How to write effective mail to candidates

Email is the most important part of recruitment for communication after primary talk. Many companies just forward the email without having discussion with the candidates specially MNC’s, and they end up taking interview with unqualified candidates. Besides oral communication, strong written skills are essential to attract candidates. 

Both, oral and written communications are required for successful recruitment. Many recruiters lack basic written skills. The way you write, the way candidates respond. If you write too strictly, candidates think more of confidential and they won’t apply.

Then, how to write effective email for recruitment? Here is the tips.

Step 1. Introduce yourself – Name and Designation

Step 2. Mention how you found the profile

Step 3. Small description about your company profile not more than 100 words, and include web url at the end of the description.

Step 4. Start the job description after company introduction.

Step 5. At the end, provide social link of any 1 sites.

Step 6. Prefer providing personal official number rather than general landline number and not more than 1

Step 7. Request for updated profile

Step 8. Ask references

Avoid these sentences

• "We are looking from reputed institutes"

• "We are looking for only male/female candidates"

• "Please ignore the mail if not suitable"

• "Below 30 years of age"

Avoid technical issues

• Too many links.

• Too many images, and image at beginning, that will block your whole content and get listed in spam

• Html content

• Large font size and coloring

• Bold and italic text

While writing email, don’t do any spelling mistake. Check before submission. Create job description according to your company standard and seek help from concern manager. Don’t copy from internet. Send email at evening if you want to have telephonic discussion on the next day or if the requirement is urgent, you can send the mail at any time. Most candidates check mails late evening after duties. 

For headhunters, they are comfortable talking to candidates at any time before email communication. As already mentioned, only written communication without oral is waste of time. If you targeted candidates after researching their profile, it is better to have oral communication. These passive candidates always prefer talking. Being a recruiter, whether you are working for corporate or agencies, always prefer to talk before sending the mail.

If you are hiring only for female candidates make sure you mail only to female employees and do not mention in the mail that only female candidates are preferred. If you send it to male candidate unknowingly, they may send it to spam or they may think about discrimination. 

Don’t write about institutes and mention it in your email. If you want to do so, research the profile, candidates of same college or reputed institutes and approach them without mentioning “reputed institute” in your email. 

We better recommend avoiding “reputed institute”. You can’t judge the candidates performance who studied at reputed institutes or marks scored in the exams. Talent candidates are always hidden, and if you look only about his educational background and marks scored, they may think that you are giving importance only to his education rather than candidate’s passion, interest, and their performance. They may avoid you.

Check out the top headhunters singapore.