10 Simple Ways to Respond to All Job Applicants

With Artificial Intelligence and automation on the rise, there are more ways than ever to close the loop with job applicants – whether they are selected for an interview or just not the right fit for a particular role. Being able to provide candidates with a job status update promptly lets them look toward other avenues for their search, and it allows you to stay focused on advancing candidates in your hiring pipeline.

At SRG Stillwater, our team responds to every candidate who makes it to the first stage of our hiring process. Because our recruiters don't rely on posting jobs to attract applicants, we follow up with every candidate with whom we initiate contact.

Here are 10 simple ways to respond to every applicant who makes it to the first stage of your hiring process.

1. Create an email template for rejected candidates. Let them know they will not be moving forward in the hiring process, and how long your company will keep their resume on file.
2. Implement an Applicant Tracking System (ATS). There is a variety of ATS software available, and some companies even have their own dedicated ATS. Some ATS offer follow-up reminders and automated emails based on applicant status changes.
3. Review Candidates on Mondays. "I review my submitted candidates at the beginning of every week. Anyone who I do not have a recent update for, I reach out to the company to try and get one. Either way, I let the candidate know where things stand.” -Managing Partner Casey Kraus
4. Notify candidates on Fridays. Make it a goal to respond to all applicants before the close of business on Fridays. For applicants who have earned an interview, this kicks their weekend off with a positive start. For other applicants, this lets them know they may need to put in a few more job search hours over the weekend.  
5. Designate an “Applicant Responder” on your team. For those hiring on a panel or with a multi-person HR team, designating a single individual to respond to all messages can be a great way to ensure every applicant receives a response.
6. Don't rely on one communication method. “Based on the candidate’s schedule, a phone call may work best one day while an email could work better on another. Communicating through multiple avenues can ensure prompt follow-up.” -Partner, Marc Gilker
7. Create a company email address for recruiting. If there are multiple individuals in charge of the hiring process, creating a company email address specifically for recruiting allows access to applicant information for those who need it. It also serves as one location for all of your company applications, ensuring a simpler follow-up process.
8. Block schedule daily response time. Like item 4, setting aside a small block of time each day to respond to applicants allows you to ensure qualified candidates are being moved through the hiring process and applicants who are not a fit for the role are notified promptly. This method also keeps incoming applications from piling up.
9. Track Applicants via Spreadsheet. For companies with limited hiring resources, a simple spreadsheet for tracking incoming applicants can go a long way. Designate a column for applicant status and a column for applicant response to ensure all applicants are notified of their stage in the hiring process.
10. Track Applicants via Pipeline. “Once I’ve connected with a candidate, or connected them with one of our other recruiters, I track their progression using our ATS pipeline. This allows me to ensure that I’m closing the loop for each stage of the process, and candidate isn’t left wondering about the next step.” -Partner, Karl Amlie

With the time and effort required of candidates to even apply for a role, is it unrealistic for them to expect an employer response in return? With all the tools at your disposal, it’s easy to make sure no candidate falls through the cracks. Even an automated ATS status update will help candidates understand where to invest their time and energy.

If your company is receiving job applications that don’t align with your needs, our recruiters can help. We source passive candidates with specialized skills and experience tailored to the positions you’re hiring for. Contact or call us at 651-383-2020 to discover how a recruiting partnership with SRG Stillwater can support your hiring goals.