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Sending personalized emails to candidates

Learn how to personalize and send custom emails to candidates

Emails are the best way to reach candidates and gauge their interest in an organization. Our data indicate that there is a 5x increase in response rate through personalized emails, compared to generic mass emails. Our AI-based InstaBot technology ensures that the email is delivered to each candidate at the time they are most likely to open it, based on their past behaviour.

How to send an email to a candidate

On any candidate card, you will see a "Send email" button. Click on it to send an email.

You will see a pop up with the candidate's information and a option to type an email at the bottom.

You can edit the subject line by clicking on the edit subject line icon shown below.

The first time you click "Send Email", you will be shown a preview of the email that will be sent to the candidate as shown below.

Click on "Send" to send the email. Once you've sent your first email, previews will be turned off, so that you can send emails via a single click on "Send Email".

However, you may choose to turn on email previews through the Settings page.

How to bulk-email multiple candidates (Database Subscription Only)

To send bulk email, first, shortlist the candidates you wish to email

Then, open the "Saved for review" stage.

Click on "Select all" and all the candidates visible on the page will be selected. You may also choose to select particular candidates by checking the box next to each candidate.

Finally, click on "Send Email" to bulk-email all the selected candidates. Any placeholders/tags will be populated with each candidate's data for a personalized candidate experience.

Allow moving to stage after sending bulk email

Similar to the scheduled email feature, you can see an option in bulk email where the candidates being emailed can be moved to a different stage after they are emailed.

You will see a menu on which you can select the stage you want to move the candidate after they are emailed.

How to create custom email templates

Personalized emails have a higher response rate (93% higher as per our data insights from 1267 recruiter meetings ) as compared to directly calling candidates. They contain clear communication about the opportunity, information about the organization, and allow candidates to reply as per their schedule.

Furthermore, by emailing candidates instead of calling them directly, you will spend time calling only those candidates who respond to your email and show interest in the position. InstaBot automatically creates a custom template for you, which is further personalized for each candidate. However, you can manually create email templates for all your job postings as well.

To access the Email Templates page, click on "Email Templates".

On the left-hand side of the dashboard, you can edit the different types of templates - Job specific and Miscellaneous templates. There are four types of job specific email templates you can create one for applied candidates, not applied candidates, and the first and second reminder emails. You can also a new email template of your own.

Applied Candidates: This email is sent to candidates who have applied for the job, to set up an introductory call or to ask any questions you may have.

Not applied Candidates: This email is sent to a candidate who has not applied to your job but is a good fit and you wish to check their interest in the job. Make sure to create an appealing email that includes information about the company and why candidates should consider the opportunity.

Reminder emails: These are automated emails sent as a follow-up to candidates who haven't responded to your initial email.

How to edit the default message

You can personalize all the email templates and insert various tags like the candidate's name, which will be different for each email sent.

You can also add interview schedules by clicking on 'Scheduling Link' and then selecting 'Create New Link'.

You will see a pop up on which you can schedule the interview.

You can even use your own template from the Miscellaneous templates options. You use your personal template or the one which is shared by others.

The message is fully customizable and once you are done, click on save.

Please note you cannot add links to other job boards in the email body of custom messages. All such links will be removed automatically.

The link to the Job description is automatically added whenever you send the email to candidates.

If you type any new email on a candidate’s profile OR select any existing email template on candidate’s profile and modify it, you can save that email content as a new template.

Upon clicking the icon you will be asked for the template name and the job. Add your custom template name and job.

How to disable reminder emails?

Based on our research conducted with 217 agencies, automated reminder emails lead to a 73% increase in candidate response in comparison to only sending an initial email. So, we highly recommend you keep them enabled. But you can disable them when you don’t want to send any follow-up emails to candidates.

Updated on: 17/11/2023

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