By: Pranav Ramesh

How To Seal The Deal With Great Follow Up Communication

As recruiters, you know that probably the most important part of your job is communication with candidates. Failing to reach out promptly or keeping in contact with the applicants throughout the recruiting process might cost you a great candidate and more time searching for the right potential hires.  

That great candidate can end up working for your competition (your worst nightmare, right?) or in some cases, talk not so fondly about your company’s recruiting process and communication. In turn, that can impact your company’s reputation if situations like this keep on repeating. In today’s digital era, reputation is more important than ever, yet it’s so easy to impact and alter. 

Sending a follow-up email to applicants is not only good for the company you are representing, but also for the candidates themselves. They feel their time is valued, and in case the follow-up email is a notice about not being selected for the next steps, it helps them move on to different job opportunities, and not get their hopes up high in vain.  

Communication with candidates is something that recruiters need to constantly work on. Research shows only 2% of the Fortune 500 companies let applicants know what the status of their application is throughout the recruiting process. That percentage is not very promising, but it sure does point towards what needs to be improved. Here’s how you can improve communication with your applicants and get your hands on some useful tips that will help you write a great follow-up email to candidates.  


Tips for Sending Follow-up Emails to Job Applicants 

Here are some things to consider while writing and sending follow-up emails, to help you do quality work and get the best results:  

Don’t send a one-sentence email.

Even if you only need to check up on the candidate or reconfirm an interview, an email should ideally have between 75 and 100 words. So, don’t write it in a hurry, no matter how busy you might be. Candidates pay attention to these details. You can start the follow-up email to applicants by asking them how they’re doing, and then proceed to the formalities.  

Proofread the follow-up email to candidates.

It’s only natural to make mistakes when you write. However, if you send a follow-up email to applicants with spelling mistakes or worse, with the wrong hour or date for an interview, that impacts the quality of your work. Take a few seconds to re-read the follow-up email to applicants before sending it. 

Send the follow-up email to applicants promptly.

If, for example, you had the initial talk with a candidate today, and tomorrow you know for sure you want to invite them for an interview or an assessment, don’t postpone sending the follow-up email for more than 12 to 24 hours. Most applicants are involved in more recruiting processes at once, so you’ll want to be fast to hold on to great talent. 

Continue to send a follow-up email to applicants who are unresponsive. If the candidate doesn’t answer your first follow-up email, it doesn’t necessarily mean they’re not interested anymore. Sometimes, they just forgot to answer it or haven’t seen it at all because it got lost in a pile of unread emails. You should try between 3 to 5 times before giving up.  


Tools for Sending Follow-up Emails to Candidates  

No matter how well-intended recruiters might be in sending a follow-up email to applicants, the huge amount of daily repetitive tasks they have is often overwhelming. This is why they need an extra helping hand: automation. Automation in recruiting can help HR professionals in several repetitive and tedious tasks. In this case, automation can help recruiters stay connected and better communicate with candidates. 

AI-powered software, like Gabi’s Communication Hub, sends automated follow-up emails to applicants, so you never have to worry that you missed out on contacting any candidate. The automated emails stop after 5 days so the tool will not spam anyone.  

Moreover, the AI-powered tool allows you to schedule meetings, by sending an automated email to each applicant you selected as being fit. During the whole recruiting process, you can make and access notes and also mark each discussion you’ve had with the candidates. In the era of burnout and overwhelming tasks, Gabi’s Communication Hub becomes the tool every recruiter needs to keep being productive and efficient.  



Sending follow-up emails to applicants when you’re already overwhelmed by a million other things to do is not an easy feat, and so many times recruiters tend to lose great potential hires by getting in touch too late or forgetting altogether.  

Fortunately, there are now great AI-powered tools that can help HR specialists to better communicate with candidates and never miss sending any follow-up email in time. To get a better idea of this concept, give Gabi Labs’ AI-powered tools a try.