Sending an application acknowledgement email is a crucial step in the hiring process that should not be overlooked This initial communication sets the tone for your interactions with candidates and leaves a lasting impression of your company’s professionalism and values
In this comprehensive guide, we’ll explore what an application acknowledgement email is, why it’s important, and provide actionable tips and templates to craft these emails effectively.
What is an Application Acknowledgement Email?
An application acknowledgement email also known as a “thank you for applying” email is a message sent to candidates confirming receipt of their job application. It typically contains
- Appreciation for their interest in the role and time spent applying
- Confirmation that their application was received successfully
- Current status of their candidacy and next steps in the hiring process
- Contact information for further questions
This email closes the loop between the candidate submitting an application and the start of the review process. It shows that their application did not disappear into a black hole, which is unfortunately common during job searches.
Regular communication through all stages instills confidence in your hiring process and keeps candidates warm.
Why Send an Application Acknowledgement?
There are several compelling reasons to send these emails:
It Shows Respect for the Candidate’s Time
Submitting an application is time consuming and often emotionally draining. Sending an acknowledgement recognizes their effort and shows you value the candidate’s time.
Reduces Candidate Anxiety
The job search process induces significant stress and anxiety while waiting to hear back after applying. A quick confirmation provides relief and makes the waiting period more bearable.
Demonstrates Organization
A timely acknowledgement conveys that your company has an efficient, well-run hiring process. It’s a small but powerful signal about your broader operations.
Begins Building a Relationship
This initial outreach starts laying the foundation for an open, transparent relationship with candidates. How you communicate early on sets expectations.
Reinforces a Positive Candidate Experience
Acknowledgement emails enable delivering a positive experience from the first candidate touchpoint onwards. This shapes their lasting impression of your employer brand.
Prevents Losing Candidates
Good talent is scarce. An unacknowledged application may cause candidates to lose trust and pursue other opportunities. A quick confirmation retains them in your pipeline.
Best Practices for Application Acknowledgement Emails
Follow these best practices when drafting and sending acknowledgement emails:
Send Promptly
Ideally within 24 hours of receiving the application, as delays can cause candidates to lose trust. Automation helps send consistently fast acknowledgements.
Personalize the Message
Include the candidate’s name and the position applied for to show it’s tailored to them, not a generic blast. Reference specifics from their resume when possible.
Thank the Candidate
Express genuine appreciation for their time and interest. This recognition feels meaningful.
Confirm Application Receipt
Explicitly state their application was successfully received to alleviate uncertainty. Provide date stamp if applicable.
Share Next Steps
Set clear expectations by explaining next steps, like application review or scheduling interviews. Give estimated timelines when possible.
Include Contact Information
Provide a designated point of contact in case the candidate has any questions. List email and phone number.
Use Professional Language
Write concisely using a warm yet professional tone. Grammatical errors or typos give a bad impression.
Automate for Consistency
Leverage automation through your ATS to send fast, personalized acknowledgements at scale.
Track Open and Response Rates
Follow up with candidates that don’t open the email or respond after a certain period to prevent losing them.
Following these best practices will help you create positive lasting impressions and keep candidates engaged.
Application Acknowledgement Email Templates
Here are three email templates that cover most standard application acknowledgement scenarios:
1. Basic Application Confirmation
Use this template to confirm your receipt of the application and provide next steps for the candidate.
Subject: Thank you for applying to [role name] at [Company]
Dear [Candidate name],
Thank you for your application to the [role name] position at [Company]. We appreciate you taking the time to apply and your interest in joining our team.
We wanted to let you know that we have successfully received your application on [date] and our recruiters are currently reviewing submissions. We will contact candidates on a rolling basis over the next [number] weeks if we would like to move forward in the interview process.
Please feel free to contact me at [email address] or [phone number] if you have any questions during this period. We sincerely appreciate your patience throughout the review process and are grateful for your interest in [Company].
Best regards,
[Your name]
[Job title]
2. Advancing to Next Round
If you would like to move a candidate forward to the next stage, use this template:
Subject: Next Steps for [role name] at [Company]
Dear [Candidate name],
Thank you again for your application to the [role name] position at [Company]. We were impressed by your background and experience outlined in your resume.
We would like to progress you to the next stage of the interview process for this position. Our hiring manager will be contacting you in the next [number] days to schedule a phone screening. Please keep an eye out for this invitation.
We look forward to learning more and discussing how your skills would be a great fit for this opportunity at [Company]. Please feel free to reach out if you have any other questions in the meantime.
Best regards,
[Your name]
[Job title]
3. Not Moving Forward
If you decide not to take a candidate forward, use language like this template:
Subject: Your application for [role name] at [Company]
Dear [Candidate name],
Thank you again for your application to the [role name] position at [Company]. We appreciate the time you invested in applying.
After careful consideration, we have decided not to move forward with your candidacy for this particular role. This was a difficult decision, as we were thoroughly impressed by aspects of your background and experience.
Please do keep [Company] in mind for future opportunities, as we would love to speak with you about other potential openings. We wish you the best of luck in your job search and sincere thanks for your interest.
Feel free to contact me directly if you would like additional feedback on your candidacy in the future. We are here to provide support during your search.
Best regards,
[Your name]
[Job title]
Key Takeaways
- Application acknowledgement emails confirm your receipt of a candidate’s job application and provide next steps.
- Sending these emails shows respect for candidates and gives them peace of mind.
- Personalized, professional emails with clear expectations start building positive candidate relationships.
- Use email templates to streamline drafting but ensure they remain tailored.
- Automate acknowledgements through your ATS to enable fast, scalable communication.
Acknowledgement emails are a small but mighty step in delivering an exceptional candidate experience from the first touchpoint onwards. Follow these tips and templates to get started crafting effective application confirmations today.
Application acknowledgement email template
Thank you for your application / Your application at [Company_name]
Hi [Candidate_Name] / Dear [Candidate_Name],
Thank you for applying to the [Job_title] position at [Company_name].
I’d like to inform you that we received your [application/resume/portfolio.] Our hiring team is currently reviewing all applications and we are planning to schedule interviews [mention timeframe, e.g. in the next two weeks.] If you are among qualified candidates, you will receive [e.g. a call/email] from our one of our recruiters to schedule [e.g. a phone interview.] In any case, we will keep you posted on the status of your application.
Thank you, again, for taking the time to apply to this role at [Company_name.]
Acknowledgment Letter For Receiving Cash – Sample Letter of Acknowledgement About Receiving Cash
How do I write an application acknowledgement email?
Get started writing your application acknowledgement email with these three quick pointers: Reply to the same email address the application originated from. Use an informative subject line that summarises the contents of the email clearly to ensure they open it and don’t regard it as spam.
How do I write an acknowledgment letter to a candidate?
Here are some steps to writing an acknowledgment letter to let candidates know the status of their application: 1. Address the letter to candidates Collect the contact information for all job candidates, which you can find on their applications.
What is an application acknowledgment email?
An applicant acknowledgment email or a “thank you for applying” email is a message hiring managers and recruiters send to candidates to inform them that they’ve received their application and to let them know the status, including the next steps. The application might include a résumé and cover letter and/or answers to the job application form.
What is a job application acknowledgement email template?
A job application acknowledgement email template is a useful tool to have on hand to streamline the recruitment process. What is a job application acknowledgement email? A job application acknowledgement email is a simple and courteous way to interact with applicants.
