Candidate Engagement: Streamline Outreach with Templates

Candidate Engagement

During the hiring process, it’s crucial that you communicate with candidates. Strong candidate engagement is essential.

Here’s how to do it.

If you have followed my 7-step framework for hiring A-Players so far, you will now know how to define your ideal candidate and write a good job posting.

You then need to post your job posting so that candidates apply, then automate the hiring system using applicant tracking systems.

Now it is time to make your life easier by streamlining candidate outreach to boost candidate engagement!

Candidate Engagement in Recruitment

Why is candidate engagement important in the hiring process?

Understatement alert!

Continuous candidate engagement is an important part of the hiring process.

We all know that during the hiring process, the candidate experience is completely different to your experience as the founder. You know what is happening, while they have to wait to hear if their job search has been successful.

To keep them in the loop, you have to offer effective candidate engagement.

Ultimately, candidate engagement is how you update candidates on their progress – before, during and after the recruitment process is complete.

However, while firing off personal emails to potentially hundreds of qualified candidates may help you form good relationships with candidates, doing this means you will soon develop an intense dislike for the process. I know I did!

To streamline the candidate engagement process, you need to create communication templates.

The beauty is that you can use any communications tool you like.

I recommend using a project management platform like ClickUp, which will enable you to keep correspondence with all potential candidates in one central location.

From here, you can create a series of email templates for each stage of the hiring process. I suggest mapping out your candidate touchpoints in advance.

What are the correct candidate touchpoints during the recruitment process?

Good question!

But there is no single right answer.

Your touchpoints will differ depending on your unique hiring process and your candidate engagement strategy.

Typically, you will engage candidates in the following way:

  • Pre-application phase (job seekers inquiring about vacancies, etc.)
  • During the application (confirmation of application, etc.)
  • Updates to application (progressing or rejection during each phase)
  • Interviews (scheduling interview #1, interview #2, etc.)
  • Post-application phase (job offer or rejection letter for unsuccessful candidates)

What templates should I create to boost candidate engagement?

It makes sense to create templates before you begin candidate outreach.

Create a template for each stage of the candidate journey and for each outcome of the whole process.

For example, you will need an email template to inform job seekers that they have been successful in the selection stages and it’s time for the candidate’s first interview.

The same goes for when it’s time to engage candidates and inform them that they have reached the second and third interview stages.

Or you may have to break it to unsuccessful candidates that their journey has ended, and perhaps provide feedback to these rejected candidates.

On that note, here’s an example template for informing a candidate that they were unsuccessful in the application stage:

Re: Application for [POSITION TITLE]


Thank you for your application for the role of [JOB POSITION] at [YOUR COMPANY]. We really appreciate your interest in joining our company.

Unfortunately, at this stage we will not be able to invite you to the next stage of the hiring process. The process is highly competitive, and we have decided to progress with a candidate whose qualifications better meet our current needs.

I wish you every success in your future career and hope you apply for any future job openings you see with us.

Thank you once again for your interest in [COMPANY NAME]  


[YOUR FULL NAME] (you can also use the name of the hiring manager)

Nobody likes to do this initial legwork before the process begins, but it is a small investment of time at the start that can result in a huge ROI.

You and your hiring managers will be rewarded with a more relaxed journey when the recruiting process gets underway, and that is worth the time alone.

Continuous Candidate Engagement

Candidate engagement doesn’t have to be complicated!

As this step has shown, you can improve candidate engagement in a straightforward manner.

Using a bit of foresight and initial effort in creating templates will pay dividends when you have a plethora of candidates to interview.

Yes, it may take some time, but the positive candidate experience is well worth it – especially if you are looking to hire an A-Player.

On that note, the next stage in our seven-step framework for hiring A-Players for your company is all about the four stages of interviewing.

If you have any questions about this step or any of the others, feel free to send me a direct message. You can reach me at:

Questions? Comments? We’re here for you at!
During the hiring process, it’s crucial that you communicate with candidates. Strong candidate engagement is essential. Here’s how to do it!

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