Table of Contents

• Do’s of Text Recruiting
• Don’ts of Text Recruiting
• Useful Recruiting Text Message Templates

It’s 2022 and recruiters are texting with candidates more than ever before. This trend will only continue as more Millennials and Generation Z workers make up the majority of the candidate market. Officially known as ‘Text Recruiting’ – recruiters love the unbeatable speed and response rate of texting, and candidates love how convenient and discreet it is. 

However, texting with candidates isn’t as simple as picking up your cell phone and sending them a text. Recruiters need to be aware of the risks and limitations of this modern communication channel because, if used incorrectly, it can damage your brand and could land you in hot water with the feds. On the other hand, when used correctly, incorporating texting into your recruitment process can be a game-changer and can be the fastest, easiest, and most cost-effective way of improving recruiter productivity and candidate experience.

Like other communication mediums such as email and phone, basic etiquette and common sense will get you far with text recruiting however there are some useful guidelines that all recruiters should be aware of which we’ve summarized below.

Without further ado, below are our do’s and don’ts of text recruiting.

Do’s of Text Recruiting

• As per Telephone Consumer Protection Act (TCPA) regulations, make sure that your candidate is happy to communicate via text before you start texting them – enable them to opt-in on a job application or ask them directly.

• Greet & introduce yourself – make sure your candidate knows who you are, the company you are from and why you are texting them.

• Give your candidates a clear method of opting-out from future text messages (text recruiting software like Rectxt takes care of this for you and keeps you compliant with TCPA).

• Be polite, professional and genuine in your message content (but don’t forget to show your personality!).

• Always make sure the message content is always relevant and appropriate to each candidate.

• Keep your messages personal and concise – the shorter the message the higher the response rate will be. If you need to send a long message then consider using email instead.

• Be mindful of the time of day when texting candidates. During normal working hours is ideal (9 -5) but if this isn’t possible, send texts no earlier than 8am and no later than 8pm.

• Follow up important emails with a text message to make sure the candidate received it and wasn’t stuck in a spam filter etc.

• Respond to text messages quickly to show your candidate that you care about them and value their time. This also keeps the momentum going and the candidate engaged with your organization.

• Finally, use specialized text recruiting software like Rectxt that integrates with SmartRecruiters to communicate with your candidates. Not only will features like Message Templates and Mass Messaging save your recruiters a bunch of time, but all text messages are automatically saved into the candidate’s SmartRecruiters profile for easy record keeping.

Don’ts of Text Recruiting

• Don’t text with candidates who do not want to be contacted via text message.

• Don’t send text messages to candidates who have previously opted out (Text Recruiting Software safeguards you against this).

• Don’t use your personal cell phone number when texting with candidates unless you know and trust them (candidates are strangers too!).

• Avoid sending any text messages that could be considered spammy or unprofessional.

• While emojis can add personality and tone to a message, avoid using too many emojis in the same message as it’s unprofessional.

• Rely on using texting for 100% of your communication with candidates. Email and phone are equally important and they all play their part – especially when the nature of the message requires detail or deeper context such as during salary negotiations or declining candidates.

• Stay away from using EXCESSIVE ALL CAPS, punctuation and special characters such as ‘Hi how are YOU???????’

• Avoid sending text messages early in the morning, late at night, or during the weekends (unless your candidate has given you permission to do so).

• Harassing candidates by sending them multiple unanswered texts is a big no-no.

• Don’t use your personal cell phone for text recruiting – use specialized software that integrates with SmartRecruiters instead.

If you’re not sure….

Overall, use common professional sense and text with candidates in the same way that you’d expect to be texted by them if your roles were reversed. However, if you’re not sure whether a text you are about to send falls within the best practice guidelines then we recommend that you play-it-safe and don’t send it – if you’re not sure if it’s a good idea then it’s probably not!

Useful Recruiting Text Message Templates

1:1 Messages:

Responding to job applications:

Hey [FirstName] this is Brian from AcmeCorp. You have some great experience and I would love to speak with you about your recent job application with us. How does your schedule look this week?

Online calendar interview bookings:

Hey [FirstName] this is Brian from AcmeCorp. I’ve reviewed your resume and would love to learn more about you and tell you more about opportunities with us. Feel free to book a call in my calendar: www.calendly.com/brianinterview

Following up on important emails:

Hey [FirstName], I’ve just sent the job offer to your email. Please check your spam folder and let me know if you still don’t see it!

