Each touch point of your application process offers you the chance to engage with candidates.

The emails you send to applicants shortlisted for interview are no exception. There’s a lot you can include both to make life a little easier for your interviewees, and to forge a greater connection between candidates and your brand.

Here’s our run-down of five essentials to include in your interview email templates.

  1. A map

This is a point centred on saving time and convenience. Embedding a map or linking to one will be helpful for candidates and will make a first good impression.

There’s a deeper benefit here too. Even something as simple as a map demonstrates consideration and thoughtfulness – qualities that candidates will associate with your brand.


  1. Transport information

Include practicalities in your email templates such as nearest train, tube or tram lines, parking info, bus routes – whatever you think will help make a candidate’s journey that little bit easier.

We’ve all been nervous applicants worrying over routes or taking test-runs to find interview premises the night before. Help alleviate some of that initial concern by providing clear and concise directions, transport and parking details.


  1. Contact on the day

There’s nothing worse than turning up for an appointment and not knowing who to ask for at reception. Provide a contact name and number for the interview to avoid this situation for your candidates.

This kind of detail can also help to humanise the interview process and portray your organisation as a personable, friendly environment.


  1. Welcome message

Getting the ‘you’re invited to interview’ call or message is a big deal for many applicants. When you’re putting together your interview email templates, don’t be afraid to inject some personality with a welcome message.

Candidates aren’t going to feel a particularly strong connection to your brand if you only include the practicalities – no matter how considerate you come across! Include an authentic greeting, whether it’s an excited ‘we can’t wait to see you!’ or a more formal ‘we look forward to meeting you.’


  1. Branding

All candidate communications should reflect your employer brand. This isn’t just a case of making an impact on candidates visually. It’s also important because it enhances candidate trust. Non-branded email templates don’t look as credible, nor as professional or welcoming.

Consider also using your emails to reiterate your brand values or working culture to further engage and connect with candidates ahead of interview.


What next?

You should be able to set up professional, branded email templates from within your ATS (Applicant Tracking System). You should also have the option to personalise emails and send in bulk when needed.

We’ve often said that consistent communication is the cornerstone of great candidate experience. At the most basic level, this should include application acknowledgement messages, and emails when a candidate has not progressed to the next stage of the process.

But why stick to the bare essentials? Injecting your email templates with your brand personality and helpful information can only strengthen your candidates’ enthusiasm for working with you.


Find out more


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About the author

Tristan Potter

Tristan has a decade's worth of experience writing content and copy for organisations across Bristol and the Southwest of England. He has written on a diverse range of topics, including technology, philosophy, politics, and recruitment. His writing has appeared in The Drum, HR Grapevine, and The Guardian, among other publications. He joined Hireserve in March 2022.