While job-seekers are definitely excited over the prospects of starting a new job, companies too should display eagerness on their arrival in the workplace. One of the best ways to make your candidates feel welcomed is through polite and gracious communication. Here, let’s know how to write an E-mail To Successful Candidates after the interview?
Understandably, business-related communication often seems too stringent. There isn’t much space for warmth and fondness in a formal message. Nor is there space for familiarity and intimacy within corporate messages.
When sending out congratulatory emails to your candidates, it is a good idea to keep the tone a celebratory one. Leaving a positive two-liner paragraph at the end of the message is probably a good idea. Let them know that you surely believe that their addition to the company would be a rewarding one.
Writing e-mails to candidates that you’ve only ever talked to twice can seem awkward at first. But, as a recruiter, you need to make the candidate feel confident about your company. This article will hopefully help you determine a balance between human emotion and corporate formality.
Informing a Successful Candidate: Ideas and Examples
Writing an e-mail is only so much about typing out words. There is context, the perfect medium to pass on the information, and the timing. A sound e-mail is considerate of the reader and gives them ample time without sounding stringent.
When and How do you inform a successful candidate after an interview?
The most common way is to write an e-mail. Some corporations even make a voice call. However, it is always better to schedule a voice call in advance instead of calling at any odd hour. E-mails are safer in a way since the candidate can read them whenever they have time to spare.
As for the timing- send your e-mail as soon as you can. The chances are that your candidate has applied to multiple jobs and is looking into more offers. You don’t want to be too late in sending out the e-mail.
You might also want to give the candidate some time to come to a decision and inform you. Pushing for an immediate reply is a no-go since it comes off as too demanding. Give your candidates adequate time to go through the offer letter and make a decision.
How to Write an E-mail
Writing an e-mail has quite a bit of nuance, depending on the context. Thankfully, professional e-mails are pretty straightforward. It has a fixed template and a few checkboxes that it needs to tick off, and voila- It’s ready!
The following list is to help you navigate your e-mail. An e-mail to a successful candidate will require you to mention certain specific information. Missing out on essential pointers can make your e-mail useless.
Here are the details commonly shared during such an e-mail:
- The company’s name (mentioned in the subject line)
- The position title the candidate interviewed for (mentioned in the subject line)
- Specify why you wish to offer the position to the candidate (qualities, skills, abilities which stood out)
- Mention the salary package
- Mention the day they start working
- Congratulate them on their success
- Ask them to reply by a specific date
The human resource department usually sends e-mails related to job offers. The sender can even add their contact number and e-mail to make communication more relaxed and flexible.
Make sure to congratulate the candidate for their achievement. Assure them that the company looks forward to their addition to the team. Lastly, write short but direct subject lines. Many people tend to write about unrelated or vague subjects. The subject line should clearly state the purpose of the e-mail in precise words.
Some corporations also tend to attach a prospectus with their e-mails. It gives the candidate an idea of what they can expect from the company. Additionally, it may also attract them more to your offer.
For your reference, below are a few examples.
Template
[E-mail address of the receiver]
[E-mail address of the sender]
[Subject: brief one-liner on the purpose of the e-mail]
[Greetings]
It was a pleasure to speak with you [date of the interview]. We were pleasantly surprised by your enthusiasm and would like to offer you the position of [name of position] at [name of corporation].
The annual salary package starts at [package figure and other benefits]. As discussed during the interview, you can commence working from the [date of commencement].
Please reply to this e-mail by the [reply deadline] to let us know if you accept our offer.
Congratulations. We wish you all the best!
Yours sincerely,
[sender’s name]
[position]
[contact details]
Examples
The following examples are written with the intent of sending out the final offer letter to the candidate. It is the end of the recruiting process, and no more interview rounds are to take place.
Ensure that you give the candidate a specified period to decide on the offer. Also, mention the medium through which you expect them to inform you of their decision. Usually, HR departments ask their candidates to reply to the e-mail itself.
