What Is Applicant Communication?
Applicant communication refers to the exchange of information between a company and a potential applicant. It encompasses all communication throughout the entire application process – from the job advertisement to the company’s final decision. Effective applicant communication should be clear, concise and timely, and it should keep applicants informed about the status of their application.
Why Is Applicant Communication Important?
Good applicant communication offers numerous benefits to companies. One key advantage is its contribution to building a positive corporate image. If applicants feel that their application is appreciated and that they are well looked after throughout the process, they are more likely to form a favourable impression of the company. This, in turn, may encourage more qualified candidates to apply for future vacancies. Additionally, effective communication can shorten the overall recruitment cycle. When applicants are regularly updated about the progress of their application, they are less inclined to submit applications elsewhere. This allows the company to recruit suitable candidates more quickly.
Applicant Communication: Transparency, Please!
The job advert is live, and the first applications are arriving. Now it counts: to position yourself as an attractive employer brand, to attract the right talent, and to stand out during the application process, effective applicant communication is essential. Open, timely and personalised communication pays off positively in terms of employer branding. But what exactly defines respectful applicant communication?
Transparency is crucial. Nobody likes waiting too long for a response – especially not when it concerns the status of their application. Do not leave candidates in the dark: acknowledge the receipt of application documents immediately. An e-recruiting software such as Refline can automate this confirmation. It is equally advisable to provide applicants with regular updates about the status of the process. A short email outlining the current recruitment stage and the next planned steps is sufficient. This prevents talents from feeling neglected, losing interest or questioning whether your corporate culture aligns with their values.
It is important to set clear expectations about the process from the outset. This includes the timeframe for decisions and the procedure for interviews.
Example: "We would like to inform you that we will review all applications within two weeks of the application deadline. Should you be selected for an interview, we will contact you within a further two weeks. Please note that our recruitment process involves several stages, including one or two interviews and, if applicable, an assessment centre."
Clear and professional communication during and after the interview also contributes to a positive experience. Companies should take time to answer applicants’ questions and offer a clear picture of the role and expectations associated with it.
Not One-Size-Fits-All: Communicate Individually
Individualised communication demonstrates appreciation and understanding. Whether you are rejecting a candidate, thanking them for their application or inviting them to an interview – invest some time in your emails and correspondence. The difference between impersonal standard responses and tailored messages is significant and builds trust. For rejections, it is important to include specific reasons. This helps applicants understand the decision and is a respectful gesture.
Would you like to save time and effort crafting rejection letters yourself? This free template provides tried-and-tested wording for professional rejections.
A swift response and open feedback can help candidates to develop and improve their application strategy. At the same time, a transparent feedback culture enhances a company’s reputation and encourages candidates to maintain a positive view of the organisation.
Time, however, is often in short supply – is that the case for you, too? With Refline’s e-recruiting software, you can save valuable resources. Our tool allows you to send messages to multiple applicants simultaneously or on a delayed schedule – yet always personalised, as various variables can be adapted quickly and easily. Talents greatly appreciate this form of communication.
Example: "We have decided not to proceed with your application process at this point, as we believe another candidate may be better suited to the role due to [insert reason]. However, we want to let you know that we greatly value your skills and experience and will remember you positively for your personality and background."
That said, in certain situations, nothing beats a personal phone call when it comes to delivering a rejection. This approach conveys much more appreciation than an email. Feedback should always be constructive and provide the individual with guidance on how to improve.
Targeted Applicant Communication Requires a Clear Audience
A basic requirement for the right tone of voice is that your communication aligns with the audience for whom the job advert was created. Put yourself in the applicants’ shoes: What does a developer, an engineer or an accountant need to feel respected and addressed appropriately? Tailor your content, tone and text length to these factors. The same applies to individual job interviews – whether in person or virtual. On our blog, you can also learn how to conduct a successful online interview.
Would you like more time for tailored applicant communication? With Refline’s e-recruiting software, you can reduce your administrative workload by up to 70 per cent and focus on what really matters. Discover our e-recruiting software in a live demo.
*We place great importance on diversity and inclusion. Therefore, we aim to use gender-neutral language wherever possible. Where only the masculine form is used, this is solely for the purpose of readability.