The recruitment process isn't just about finding the right talent—it's also about how you engage candidates throughout the journey. Maintaining timely, meaningful communication can be the difference between securing top candidates and losing them to competitors. A well-thought-out cadence of follow-up and engagement can also enhance the candidate experience, leaving a lasting positive impression even if they don’t land the role. In this article, we'll explore how recruiters can build a structured approach to candidate engagement through proven follow-up cadences and share templates to streamline the process.
Let’s dive into Mastering Candidate Engagement: Proven Cadence and Follow-Up Templates for Exceptional Candidate Experiences.
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The Importance of Follow-Up in Candidate Engagement
Candidate engagement doesn’t end after the first interaction. Candidates are more likely to stay interested when they feel informed and valued throughout the process. Regular, personalized follow-ups ensure that candidates are updated about their progress and can build a sense of trust with the recruiter and the company.
A well-defined communication cadence shows candidates that their application isn’t just floating in a void but is moving through a thoughtful process. It also helps alleviate any anxiety or uncertainty they may feel. Engaged candidates tend to have a better perception of your company, even if they don't end up being hired.
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Designing an Effective Follow-Up Cadence
The key to candidate engagement lies in setting up a structured follow-up cadence. This cadence should be responsive and proactive, ensuring candidates feel valued at every stage. Here's a suggested cadence for keeping candidates engaged:
Day 1 – Application Acknowledgement: As soon as a candidate applies, the candidate should receive an acknowledgment email. This is a crucial first touchpoint to confirm that their application has been received and to set expectations for the next steps.
Template: Subject: Thank You for Applying to [Job Title] at [Company Name]
Dear [Candidate Name],
Thank you for your interest in the [Job Title] position at [Company Name]. We’ve received your application and will be reviewing it shortly. We will follow up with you in the next [X days] regarding the next steps.
Best regards,
[Your Name], Talent Acquisition Team
Day 3-5 – Initial Review Update: After the initial review, send a brief update, even if the candidate isn’t moving forward yet. This reassures them that the process is ongoing.
Template: Subject: Application Update for [Job Title]
Dear [Candidate Name],
We wanted to keep you informed that we are in the process of reviewing applications for the [Job Title] position. Your application is under consideration, and we will reach out within [X days] with more information.
Thank you for your patience,
[Your Name], Talent Acquisition Team
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Engaging Passive Candidates: Staying Top of Mind
Regular touchpoints are essential for keeping passive candidates engaged—those who aren’t actively looking but may be a good fit for future roles. The goal is to nurture the relationship without overwhelming them with too many messages.
Initial Outreach: When reaching out to passive candidates, personalize the message, highlighting why they are a good fit based on their experience and the company’s needs.
Template: Subject: Opportunity at [Company Name] That May Interest You
Dear [Candidate Name],
I came across your profile and was impressed by your background in [specific skill/experience]. We have an exciting opportunity at [Company Name] that aligns with your expertise, and I’d love to connect to discuss this further.
Looking forward to hearing from you,
[Your Name], Talent Acquisition Team
Follow-Up After No Response: If a passive candidate doesn’t respond initially, it’s important to follow up without being too pushy.
Template: Subject: Checking In: Opportunity at [Company Name]
Dear [Candidate Name],
I wanted to follow up on my previous message regarding the [Job Title] opportunity at [Company Name]. I believe this role would be a great fit for your background, and I’d love to discuss it with you when you’re available.
Best regards,
[Your Name], Talent Acquisition Team
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Post-Interview Follow-Up
After an interview, it's vital to keep candidates engaged, whether they are progressing to the next stage or not. Timely follow-up here shows respect for their time and effort.
Post-Interview Thank You: Send a personalized thank-you email within 24 hours of the interview.
Template: Subject: Thank You for Interviewing for [Job Title] at [Company Name]
Dear [Candidate Name],
Thank you for taking the time to interview with us for the [Job Title] position. It was a pleasure learning more about your background and how your skills align with the needs of our team.
We will be in touch within the next [X days] with an update on your application status.
Best regards,
[Your Name], Talent Acquisition Team
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Inviting Candidates to Follow Your Career Page on Social Media
Another essential element of ongoing candidate engagement is inviting candidates to follow your company’s career page on social media. This step ensures that candidates stay connected with your organization and remain aware of future opportunities. It also helps maintain your employer brand in their minds, making them more likely to engage with you in the future.
A well-crafted invitation can encourage candidates to engage with your content and keep your organization top of mind.
Template: Subject: Stay Connected with Us! Follow Our Career Page
Dear [Candidate Name],
Thank you for your interest in [Company Name]! While you are under consideration for [Position Name], we invite you to stay connected with us. Following our career page on [LinkedIn/Facebook/Instagram] lets you stay updated on the latest job openings and company news.
Click here to follow us: [Insert Link]
We look forward to staying in touch!
Best regards,
[Your Name], Talent Acquisition Team
*Pro Tip:
Building a Targeted Pipeline for Other Openings
Even if candidates aren’t selected for the current role, they may still be a great fit for future openings. You can build a targeted talent pipeline by proactively asking them to share their top 3 interests and salary expectations. This approach allows you to match candidates to other suitable opportunities in the future and fosters long-term engagement. It also positions you to send your candidates-related content in a drip campaign to keep the conversation going.
Template: Subject: Explore Future Opportunities at [Company Name]
Dear [Candidate Name],
Thank you again for your interest in the [Job Title] position. While we have moved forward with another candidate for the [Position Name], we would love to keep you in mind for future opportunities at [Company Name]. To help us better match you with potential roles, could you kindly share your top three preferred job titles and your salary expectations? This will help me proactively match you to targeted new jobs as they come available that align with your goals and salary requirements.
- Job Title 1:
- Job Title 2:
- Job Title 3:
- Preferred Salary Range:
We look forward to considering you for future positions that align with your skills and preferences. Please don’t hesitate to reach out if you have any questions or want to discuss further opportunities.
Best regards,
[Your Name], Talent Acquisition Team
*Pro Tip: An invitation to join your organization's talent community is very different from a Recruiter invitation for future matchmaking! Even if your applicant tracking system (ATS) sends automated invitations, this is the hyper-personalized step you don't want to miss. Recruiters who implement this step and manage the data to empower them for the most timely outreach will position themselves to win in the war for top talent.
Closing the Loop: Rejections and Next Steps
One of the most critical parts of candidate engagement is closing the loop with candidates who aren’t moving forward. A thoughtful rejection email helps maintain a positive relationship, which can lead to future opportunities.
Rejection Email: A well-crafted rejection email should be empathetic and encourage future engagement.
Template: Subject: Update on Your Application for [Job Title]
Dear [Candidate Name],
Thank you again for taking the time to interview for the [Job Title] position. After careful consideration, we have decided to move forward with another candidate for this role.
We truly appreciate your interest in [Company Name] and encourage you to apply for future opportunities that match your skills and experience.
Best regards,
[Your Name], Talent Acquisition Team
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Resources for Further Reading:
- How to Build a Talent Pipeline: Best Practices for Nurse Recruitment
- Improving Candidate Experience Through Structured Communication
- 5 Strategies to Engage Passive Candidates in Healthcare Recruitment
Mastering candidate engagement requires consistency, empathy, and a well-defined cadence. By implementing these strategies and using the templates provided, recruiters can significantly improve the candidate experience and nurture long-term relationships with active and passive talent.