Examples: Sending out the final Offer Letter
Example One
Subject: Your interview with Lab Z for the position of a research associate
Dear Jennifer,
It was a pleasure to speak with you last week. The panel was stunned by your great ideas and enthusiasm for the job, and so, we’d like to offer you the position of research associate at Lab Z.
The annual salary package starts at $50,000 along with bonuses and a paid vacation. As discussed during the interview, you can commence working from the 25th of September.
Please reply to this e-mail by the 15th of September to let us know if you accept our offer.
On behalf of the entire team, I congratulate you for making it this far.
Yours sincerely,
Jack Thoma
Human Resource Department
Phone: 000-XXX-0000
Example Two
Subject: Interview with Corporation Z for the sales associate position
Dear Jennifer,
Thank you for interviewing with us for the sales associate position. It was a pleasure speaking to you. Our interview round has finally concluded.
I am pleased to inform you that Corporation Z would like to offer you the vacant position of sales associate. On behalf of the entire firm, I congratulate you.
As decided during our last interview, you would be receiving an annual salary package of $50,000 along with employee benefits. Your date of commencement is to be around the 25th of September.
Please reply to this e-mail by the 15th of September to confirm your status regarding the offer. In case of any query, feel free to reach out to me on the details provided below.
You would make an excellent addition to our team. I am looking forward to your reply.
Yours sincerely,
Jack Thoma
Human Resource Department
Phone: 000-XXX-0000
Example Three
Subject: Notification of your interview with Corporation Z for the position of a sales associate
Dear Jennifer,
I am pleased to inform you that you’ve successfully made it through the recruitment process, and we would like to offer you a place as a sales associate at corporation Z.
It was a pleasure talking to you. Among our candidates, we believe you fit our requirements the best.
As a next step, we are ready to schedule a meeting with the company’s chief executive, Mr. James Green. Through this meeting, you can familiarize yourself with the company culture and clear out any doubts that you may have.
As discussed, we offer you an annual package of $50,000. We expect you to join the company from the 25th of September.
Please, reply to this e-mail to confirm your acceptance of our offer by the 15th of September.
We look forward to your reply. In case of queries contact us on the details given below.
Yours sincerely,
Jack Thoma
Human Resource Department
Phone: 000-XXX-0000
However, not all your e-mails need to be related to sending an offer letter. Many corporates schedule a final meeting to decide upon the salary packages and discuss other employment benefits.
Below is an example of a similar e-mail. Corporates might even want to assign their candidate a trial project before confirming their permanent employability.
Examples: Sending out e-mails after the successful completion of interviews
Example One
Subject: Interview with Lab Z for the Research Associate job
Dear Jennifer,
Thank you for taking time out to interview with us last week. We greatly enjoyed having you as one of our candidates. Your enthusiastic replies and brilliant ideas have convinced us that you would be an excellent addition to our team.
The next step includes scheduling an interview with the senior accounts manager, Mr. James Greene. The interview will allow you to discuss your contract and salary packages and even address questions regarding the position itself.
Please reply to this e-mail by the 2nd of September to confirm your availability. In case of any queries, please feel free to contact us.
We look forward to having you onboard.
Yours Sincerely,
Jack Thoma
Human Resource Department
Phone: 000-XXX-0000
Conclusion
E-mails sent out by corporations are supposed to be formal. There is no denying that. However, a congratulatory e-mail does not have to be to the point. In some ways, it is better to give it a human touch. Mention the important information and give them some assurance of their skills.
Frequently Asked Questions
Q1. How to write the e-mail subject?
Write a short and precise e-mail. Don’t make it vague. Mention the purpose of the e-mail. In this context, it references a previously held interview.
Q2. Why should I e-mail the candidate?
E-mails are a very feasible and reliant method of communication. Moreover, your candidate might be looking at multiple job offers. So, it is best to inform them early on.
Q3. Should I provide contact details in the e-mail?
Yes, you should. Providing contact details makes the communication process more flexible for the candidate.
