How to Make an Impact With Initial Emails & Phone Calls to Applicants

30 of April, 2023

Welcome to the world of recruitment, where the competition is fierce and you need to make an impact in a timely manner. Crafting an effective initial email or phone call to job applicants is no easy task, but it’s essential for a successful hiring process.

At Sesame, we understand that time is of the essence when recruiting new employees, and we’ve seen firsthand how important it is to make a good first impression. That’s why we’re here to help you write effective initial emails and phone calls that will grab your applicants’ attention from the start.

In this article, we’ll provide you with tips for creating impactful messages that will kick-start your conversations with applicants in just the right way. By the end of this article, you will have meaningful information that will help you to make your recruitment process more efficient. Let’s start!

The Importance of Making a Good First Impression

Making a great first impression on job applicants is essential to hiring the best candidate and reinforcing your company’s mission and values. Your initial emails and phone calls set the tone for their entire hiring experience, so it’s important to make sure they’re done right.

But what does making a good first impression look like?

Key Aspects of a Good First Impression

For starters, be friendly and positive in all communications with applicants. Make sure that your message is clear, concise and includes all the necessary information about the job and the application process.

Personalizing messages as best you can will also help make a strong impression on each applicant. Additionally, providing an estimate of how long their hiring process will take gives them insight into what to expect from the company.

Likewise, unless you are specifically asking for additional information about an applicant’s background or experience during your initial contact, be sure to avoid asking unnecessary questions that could make them feel uncomfortable or disengaged.

Lastly, take the time to thank applicants for their interest in your company. Doing so reinforces that they are valued members of your candidate pool and makes them not only feel appreciated but more likely to stay engaged throughout the application process.

Crafting an Engaging Email & Phone Introduction

Making a good impression on applicants is key—especially in the early stages of their relationship with your company. You want to craft an introduction that shows who you are, what you value, and what makes your company different from the competition.

Your initial email or phone call should also provide a clear explanation of the job opportunity, without feeling overly “salesy”. You can do this by providing details about the responsibilities and expectations for the position, as well as the qualifications you’re looking for in a successful hire.

Providing an overview of your company’s culture can also help candidates get a more accurate impression of what it would be like to work with you and help them decide whether they’re interested in pursuing it further.

Finally, end your introduction with a call to action that encourages applicants to contact you if they have any questions or need more information. Make sure they know how to reach out and how quickly they can expect a reply so that nothing slips through the cracks!

Key Elements to Include in the First Conversation

First conversations with job applicants are so important, as they set the tone for the whole process. You want to be sure to make an impact, so what are some of the key elements that you should include?

Clear Expectations

Start off the call or email by clearly setting out any expectations and detailing what will happen next in the process. This will help clarify any confusion and set a timeframe for when things need to happen by.

Provide Information About Your Company

You don’t want to go into too much detail at this stage, but it’s important to give prospective hires a good first impression of your company. Talk about your culture, mission statement and values—provide enough information that gives a good overview but leaves them with questions that can be answered in more depth at a later stage.

Get to Know Them & Their Goals

Finally, this is a great opportunity to get to know the applicant and what they are looking for from their new position. Either on the phone or through an email survey, ask them questions related to their experience, career goals and values—dig deeper than ‘why do you want this role?’ as it will help you understand if their values align with those of your organization.

By taking time right at the beginning to engage with applicants in an effective way, you’ll show that your organization takes recruitment seriously and ultimately have more success in finding top talent.

Setting the Tone of the Applicant Relationship

When you make your initial contact with a job applicant, it’s essential to set the tone for the rest of your communication. Your initial emails and phone calls should give a positive impression of your company and create an environment where the applicant is excited about the opportunity.

Here are some tips for setting an effective tone:

• Keep it professional but friendly. Let applicants know you are genuinely interested in them, but don’t forget to be firm and direct at the same time.
• Show your enthusiasm and share why you think they would be a great fit for the role.
• Be honest and explain what to expect in their experience with your company. Provide potential applicants with enough information so they can make an informed decision about the position.
• Follow up promptly on any questions they have in order to maintain trust and rapport with job applicants.
• Make sure you take into account all relevant deadlines, such as when follow up messages need to be sent or when decisions need to be made.

Following these tips will ensure that each applicant feels valued, respected and respected throughout their journey with your company—and lay the groundwork for a successful application process from start to finish!

Identifying Clarity and Expectations Moving Forward

Finally, it’s important that initial emails and phone calls you send to applicants clearly identify the next steps in the process. You want to avoid having them end up in a state of confusion or ambiguity. You should also make sure that any expectations you have for the applicant are clearly communicated as well.

Some tips for ensuring clarity moving forward include:

• Clearly explain what will happen next in the recruitment process including when they can expect to hear from you again
• Provide job seekers with all necessary details about their role, required skills, and expectations
• Let job seekers know how long it will take before a decision is made about their application
• Clarify any important documents or tests they may need to complete before moving on to the next stage of hiring
• Set clear timelines and parameters for when applicants can expect to receive feedback from you

By being upfront and setting expectations from the beginning, you can help ensure everyone is on the same page throughout the entire hiring process — reducing confusion and setting everyone up for success.

Utilizing HR Software to Improve Applicant Communication

Using HR software like Sesame can be a great way to streamline initial communications with job applicants. It allows employers to quickly create and send emails that have been personalized for each candidate, helping to make sure candidates have the right information at their fingertips. Plus, it’ll save you lots of time in the long run.

Sesame provides companies with an all-in-one applicant tracking system that covers:

• Automated email templates for new applicants and interview reminders
• An integrated recruiting platform with automated candidate scheduling & more
• Easy tracking of applicant progress throughout the entire hiring process
• A central hub for all your communication, from email to text to phone calls

This way, you can easily keep track of conversations and be sure that all applicants are being treated fairly. Plus, you’ll be able to provide timely follow-ups and feedback at every step of the process. By using HR software that simplifies communicating with job applicants, you’ll optimize their experience while improving your organization’s overall efficiency.