How to master text recruiting? [10 ready-to-use templates]

Still waiting for that one candidate to reply to your email?

While you’re refreshing your inbox, candidates are busy checking texts, social media messages, and notifications across multiple platforms. 

If you’re only reaching out via email, chances are your message is getting buried.

Text recruiting offers a faster, more personal way to connect. Whether you’re scheduling interviews, sending reminders, or answering quick questions, SMS or any texting app makes communication seamless—without interrupting a candidate’s day.

Of course, getting it right takes more than just hitting send. 

In this blog, we’ll cover the fundamentals of effective text recruiting and share 10 ready-to-use templates to help you simplify outreach and maintain momentum throughout the hiring process.

Before we get there, let’s start by looking at what makes text recruiting so effective.

4 key benefits of text recruiting you cannot afford to miss

1. Leads to high open & response rates

That said, messages grab attention almost immediately, giving you a better chance of hearing back from applicants. 

Reports show that text recruiting has five times better response rates than emails, which means faster replies and fewer delays in your hiring process. 

While some recruiters are still stuck with stagnant email open rates, others are already using texts to connect with candidates more effectively.

2. Improves candidate experience

Text messages make communication clear and approachable. 

Sharing interview updates, job offers, or feedback through texts eliminates the stiffness of formal emails and encourages more comfortable responses. 

Also, quick follow-ups via text demonstrate responsiveness, making applicants feel valued. 

When communication flows effortlessly, it boosts overall candidate satisfaction and increases the chances of securing top talent.

3. Improves efficiency & reduces costs

Text recruiting is an affordable way to reach a wider pool of applicants, especially younger ones who prefer texting over other communication methods. 

With software like Recruit CRM, you can automate follow-ups, send bulk updates, and keep communication personalized, all with the help of Workflow Automation.

This reduces the need for costly phone calls or time-consuming manual outreach. 

Also, bulk messaging allows you to send updates efficiently without individually crafting each message, while automation ensures no candidate gets overlooked.

By cutting down on administrative work and response time, text recruiting helps you fill roles faster while keeping operational costs significantly low.

4. Scales with your hiring needs

Whether you’re filling multiple roles, focusing on different skills, or just need to reach more candidates, texting helps you stay flexible and efficient. 

You can keep your communication personal and relevant to each candidate, no matter how many people you’re hiring. 

It’s a simple way to stay organized and engaged as your recruitment efforts grow.

3 best text recruiting practices to land you perfect candidates

1. Keep your messages brief and actionable

Long-winded texts will only be discarded, so try to keep your writing concise, clear, and to the point. 

Ideally, it should be around 160 characters, just enough to convey your message without overwhelming the candidate.

Always include a clear call to action (CTA) like “Reply YES to confirm your interview” or “Click this link to upload your resume.” 

This will ensure faster responses without building unnecessary misunderstandings.

2. Personalize, but don’t overdo it

No one wants to receive generic responses such as “Hi, we’ve reviewed your application.” 

Instead, add a personal touch by using the applicant’s name or referring to the specific role they applied for. It makes your text warmer and more human-like.

Don’t be too casual. Using too many emojis, slang, or abbreviations like ‘u’ or ‘thx’ can make you sound highly unprofessional.”

You can try something like “Hi Sarah, your Marketing Manager application is looking good. Would you like to have a quick call?”  to keep it simple, friendly, and effective.

3. Time your messages right

Sending a message at 7 AM or 11 PM is a guaranteed way to get ignored. 

Respect your candidates’ boundaries by reaching out only during business hours, ideally between 9 AM to 6 PM. 

If you’re contacting passive candidates, aim for mid-morning or lunchtime when they’re more likely to check their phones.

If you don’t hear back even then, send a follow-up 24 hours later and wait another 3-5 days before politely nudging them again. 

Anything more than that generally looks pushy.

10 ready-to-use text recruiting templates [FOR FREE]

Frequently asked questions

1. What are the disadvantages of text recruiting?

Text recruiting is quick and straightforward but not without its flaws. 

The space limit may prevent key information from being communicated, and it may sound way too casual at times. 

Over-texting or messaging outside work hours can also seem intrusive. Plus, unlike emails, text conversations lack formal documentation, which can affect compliance. 

Communication may also break down if a candidate changes their number or faces network issues.

2. Should I use my personal phone number for text recruiting?

No, a dedicated business number or recruitment texting software such as Recruit CRM is preferable. 

Your own number compromises privacy and makes it difficult to trace conversations. 

A distinct platform ensures that communication is accurate, systematic, and regulatory compliant.

3. Is text recruitment compliant with data protection law?

Yes, as long as you follow relevant text recruiting laws like the TCPA (Telephone Consumer Protection Act) and GDPR (General Data Protection Regulation). 

Always ensure that you:

• Obtain clear permission from applicants prior to texting.
• Provide an option for candidates to opt out anytime.
• Avoid sending unsolicited marketing messages.

This keeps your text recruiting practices legally compliant and candidate-friendly.