Welcome to Leoforce!
Home Resources blog 8 ways HR can improve email communication for candidates

8 ways HR can improve email communication for candidates


Like any film, an effective email should have a beginning, middle, and end. The delivery of mail from one site to another must go without any delays. To do this, we break down each suggestion into manageable paragraphs. Here are 8 ways HR can improve email communication with candidates.

Email communication fundamentals

Craft a compelling subject line

It’s imperative that you craft a compelling subject line for your email. More than half of all email recipients evaluate the message solely based on the subject line. You want to make sure that your subject line is clear, honest, direct, and tailored to the recipient. It’s possible that you won’t find the perfect solution until you try a few other things.

Use a two-line “hook-line” to introduce the purpose of your email. This teaser provided context for the candidate and enticed them to keep reading the email.

An outstanding email for prospects will include the company name, details about the job or function, and the reference or source of this hiring.

Your email’s main body should still contain a lot of useful details. Reduce the candidate’s concerns while maintaining clarity. Link to relevant resources and make short references to save space.

In addition, the dialogue should gradually lead up to the primary purpose of the exchange.


Strategically structure your email

A call to action should be included in the final paragraph of the email. Say “thank you,” “show your excitement,” and “urge them to take proper actions” such as completing a form, replying to emails, setting up interviews, and submitting further documentation.

If you want to avoid confusing your potential customer, avoid using a muddled closing. Sets forth the specifics of what, how, and when the candidate’s response is expected to be made.


Keep it brief

Writing lengthy emails with a lot of fluff is a bad way to get your point across. Make a mental list of bullet points to help you write a clear and concise email.

If you feel the need to provide more detail in your email than is strictly necessary, you may always include relevant links or file attachments. Typically, this is data that is easily accessible elsewhere or of little significance.

To save the other person the trouble of digging through an email chain, copy and paste relevant information from previous exchanges into the current email.

Make generic email templates for use, as necessary. You may adjust them to fit your needs and save time. With practice, you may learn to strike a happy medium in your interactions with others. Get feedback from a few trusted team members on these sample documents.


Get personal

Unfortunately, over 70% of today’s email communication with candidates is canned and impersonal. Research shows that the open rate for personalized emails increases by a factor of six.

Instead of using shorthand phrases like “candidate” or “aspirant,” start by using their full name. Recall a conversation you had with them or highlight the qualifications that make them an ideal candidate. You may go even further by picking out specific accomplishments or events that stood out to you on their LinkedIn page.

Staring at your screen while composing an email might make you forget that real people are on the other end of the line. Someone with emotions, worries, and responsibilities of their own. Remember this and write emails that are soothing and kind. As a result, people will like you more and think of you in a positive light, as you will be seen as fair and approachable.

Automated servers that flood leads’ inboxes with spam benefit from the added credibility provided by personalization. In time, this helps others feel comfortable opening to you in conversations. This tone of the conversation is helpful when advertising for senior-level or niche positions.


Stick to the context

The context of an email’s writing is also quite important, and it’s important to keep the same context all throughout the email.

If you’re an HR professional, you know how crucial it is to impress a candidate via email for you to stay connected with them. Keep track of the emails that come in and make mental notes on the topics that interest you.

A professional email should not provide too many clues. It should outline the singular purpose of the meeting, from a relevant topic line through a clear call to action. You want your emails to stand out from the pile of spam that fills up job boards and inboxes of competitive firms.


Learn how to follow up effectively

Writing follow-up emails is a common task for recruiters. Increasing customization in this case would help build trust. Follow up with the applicant, letting them know why you haven’t heard back from them, and asking if there’s anything else you can do for them.

Many human resource managers are swamped with work and pressed for time, so it might be tempting to communicate with them via email. However, it’s easy to come out as harsh or indifferent as a human resources manager because of the variety of sensitive topics they may have to deal with. The average company sends and receives hundreds of emails every day, and it’s easy for important messages to get lost in the shuffle. The good news is that there are eight simple ways that HR may boost their email communication.


Get support

Human resource managers often have a wide range of skills, although writing might not be one of them. Moreover, time is not always on your side when sifting through a huge pool of applicants. You need a combination of artificial intelligence (AI) recruiting tools and specific applicant engagement solutions to help you manage your email correspondence with applicants.


Know when to avoid emailing

There are situations when an email, no matter how quick and easy it is, is simply not acceptable. Especially when breaking bad news and needing to show empathy, which is impossible to do by email.

Finally, remember the basics, including using legible fonts, colors, and sizes, and creating an email signature that reflects the personality of your firm. Add appropriate branding to your emails to reflect your firm’s values.

Writing quality emails has become an unsaid rule of people management. It’s not a quality that we look out for, but it sure helps to have the right skills and create an impression.

An unclear email can lead to a domino effect of errors, misinformation, and confusion. Especially as an HR professional, your emails become a representation of your virtual personality. A potential candidate can decipher the tone and voice of an establishment merely based on this first impression.


Frequently asked questions

What are the most effective subject lines for candidate prospecting?

Short, personal, and straight to the point with a relevant job title. It’s that simple.

Find more compatible candidates with Talent Intelligence.

Discover how Arya goes beyond conventional AI recruiting