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Keep every candidate updated without the guesswork
A set of warm, clear update messages for each hiring stage, saved as templates so no applicant is left wondering where they stand.
When to use it
Once to set up, then at every hiring stage
Step by step
List your hiring stages
Jot down each stage a candidate goes through, from application received to final decision, and how long each usually takes.
Ask for a message for each stage
Paste your stages into your AI assistant with this prompt.
Prompt to copyI'm an HR specialist. Our hiring stages are: [list stages with typical timings]. Write a short, friendly email for each of these moments: application received, shortlisted for interview, still under review (delay), moved to the next round, and on hold while the role is reviewed. Each email should say where they are, what happens next and when they'll hear from us. Use [Candidate name], [Role] and [Date] as placeholders. Keep each under 120 words, warm but not over-familiar.Save them as templates
Save each message as a template in Gmail or Outlook (both have a templates feature in settings), named by stage so you can find them in seconds.
Send updates on a set day
Pick one day a week to check your candidate list and send any updates that are due, even if the only news is that you're still deciding.
What you get
Subject: Your application for Operations Coordinator. Hi [Candidate name], thanks for your patience. We're still reviewing applications and expect to confirm interview invitations by [Date]. We'll be in touch either way.
Tips
- Never promise a date you can't keep. A realistic date with a small buffer is kinder than a missed one.