How to Write a Job Application Acknowledgement Email (Plus a template)
How to Write a Job Application Acknowledgement Email (Plus a template)
It can be frustrating for any job seeker to send out a message and not get a reply back. So upon getting applications from jobseekers, it’s good practice to send an acknowledgement email. A job application acknowledgement email template is a useful tool to have on hand to streamline the recruitment process.
A job application acknowledgement email is a simple and courteous way to interact with applicants. Sending them such an email reinforces the company’s good reputation for professionalism.
By responding promptly and thanking the applicant for their time and effort, companies reveal that their hiring process is organised and efficient. This creates a positive experience for the applicant and puts the company in a good light by showing that the company respects the people it deals with.
An important part of an organised and efficient correspondence process with applicants is taking time to craft a polite and relevant response. Here are some of the key elements to include in an acknowledgement email for a job application:
Personalization Craft a relevant subject line so that the recipient will know that it’s not spam and delete the email. Include the candidate’s name and the position for which they applied.
Express gratitude Thank them for their interest in the company and for taking the time to apply. If applicable, praise their qualifications and experience.
Provide relevant information Advise the candidate of what is currently being done with their application, and the next steps in the hiring process.
Give a timeframe Tell the applicant how long each step of the process will take and when they may expect to hear back from you.
Close with polite remarks End your message with expressions of goodwill and thanks. Make candidates feel respected and appreciated.
With a template on hand, the process of notifying applicants becomes easier and faster. Here’s an application acknowledgment email template that you can adjust to make it more relevant for your organisation.
Subject line: Your Application for the Position of (title) at (Company Name)
Dear/Hi (Jobseeker’s name),
Thank you so much for your interest in the (role) position with (company name). We appreciate your taking the time to write to us and send us your resume. Your qualifications and work experience are well noted.
We are currently processing your application and will send it to the appropriate person for review. It should take about (length of time). The entire review process will take around (length of time).
We will update you of the status of your application soon. Thanks again for your interest in working with us.
All the best,
(Name and Signature of Hiring Specialist)
(Job Title)Email subject line: Your application for the Editor position at Creatives, Inc.
Dear Farah,
Thank you for your interest in the Editor position with Creatives, Inc. We appreciate your taking the time to write to us and send us your resume. Your qualifications and work experience are well noted.
We are currently processing your application and will send it to the appropriate person for review. It should take about a week. The entire review process will take between two to three weeks.
We will update you of the status of your application soon. Thanks again for your interest in working with us.
All the best,
Jane Ong
Hiring ManagerBy promptly acknowledging receipt of job applications and responding to senders with polite and relevant updates on the status of their job applications, the company is exhibiting that it has an organised hiring process. This signals the organisation’s professionalism and results in a good experience for candidates. This ultimately helps companies attract and retain the best candidates.
Next steps? You may want to ask for their employment references or send an interview confirmation email.
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