Onboarding documentation:

Hi [FirstName] we look forward to having you join us! Please click this link to access the forms required to start your onboarding process: www.onboardingdocumentlink.com. Please let me know if you have any questions! 

Onsite interview details + google maps link:

Hi [FirstName] I have sent the interview details to your email address – please confirm you have received them! We look forward to meeting you – find our office here: https://goo.gl/maps/NWCe85SoWV2NBJkr5

Zoom interview confirmation:

Hi [FirstName] the details of your Zoom interview should now be in your calendar. Please confirm you have received them and let me know if you have any trouble connecting to the call.

‍Good luck message:

Hi [FirstName] I wanted to wish you good luck for your interview today! Let me know if you need anything else in the meantime.

Voicemail:

Hey [FirstName], I’ve just left you a voicemail – feel free to call me back at this number anytime.

Covid screening questionnaire:

Hi [FirstName], we look forward to meeting with you for your interview. Before you arrive could you please review and fill out our Covid screening questionnaire: www.covidscreeningqustionnaire.com. Let me know if you have any questions!

Great communication between candidates and recruiters has become not only an essential part of a great candidate experience, but a 21st century necessity. With the evolution of mobile technology and messaging apps, today’s workforce has grown to expect instant and easy information exchange. That’s why so many companies have implemented chatbots on their career site or even within other messaging apps like WhatsApp or Facebook Messenger.

Messaging apps have over 4 billion active users a month, and texts have an open rate of 90% percent and are often read in the first 3 minutes.  If you’re not already convinced to incorporate messaging as a part of your recruiting strategy then allow me to show you why it’s become so popular with the people. 

Control 

We’ve all had that feeling of annoyance as someone tries to call us first rather than email or text (which may lead to a call, but only  if it is necessary). This gut feeling has been changing the way we communicate steadily as technology has advanced.

So, what is the cause for this steady abhorrence to telephone conversations in preference to text or instant messaging? The main consensus over numerous studies is that people find phone calls obtrusive and less personal, in that as the caller you are valuing your time over the recipient’s. 

Texting gives candidates more  control over their response and schedule . These touch points of  consideration and respect is especially important in the recruitment process which is often stressful and opaque to the candidates. 

Value 

Messaging candidates, rather than calling, show candidates you value their time. Candidates may have varied and busy lives which makes messaging the preferred option during the recruiting process. Remember, the courtesy you show applicants during the initial stages will improve their overall candidate experience. 

At some point, a phone call may be necessary as part of the interview process or to arrange more finite details; however, taking time to message all initial communications and setting up a time when the candidate feels they are ready for a call will really provide them with a positive experience. Therefore, when initially contacting candidates, doing so via instant messaging or emails will make them feel more valued and increase positivity felt for your company.

Personal 

Studies show that  75% of Millennials prefer receiving messages over calls as they feel it’s more personal. As stated before – messaging increases feelings of value and control, this will, in turn, increase the feeling that this choice is personalized towards the candidate to take into account their schedules, preferences and allow them choices with their application. 

This personal element is critical when recruiting, as many candidates feel that the recruiting experience is too impersonal —aimed at the masses rather than the individual. Moving from telephone calls to messaging could be a very simple way to better the candidate experience and make the entire process feel more tailored to the individual candidate. 

Messaging can improve your candidate experience and boost the number of qualified leads, the only problem? Messaging is more time consuming for recruiters. The solution? investing in messaging software, such as SmartPal, could provide the type of messaging millennial candidates want and result in better hires. 

Transparency 

Communication and candidate experience are practically synonymous: poor communication equals poor candidate experience.  Many candidate applications go unanswered or even acknowledge. It’s a sad fact that’s hard to address.

Recruiters definitely want to reply to every candidate who takes the time to apply, but the harsh reality is that it’s not always possible. This is where automation can help: a lack of time shouldn’t be an excuse for poor candidate experience… you just need the right tools.

Incorporating messaging allows recruiters to automate important steps into the application process, leaving time for important communications that boost the candidate experience.  Here are some of the key admin tasks that can be given to a chatbot:

• Guiding candidates to their ideal open roles in a personalized job search. 
• Provide a short and sweet application process. 
• Allow candidates to schedule and reschedule their own interviews.
• Send candidates interview-reminders. 
• Let candidates know the status of their application. 
• Start the onboarding process. 

