversation about a job opportunity.

2. Follow-up after application submission template 

Note: Use this template after a candidate has submitted their application. This follow-up acknowledges their application and sets expectations for when they will hear back. It will keep candidates engaged and informed.

3. Interview scheduling message template 

Note: Use this template when you are ready to invite a candidate for an interview after reviewing their application or screening. This message can be used for both in-person and virtual interviews.

4. Post interview thank you message template  

Note: This template should be used after an interview has been completed, regardless of whether the candidate is selected. It shows appreciation for their time and keeps them informed about the next steps in the process.

5. Offer letter follow-up template 

Note: Use this template when extending a job offer to a candidate. It outlines the offer details and sets clear expectations for next steps, such as signing the contract or discussing terms.

Candidate communication FAQs

1. How does Recruit CRM help in candidate communication?

Recruit CRM acts as a centralized platform for managing all candidate communication. It allows you to track and store candidate conversations, interviews, and candidate updates in one place. 

It provides advanced features for automated follow-ups, interview scheduling, and feedback sharing, aiming to make recruiter-candidate communication smooth and hassle-free. It also integrates with other tools, allowing you to manage all candidate-related activities without switching between different platforms. 

This helps you save time and provide a good candidate experience.

2. What are the best tips for effective candidate communication? 

The following are the best tips that you can use to ensure effective candidate communication in your recruitment process:

• Keep your messages easy to read and understand by avoiding jargon. Use language that’s professional yet approachable.
• Keep candidates informed throughout the recruitment process.
• Always set clear expectations for when candidates can expect to hear from you, whether it’s for interview feedback or to inform them about the next steps.
• Address all candidate queries promptly and thoroughly to show that you value their time and engagement.
• Personalize your emails and texts to show that you are genuinely interested in your candidates. 
• After completing the recruitment process, ask candidates for feedback on their experience. 

3. How do you communicate effectively with candidates?

To communicate effectively with candidates, focus on clarity, consistency, and timeliness. Make sure that you are always clear about the next steps, expectations, and any actions required from the candidate. 

Be consistent in your messaging to ensure no information is missed. Do not make your candidate wait too long for your messages, as they can get frustrated or lose interest. 

Always use a centralized communication tool to efficiently track and manage candidate communication.

4. Which is the best candidate communication tool with integrated features?

Recruit CRM is one of the best tools for candidate communication with integrated features. 

As an all-in-one software, it provides all interactions in a single platform so that you don’t have to switch between multiple tools. It includes automation for follow-ups, interview scheduling, status tracking, and messaging templates. It easily integrates with your calendar, keeping data up to date everywhere. 

Using its advanced features, such as candidate engagement tracking and communication reporting, you can build better relationships with candidates and improve your hiring results.

Summary 

• Transparent candidate communication is essential because it builds trust among candidates in your employer brand and provides a positive candidate experience.
• You can select the right candidate communication tool by looking for software that offers key features such as organizational capabilities, integration capabilities, user-friendliness, scalability, data security, and AI-automation.
• Recruiters can manage candidate communication in one place by using a centralized platform, strategizing their communication, mapping candidate touchpoints, setting clear expectations, and using email/messaging templates.

Author’s bio

Skirmantas Venckus is a writer by day and a reader by night. He hates talking about himself in the third person. He is also the growth hacker at Sender.net – the email marketing provider that is focused on user-friendliness, affordability, and utility.