Overall, providing a huge opportunity for companies to provide transparency to candidates.

Speed

Messaging is an instant way to connect and engage with your candidates in real-time. When you combine instant messaging with automation in a chatbot frame, you’ll find candidates will be able to engage with candidates 24×7.

So where do you start?

Research and reflection is a great way to begin, we suggest answering these questions as a start:

• Who would use the chatbot? (Look at your candidate personas)
• Which messaging apps are your candidates using? 

Then be sure to check out some chatbots in actions such as SmartPal to get a full idea of what this technology can do.

If you’re able to answer these questions you’re off to a great start in creating your business case to help convince budget-holders. Next, it’s a good idea to gather stories from companies who have seen hiring success using recruiting chatbots. If you’re a customer of SmartRecruiters you can ask your contact or check out this blog over on Hiring Success. 

Catch your breath after the marathon of Hiring Success 18, and relive some key moments from three days of TA inspiration… with more to come!

One thousand TA leaders from across the globe joined us in San Francisco for the third annual Hiring Success conference, and left with enough learnings to last the year until Hiring Success 19.

Here, we look back on some of our more special moments, where the intersection of passion and innovation was truly palpable, and of course, some that were just plain fun.

Analyst Day:

Top TA analysts kicked off Hire18 with a meeting of minds…

… and received advanced insight into new SmartRecruiters features. 

VIP Party:

Hire18 VIPs relaxed after Analyst Day at San Francisco’s hippest social club, The Battery, with food, drinks, and those famous SF rooftop views…

…and a heartfelt toast from Stephane Kasriel, the CEO of Upwork – pictured below with our CEO and founder Jerome Ternynck.

Keynote:

For the official opening of the conference, Jerome Ternynck roused the audience with a passionate unpacking of ‘Hiring Success’.

The Big Reveal – AI Recruiting Assistant:

One of many newsworthy announcements, SmartRecruiters launched our AI Recruiting Assistant, the only completely native AI on the market, that allows businesses to leverage the power of artificial intelligence to streamline recruiting processes, remove bias, and usher millions of candidates into their perfect job fit.

Predicting Quality of Hire:

Lou Adler, head of The Adler Group, revealed his methods, key features of his legendary methodology, including the one interview question that predicts ‘Quality of Hire’.

Texting Etiquette:

President of RecruitingDaily, William Tincup, managed to convince the audience to implement this traditionally personal platform into their recruiting practice, while simultaneously shocking attendees with ‘stranger than fiction’ examples of how terribly wrong it can go.

Hearing Accessibility:

All session attendees left the room with far more knowledge than they had going in, and in this particularly unique talk,  learned the challenges of deaf and hearing impaired workers, experiencing the latest technology that not only makes work more accessible to those in need, but makes everyone’s work-flow better.

The Blockchain Question:  

Serial founder and dock.io CEO Nick Macario spoke, alongside self-proclaimed futurist Kevin Wheeler, about the potential for blockchain to radically shape the future of HR. The goal: break candidate data out of closed platforms, create a decentralized and connected network, and return information control to individuals.

SmartyParty:

Hire18 took to the high seas for a dance party on the decks of the Hornblower…

… And of course a brief pitstop at the Smarty photobooth.

Standout Applicant:

We heard from applicants whose jobseeking processes were unique and tenacious.

Digital Marketing candidate Nina Mufleh talked about how she made her case to Airbnb by publishing a website that went viral: nina4airbnb.com

Shelley Winner was sent to prison for selling drugs. When she discovered she was pregnant, she turned her life around. She shared her candidate journey that led from a prison cell to the executive suite at Microsoft.

Robert Coombs wasn’t unsuccessful in PR, per se, but when he applied to corporate jobs, he got no love back. So he built a bot that applied to 3000 companies on his behalf, which effectively flipped the recruiting process!

Adidas, the story behind the Brand:

No one in the room was unfamiliar with the brand, but the company’s mechanics were new to most. And in many ways, the sports giant’s recruiting function is already operating in the future.

Recruiting Startup of the Year:

Honeypot swept the gold for Recruiting Startup of The Year with their developer-focused job platform that delivers qualified candidates to employers, and customizes and sends relevant offers to job seekers.

 Hackathon:

Four teams coded well into the night after the first day of Hire18 to deliver thoughtful customizations on the SmartRecruiters API. Visa took home the prize of $5k for an internal mobility add-on, which made it easier to find candidates from within an organization.